DATABASE MANAGEMENT SYSTEM I
Definition of Database Management System
A Database is a single organized collection of data for one or more purposes stored with
minimum duplication of data items so as to provide a consistent and controlled pool of data.
For example a school students’ database will contain data relating to the student such as
academic results, school fees, accommodation et.c
A Database Management System (DBMS) is software that controls the storage, retrieval
and manipulation of data stored in a database. Using a DBMS makes files easy to store, edit and
retrieved effectively. Examples of DBMS are: Microsoft Access, Dbase IV, Oracle, MYSQL,
MSSQL, and FoxBASE plus, Sybase.
Database Management Systems (DBMSs) are specially designed software applications
that interact with the user, other applications, and the database itself to capture and analyze
data. A general-purpose DBMS is a software system designed to allow the definition, creation,
querying, update, and administration of databases. Well-known DBMSs
include MySQL, MariaDB, PostgreSQL, SQLite, Microsoft, Oracle, SAP HANA, dBase, FoxPro, IBM
DB2, LibreOffice Base, FileMaker Pro, Microsoft Access and Intersystem Cache.
Uses of Spreadsheet and Ms-Access for Database Management
The Following are areas in which spreadsheet and Ms-Access can be used in
Database Management;
1. Searching
2. Sorting
3. Modifying
4. General reporting
Searching:
i. On the tools menu, click options.
ii. Click the edit/find tab.
iii. Under default find/replace behavior select either of fast search, general
search or start of field search.
Sorting:
i. Start Microsoft Access, and then open the database that you are working
with.
ii. Open the table or the form whose data you want to view.
iii. Click the field that you want to use for sorting records
iv. On the records menu, point to sort and then click sort ascending or sort
descending.
Modifying:
i. Open a table or a query in the datasheet view or a form in form view
ii. In Microsoft Office Access 2003 or in earlier versions of Access, to add a
new record, point to “go to” on the edit menu, and then click “new
record”
Generating Report:
i. Open the database window and click on the report tab
ii. Click New. A dialog box appears
iii. Choose between Columnar and tabular.
iv. Select the table or the query that you want to use for your report
v. Click Ok.
DATABASE MANAGEMENT SYSTEM II
Loading and exiting Ms-Access (PRACTICAL)
Unlike a word processing or spreadsheet document, which you can name after you have started or
completed it, a database has to be named before any work is started on it.
1. Click on the Start button.
2. Select All Programs.
3. Select Microsoft Office and then Microsoft Office Access.
4. Check for New Blank Database and then click on ‘Blank database’.
5. Type a name for your database into the ‘File Name’, box.
6. Click Create and you are in Access environment
When working in Access, you make use of tables. Tables are the most important object in the database.
To create a table you can use any of the following methods:
1. Datasheet view
2. Design view
3. Table wizard
Creating a table in Datasheet view
1. Open the database.
2. Click Create Menu.
3. Click Table Design Tab
4. Enter Field Names and Data Type e.g. Surname, Middle name, Last Name etc
5. Save table,
6. (A prompt for primary key pops out, click No for now)
7. Click View
View
8. Select Datasheet view.
Exiting the Ms-Access
To exit Ms-Access package, take any of the following steps:
Click on the File menu and select Exit.
Click on the Close button on the title bar
Press ALT+F4.
Creating a New Ms Access Database
To create a new Ms Access Database, follow the steps below:
Click on the Microsoft Office Button
Click on new from the menu displayed
OR press CTRL+N
In any of the cases, the new Database created overrides the previous but you can
navigate to the old as follow:
Click on the Microsoft Office Button
From the displayed menu you will see all recent Databases on the right
pane.
Saving a Worksheet on Ms-Access
To save a worksheet for the first time, follow the steps below;
Click on the Microsoft office Button
Click on Save
When the dialog box appears, in the save in box click on the arrow, a drop down menu
appears.
Select a location to save e.g. My Document
Type a file name in the File name box.
Click on Save
Save in Box Arrow for Drop Down
File Name Box save Button
Save As Dialog Box
Subsequently, just press ctrl + S to continue saving the worksheet.
NOTE: Educators should please show the students other methods of saving a worksheet
Retrieving a Worksheet on Ms-Access
To retrieve an existing or saved worksheet, follow the steps below;
Load the Ms-Access package
Click on the File menu or the Microsoft Office button
Click on Open, the open dialog box will be displayed
Click on the arrow beside the Look in box
Select My Document from the drop down menu
Click on the File Name
Click on Open
