Microsoft Office Tutorials and References
In Depth Information
The Six Types of Access Objects
After you set up tables in your database and type in (or import) information,
you can sort the records, select records that match a criterion, and then
display and print the records. You can create new tables, or you can link (con-
nect) to existing tables in other Access databases or in databases created
with programs like SQL Server and MySQL.
Proper design of your tables — choosing how many tables to create and
which fields to store in which table — is key to creating a usable and flexible
database. Chapter 3 of this minibook includes a step-by-step procedure for
designing your database, and Book II explains how to create tables and fill
them with data.
Queries for selecting your data
Queries are operations that slice and dice your data to answer specific data
needs. The most commonly used type of query selects data from a table —
perhaps the records you want to include in a report. You can create a
query that shows you all the people in your address book who live in, say,
Vermont, or all those for whom you don’t have a phone number. To create
this type of query, you enter criteria that specify what values you want to
match in specific fields in the tables ( VT in the State field to find Vermonters,
an empty Phone Number field to find the phoneless, or both).
You can also use queries to combine information from several tables. A
bookstore database may store book author names in the Books table and
book-ordering information in the Purchase Orders table. A query can pull
information from both these tables — to show, for example, all the Terry
Pratchett novels you ordered in the past month. Queries can also create
calculated fields, including totals, counts, and averages.
Another type of query is the action query, which does something to the
records you select — copies records from one table to another, makes a
change in all the records you select, deletes records you select, and that sort
of thing. Crosstab queries help you analyze the information in your tables by
summarizing how many records contain specific combinations of values.
Queries are the way you get useful information out of your tables, and you’ll
probably create zillions of them as you play with your database. Book III
explains how to create and use queries of all kinds.
Forms for editing and displaying your data
An easy way to enter data, especially in more than one related table, is to
use a form — an Access object that displays information from one or more
tables onscreen. You can have all kinds of fun with forms:
✦ Edit your data or type new records.
✦ Choose the layout of the table’s information on the form.