# Microsoft Access - Grade 10 Computer Notes
## Complete Chapter Notes with All Exercises - NEB Curriculum

## 🎯 Chapter Overview
Imagine having thousands of student records, inventory items, or customer details scattered across different papers and files. How would you quickly find a specific record, update information, or create reports? This is where database management becomes crucial in our digital world.

Microsoft Access represents the bridge between simple data storage and powerful information management. From managing your school's student database to organizing a business inventory, Access provides the tools to transform raw data into meaningful information that drives decisions.

Understanding database concepts isn't just about software skills - it's about learning how to organize, analyze, and retrieve information efficiently in any field you choose to pursue.

**Weightage:** 8-10 marks in SEE examination  
**Time Required:** 12-15 periods

## 📚 Learning Objectives
After studying this chapter, you will be able to:
- Distinguish between data, information, database, and DBMS concepts
- Understand Microsoft Access as a Relational Database Management System
- Create and manage database objects: Tables, Forms, Queries, and Reports
- Work with field properties, data types, and validation rules
- Implement primary keys and establish table relationships
- Perform data operations: sorting, filtering, and querying
- Design user-friendly forms and professional reports

## 💾 1. Data and Information Fundamentals

### What is Data?
**Data** are raw facts or figures related to a person or something that have not been processed or organized.

### What is Information?
**Information** is processed data or organized collection of related data which has significant meaning and value for decision-making.

### Key Differences
| Data | Information |
|------|-------------|
| Raw, unprocessed facts | Processed, organized data |
| No meaningful context | Has context and meaning |
| Cannot be used for decisions | Used for decision-making |
| Example: 85, 92, 78 | Example: Average score = 85% |

## 🗄️ 2. Database Concepts

### What is a Database?
A **Database** is the collection of data related to somebody or something in any subject or purpose, organized for easy access and management.

### Examples of Databases
| Database Type | Purpose | Contents |
|---------------|---------|----------|
| **Census** | Population tracking | Demographics, statistics |
| **Attendance Register** | Student monitoring | Daily attendance records |
| **Dictionary** | Word definitions | Words, meanings, pronunciation |
| **Encyclopedia** | General knowledge | Articles, facts, references |

## 🔧 3. Database Management System (DBMS)

### What is DBMS?
**DBMS** is software that stores, modifies, updates, organizes database and retrieves information from database.

### Popular DBMS Examples
| DBMS | Developer | Primary Use |
|------|-----------|-------------|
| **MS-Access** | Microsoft | Desktop databases |
| **Oracle** | Oracle Corporation | Enterprise systems |
| **DBase** | Borland | Business applications |
| **Clipper** | Computer Associates | Database programming |

### Database vs DBMS Comparison
| Database | DBMS |
|----------|------|
| Collection of data related to something or somebody | Software that stores, modifies and retrieves information |
| Example: Census, dictionary | Example: DBase, Oracle, MS-Access |
| Static data storage | Dynamic data management |
| Data itself | Tool to manage data |

### Four Major Advantages of DBMS
1. **Mass Volume Processing**: Large amounts of data can be updated easily
2. **Organized Storage**: Records can be stored easily on the basis of key fields
3. **Data Security**: Provides comprehensive data security facilities
4. **Data Sharing**: Enables multiple users to access shared data simultaneously

## 🔗 4. Relational Database Management System (RDBMS)

### What is RDBMS?
**RDBMS** is the DBMS that stores database in multiple tables and allows users to retrieve records from linked tables through relationships.

### Popular RDBMS Examples
- **MS-Access**: Desktop relational database system
- **Oracle**: Enterprise-level RDBMS solution

### Key Features of RDBMS
- Stores data in multiple related tables
- Establishes relationships between tables
- Eliminates data redundancy
- Ensures data integrity and consistency

## 💻 5. Microsoft Access Overview

### What is MS-Access?
**MS-Access** is a Relational Database Management System (RDBMS) developed by Microsoft that allows users to store data in multiple tables and create relationships between them.

### Four Main Objects of MS-Access
| Object | Purpose | Function |
|--------|---------|----------|
| **Table** | Data storage | Stores data in rows and columns |
| **Form** | Data entry interface | User-friendly data input/editing |
| **Query** | Data retrieval | Extract specific information |
| **Report** | Data presentation | Print-ready formatted output |

### Database File Properties
- **File Extension**: .accdb (Access 2007 and later)
- **File Type**: Database file containing all Access objects
- **Storage**: Single file stores tables, forms, queries, reports, and relationships

## 📊 6. Table Structure and Components

### What is a Table?
A **Table** is a container or structure that stores data in the form of rows and columns, similar to a spreadsheet but with database capabilities.

### Why Multiple Tables?
We need to create multiple tables in MS-Access to:
- Set relationships between different data entities
- Reduce data redundancy and duplication
- Improve data organization and integrity
- Enable efficient data retrieval across related information

### Field vs Record
| Field | Record |
|-------|--------|
| A column that stores particular type of data | A row that gives complete information about a person/thing |
| Also known as **attribute** | Also known as **tuple** |
| Example: Student Name, Roll No | Example: Complete student information in one row |
| Vertical data organization | Horizontal data organization |

## 🏷️ 7. Field Properties and Naming

### Field Name
A **Field Name** is a name that identifies a field in a database record.

### Rules for Naming Fields
1. Field name can be up to **64 characters** long
2. Can contain letters, numbers, spaces, and punctuation marks
3. **Cannot** contain period (.), square brackets [], or exclamation mark (!)
4. Must **not begin with a space** - should start with a valid character
5. Must be **unique** within each table

### Field Data Types in MS-Access
| Data Type | Purpose | Memory Size |
|-----------|---------|-------------|
| **Text** | Alphanumeric data | Up to 255 characters |
| **Memo** | Large amounts of text | Up to 65,536 characters |
| **Number** | Numeric calculations | 1, 2, 4, or 8 bytes |
| **Date & Time** | Date and time values | 8 bytes |
| **Currency** | Monetary data | 8 bytes |
| **Auto Number** | Unique sequential numbers | 4 bytes |
| **Yes/No** | Boolean (true/false) data | 1 bit |
| **OLE Object** | Images, graphs, files | Up to 1GB |
| **Hyperlink** | Web links and addresses | Up to 64,000 characters |
| **Lookup Wizard** | Establish table relationships | Varies |

### Number Field Sub-Types
| Sub-Type | Memory Space |
|----------|--------------|
| **Byte** | 1 byte |
| **Integer** | 2 bytes |
| **Long Integer** | 4 bytes |
| **Single** | 4 bytes |
| **Double** | 8 bytes |

## 🔑 8. Primary Key Concepts

### What is a Primary Key?
A **Primary Key** is a field or set of fields with values that are unique throughout a table, serving as the main identifier for each record.

### Two Main Uses of Primary Key
1. **Unique Identification**: To uniquely identify each record in a table
2. **Relationship Creation**: To create relationships between tables in a relational database

### Primary Key Characteristics
- Must contain unique values (no duplicates)
- Cannot contain null/empty values
- Remains stable over time
- Automatically indexed for faster searches

## ⚙️ 9. Field Properties in Detail

### Field Properties Overview
**Field Properties** control what can be put into a field and how it can be placed there, defining the behavior and constraints of each field.

### Important Field Properties

#### Caption Property
- **Purpose**: Allows setting descriptive text for fields
- **Maximum Characters**: 2,048 characters
- **Usage**: Provides user-friendly labels in forms and reports

#### Field Size Property
- **Purpose**: Sets maximum size for data stored in a field
- **Text Field Default**: 50 characters
- **Number Field Default**: Long Integer

#### Format Property
- **Purpose**: Specifies how field data is displayed
- **Usage**: Controls appearance without changing stored data

#### Input Mask Property
- **Purpose**: Specifies exactly how data should be entered
- **Usage**: Provides data entry templates (phone numbers, dates)

#### Validation Rule Property
- **Purpose**: Ensures data accuracy and quality
- **Importance**: Prevents invalid data entry and maintains database integrity

#### Indexed Property
- **Purpose**: Speeds up searching and sorting operations
- **Primary Key Index**: Automatically set to "Yes (No Duplicates)"

## 🔍 10. Data Operations

### Sorting Records
**Sorting** is the process of arranging records in increasing (ascending) or decreasing (descending) order based on one or more fields.

### Filtering Records
**Filtering** is the process of viewing only those records that satisfy specified criteria, temporarily hiding other records.

### Benefits of Sorting and Filtering
- Improves data analysis capabilities
- Makes information easier to find
- Enables focused data examination
- Supports better decision-making

## 🔎 11. Queries - The Data Processing Tool

### What is a Query?
A **Query** is an important object or data processing tool of MS-Access that retrieves and displays records based on specific conditions and criteria.

### Four Main Uses of Queries
1. **Selective Viewing**: To view specific fields from tables
2. **Data Analysis**: To analyze and examine table data
3. **Mathematical Operations**: To perform calculations on data
4. **Mass Operations**: To update, delete, or append records in bulk

### Why Query is Called a "Dynaset"
Query is called a **dynaset** because there is a dynamic relationship between the table and query. When data in tables changes, the data in query automatically reflects those changes.

### Types of Queries
- **Select Query**: Retrieves specific data
- **Action Query**: Modifies data (Update, Delete, Append)
- **Parameter Query**: Prompts for criteria
- **Crosstab Query**: Summarizes data in cross-tabular format

## 📝 12. Forms - User Interface Design

### What is a Form?
A **Form** is an important object of MS-Access that helps create an interface for entering data in a table or multiple linked tables.

### Two Main Uses of Forms
1. **Data Entry**: To input new information into database tables
2. **Data Management**: To view and edit existing records

### Benefits of Forms
- User-friendly data entry interface
- Reduces data entry errors
- Controls data input validation
- Provides professional appearance
- Enables easy navigation between records

## 📊 13. Reports - Professional Output

### What is a Report?
A **Report** is an object of MS-Access used to design a ready-to-print document according to user specifications.

### Importance of Reports
- **Print Design**: Helps design professional print layouts
- **Custom Layout**: Desired formatting can be added
- **Data Summary**: Provides organized data presentation
- **Professional Output**: Creates publication-ready documents

### Report vs Form
| Report | Form |
|--------|------|
| Read-only data presentation | Interactive data entry/editing |
| Designed for printing | Designed for screen display |
| Static data view | Dynamic data manipulation |
| Professional formatting | User-friendly interface |

## 📋 14. Complete Exercise Solutions

### 1. Answer the following questions:

**a. What do you mean by Data and Information?**
**Answer:** Data are raw facts or figures related to a person or something. Information is the processed data or organized collection of related data which has significant meaning.

**b. What is a database? List any four databases.**
**Answer:** The collection of data related to somebody or something in any subject or purpose is known as database. Four databases are:
- Census
- Attendance register  
- Dictionary
- Encyclopedia

**c. What is DBMS? List any four DBMS.**
**Answer:** DBMS is software that stores, modifies, updates, organizes database and retrieves information from database. Four DBMS are:
- MS-Access
- Oracle
- DBase  
- Clipper

**d. Mention the differences between database and DBMS.**
**Answer:** 
| Database | DBMS |
|----------|------|
| Collection of data related to something or somebody | Software that stores, modifies and retrieves information |
| Example: Census, dictionary | Example: DBase, Oracle |

**e. List any four advantages of DBMS.**
**Answer:** 
- Mass volume of data can be updated easily
- Record can be stored easily on the basis of key field
- It provides data security facility
- It provides the data sharing facility

**f. What is RDBMS? List any two RDBMS.**
**Answer:** RDBMS is the DBMS that stores database in multiple tables and allows to retrieve records from linked tables. Two RDBMS are:
- MS-Access
- Oracle

**g. What is MS-Access? List the four common objects of MS-Access.**
**Answer:** MS-Access is the Relational Database Management System (RDBMS) that allows users to store data in multiple tables. Four common objects are:
- Table
- Form  
- Query
- Report

**h. What is a database file? What is its extension?**
**Answer:** MS-Access manages database using different objects and these objects are stored in a single file called database file. Its extension is **.accdb**

**i. What is a table? Why do you need to create multiple tables in MS-Access?**
**Answer:** A table is a container or structure that stores data in the form of rows and columns. We need multiple tables to set relationships between them.

**j. Define field and record.**
**Answer:** A column of a table which stores a particular type of data is known as **field**. A record is a row of a table that gives information about a person or things.

**k. Mention any two differences between field and record.**
**Answer:**
| Field | Record |
|-------|--------|
| Column that stores particular type of data | Row that gives information about person/things |
| Also known as attribute | Also known as tuples |

**l. What is Field Name? Write the rules for naming fields.**
**Answer:** A name that identifies a field in a database record is known as Field Name. Rules:
- Field name can be up to 64 characters long
- Can have letters, numbers, spaces or punctuation marks  
- Cannot have period (.), square bracket and exclamation mark
- Can't begin with space
- Must be unique in a table

**m. What is Field data type? List the field data types used in MS-Access.**
**Answer:** Field data type determines the kind of data that can be stored in the field. Data types:
- Text
- Memo
- Number
- Date & Time
- Currency
- Auto Number
- Yes/No
- OLE Object
- Hyperlink
- Lookup wizard

**n. List the field data types along with their uses.**
**Answer:**
- **Text** = To store alphanumeric data
- **Memo** = To store large amounts of alphanumeric data
- **Number** = To store numeric data
- **Date & Time** = To store date & time
- **Currency** = To store monetary data
- **Auto Number** = To generate unique value for each new record
- **Yes/No** = To store boolean (true/false) data
- **OLE Object** = To store image, graphs etc
- **Hyperlink** = To store link address to a document
- **Lookup wizard** = To establish relationships between tables

**o. List the sub data types of number field along with memory spaces.**
**Answer:**
- **Byte** = 1 byte
- **Integer** = 2 bytes
- **Long integer** = 4 bytes
- **Single** = 4 bytes
- **Double** = 8 bytes

**p. What is a primary key? Mention any two uses of primary key.**
**Answer:** A primary key is a field or set of fields with values that are unique throughout a table. Uses:
- To uniquely identify records
- To create relationships between tables in a relational database

**q. What is Field Properties?**
**Answer:** Field property controls what can be put into a field and how it can be placed there.

**r. What is caption field property? What is the maximum characters a caption can have?**
**Answer:** Caption field property allows us to set descriptive text for fields. Maximum characters: **2048 characters**.

**s. What is field size property? What is the default size of text field?**
**Answer:** Field size property allows us to set maximum size for data stored in a field. Default text field size: **50 characters**.

**t. What is format field property?**
**Answer:** Format property allows users to specify how the field data is displayed.

**u. What do you mean by Input Mask property?**
**Answer:** Input Mask property allows users to specify exactly how data should be entered into the database.

**v. What is data validation? Mention its importance.**
**Answer:** Data validation refers to ensuring the accuracy and quality of data. It's important to ensure data is accurate and complete.

**w. What is Indexed property? What is the indexed value of primary key?**
**Answer:** Indexed property speeds up searching and sorting of data. Primary key indexed value: **Yes (No Duplicates)**.

**x. What is meant by sorting records?**
**Answer:** The process of arranging records in increasing or decreasing order.

**y. What is filtering records?**
**Answer:** The process of viewing required records that satisfy specified criteria.

**z. What is a Query? List any four uses of Query.**
**Answer:** Query is a data processing tool that retrieves and displays records based on conditions. Uses:
- To view specific fields
- To analyze data of table
- To perform mathematical calculations
- To perform mass update, delete or append operations

**aa. Why is Query called a dynaset?**
**Answer:** Query is called dynaset because there is dynamic relationship between table and query. When table data changes, query data also changes.

**ab. What is form? List any two uses of form.**
**Answer:** Form creates an interface for entering data in tables. Uses:
- To enter data in database
- To view and edit data

**ac. What is a Report? Write the importance of report.**
**Answer:** Report designs ready-to-print documents according to user specifications. Importance:
- Helps design print view
- Desired layout can be added

### 2. True/False Statements:
a. Information can be used as data for further processing. **(True)**
b. A database can be managed manually. **(True)**
c. DBMS is application software. **(True)**
d. Data redundancy is controlled by primary key. **(True)**
e. Database file has .DBM extension. **(False)**
f. A row is known as field. **(False)**
g. Field name can be up to 64 characters long. **(True)**
h. Auto Number generates random numbers. **(False)**
i. Query can be created without tables. **(False)**
j. Report can modify table data. **(False)**

### 3. Multiple Choice Answers:
a. Which is not a database? **iv. Report Card**
b. MS-Access is _____ software. **ii. Application**
c. Which is DBMS? **iii. DBase**
d. _____ uniquely identifies records. **ii. Primary Key**
e. Object that stores data: **ii. Table**
f. Not a data type in Access: **iv. Caption**
g. Ready-to-print document object: **iv. Report**
h. Date/Time field occupies: **iii. 8 bytes**
i. Database file extension: **iii. .ACCDB**
j. Property that limits data entry: **i. Validation Rule**
k. Subtype of number: **iv. All of the above**
l. Allows faster query and sort: **iv. Indexing**
m. Maximum field characters determined by: **ii. Field Size**
n. Logical field data type: **iv. All of the above**
o. Logical field size: **i. 1 bit**

## ✅ 15. Chapter Checklist & Exam Tips

**Exam Hotspots 🔥:**
- **Data vs Information**: Core distinction frequently tested
- **DBMS Advantages**: Key benefits and applications
- **MS-Access Objects**: Table, Form, Query, Report functions
- **Field Properties**: Data types, sizes, and validation
- **Primary Key**: Definition, uses, and characteristics

**Your Pre-Exam Checklist:**
- [ ] I can distinguish between data and information
- [ ] I understand DBMS advantages and examples
- [ ] I know all four MS-Access objects and their uses
- [ ] I can list field data types and their memory sizes
- [ ] I understand primary key concept and uses
- [ ] I know field naming rules and properties
- [ ] I can explain sorting, filtering, and querying
- [ ] I understand form and report purposes

**Memory Tips:**
- **DBMS Benefits**: **M**ass volume, **O**rganized storage, **S**ecurity, **S**haring (MOSS)
- **Access Objects**: **T**able, **F**orm, **Q**uery, **R**eport (TFQR)
- **Number Sub-types**: **B**yte, **I**nteger, **L**ong, **S**ingle, **D**ouble (BILSD)

## 🎊 Conclusion

Microsoft Access transforms the way we handle data - from simple storage to intelligent information management. By mastering tables, forms, queries, and reports, you're not just learning software skills, but developing crucial data literacy that applies across all fields and careers.

Remember: Good database design today saves countless hours of work tomorrow. Plan your structure, maintain data integrity, and let Access handle the complex operations while you focus on making informed decisions.

**Key to Success:** Understand Core Concepts + Practice Object Creation + Master Data Relationships = Database Management Excellence!
