Creating Tables and Reports - Access 2016 Computer (By Pratap Sanjay Sir)

📊 Creating Tables and Reports - Access 2016

By Pratap Sanjay Sir | Best Notes for CBSE Class 8

➥ Microsoft Access 2016 is a Database Management System (DBMS) that helps store, manage, and retrieve information efficiently using tables, queries, forms, and reports.

📚 1.Data Types in Access 2016

⇨ In MS Access, every field in a table must have a data type. It defines what kind of data you can store in that field.

1. Short Text: For names, addresses (up to 255 characters).
2. Long Text: For long paragraphs or notes.
3. Number: For numerical values used in calculations.
4. Currency: For money-related fields.
5. Date/Time: For dates and times.
6. Yes/No: For fields with True/False answers.
7. AutoNumber: Auto-generates unique ID numbers.
8. Hyperlink: To store web URLs or email links.

🧩 2.Creating a Table in Datasheet View

1. Open MS Access and choose Blank Database.
2. Give it a name and click Create.
3. It opens in Datasheet View by default where you can directly enter data.
4. Use “Click to Add” to add new fields like Name, Age, Marks, etc.

📝 3.Inserting Field in Datasheet View

➱ Click on the "Click to Add" column heading and select a data type. Then, type the name of the field.

🔁 4.Switch Between Design and Datasheet View

➱ To switch views, click on the “View” button on the toolbar and select either Datasheet View or Design View.

🎨 5.Creating a Table Using Design View

1. Go to Create tab → Click Table Design.
2. Type Field Name and select Data Type for each field.
3. Set Primary Key and Save the table.

Design View gives you full control over structure and data types.

🔑 6.Setting a Primary Key

⇰ A Primary Key is a unique identifier for each record in a table. Right-click the field you want → Click “Primary Key”.

➕➖ 7.Inserting and Deleting Fields in Design View

Insert Field: Right-click a row → Insert Rows

Delete Field: Right-click a row → Delete Rows

✍️ 8.Entering and Editing Records in a Table

⇒ In Datasheet View, click into a cell and enter data. You can press Tab to move to the next field or edit any value directly.

🗑️ 9.Deleting Records from a Table

⇒ Select the row from the left box and press Delete on your keyboard → Confirm the action.

🔍 10.Creating a Query Using Wizard

1. Click on Create tab → Query Wizard.
2. Select the table and fields you want to use in the query.
3. Click Finish to view results.

▶️ 11.Running a Query

⇒ To run a query, open the query and click on the Run button (red exclamation mark).

📄 12.Creating a Form

1. Select your table.
2. Go to Create → Form.
3. A form is generated to enter and view records easily.

Forms provide a user-friendly interface for data entry.

🖨️ 13.Creating a Report

1. Select your table or query.
2. Go to Create → Report.
3. Access will create a ready-to-print layout of your data.

Reports are used to print and present data professionally.

More Learn

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MS Access 2016 Worksheet

A. Tick (✔) the correct option:

1. Which of the following is the default view in Access 2016? — ✔ b. Datasheet View
2. The data type used to add a unique sequential number: — ✔ c. Autonumber
3. The Primary Key button is present on the tab: — ✔ c. Design
4. In Access, all the objects are present on the: — ✔ a. Navigation pane
5. ________ are created to insert, update and delete records in a DBMS table: — ✔ a. queries

B. Fill in the blanks with suitable words:

1. The Datasheet View allows you to enter the data in the table without defining its structure.
2. The Hyperlink data type is used to enter web links or pages from the Internet.
3. The keyboard key combination to save a table in Access is Ctrl + S.
4. The Field Properties area displays the properties of the fields in a table.
5. Query is a basic tool which can be used to view, change, analyze and sort the data in various ways.

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

1. A data type is the most important characteristic of a field in a DBMS table. — T
2. The pencil symbol states that the selected record is being edited. — T
3. You cannot change the data type of a field in Datasheet View. — F
4. You can also create a Primary key even after creating the table. — T
5. You can format a table to make it look presentable. — T

D. Answer the following questions:

1. What is the difference between the Design View and the Datasheet View?
   Design View is used to define the structure of a table, including field names and data types, while Datasheet View is used to enter, view, and edit data.
2. Write down the steps to delete a field in Datasheet View:
   Right-click the column header (field name) → Click "Delete Field" → Confirm deletion.
3. How can you create a table in the Design View?
   Go to the “Create” tab → Click on “Table Design” → Enter field names and data types → Set Primary Key → Save the table.
4. What steps will you follow to set a primary key?
   Select the desired field → Go to the “Design” tab → Click on “Primary Key” button.
5. How can you run a query in Access?
   Create or open a query → Go to the “Design” tab → Click on “Run” button (red exclamation mark).
6. What is the use of creating a form?
   A form provides a user-friendly interface to enter, modify, or view records in a database table.

E. Define the following terms:

1. Record selectors: The gray boxes at the beginning of each row that select the entire record.
2. Field Grid area: The part of the table in Design View where you define field names and data types.
3. Query: A tool used to extract specific information from one or more tables.
4. Report: A formatted printout or screen display of the data from a table or query.
5. Hyperlink data type: A field type used to store links to web pages or files.

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