Database Management System – MS Access 2016 (By Pratap Sanjay Sir)

📘 Chapter: Database Management System – MS Access 2016

🗃️ 1. Database and its Management

➥ A Database is a collection of related information organized in a way that it can be easily accessed, managed, and updated.

➥A Database Management System (DBMS) is software that helps in creating and managing databases.

➥ MS Access 2016 is a DBMS developed by Microsoft to store, manage, and analyze information quickly and easily.

📂 2. Structure of a Database

1. Tables – Where data is stored in rows and columns.

2. Queries – Used to search and filter data.

3. Forms – Used to enter and view data in a user-friendly format.

4. Reports – Used to print data in a neat layout.

5. Macros & Modules – Used to automate tasks (advanced use).

🖥️ 3. Starting MS Access 2016

➥ Click on Start Menu.

➥ Search for Access 2016 and click on it.

➥ The MS Access welcome screen will open.

📁 4. Creating a Blank Database

➯ On the MS Access home screen, click on Blank Database.

➯ Type a name for your database in the File Name box.

➯ Click on Create.

➯ A blank table opens in Datasheet View where you can start entering data.

🧩 5. Components of a Database

1. Field – A column in a table (like Name, Age, Address).

2. Record – A row in a table (complete set of data for one person or item).

3. Table – Collection of fields and records.

4. Primary Key – A unique field that identifies each record (like Roll Number).

5. Data Type – Type of data stored (Text, Number, Date/Time, etc.).

📂 6. Opening an Existing Database

➱ Open MS Access.

➱ Click on Open Other Files.

➱ Browse and select your database file.

➱ Click Open.

🔒 7. Closing a Database

➱ Click on File Menu, then select Close.

➱ This closes the database but keeps the MS Access window open.

❌ 8. Closing the Access Window

➱ Click the ‘X’ button at the top-right corner of the window to close MS Access completely.

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MS Access 2016 Worksheet

DBMS Evaluation Worksheet

A. Tick (✔) the correct option:

1. A DBMS stores data in the form of a table: ✔ a. relational
2. Which of the following is not a DBMS software application? ✔ a. Microsoft Word
3. The is/are located below the Ribbon on the right side of the window: ✔ b. object tabs
4. Which keyboard key combination is used to open an existing database? ✔ a. Ctrl + O

B. Fill in the blanks with suitable words:

1. A structured collection of data, stored and accessed electronically very easily, is known as Database.
2. A DBMS provides a way to maintain the access control and security of the data.
3. The repetition of same data at different places is known as data redundancy.
4. A query allows the accessing, retrieving and processing of the data stored in a database.

C. Write 'T' for True and 'F' for False:

1. A database cannot be classified on the basis of the link between the data — F
2. Every record in a table contains the same number of fields — T
3. A query is usually created to obtain a printed copy of the data — F
4. The Control buttons are located above the title bar — F

D. Answer the following questions:

1. How is a database management system easy to learn?
   A DBMS provides a user-friendly interface with graphical tools and wizards that help users easily manage data without deep technical knowledge.
2. How can you create a blank database in Access 2016?
   Open Access → Click on "Blank Database" → Enter a file name → Click "Create".
3. What is meant by data inconsistency? What are the other ways a DBMS can be helpful?
   Data inconsistency occurs when different versions of the same data exist in different places. A DBMS helps by reducing redundancy, ensuring data integrity, providing security, and allowing easy access and manipulation of data.
4. What are the various objects that are commonly used to maintain a database?
   The commonly used database objects are: Tables, Queries, Forms, Reports, Macros, and Modules.

E. Define the following terms:

1. Data: Raw facts and figures that have no meaning on their own.
2. Redundancy: The unnecessary repetition of data in a database.
3. RDBMS: Relational Database Management System – A type of DBMS that stores data in related tables.
4. Form: A user-friendly interface used to enter, modify, and view data in a database.
5. Ribbon: A toolbar in Access (and other MS Office apps) that contains groups of commands and tools organized under tabs.

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