MS Access – Database Management
System by Microsoft
MS Access or Microsoft Access is Database Management System
(DBMS) by Microsoft. In Microsoft Access, Jet Database Engine is
merged with the Graphical User Interface (GUI) and Software
development tools. You can create customizable database applications
using MS Access with many built-in functions like string, numeric,
date, and information functions. MS Access 2016 is a part of the MS
Office suite. Here we will learn the basics of MS Access and its
designing and implementation in context as an accounting system. Let
us get started.
MS Access – What is Microsoft Access?
As we have learned before a Database Management System is a
software that helps its users store and effectively manage databases. It
is a systematic system/software to create, store, manage, manipulate,
retrieves and update any kind of data.
One of the main applications of DBMS is that it can also be used to
manage an accounting system. And MS Access is one of the popular
DBMS tools that is used for the same. As Microsoft’s primary
database program MS Access has many applications in the economic
world.
In accounting it may be used for reviewing accounts, tracking down
invoices, keeping a check on the creditors of the company, reviewing
final accounts at year end etc. MS Access is a very effective tool for
financial management and even tax management.
Components of MS Access
There are seven major components of Microsoft Access. When we
create a component in Access it is an object, and several similar
objects grouped together will constitute a class. Let us take a look at
the components.
Tables
In MS Access Tables store the data or the information that you feed
the program. The data table can be created with the required field
names, properties etc as desired by the user. If the table is not created
correctly, the database may be slow in giving results or give wrong
results entirely. So it is essential the table be created properly and
carefully.
Relationships
Relationships are the connections that form between one or more
table. So the relationships can be one-on-one, one-to-many and then of
course many-to-many.
Queries
Queries are when the user or the programmer requests the database for
information. The objects help create a SQL compatible query, which
can help store data and retrieve information from the database.
Queries can also sort and filter data as per the query statement.
Forms
This is an object class which allows the programmer/designer to create
a user interface for MS Access. A form is defined by tables and
queries.
Reports
Once all the data has been entered into the database, the user will want
to view the information. For this he can run reports which will allow
him to view the information, or summarize the information. The
reports can be customized by the user. The source of the information
in these reports are the tables and the queries.
Macros
Macros are tools on MS Access that allow you to automate tasks on
your forms or reports. They are predefined actions that add
functionality and efficiency to your database. They can perform a
series of actions like open a table, run queries, create reports etc. The
command will be performed each time the macro button is clicked on.
Modules
These are the foundations of the software that allows the programmer
to create a set of predefined instructions called sub-routines. These
modules can be used throughout the database, they can be used from
anywhere in the database.
Solved Question for You
Q: Every component that is created using access is a subject and
several such similar objects constitute a class. True or False?
Ans: MS Acces is a popular DBMS system to create, store and
manage databases. Every component that is created using Access is an
object and several such objects constitute a class. Access is
functionally available with seven object classes.
