Microsoft Office Tutorials and References
In Depth Information
Tables, Queries, Forms, and Other Objects
alphabetical order by last name or in numerical order by ZIP code. Doing
these chores without a computer requires many hours of dreary,
monotonous labor.
Tables, Queries, Forms, and Other Objects
One problem with getting to know a database program — and the primary
reason that people are intimidated by databases — is that you can’t jump
right in. You have to know how data is stored in a database and how it is
extracted, to use database terminology. You have to know about objects,
Access’s bland word for database tables, queries, forms, and all else that
makes a database a database. To help you get going, these pages offer a
crash course in databases. They explain the different objects — tables,
queries, forms, and reports — that make up a database. Fasten your seatbelt. If
you complete the crash course without crashing, you’re ready to create your
first database.
Database tables for storing information
Information in databases is stored in database tables like the one in Figure 1-1.
In a database table, you include one field for each category of information
you want to keep on hand. Fields are the equivalent of columns in a table.
Your first duty when you create a database table is to name the fields and
tell Access what kind of information you propose to store in each field. The
database table in Figure 1-1 is for storing employee information. It has seven
fields: ID, First Name, Last Name, E-mail Address, Business Phone, Company,
and Job Title.
Book VII
Chapter 1
A database can comprise one database table or many different tables that
are linked together. If you’re dealing with a lot of information, storing data in
more than one table is to your advantage. Later in this chapter, “Separating
information into different database tables” explains why storing data across
several database tables is advantageous.
Forms for entering data
After you create the fields in the database table, you can start entering the
records. A record describes all the data concerning one person or thing.
Although you can enter records straight into a database table, the easiest
way to enter a record is with a form . Similar to a dialog box, a form has
convenient text boxes and drop-down lists for entering information, as shown
in Figure 1-2. On a form, you can see clearly what kind of information needs
entering in each field.
 
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