Microsoft Access is a database management system (DBMS) developed by Microsoft. It allows users to store, organize, retrieve, and analyze data easily using tables, forms, queries, and reports.

Key Definitions

1. Database: A collection of related data that is organized in a way that allows easy access, management, and updating.

Example: A school database that stores student names, classes, subjects, and marks.
Kwa Kiswahili: Database ni mkusanyiko wa taarifa zinazohusiana, zilizopangwa kwa mfumo unaorahisisha kupata na kusimamia taarifa hizo.

2. Table: A structure within a database that stores data in rows and columns (like an Excel sheet). Each row is a record, and each column is a field.

Example: A table called Students may contain columns such as StudentID, Name, Age, and Class.

3. Field: A single piece of information (a column) in a table. It represents a specific category of data.

Example: “Name” or “Age” are fields in a student table.
Kwa Kiswahili: Field ni sehemu moja ya taarifa inayohifadhi thamani maalum, kama vile jina au namba ya mwanafunzi.

4. Record: A complete set of related data (a row) in a table. It represents one person, item, or event.

Example: In a student table, one record may contain: (ID: 101, Name: John, Age: 18, Class: Form Four)

5. Query: A tool used to search, filter, retrieve, or manipulate data from one or more tables.

Example: A query can find all students who scored above 80 in Mathematics.
Kwa Kiswahili: Query ni njia ya kuuliza database maswali ili kupata au kuchuja taarifa fulani kwa masharti maalum.

6. Form: A user-friendly interface used to enter, view, or edit data in a database.

Example: A teacher can use a form to enter student marks easily instead of typing directly into the table.

7. Report: A formatted output of data from tables or queries, usually printed or shared for decision-making.

Example: A student performance report showing marks, grades, and average per class.

8. Primary Key: A field (or combination of fields) that uniquely identifies each record in a table.

Example: “StudentID” in a student table ensures no two students have the same ID.

9. Relationship: A link between two or more tables that share related data.

Example: A “Students” table can be related to a “Marks” table using StudentID.

10. Data Type: Defines the kind of data that can be stored in a field (e.g., Text, Number, Date/Time).

Example: A field called “DateOfBirth” has a data type of “Date/Time”.

Exercises with Answers

(a) Differentiate between Field and Record as used in MS Access database application.

Answer: - A Field is a single column that stores one type of data (e.g., Name, Age). - A Record is a single row that contains all the fields of one item or person.
Example: In a student table, “John, 18, Form Four” is one record, while “Age” is a field.
Kwa Kiswahili: Field ni kipengele cha taarifa moja, wakati record ni seti kamili ya taarifa kuhusu kitu kimoja.

(b) Mention two importance of Databases.

Answer: 1. Easy storage and retrieval of large amounts of data.
2. Prevents duplication and ensures data accuracy.
Kwa Kiswahili: Database husaidia kuhifadhi taarifa nyingi kwa urahisi na hupunguza makosa ya kurudia taarifa.

(c) Which tool in MS Access is used for searching, retrieving, filtering, or manipulating data stored in tables?

Answer: The tool used is called a Query.
Kwa Kiswahili: Query hutumika kuchuja, kutafuta, au kupata taarifa maalum kutoka kwenye jedwali.

Reference Book: N/A

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