Microsoft Access provides multiple database objects to help you take full advantage of your data. Data can be a powerful tool for your business, as it answers questions, helps with decisions and provides valuable insight. However, if your data isn’t organized or presented in a digestible way, it won’t be beneficial to your organization.
Fortunately, database tools like Microsoft Access arrange data in a clear and concise manner. To do this, Access relies on database objects. When these objects are combined, you can use your data to the fullest extent. Below you’ll find the four main database objects included with Access.
Microsoft Access organizes your information into tables, which consist of rows and columns. You can move throughout these data sheets as needed, and even open up multiple tables at once. Each table stores information about a specific subject, so most databases have more than one table.
Each row in the table is called a record, and each column is called a field. A record contains specific information about an entity, such as the customer name or order. A field is a single item of information about that entity.
Database queries are questions about your data. You can use queries to pull information from various tables and assemble them into an easy form or report. Queries are useful for answering simple questions, performing calculations, combining data from multiple tables and adding, changing or deleting data.
There are many types of queries, but the two most common are Select and Action. Select queries retrieve data from a table or make calculations. Action queries take action by adding, changing or deleting data.
Thanks to Access forms, you can view the database items you want. Similar to paper forms, Access forms are objects that allow users to add, edit or display the data stored in your database. Always design your forms with the end user in mind, as well-designed forms make data entry fast, efficient and accurate.
Reports offer a way for you and others to view information from your Access database. These reports are often used for decision-making and analysis, so it’s important that they are formatted correctly and summarize the right information. You can use reports to create labels, provide details about individual records, display data and archive snapshots of data.
These four database objects are what make Microsoft Access what it is. If you are new to Access, you’ll want to familiarize yourself with these objects so that you can use the software efficiently and make the most of your data. If you have questions along the way, the database experts from Arkware are here to help!