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As per our textbook, Access, a relational database application, is the most widely used PC-based database management system (DBMS) software for both personal and business users. Like other database systems, the structure of the database file is of the utmost importance. For this exercise, you must demonstrate your understanding of the Access database system by describing how you would begin to create a database file with one of its tables (No templates). Your example may be a personal or business database. In addition, what are the advantages of managing database information in Access versus using an Excel spreadsheet? +400 words
Creating a Database File with Access
Access is one of the most widely used PC-based database management systems (DBMS) for both personal and business users. It is easy to use, and provides flexibility when it comes to creating tables, forms and reports. With Access, you can create a database file from scratch without using any templates.
The first step in creating a database file with Access involves setting up the table structure. A table consists of columns (fields) and rows (records). Each column represents an attribute or data field that needs to be stored in the table. For example, if you were creating a customer contact list, you would need columns to store information such as name, address, phone number and email address etc. You will then need to decide what type of data each field should store such as text or numbers etc. Once you have determined which fields your table should include, you can add them by clicking on ‘Home’ followed by ‘Design View’. You can then enter your fields into the design view window along with their corresponding data types.
Once all fields have been added successfully within the design view window, click “Save” which will save your table structure as part of your new database file in .accdb format. This completes the first step in creating a new database with Access – Your newly created table is now ready for use!
With this newly created empty table structure saved within your .accdb format file ,you are now ready to start entering records into it via ‘Form View’ or ‘Datasheet View’ options available in Home tab panel at top left corner of access environment window(screen). By default datasheet view appears right after saving newly created empty Table Structure & before entering any record/data into Table Created Above; hence those two views are always available while working on Tables & Records inside Tables: Form View & Datasheet View respectively.. After entering required information related to all Fields/Columns defined above will complete creation process of first Database Table inside Database File Created Above.; other tables could be created similarly too by following same steps mentioned above accordingly too.:
The advantages of managing information within an Access database versus using Excel spreadsheet are numerous:
1) Data Integrity – When multiple users work with different sets of spreadsheets simultaneously there is potential for inconsistency across datasets resulting from duplicate entries and missing values etc., whereas an Access database system provides consistency across all user inputs due to features such as Data Validation Rules & Mandatory Field settings thereby eliminating chances for duplication & invalid entry errors largely;
2) Reporting – An Excel spreadsheet only allows basic reporting functions like filtering , sorting & pivoting data however access allows much more sophisticated reporting including graphical representation through its report wizard feature ;
3) Security – While no security measures exist on an excel sheet ,access provides high level security features like defining permissions based on roles/groups who accesses DBMS files thereby ensuring safety against unauthorized access;
4) Automation – Advanced Features like Macros allows automation tasks like repetitive calculations , insertion of common elements into forms etc., which may take considerable amount time while doing manually over spreedsheets but require minimal effort while performing same actions over DBMS Files.;
5) Relational Capabilities – MS ACCESS enables linking various tables having relations amongst them allowing retrieval /analysis /manipulation large set datas easily therefore providing capabilities way beyond basic functionalities availed via Spreadsheets; Hence enabling complex queries execution even involving multiple tables i.e something not possible through spreadsheets so far until now.;
In conclusion , The Advantages provided by DBMS specifically MS ACCESS makes it highly suitable tool minimum business requirements where large set dynamic changes involved according rules constantly changing endlessly making difficult handle ever increasing amounts data efficiently& reliably otherwise impossible achieve similar results via Spreadsheets Applications currently available market today