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Introduction to MS Access

An Introduction to MS
Access

MS Access is a Database Management system

which was launched by Microsoft. It is a part of the
Microsoft Office suite and stores data in its own
format.

In this article, we bring to you an overview of MS

Access, along with its features and uses. Since this
is also a suitable topic from which questions may
be asked in various competitive exams, one can
also find some sample MS Access questions and
answers further below in this article.

Learn more about the other Computer

Awareness terms and concepts at the links
given below:

10 Important Computer-related Terms

Computer Networks

Fundamentals of Computer

Microsoft Windows

Internet

Types of Computer

List of Computer Input and Output

Devices

High-Level Computer Languages

Since no software or program becomes an instant

success, given below are a few details regarding
the history and development of MS Access:

On November 13, 1992, the first version on MS

Access was released by Microsoft

Before Access was introduced, Borland and

Fox were the two Database Management
systems which were dominating the market

It was Windows’ first mass-market database

program

Multiple changes were made in the program

and gradually Microsoft started releasing
different versions of MS Access. Each new
version came in with a modified RAM and
storage requirement

The current version of MS Access which is

being used requires 2 GB RAM and this
memory requirement has been constant
since the version released in the year 2000

Moving forward we will know more about the

advancements that MS Access brought in, with
regard to the Database Management system.

Related Links

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Types

Microsoft Access – An Overview

Let us first answer a few questions based on MS
Access which will help understand the working
and purpose of the program in a better manner.

Q 1. What is the definition of MS Access?

Answer: Microsoft Access is a database

management system (DBMS) that combines the
relational Microsoft Jet Database Engine with a
graphical user interface and software-
development tools.

Q 2. What are the uses of MS Access?

Answer: MS Access can be used to develop

application software and is generally used by
data architects, software developers and power
users. Following are the major uses of MS Access:

Manage accounts and bills

Store data in the form of tables and edit or

customise them later as per the requirement
of the user

It can be used to make our websites

Comparing data or finding a relationship

between the existing data can be done
using Access

Q 3. What are the major components of MS

Access?

Answer: The major components of MS Access are

as follows:

Tables

Queries

Relationships

Macros

Forms

Reports

Module

Q 4. How many types of databases are there in

MS Access?

Answer: There are two types of database in MS

Access:

Flat File Database: When the data is stored

in the form of a plain text file and cannot
incorporate multiple tables.

Relational Database: When the data is

stored in a form that the data items are
related to one another. It supports multiple
tables which organise the text in rows and
columns.

The above-mentioned details will help one

understand the basics of Microsoft Access. One
must know that generally, it is not pre-installed in
the computer, however, the option to download it
from Microsoft website is always available.

Also, there are various computer terms and

programs which have either been considered the
same or the difference between them has not
been studied by one. Thus, given below are a few
difference between articles for reference:

Difference Between Search Engine and Web

Browser

Difference Between MS Excel and MS Word

Difference Between RAM and ROM

Difference Between Hardware and Software

Difference Between Notepad and WordPad

Difference Between IPV4 and IPV 6

Difference Between Firewall and Antivirus

Difference Between WWW and Internet

Difference Between Virus and Malware

Components of MS Access
The main usage of MS Access is for accounting.
Since it is Microsoft’s primary accounting
database, it can be used to manage invoice/bills,
manage accounts, keep an eye on credit and
debit, etc.

When we create a document of Access, data can

be stored and accessed easily through multiple
components. There are seven major components
of MS Access database. Discuss below are the
same in brief:

Tables: A table in Access is similar to any

other tabulated data in the form of rows and
columns. However, when adding data to a
program to create a table, all the
information entered must be correct as if
any incorrect data is entered the processing
may become slow or may not give the
correct answer. The appearance of the table
may look similar to the one formed in Excel
with column heading and titles

Queries: Once a table is created and the

user or programmer is looking for a
calculated output, then it is called queries.
This may include filtering, calculating,
sorting, updating, etc.

Relationships: As the name suggests, when

more than one table is added, the relation or
connection between them can be achieved.
There three ways in which the connection
between the tables can be determined:

1. One to one

2. One to Many

3. Many to Many

Macros: The tool using which predefined

actions which can automate tasks on an
Access report is called macros. Multiple
tasks can be assigned and they will function
whenever the macros option is selected on
a report

Forms: A user interface for a database

application can be created using forms.
Forms can further be divided into two: bound
and unbound forms

Report: Once all the information is entered

into the database, it can be reviewed or
analysed using a report. A report can then
be customised or modified as per the user’s
requirement

Module: This allows a set of pre-defined

instructions to be created by a programmer
in the database. They can be used
throughout the database

Given below are links to the other programs which

are included in the Microsoft Office suite. You can
review the functions and overview the aspects of
the following:

Microsoft Excel Microsoft Word

Microsoft Components of
PowerPoint Computer

Benefits and Limitations of using MS

Access
It was Microsoft’s first database software, and
came along with a lot of advantages and
convenience for its users. At the same time, there
were limitations to it. Discussed below are the
benefits and limitations which came along with
MS Access usage.

Benefits:

Easy to create database within lesser time

duration

Used a very comprehensive programming

language which made it user friendly

With each revised version, new options and

features were made available to the users
for their convenience

It is easy to install and then easy to

understand its working

Importing data was easy

Graphical user interface made it easy to use

Limitations:

Not too many people can use the same

database at a single time. This may affect
its speed and efficiency

The same database was tough to use with

different Operating systems

Better database systems can be used for

confidential data

Sample MS Access Question and

Answers
Major competitive exams conducted in the
country include Computer as a subject in the
exam syllabus. This is why understanding MS
Access from the exam perspective is also a must.
Given below are a few sample questions based on
Microsoft Access database management system
which will help them prepare for the Computer
Knowledge section.

Q 1. Which of the following is not a component of

MS Access?

1. Tables

2. Forms

3. Module

4. Worksheet

5. Report

Answer: (4) Worksheet

Q 2. ______ is another name for columns in

Microsoft Access tables.

1. Records

2. Fields

3. Datafields

4. Cells

5. None of the above

Answer: (2) Fields

Q 3. What is the size of yes/no fields?

1. 1 KB

2. 1 Byte

3. 1 Bit

4. 1 MB

5. 1 GB

Answer: (3) 1 Bit

Q 4. The tool using which predefined actions

which can automate tasks on an Access report is
called _________

1. Form

2. Fields

3. Macros

4. Tables

5. Module

Answer: (3) Macros

Q 5. The first version of MS Access database

management system launched by Microsoft was
released in the year _______

1. 1991

2. 1992

3. 1993

4. 1994

5. 1995

Answer: (2) 1992

Questions similar to the pattern given above may

be asked in Government exams in the computer
section. Candidates must thus keep themselves
well prepared.

To get the best Preparation Strategy for

Competitive exams, aspirants can visit the linked
article and start their preparation accordingly.

For any further assistance with latest exam

updates, syllabus, study material or preparation
tips, visit BYJU’S.

Frequently Asked Questions on

Basics of MS Access

Q1 Q 1. How to define MS Access?

Ans. The basic definition of MS Acces is that it

a database management system that
combines a graphical user interface, software
development tools, and jet database engine.

Q2 Q 2. What are “objects” in MS Access?

Ans. The “objects” in MS Access help the user

list and manage the given information, and
organise it in a manner that it can be used to
make strategic reports.

Q3 Q 3. What are the disadvantages of using MS

Access?

Ans. Given below are the five main

disadvantages of using MS Access:
Cannot be used over the internet. User
must have it downloaded in the system

Recommended for small database only

More functional when too many users

are not working together on the same
database

Not recommended to save confidential

data

Not all operating systems can open MS

Access files

Q4 Q 4. Do I need the training to use MS Access?

Ans. The basic functions of MS Access can

easily be understood while working on it.
People looking for specialisations can opt for
professional training.

Q5 Q 5. What are the four objects in Microsoft

Access?

Ans. The four main objects of MS Access are

tables, queries, forms, and reports.

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