Access 1 Notes
• A structured collection of related information about people, events, and things is
called a database.
• A database management system is software that is used to manage and
interact with databases
• When opening an Access database a security warning may display so the user
can verify it came from a trusted source.
• When a database is opened, its database objects are listed in the Navigation
• Database objects are the basic parts of a database the user works with.
• The database object that stores the data is a table.
• A datasheet view displays records in rows and fields in columns similar to a
Microsoft Excel spreadsheet.
• The Access database object, query, displays a subset of the data in response to
a specific question.
• When creating a query, the conditions used to select the records you are looking
for are called criteria
• When creating a query, the query design workspace displays the available
tables and fields the query should use.
• A form allows the user to enter new records, delete records, or update existing
records one record at a time.
REPORT • A report displays the results of a query or the data in a table and is often printed.
• A record is a collection of related data that displays in a single row within an
• A field that uniquely identifies each record in a table is called the primary key.
• A field that automatically enters a unique, numeric value when a record is created
is an AutoNumber field.
• When creating a table, the Data Type indicates what kind of information will be
stored in a field.
• The characteristics of data that can be added to a field are defined by the field
• Field Size limits the number of characters that can be typed into a text or number
• A relational database allows the user to place the same field in two tables and
then join the tables using the related fields.
• A relationship where a record in one table can have many associated records in
a second table is a one-to-many relationship.
• Other relationships:
o One to One
o Many to Many
REFERENTIAL INTEGRITY • The principle that a rule keeps related values synchronized is called referential
integrity. Access 2
FIND AND REPLACE
• You can use Find & Replace to search for and replace specific information in a
• The Find button is found in the Find group under the Home tab.
• In a database, the Filter tool displays a list of all values for the active column.
DATES AND TIMES
• When dates and times are entered as query criteria they are surrounded by # #
• The Between...And operator finds all numbers or dates between and including
• A column in a query that derives its value from other fields is called a Calculated
• In a query, a calculated field begins with a descriptive label with a colon follows
by an expression.
• e.g. to create a calculated field called YYYYY with content of an existing field
multiplied by 0.5
• An expression is a combination of fields, mathematical operators, and prebuilt
functions that calculates values in tables, forms, queries, and reports.
• In expressions, field names are always enclosed by [ ]
• When two criteria are placed in the same row, the And logical operator applies. •