Access Database Objects

As a Microsoft Access Developer, you will primarily work with three key database objects: Forms, Reports, and Queries. Each of these objects serves a distinct purpose in managing and manipulating data within an Access database:

1. Forms: Forms in Microsoft Access are interactive screens that provide an intuitive interface for users to interact with the data stored in the database. They are primarily used for entering, modifying, and viewing records. A form is typically bound to a table or a query, where data entered in the form is directly added to or modified in the underlying table. Forms support various controls like text boxes, combo boxes, buttons, and other graphical elements, which can be customized to guide users in data entry or editing tasks. Advanced features in forms include the ability to incorporate Visual Basic for Applications (VBA) code to enhance functionality, such as validation, automation, and interaction with other database objects.
2. Reports: Reports are powerful tools used for organizing and presenting data in a summarized and readable format. They are essential for data analysis and decision-making processes. Reports in Access can be generated from tables or queries and are highly customizable to meet specific reporting needs. They allow for the inclusion of calculated fields, grouping of data, and incorporation of charts and images. Reports are typically used to prepare data for print or electronic distribution, providing a professional and polished way to present information extracted from the database.
3. Queries: Queries are used to retrieve specific data by filtering and sorting information stored in tables. They are fundamental in Access for data manipulation and analysis. A query can be as simple as a select query, which extracts data from one or more tables, or as complex as an action query, which can insert, update, or delete data. Queries are built using the Access query design grid, which allows developers to visually select the fields, set criteria for filtering, and define sort orders. More advanced queries can be created using SQL (Structured Query Language), providing greater flexibility and power in data manipulation.

In summary, Forms, Reports, and Queries are indispensable objects in Microsoft Access, each serving a unique role. Forms facilitate data input and interaction, Reports provide structured data presentation and printing capabilities, and Queries enable sophisticated data retrieval and manipulation. Mastery of these objects is crucial for effective database management and application development in Access.

In addition to the tables that hold your raw data, your Access database is likely to have three other types of database objects: queries, forms, and reports. In this lesson you will get an overview of these other types of database objects. You can learn more about how to create and use these objects in the second course of this series, Microsoft Access II: Working with Data. Access Data Manipulation. Do not worry if you do not understand exactly how each object works and you need only have a general idea of how the different types of objects help you to create a useful database.

Queries are used to collect the information you need for a certain purpose. Using a query you can define conditions, known as criteria, which a record must meet in order to be displayed by the query. Queries can combine data from multiple tables using the relationships between tables. For instance, you might use a query to list projects (and the clients that they are for) that you started after September 1, 2019. Occasionally you might use a query datasheet to enter data into the underlying table or tables.
Forms are a great way to enter data. Although tables actually store the data, forms can mimic the paper form that you are famililar with using for collecting data. Any new data entered or changes made to data in the form are reflected in the underlying tables.

Reports are used to present data. Most commonly you will use reports to group data and summarize it with calculations. Forms and reports can be formatted so that they look like something you might create with a word processing package.
In the next lesson you will learn how to design a database.

Take a quiz on the last two lessons.
Access Database - Quiz