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This write-up provides a short overview the databases — what castle are, why you could want to usage one, and what the different parts that a database do. The hatchet is geared towards accessibility databases, yet the concepts apply to every database products.

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In this article

What is a database?

A database is a tool for collecting and also organizing information. Databases can store information around people, products, orders, or anything else. Numerous databases begin as a perform in a word-processing regimen or spreadsheet. Together the perform grows bigger, redundancies and inconsistencies start to appear in the data. The data becomes hard to recognize in list form, and also there are limited ways of looking or pulling subsets of data the end for review. When these difficulties start to appear, it"s a great idea to transport the data to a database produced by a database monitoring system (DBMS), such as Access.

A computerized database is a container of objects. One database have the right to contain much more than one table. Because that example, an list tracking mechanism that supplies three tables is not 3 databases, yet one database that consists of three tables. Uneven it has been specifically designed to usage data or code from another source, an accessibility database stores its tables in a single file, along with other objects, such as forms, reports, macros, and modules. Databases developed in the access 2007 format (which is additionally used by Access, 2016, accessibility 2013 and accessibility 2010) have actually the document extension .accdb, and databases created in earlier accessibility formats have actually the paper extension .mdb. You have the right to use access 2016, accessibility 2013, accessibility 2010, or accessibility 2007 to develop files in earlier file formats (for example, accessibility 2000 and access 2002-2003).

Using Access, girlfriend can:

Add new data come a database, such together a new item in an inventory

Edit present data in the database, such as changing the current location of one item

Delete information, perhaps if an item is offered or discarded

Organize and view the data in different ways

Share the data v others via reports, e-mail messages, one intranet , or the Internet

The parts of an access database

The complying with sections are short descriptions that the components of a typical accessibility database.


A database table is similar in appearance to a spreadsheet, in the data is save in rows and columns. As a result, it is usually quite easy to income a spreadsheet right into a database table. The key difference in between storing your data in a spreadsheet and storing that in a database is in exactly how the data is organized.

To acquire the most versatility out that a database, the data needs to be organized right into tables so the redundancies don"t occur. For example, if you"re save information about employees, each employee must only have to be gone into once in a table the is set up simply to hold employee data. Data about products will certainly be save in its very own table, and also data around branch workplaces will be stored in an additional table. This procedure is called normalization.

Each row in a table is described as a record. Records are where the individual piece of info are stored. Every record is composed of one or more fields. Fields correspond come the columns in the table. Because that example, you can have a table named "Employees" wherein each record (row) consists of information around a various employee, and each ar (column) includes a different form of information, together as very first name, last name, address, and so on. Areas must be designated together a specific data type, even if it is it"s text, date or time, number, or some various other type.

Another way to explain records and also fields is to visualize a library"s old-style map catalog. Each map in the cabinet coincides to a document in the database. Each piece of information on an individual card (author, title, and also so on) synchronizes to a ar in the database.

For more information about tables, see the article introduction to tables.


Forms permit you to develop a user interface in i beg your pardon you have the right to enter and also edit her data. Forms often save command buttons and also other controls that perform assorted tasks. You can create a database there is no using creates by simply modifying your data in the table datasheets. However, many database users favor to use forms for viewing, entering, and also editing data in the tables.

You deserve to program command buttons to recognize which data shows up on the form, open other develops or reports, or execute a variety of other tasks. Because that example, you might have a kind named "Customer Form" in which you job-related with customer data. The customer type might have actually a button which opens up an order kind where friend can get in a new order for that customer.

Forms also enable you to control how other users communicate with the data in the database. Because that example, friend can produce a form that mirrors only certain fields and enables only particular operations to be performed. This helps defend data and to ensure that the data is entered properly.

For an ext information about forms, view the article advent to forms.


Reports room what you use to format, summarize and present data. A report usually answers a specific question, such together "How lot money did we obtain from each customer this year?" or "What cities are our customers located in?" each report have the right to be formatted to current the information in the most readable means possible.

A report have the right to be run at any type of time, and also will always reflect the present data in the database. Reports are usually formatted to be printed out, yet they can additionally be regarded on the screen, exported to an additional program, or sent as an attachment to one e-mail message.

For an ext information around reports, view the article development to reports in Access.


Queries have the right to perform numerous different features in a database. Their most common duty is come retrieve certain data native the tables. The data you desire to check out is typically spread throughout several tables, and also queries allow you to watch it in a solitary datasheet. Also, since you commonly don"t desire to view all the records at once, queries permit you include criteria to "filter" the data under to just the records you want.

Certain queries are "updateable," an interpretation you can modify the data in the underlying tables via the query datasheet. If you are working in an updateable query, remember that your transforms are in reality being make in the tables, not just in the ask datasheet.

Queries come in two basic varieties: pick queries and activity queries. A select query merely retrieves the data and makes it accessible for use. You deserve to view the results of the questions on the screen, publish it out, or copy it come the clipboard. Or, you can use the output of the query as the record resource for a kind or report.

An action query, together the surname implies, performs a task with the data. Action queries have the right to be supplied to create brand-new tables, add data come existing tables, upgrade data, or delete data.

For much more information about queries, check out the article arrival to queries.


Macros in access can be thought of as a simplified programming language i m sorry you can use to add functionality to your database. Because that example, friend can affix a macro come a command button on a form so the the macro operation whenever the switch is clicked. Macros save actions that perform tasks, such as opened a report, to run a query, or close up door the database. Most database operations the you execute manually have the right to be automatically by using macros, so they have the right to be good time-saving devices.

For an ext information around macros, view the article development to accessibility programming.


Modules, choose macros, are objects you can use to add functionality to her database. Vice versa, you produce macros in access by choosing from a list of macro actions, you write modules in the Visual simple for Applications (VBA) programming language. A module is a repertoire of declarations, statements, and procedures that are stored together as a unit. A module can be one of two people a class module or a standard module. Class modules room attached to develops or reports, and usually contain steps that are certain to the type or report they"re attached to. Standard modules contain basic procedures that aren"t linked with any type of other object. Standard modules are listed under Modules in the navigating Pane, whereas course modules are not.

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For more information about modules, see the article arrival to accessibility programming.