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Microsoft Access Database Functions And Objects

February 21, 2010 By: lilybird Category: Software

Microsoft Access database contains different objects. The objects are tables, forms, queries, reports, macros and modules. The least you need to create a database is a table. Tables hold all information you enter into your database. It is a kind of a container for your data. Each table will have columns with certain names like first name, last name, address, etc. Each table will also have a certain amount of rows. You might also have several tables in your database, depending on the amount of information you need to store. For example, in invoicing system, you might need one table for customer information and another table for sales information.

Table is probably the most important item of your database. It also has an index, which is used for easier searching. You can also link your tables using their key fields. You can view your table in datasheet view or design view. Datasheet view is used for entering data and design view is used for creating the table, setting the columns, indexes, etc.

Access form is the way to present data. We can use the form for entering, changing or removing the data from the database. Access forms are screens for typing the information into the tables and displaying data from them. Forms can be connected to a record source like a query or a table. It has to be bound if you want to save the data u enter into the form. There are controls in form like a text box for entering information. There is also a possibility to create a sub form within your main form. Usually a sub form is used to display multiple records. Forms can contain no data at all. Some might only have a few buttons, which will help navigate to other parts of the database. Sub forms are typically used in some of the relationship cases, such as when one client has many sales.

Another Access object is a query. This object asks your database different questions and provides you with answers. If will find the necessary information in the database based on what you ask. Query will give you the answer and you can create a report based on the received information. Queries are based on your tables and you can even combine the necessary tables when you run your query for obtaining the needed answers. You also have the opportunity to edit the information in your query and the table in question will change as well.

Report is the object used for output information. It is sent to the printer and you can base your report on the query or table.

Macros and modules are more complex objects of Access and they are not necessary for creating databases. You can build simple database and perform simple tasks with the above objects. But if you want to make the most out of your Access database and have more control over it, you should also learn macros and modules taking more advanced Access training.

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