Introduction to Ms Access

Topics: Microsoft Office, SQL, Microsoft Access Pages: 12 (3172 words) Published: April 8, 2012


Microsoft Access (usually abbreviated as MS Access) is an easy-to-use program for creating and maintaining databases. All database queries, forms, and reports are stored in the database, and in keeping with the ideals of the relational model. MS Access software used for creating databases * Quickly

* Accurately
* Using wizards and templates developed to maintain the integrity of your data

* Data are just information
* Database
* Collection of data
* Related to a particular topic or project

Access has an .mdb extension by default in 2003 version. Early versions of Access cannot read .accdb extensions but Microsoft Access 2007 can read and change earlier versions of Access. The Microsoft Access Database is made up of 7 major components:

* Tables
* Relationships
* Queries
* Forms
* Reports
* Macros
* Modules

1- Compactness:
where there is no need for the old paper files that has a big size. 

2- Speed: 
Because of the computer can restore the stored Data Base and upgrading it very fast than the normal human manual hand can do. 

3- Accuracy:
There is accuracy in data or information used in database.

4- Currency:
The more specific you can have when you asking for a Data Base information. 

5- Simplicity:
An easy way to collect, access-connects, and display information.

6- Stability:
To prevent unnecessary loss of data.

7- Security:
To protect against unauthorized access to private data.

Manual Maintenance Systems (Paper Based)
Manual (paper based) preventative maintenance systems have been around for many years. Usually these are little more than a record of the planned maintenance done, with a card system being used to determine when it is next due. In a typical manual or paper based maintenance system, each item of equipment or asset will have a history card or file. This file will contain the asset's detailed description, along with information on preventive maintenance procedures to be used, periodicities, trades required, last maintenance dates, and perhaps some meaningless historical information or advice about a breakdown, which occurred years ago!

The drawback of of the Manual Database System
1. The Risk of Human Error : Working in data entry requires the ability to repeat the same tasks, often under the pressure of deadlines with a high attention to detail. With so much textual information to enter, data entry workers inevitably make mistakes that can have big and sometimes disproportionate consequences. Examples of data entry mistakes include mistyping, misspelling, entering information in the wrong field, formatting information incorrectly or neglecting to fill in fields. 2. The Rise of Optical Character Recognition : As scanning and image software becomes more advanced, technology known as optical character recognition (OCR) threatens to supplant data entry work due to its improving accuracy and relative low cost. With OCR, software recognizes the characters in scanned textual documents (such as books) and converts the format into editable text. In the past, scanned documents allowed users to read documents in the form of images (such as jpegs), but differentiating text within those images remained elusive. 3. An Uncertain Future : From the perspectives of employers and employees, the field of data entry contains some uncertainty. According to the Bureau of Labor Statistics, the availability of data entry jobs is expected to decline moderately from 2008 to 2018 thanks, in part, to existing employees taking on more data entry tasks and the outsourcing of data entry jobs overseas. 4. Data Duplication : the same data gets repeated over and over since the workers find it hard to keep track of the documents, information and transactions 5. Lack Of Security: Since data is...
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