Microsoft Office

MS Access

Ms Access

Microsoft Access is an application software what is used to create and manipulate database. It is the part of Microsoft Office Suite. Microsoft Access is a relational database management system what does create or manipulate a database in the form of tables and queries. Microsoft Access helps you analyze large amounts of information, and manage related data more efficiently than Microsoft Excel or other spreadsheet application. 

A database is a collection of logically related and similar data. Database stores similar kind of data for a specific purpose that is organised in such a manner that any information can be derived from it, when needed. Microsoft Access is an application which allows the creating of databases. Microsoft Access is a Relational Database Management System (RDBMS). Access is a tool for managing the database. It allows you to design and create complete databases with quick and easy data entry, maintain them and search for information. 

Starting Of MS- Access 

Click the start button –> All Programs –> Microsoft Office–> Microsoft Office Access. 


Database is a collection of data that is stored in a computer system. Databases allow their users to enter, access and analyze their data quickly and easily. They’re such a useful tool that you see them all the time. 

DBMS ( Database Management System) 

A DBMS is a collection of programs that enables users to create and maintain a database. 

Components of MS-Access
  1. Table: It stores the data in your database. 
  2. Queries: Get information from the data stored in the tables.     

There are five types of queries: 

  • Select Query- Retrieves data from one or more tables and displays the recordset in a datasheet. This is the most common type of query. 
  • Parameter Query- Prompts the user to enter values that define the query, such as a specified region for sales results or a specified price range for houses. 
  • Cross-tab Query- Arranges a recordset to make it more easily visible, using both tow headings.
  • Action Query- Creates a new table or changes an existing table. 
  • SQL query- An advanced query that is created by using an SQL statement. 

        3. Reports: Allow printing of data, based on queries or tables created by the user. 

        4. Forms: Make it easy to enter data in the tables. A form is an interface for adding and          editing data.  

Creating a Database in Microsoft Access

You can create kind of database in Microsoft Access using rich features of this application. 

  • Creating Blank Database. 
  • Creating Database using Template. 
Creating Blank Database
Blank Database

You can create blank database using Microsoft Access where we can manually crate Tables, Forms, Queries and Reports in the database. We can add fields and attributes to the table as per the need. Here we will learn creating a blank database. 

Creating a Database using Templates

It is a complete tracking application with predefined tables, forms, reports, queries, macros and relationships. MS- Access includes a collection of database templates. 

You can create databases using number of templates provided by Microsoft Access. This application provides you with a wide variety of templates that you can use to speed up the database creation process. A templates is a ready-to-use database containing all the tables, queries, forms, and reports needed to perform a specific task. Some templates contain a few samples records to help to demonstrate their use. 

Data Types (Attributes) 

Data Type Attributes

Data types or some predefined keywords with certain definition, cannot be used as any fields name in table or as variables. 

Data Types Description
Text This is a Data Type which defines a field or variable will contain only text values, can contain maximum.
Numbers This is a data type which defines the variables or the fields defined in the tables, will accept only numerical values.
Currency This is a data type which defines the variables or the field defined in table, will accept only numerical values and display it as currency.
Date & TimeThis allows a variables or fields will accept only the values as date & time with definite format.
Yes/ No This is a logical kind of Data type that defines whether Yes/No, means applicable or not.
MemoKind od data type what accept 63,999 characters maximum.
Attachments Kind of data type what is used in only MS access versions through this you may attach data file.
Hyperlink Kind of data type what allows you to link a website, email addresses, file of your computer or a file anywhere else connected.
Lookup and Relationships Kind of data type specifies that lookup list of data or has been prepared from the lookup list of another table. This is used to set multiple list too.
Rich TextKind of data type what is used to defines a variables or field to accept rich text.
Calculated Field It is a new one in MS Access 2023.Through this you may manually create a data type whether conditional, mathmatical, constant etc. With defined limitation or restrictions. Till it was in query form in previous versions in MS Access.
Data Type Attributes
Saving the Table 

You can save the table as well as the record respectively. Whenever you create a table in the database using whether datasheet view or design view. You must save the table in the database in Microsoft Access application.

Shortcut Keys of MS- Access

Shortcut KeysDescription
Ctrl+NCreate a new database.
Ctrl+OOpen an existing databse.
Alt+NCreate a new database objects.
Alt+OOpen database object.
Ctrl+SSave a database object.
Ctrl+PPrint the current or selected object.
Ctrl+CCopy the selected object.
Ctrl+XCut the selected object.
Ctrl+VPaste object.
Delete Delete an object.
Shortcut Keys Of Ms Access

Working with Tables

Shortcut Keys Description
Ctrl+Plus sign (+) Add a new record.
Ctrl+semicolon(;) Insert the current date.
Ctrl+Shift+Colon(;) Insert the current time.
Ctrl+Alt+spacebarInsert the default value for a field.
Ctrl+Apostrophe(‘) Insert the value from the same field in the previous record.
Ctrl+ASelect all records.
Ctrl+Minus sign (-) Delete the current record.
Esc Undo changes made to the current field.
Esc Undo changes made to the current record.
Working With Table

Navigation In a Table 

Shortcut Keys Description
Tab Next Field
Shift+tabPrevious Field
Page Down Next Screen
Page upPrevious Screen
Ctrl + ↑First Record
Ctrl + ↓Last Record
Next Record
Previous Record
Navigation in Table

Common Tasks 

Shortcut Keys Description
Ctrl+BBold letter.
Ctrl+IItalic letters.
Ctrl+UUnderline Letters.
Ctrl+FFind text.
Ctrl+HReplace text.
Ctrl+ASelect all.
Ctrl+YRedo last action.
Ctrl+ZUndo the last action.
Ctrl+WClose the active window.
Ctrl+Shift+ASort select data in ascending order.
Ctrl+Shift+ZSort select data in descending order.
F7Check Spelling.
F1Open MS Access help.
Common Tasks Table

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Pooja Rastogi

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