Database Basics

A database, in and of itself, is a file that contains information in a structured format. A typical database is made up of Tables, Queries, Forms, and Reports.

A table is a collection of data which is broken down into Fields and grouped by Records. For example, let's say you have a table called 'My Friends' that holds your friends' names, phone numbers, and shoe sizes. The most logical way to show this information would be to have one column for their names, one for their telephone numbers, and one for their shoe sizes. The first row might read 'Mark 761-1363 9.5'. Perhaps the second row would read 'Kate 763-3491 6'. And, hypothetically, the third row reads 'George 487-6029 15.5'. Now you just need to learn to say 'Field' instead of 'Column' and say 'Record' instead of 'Row' and you'll be all over it.

A query, in its simplest form, can be thought of as a filter to apply to a table or another query. For example, we could tell the query to show records from 'My Friends' where the shoe size is over 8. If we did that then we would end up displaying two records: 'Mark' and 'George'. Queries are also very useful for sorting data. We could have the query show all the records from 'My Friends' and sort by their names, their shoe sizes, or even their phone numbers. Queries do many other things too but we'll get into that later.

Forms and reports are very closely related. In fact they can both do nearly all of the same things. Forms, however, are mostly used to provide a graphical interface for entering, editing, and deleting data in tables. Forms are also commonly used as control panels in database programs to guide the user through specific steps.

Reports exist mainly to print data from tables or queries into nice neat formatted 'Reports' (go figure!) They are very versatile and easy to create. All Access needs from you is some direction into how you want your report to look upon completion. Reports can group information and sort it in all sorts of ways. For instance, if you had a table with all of your CDs and the names of the artists you could print a report that would group the artists together and sort the CDs by name. (Like how I sort my CDs at my house)

Also found in Access databases are macros (which I don't use much) and modules (which I use lots). A macro constists of one or more steps you can have the database program perform automatically. The macro view window is similar to a table view window. In the first column you select the action to perform and for each action you can enter valid options at the bottom of the window. The next column is a handy place to put a description for each step you're doing. I hate macros.

Modules are awesome. Fortunately macros can easily be converted to modules and beginners will find that to be a quick way to learn more about VBA code in Access. A module is essentially a program written in Visual Basic. Programs are broken down into Subroutines and Functions. Usually a subroutine will do something (like draw a graph) and a function will return a value to the program. For example, the SQR function will return the square root of a number you supply to it. If you type PRINT SQR(9) in the immediate window and hit enter you will see the number 3 magically appear. Basically you told the computer to PRINT the SQUARE ROOT of NINE. Try this with other numbers. Isn't it neat?