Ms access Database

Q: What Are MS-ACCESS Data types?
MICROCSOFT ACCESS DATA TYPES:
There are ten data types in MS-ACCESS
1. Text 2. Number 3. AutoNumber 4. Data & Times 5. Yes & No
6. Currency 7. Memo 8. OLE Object 9. Hyperlink 10. Lookup Wizard
TEXT:
Text data type is used to store only textual or string type of data and capable to
store 0 to 255 and occupies 2 bytes.
NUMBER:
Number data type is used to store numeric data type and accommodate 4
bytes and capable to store -32768 to +32767.
AUTO NUMBER:
Auto Number is used to generate auto number and its no need to insert
number manually.
DATE & TIME:
The data & time data type is used to store date or time with the original
format like DD-MM-YY and Time format is HH-MM-SS
YES & NO:
The yes & no data type is capable to store only yes or No value. The yes
value always represents with the sign of √ Tic Mark and No Value represents without
the tic mark.
CURRENCY:
The currency data type is used to store numeric data type with the sign of
$, ₤, € country signs we can change currency style in the properties and select any sign.
MEMO:
The memo data type is used to store all data types at a time and unlimited range
of data, so that’s why memo data type is capable to store large amount of data.
OLE OBJECT:
OLE abbreviates as “Object link Embed”. This data type is used to link
any other object like Ms-Paint, Ms-Word, and Ms-Notepad etc
HYPERLINK:
The Hyper link data type is used to link between two files or document.
LOOKUP WIZARD:
The lookup wizard data type is used to provide set of instructions or
set of process that perform step by step to add other data.
1 Prepared By: Yasir Ahmed Khan | email: yasirahmedkhan@ymail.com cell: 03337015014

Q: What Are MS-ACCESS Objects?
MICROSOFT ACCESS OBJECTS:
There are six objects in Ms-Access.
1. Table 2. Queries 3. Form 4. Report 5. Module 6. Macro.
In Ms-Access there are several objects that main any database. Microsoft Access is a
collection of objects that’s used in different places.
TABLE:
A database is a collection of tables and tables is a collection of column and rows
and row is a collection of records and column is a collection of fields and record is
collection of information. A table is containing of information that identify with fields.
For example: A record of one student may consist of his name, data of birth, birth place,
etc
QUERIES:
A query is a database object that a person can maintain a view of data,
particular requirement of user and calculation of different fields. A query is a collection
of SQL expression that performs particular tasks.
FORM:
A form is a screen output or result of data on the screen in the form of good
manners. A form is output of data display on screen.
REPORT:
A report is a very effective way that represents data on the paper. We can
create a report on requirement of the data and we can also control size of data. A report is
also divided into 1. Data Wizard 2. Design View
1. DATA WIZARD:
A data wizard is step by step instruction that perform particular
task in a proper way and there is no need to adjust manually.
2. DESIGN VIEW:
A design view is a manually process that a developer maintain
any report.
MODULE:
A module is a collection of variables or procedures that we can call any time
and any where. It is a very safe way that we can use procedure or variables in different
times.
MACRO:
A macro is a collection of store procedure or collection of instruction or steps
that perform together in the database.

Q: Define RDBMS & Its Advantages and disadvantages also?
RELATIONAL DATABASE MANAGEMENT SYSTEM:
The RDBMS Abbreviate as “Relational Database management system”.
The Relational database management system is interface between the more than tables.
A relational database is a collection of data item organize as a set of formally described
tables from which data can be accessed or resemble in many different ways without
leaving to recognize the database tables. The RDBMS concept was introduce by “Dr E.F
Codd” in 1970 at IBM. The E.F Codd was introducing some very important rules that
follow any RDBMS without the E.F Codd rules we can not maintain RDBMS.
A Relational database refers to a file that is used to store information in a format that is
easily retrieved and manipulated. The Most Common database files are made up of
tables, fields and records in simple words RDBMS is link between tables or fields that
easily retrieve records and different tables. A Relational database management system
must be following the E.F Codd Rules and Some Common Rules Are:
1. Should be capable of using relational facilities.
2. All Data must be accessible in all tables.
3. The Null Value can not store.
4. The System must support at least one relational facility.
5. The system is capable to insert, update and delete operation. It can also perform
the operation on multiple rows simultaneously
ADVANTAGES OF RELATIONAL DATABASE MANAGEMENT
SYSTEM:
 Can Support large database.
 RDBMS Provides searching of records (More Than One)
 RDBMS is used for business applications
 RDBMS provides relationships between the tables
 RDBMS can provide to display from more than tables
DISADVANTAGES OF RELATIONAL DATABASE MANAGMENT
SYSTEM:
 RDBMS Time Consuming
 RDBMS Can Not Support for videos, audio’s, images.
 Its too difficult to store complex object
 RDBMS Can not support textual searching within a fields
 RDBMS does not allow multiple value

Q: Define Database?
DATABASE:
A Database is a collection of records and records is a collection of personal information.
A Database is collection of information that collect in different recourses a database is
very powerful tool that provides different applications or solutions a database system can
provide an organized system or data.
Q: Define DBMS?
DATABASE MANAGEMNET SYSTEM:
DBMS Abbreviate as “Data Base Management system”. Database management system is
software which provides help to the user. A database management system is a very
powerfull system that organizes good data base system. A DBMS is a collection of
options that helpful to organize or maintain any software.
DBMS software provides these options:
1. Search any record
2. Insert any record
3. Update Any Record
4. Edit Any Record
5. Delete Any Record
The DBMS is widely used in business applications. The database management system is
a set of software programs that control the organization, storage of data, and retrieve of
the records. The DBMS is a tool that user insert any request, the software fulfill the
requirement of the user and maintain the records.
Q: Define SQL & its features?
STRUCTOR QUERY LANGUAGE:
SQL Stand for “Structure query language”, and pronounce as Sequel. A SQL is a
query language that is used to access the particular database and display the records on
the screen this language was devolved by IBM in the year of 1975. A SQL is a very
famous language that performs different commands like insert, delete.
FEATURES OF SQL:
 SQL Allow accessing any database.
 SQL can insert new records in database.
 SQL can delete records in database.
 SQL can update records in database
 SQL is easy to learn.
 SQL can execute Queries against a database.
 SQL can support RDBMS.
 SQL can retrieve data from a database.

Q: Define Primary Key/Primary Keyword & its characteristics?
PRIMARY KEY:
A Primary key also called primary keyword. Primary key is a key to use relation
between tow and more than at a time. A primary key is a unique key that perform or fine
particular records. A Primary key is a very powerful tool that connects one table to
another tables but it necessary the both fields are unique in the particular table. A Primary
key can assign in like reg_no, seat_no,
License_no etc
CHARACTERSTICS OF PRIMARY KEY:
 Primary Key is a unique key.
 Primary key Can not accept null values
 Spaces are not allowed in the fields
 Primary Key always defines with unique fields.
 Duplicate data are not allowed
 Primary key like reg_no , id , etc
Q: Define Secondary Key?
SECONDARY KEY:
The secondary key is another key that perform any task in the absence of primary key. If
the primary key is weak in the table and cannot entertain that key is helpful to the
primary key. A student have reg_id as a primary key in the table but cannot remember a
particular id we can use secondary key as a primary key to find out any particular records
in the database so that’s why a secondary key is a helping key of primary key to locate
any particular record like name,ph_no,cell_no
Q: Define Foreign Key?
FOREIGN KEY:
A foreign key that available in the other table is called “Foreign Key” or foreign
keyword. When the primary key is assign in the 1st
table it mean the relation between the
two table when the relationship is completed then this key is automatically generated to
maintain the relationship between the tables the foreign key is that type of key to
maintain the relationship between the tables.

Q: Define ERD Database Model?
ENTITY RELATIONAL DATABSE MODEL (ERD):
The ERD abbreviates as “Entity Relational Database model”.
The ERD is a process of two or more tables in between the relationship. The ERD is a
relationship between tables and fields. There are three types of ERD:
1. One To one
2. One To Many
3. Many To Many
ONE TO ONE:
One to One relationship is depend on One To One, like A student is related to
the student.
ONE TO MANY:
One to many relationship is describe that a student have many subjects.
MANY TO MANY:
Many to many is simply define as many subjects, many id’s, many teachers.
Q: Define ERD Model?
ERD MODEL:
The ERD model was originally devolved by “Peter” in 1976. The ERD is graphically
representation of data object simply ERD model conceptual data model that we can view the
relationship between the object commonly used for database design for database.
 The ERD model represent as:
 The Database must be a relationship
 The ERD model can easily transformed into relational tables.
 It is simplest way that represents data objects.
 The ERD is a design or planning for the good database.
 The ERD divided into:
1. One To One
2. One to Many
3. Many to many
The entity is a person, place or anything is called entity some time we say entity is an event, that
describe or show database objects suppose a developer is collected data for the information
system, a customer is a entity means a programmer can done different operations. A relationship
is inter-action between the entities.

Q: What is Relationship?
RELATIONSHIP:
The relationship is the inter-action between the entities. A relationship is described which
entity is related with other entity.
There are three types of relationship:
ONE TO ONE:
An entity at one level is related to one entity at next level.
ONE TO MANY:
An entity at one level is related to zero, one or more entities at next level.
MANY TO MANY:
Many entities at many levels are related to more entities at next level.

Q: Define Database Model & also define it types briefly?
DATABASE MODELS:
A database model is a model that described structure of any database any database is
depends on structure, organize and manipulate data items by the relationship there are
three database models:
1. Hierarchical Model
2. Network Model
3. Relational Model
1. HIERARCHICAL MODEL:
The hierarchical database model is organized into family tree. The hierarchical database
model related entities by parents/child or superior/subordinate relationship an
organization chat. The hierarchical database model can access records in the sequential
order like a student have an unique id with subjects and the department that’s why it is
time consuming searching of any records the second disadvantage is that to add new
fields in the database because in every time to add new fields that required re-organize
database. The hierarchal database models represent two relationships:
1. One To One
2. One To Many
ONE TO ONE:
An entity at one level is related to one entity at next level.
ONE TO MANY:
An entity at one level is related to zero, one or more entities at next level during design,
the database administrator who is responsible for the design, determine the entities to be
included in the database and the relationship that will exist between entities.
2. NETWORK MODEL:
The Network database model is similar to the hierarchical model, except that an entity
can have more that is parent i,e member can belong to more than one relationship.
The network database model is describes many to many relationship between the
complex objects the measure advantage of network model that we can access multiple
data with verity of sources and speed.
3. RELATIONAL MODEL:
The Relational database model is currently the most popular one in DBMS, because it
conceptually simple and untreatable by information system. The relational database was
developed by “Dr E.F Codd” in 1970 at IBM. The relational database is commonly type
of database for all level of databases; the major advantage of this model is that the fields
are connected with primary key/key field.
The primary key can organize all database fields and control the possible technique the
second advantage is that changing of any records in one file to change the automatically

in other file. The major disadvantage is time consuming because the records may search
more than tables.

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