1.

Introduction to Data

Data refers to raw facts, figures, or symbols that have no meaning on their own.
Example: A list of numbers like 85, 92, 76 or names like "Ram", "Sita", etc.

2. Introduction to Information

Information is processed data that is meaningful and useful.

Example: “Ram scored 85, Sita scored 92, Hari scored 76” – this is information derived from raw data.

3. Differences between Data and Information

Data Information
Raw facts and figures Processed and meaningful data
Not useful alone Useful and understandable
Example: "65, 70, 80" Example: "Marks of students"

4. Introduction to Data Processing

Data processing is the method of converting raw data into meaningful information.
It involves steps like input, processing, storage, and output.
Example: Typing marks into a computer (input), calculating average (process), storing it, and printing report
(output).

5. Introduction to Database Management System (DBMS)

DBMS is software used to create, store, manage, and retrieve data from a database.
It helps in organizing data efficiently.
Example: MS Access, MySQL, Oracle.

6. Tables under DBMS

A table is a collection of related data in rows and columns.

• Rows are also called records.

• Columns are called fields.
Example:

ID Name Age
1 Ram 16
2 Sita 17

7. Importance of DBMS

• Helps store large amounts of data securely

• Avoids repetition of data (reduces redundancy)
• Makes searching and updating easier
• Supports multiple users
• Ensures data accuracy

8. Types of DBMS

1. Hierarchical DBMS – Data arranged like a tree

2. Network DBMS – Complex relationships (many-to-many)
3. Relational DBMS (RDBMS) – Data stored in tables (most popular)
4. Object-oriented DBMS – Stores data as objects

9. Introduction and Importance of RDBMS

Relational Database Management System (RDBMS) stores data in tables with rows and columns.
Each table is related using keys.

Importance:

• Easy to use and manage

• Reduces duplication
• Maintains data integrity
• Most widely used (MS Access, MySQL, Oracle)

10. Introduction to MS Access

MS Access is a relational database management system developed by Microsoft.
It is used to create databases and manage information using tables, queries, forms, and reports.

Example Use: Creating a student database for managing attendance and marks.

11. Features of MS Access

• Easy to create and manage databases

• Provides templates to start quickly
• Includes Tables, Queries, Forms, Reports
• Allows relationship between tables
• Simple interface with powerful tools
• Can import/export data from Excel, Word, etc.

12. MS Access 2016: New Features

• Tell Me Box: Helps you find tools quickly

• Improved templates: Better design and usability
• Larger field size: Long Text fields support up to 1 GB
• Data export: Enhanced options to export reports to PDF/Excel
• Modern UI: Clean ribbon and smoother performance

13. In-depth Explanation of User Interface of MS Access

The User Interface (UI) of MS Access includes:

• Title Bar: Shows the name of your database

• Ribbon: Tabs with commands (Home, Create, External Data, etc.)
• Navigation Pane: Lists all database objects (tables, queries, etc.)
• Object Window: Displays the open object (e.g., a table)
• Status Bar: Shows status and view options

14. Tabs in MS Access

Each Tab contains groups of commands:

 Tab Use
Home Clipboard, Text formatting, Sort & Filter, Records
Create Create Tables, Queries, Forms, and Reports
External Data Import/export data from Excel, Word, etc.
Database Tools Relationships, Analyze performance, Show dependencies

15. Creating a Database in MS Access

A. Blank Database

• Open Access → Click “Blank Database”

• Name your database → Click “Create”
• Start adding tables/forms/etc.

B. Using a Template

• Open Access → Choose from ready-made templates

• Templates have pre-designed tables and forms
• Useful for quick setup (e.g., Contacts, Inventory)

16. Components of Database (Table, Query, Form, Report)

• Table: Stores data in rows and columns

• Query: Retrieves specific data from tables
• Form: Friendly way to enter/view data
• Report: Presents data in printable format

Example:
A student database can have a table for marks, a form for data entry, queries to get top students, and a report to
print marksheet.

17. Creating a Table in MS Access (Using Table Wizard)

• Go to Create > Table Wizard

 • Choose sample fields or create your own
• Assign field names and data types
• Click “Finish” to create the table

18. Creating a Table in MS Access (Using Design View)

• Go to Create > Table Design

• Enter Field Name, Data Type, and Description
• Set Primary Key (usually ID field)
• Save the table

19. Understanding Data Types and Formats

Data Type Use

Short Text Names, addresses (up to 255 characters)
Long Text (Memo) Paragraphs, notes
Number Numeric values
Date/Time Dates and times
Currency Money values
AutoNumber Auto-generated numbers
Yes/No Checkbox or True/False
OLE Object Images, documents
Hyperlink Website links
Attachment Files like images or PDFs
Lookup Wizard Create dropdown list from another table
20. Field Properties Pane in Table Design Window

Property Function
Field Size Limits the number of characters/numbers
Format Defines how data appears (e.g., date format)
Input Mask Pattern for data entry (e.g., phone number)
Caption Alternate name for field (appears on forms/reports)
Default Value Automatically enters a value
Validation Rule Condition for data (e.g., >0 for marks)
Validation Text Message if data doesn’t meet the rule
Required Makes sure a field must be filled
Allow Zero Length Allows blank entry in text field
Decimal Places Sets number of decimals for numeric data
Indexed Speeds up search/sorting in large tables

21. Entering Fields in a Table

• Fields are the columns in a table (e.g., Name, Age, Address)

• You enter them in Design View by typing the field name and selecting the data type

Example:

Field Name Data Type

Name Short Text
Age Number
Address Long Text

22. View Table in Datasheet View

• Datasheet View shows the table like an Excel sheet

• You can add, view, or edit records (rows)
• To switch: Right-click table name → Click Datasheet View
23. Keys (Primary and Foreign Key)

Key Type Explanation

Primary Key Uniquely identifies each record in a table (e.g., Student ID)
Foreign Key A field in one table that links to the primary key in another

Example:

• Student Table → StudentID (Primary Key)

• Marks Table → StudentID (Foreign Key)

24. Entering Data in a Table (Entering Records)

• In Datasheet View, each row is a record

• Just click a cell and type the data
• Press Tab to move to the next field, Enter to add a new record

Example:

ID Name Age
1 Ram 16
2 Sita 17

25. Adding Index to a Field

• Indexing helps in fast searching and sorting

• Steps:
o Go to Design View
o Select the field
o In Field Properties, set Indexed to “Yes (Duplicates OK)” or “Yes (No Duplicates)”

26. Delete an Index

• To remove an index:
o Go to Design View
o Click the field
o Set Indexed to “No” in Field Properties
27. Modifying the Table Design

Action Steps
Add a field Go to Design View → Add new field at bottom
Delete a field Select the field row → Right-click → Delete
Rename a field Click on the field name and edit it
Change data type Change the data type dropdown next to the field name

28. Sorting Records

Type Steps
Single Field Sort Click the column heading → Choose Sort A-Z or Sort Z-A
Multiple Field Sort Use Sort Row in Design View of Query with multiple fields
Remove Sort Right-click → Remove Sort
Filtering Records Use Filter option in ribbon or right-click on a value → Apply filter

29. Querying and Editing Data

• Queries help retrieve specific data (e.g., students with marks > 80)
• You can edit data through queries, just like editing a table
• You can add calculations and conditions in the query

30. Use of Query in MS Access

• Find specific information quickly

• Update multiple records at once
• Perform calculations
• Create new tables with selected data
• Sort and filter data easily

Example: Show all students who scored more than 75 in Science.

31. Different Types of Queries

Query Type Purpose

Select Queries To view and filter data from one or more tables
Crosstab Queries To calculate and summarize data (like pivot tables)
Advanced Filter/Sort To sort/filter records using more than one condition
Parameter Queries Prompts the user to enter a value when the query runs

Example of Parameter Query:

Show marks greater than [Enter Minimum Marks]

32. Action Queries

Type Purpose
Delete Query Removes records from a table
Update Query Modifies existing data
Append Query Adds records to another table
Make-Table Query Creates a new table from selected data

Note: Action queries change or delete data permanently.

33. Creating Query Using the Query Wizard

• Go to Create > Query Wizard

• Choose a Simple Query, Crosstab, or other options
• Select fields, apply criteria, and finish

34. Creating Query Using Design View (Select Query)

• Go to Create > Query Design

• Add table(s) from which to take data
• Drag fields to the grid below
• Set conditions (criteria) if needed
• Run the query using the Run button

Example: Marks > 80 in the Criteria row

35. Performing Calculation in Query (with Operators)

Operator Type Example

Arithmetic [Price] * [Quantity]
Comparison >, <, =, >=, <>
Logical AND, OR, NOT

Example:

• Marks >= 80 AND Class = "10"

36. Functions Used in Logical Formulas

Function Use Example

IIF Used for conditional statements IIF(Marks>=40, "Pass", "Fail")
AND Returns true only if all conditions are true Marks > 40 AND Attendance > 75
OR Returns true if at least one condition is true Subject = "Math" OR Subject = "Science"
NOT Returns true if the condition is false NOT (Grade = "F")

37. Creating Forms

Method Steps
Form Wizard Go to Create > Form Wizard → Choose fields and layout → Click Finish
Form Design Go to Create > Form Design → Manually place fields and design

Forms help in easy and clean data entry.

38. Entering Data in a Form

• Open the form

• Fill in each field (like a form in real life)
• Press Tab to go to next field
• Press Enter to save the record
39. Creating and Printing Reports (With Report Wizard)

• Go to Create > Report Wizard

• Select table or query, choose fields
• Choose layout and style
• Click Finish
• Report will be created and shown

Reports are used for printing summaries like mark sheets, invoices, etc.

40. Printing a Report in MS Access

• Open the Report

• Click File > Print or use Ctrl + P
• Choose printer and print settings
• Click Print

You can also export the report as PDF before printing.