Microsoft Access database contains different objects. The objects are tables, forms, queries, reports, macros and modules. The least you need to create a database is a table. Tables hold all information you enter into your database. It is a kind of a container for your data. Each table will have columns with certain names like first name, last name, address, etc. Each table will also have a certain amount of rows. You might also have several tables in your database, depending on the amount of information you need to store. For example, in invoicing system, you might need one table for customer information and another table for sales information.

Table is probably the most important item of your database. It also has an index, which is used for easier searching. You can also link your tables using their key fields. You can view your table in datasheet view or design view. Datasheet view is used for entering data and design view is used for creating the table, setting the columns, indexes, etc.

Access form is the way to present data. We can use the form for entering, changing or removing the data from the database. Access forms are screens for typing the information into the tables and displaying data from them. Forms can be connected to a record source like a query or a table. It has to be bound if you want to save the data u enter into the form. There are controls in form like a text box for entering information. There is also a possibility to create a sub form within your main form. Usually a sub form is used to display multiple records. Forms can contain no data at all. Some might only have a few buttons, which will help navigate to other parts of the database. Sub forms are typically used in some of the relationship cases, such as when one client has many sales.

Another Access object is a query. This object asks your database different questions and provides you with answers. If will find the necessary information in the database based on what you ask. Query will give you the answer and you can create a report based on the received information. Queries are based on your tables and you can even combine the necessary tables when you run your query for obtaining the needed answers. You also have the opportunity to edit the information in your query and the table in question will change as well.

Report is the object used for output information. It is sent to the printer and you can base your report on the query or table.

Macros and modules are more complex objects of Access and they are not necessary for creating databases. You can build simple database and perform simple tasks with the above objects. But if you want to make the most out of your Access database and have more control over it, you should also learn macros and modules taking more advanced Access training.

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MS Access is a relational database, which allows us to link tables via primary and foreign key. A primary key contains a unique value for every table record, such as an employee number. As for the foreign key, it exists in another table that is used to reference records in the main table. Both primary and foreign key must be defined by the same field size and data type. It might also be helpful to give the fields the same names, even though it is not necessary.

Primary key holds the vale only once, but foreign key can reference the value multiple times. So, a table with employee information will be referenced multiple times in another table, during the staff reviews every quarter. But this is only one type of relationship between tables. There are actually 3 types of Access table relationships.

The first type is one to one relationship, which occurs when you link two primary keys, so a record in one table has related record in another. The values of primary keys in both tables have to be alike for the relationship to work. You might consider splitting the employee data into several tables, because some information doesn’t need to be seen by other people besides certain staff members. And then, after splitting, you would link the two tables via this relationship.

The second type of relationship is one to many. This type is the most common and is often the first one to be explained. The training company, for example, would create a database with the records of all delegates stored in one table and courses records in another table. So, the table with courses will hold the foreign key for the records of the delegates, so they could be assigned for one or more classes. This kind of primary/foreign key relationship has unique value in the first table, which is referenced multiple times in the second table.

And the last type of table relationships is many to many. Basically, this is two sets of the previous type of relationship with a third junction table. As an example, we can use the same training company. And, again, we have the table with delegates’ records, the table with bookings and the courses table. The tables with courses and delegates will both be related to the bookings’ table using the one to many type of relationships. This will let each delegate to be assigned on multiple courses as well as allow each course have several delegates. In this case the table with bookings becomes the third junction table.

Linking your tables is an important skill to learn, when using the Access database, because it will add more functionality and give you more control over your database.

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And some general tips – today the online technologies give you a really unique chance to choose exactly what you require at the best terms which are available on the market. Strange, but most of the people don’t use this chance. In real life it means that you should use all the tools of today to get the info that you need.

Search Google or other search engines. Visit social networks and check the accounts that are relevant to your topic. Go to the niche forums and participate in the discussion. All this will help you to build up a true vision of this market. Thus, giving you a real opportunity to make a smart and nicely balanced decision.

And also sign up to the RSS feed on this blog, because we will everything possible to keep updating this blog with new publications about microsoft access database industry.