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Access Database

TermDefinition
database a collection of data organized in a manner that allows access, retrieval and use of that data.
database management system a software that allows you to use a computer to create a database, add, change and delete data in the database, ask and answer questions, and create forms and reports using the data
relational database database containing a collection of tables, each of which contains information on a specific subject, but are related
records Rows in the db table
fields the columns in the table, contains a specific piece of information within a record
unique identifier way of uniquely identifying each record in the db, also called primary key
autonumber field primary key created automatically by access, starts with 1, next 2 and so on.
data type type of data that can be stored in the field, examples: short text, number, etc
short text data type that can contain any characters up to 255 characters
number data type that can contain any positive or negative number and can be used in arithmetic calculations
currency data type that can only contain monetary data and will appear with currency symbols. can be used in arithmetic calculations
date and time data type can contain dates and/or times.
long text data type that can contain any characters over 255 charactors
autonumber data type can store unique sequential number that access assigns to record increments by 1
yes/no data type can store 1 of 2 values. YES/NO ON/OFF TRUE/FALSE
OLE Object data type can store OLE object which is object link to or embedded in the table
Hyperlink data type that can be used as a hyper link address
attachment data type can contain an attached file
calculated data type specifying a calculation based on other fields, Value is not actually stored
caption allows you to display a caption instead of actual fields name when creating a db table
portrait orientation printout will be across the width of the page
landscape orientation printout will be across the height of the page
import make a copy of the data as a table in the access db
queries questions that can be answered using the data stored in a db
database properties details about a db that helps you organize and identify the db. Also known as Metadata. Include such information as the author, title or subject.
keywords words or phrases that further describe the db such as a class name or db topic.
standard properties associated with all microsoft documents and include author, title and subject
automatically updated properties include file system properties and include the date you create, or modify a file, the file size, etc.
recover process of returning a damaged db to a correct state.
backup copy important to backup t he db so you may recover if damaged. makes a copy of the db.
live db database currently working on
Database design process of determining the tables and fields that make up the db
redundancy storing the same fact in more than one place. Try to avoid this while creating db tables.
design grid the portion of the window where you specify fields and criteria for the query.
text data data in a field whose data type is short text
wild cards symbols that represent any character or combination of characters
asterisk * represents any collection of characters
question mark ? represents any individual character
parameter query a query that prompts for input whenever it is used
comparison operator use when you want a query to return something other than an exact match . >< >= <= and NOT
compound criteria criteria using AND or OR
special criteria criteria involving a range of values: AND operato, BETWEEN operator, IN operator
sort order the records in a particular way
sort key field or fields in which records are sorted
major key primary sort key
minor key secondary key
property sheet a window containing the various properties o f the object.
top values query allows you to restrict the number of records that appear
join joining tables
join properties the properties that indicate which records appear in a join
export copy, tables or queries from an Access database so that another application can use the data
delimited files each record is on a separate line and the fields are separated by a special character.
delimiter the special character that separates the records
fixed-width files the width of every field is the same on every record
individual record calculation adding the values in two fields for one record
group calculation finding the total of the values in a particular field on all the records (groups of records)
calculated field a field that can be computed from other fields (also called a computed field)
aggregate function a function that performs some mathematical function against a group of records.
grouping creating groups of records that share some common characteristics
cross tab query calculates a statistic for data that is grouped by two different types of information.
maintaining the database modifying t he data to keep it up to date by adding new records, changing the data for existing records and deleting records.
restructuring the date base includes adding new fields to a table, changing the characteristics of existing fields and removing existing fields. Also includes the creation of validation rules.
split form a form that allows you to simultaneously view both simple form and datasheet views of the data.
filter use to have only one record or records that satisfy criteria
structure names and types to all the fields
lookup field allows the user to select from a list of values when updating the contents of ht field.
multivalued fields fields that contain more than one value.
action query adds, deletes, or changes data in a table
update query allows you to make the same changes to all records in the table.
delete query allows you to delete all the records satisfying some criterion
append query add the results of a query to an existing table
make-table query add the query results to a new table
validation rules rules that a user must follow when entering the data
validation text the message that appears if a user attempts to violate the validation rule.
required field a field in which the user must enter data, failing to enter data into a required field generates an error
range of values restrict the range of values ex. between 0-1000
default value a value that access will display on the screen in a particular field before the user begins adding a record.
legal values "allowable values" SER, NON, IND
format to affect the way data appears in a field
format symbol a special symbol used in to change a format
referential intergrity the property that ensures that the value in a foreign key must match that of another tables primary key
foreign key a field in one table whose values are required to match the primary key of another table
one to many relationship one record in the first table is related to, or matches many records in the second table, but each record in the second table is related to only one in the first.
subdata sheet useful when you want to review or edit data in joined or related tables.
Created by: lynne28