Database Terms
Alphanumeric data: Data that that is a combination of numbers and text. (AC 33)
And operator: Selects records that match all of two or more conditions in a query. (AC 73)
AutoFilter: Menu that opens when you click the arrow on the right side of a field selector. The menu contains options for sorting data and clearing any filters that you have already applied. (AC 60)
AutoNumber: In some tables, the primary key field is called an AutoNumber because it automatically adds a unique number to the primary key field for each record in the table. (AC 32)
Best fit: Another way of resizing a column is to change it to best fit, which automatically resizes the column to the best width for the data contained in the column. (AC 18)
Blank database template: Creates a database with an empty table in it. (AC 30).
Bound control: A control connected to a field in the record source and is used to display, enter, and update data. (AC 100)
Calculated field: When a field displays a value that is calculated using other fields in the query. (AC 77)
Comma-separated values (CSV): File format where commas separate the field values of each record in the data source. (AC 142)
Common field: Field that appears in both tables, has the same data type, and contains the same values. (AC 67)
Compacting: Compacting a database rearranges how the database is stored on the disk and optimizes the performance of the database. (AC 23)
Condition: A way of telling the query which data you are interested in seeing. (AC 54)
Control layout: A “container” that groups together the controls in a form so that you can change them as a group. (AC 98)
Control: When fields appear in a form, they appear in controls. (AC 88)
Data source: The place where the form letter goes to get its data, such as a Word document or Access database. (AC 150)
Data type: Determines the kind of data that you can enter in the field, such as numbers or text, or combination of numbers and text. (AC 33)
Database Management system (DBMS): A DBMS allows you to store, retrieve, analyze, and print information. (AC 4)
Database: A database is a collection of objects. (AC 5)
Datasheet selector: You can also select all of the records and fields in a table by clicking the datasheet selector. (AC 13)
Datasheet tool: Creates a form that looks just like a datasheet. (AC 89)
Datasheet view: In Datasheet view, the table displays its data in rows and columns in a datasheet. (AC 9)
Datasheet: In a datasheet, the table displays its data in rows and columns. (AC 9)
Default Value property: Enters the same field value in a field every time a new record is added to the table. (AC 44)
Delimited data: When data is formatted using comma separators, it is called delimited data. (AC 142)
Delimiter: When data is formatted using comma separators, the commas are called delimiters. (AC 142)
Description property: An optional field property that you can use to describe what to enter in the field. (AC 39)
Design grid: In Design view, the field names and data types appear in the design grid in the top half of the Table window. (AC 37)
Design view: In Design view, you can add, delete, and make changes to the way that fields store data. (AC 37)
Detail section: When you create a form, it contains one section called the Detail section. (AC 100)
Export: When you save database data in another file format. (AC 140)
Expression: When fields are used in a calculation, the calculation is called an expression. (AC 77)
Field List pane: Contains the tables in the database and displays the fields they contain. (AC 98)
Field name: To identify the fields, each field has a field name. (AC 9)
Field Properties pane: In Design view, the bottom half of the Table window is called the Field Properties pane. The properties for a field depend on the field’s data type. (AC 37)
Field property: A field property describes a field’s contents beyond the field’s basic data type, such as the number of characters the field can store or the allowable values that you can enter in the field. (AC 41)
Field selector: A field selector appears at the top of each column in a table and contains the field name. (AC 13)
Field Size property: The Field Size property sets the number of characters you can store in a Text, Number, or AutoNumber field. (AC 41)
Field value: The data entered into a field is called a field value. (AC 9)
Fields: Each record is made up of one or more fields. A single characteristic in a table’s design that appears in a datasheet as a column. (AC 9)
Filter By Form: When you need to display records that contain one or more values based on the values stored in one or more fields. (AC 59)
Filter By Selection: When you filter by a field value or part of a field value in a datasheet. (AC 59)
Filter: Temporarily displays records in a datasheet based on the condition that you specify. (AC 59)
Find: An option for finding data quickly is to use the Find command, which is available when you are using a table or query datasheet, form, or report. (AC 92)
Foreign key: The common field in the related table. (AC 68)
Form Footer section: Displays information at the bottom of each form. (AC 100)
Form Header section: Displays information at the top of each form. (AC 100)
Form letter: A document that includes codes that print information from a data source. (AC 150)
Form tool: Creates a simple form that includes all the fields in the selected table or query, uses a simple format, and includes a title with the same name as the record source. (AC 88)
Form view: When a form is displayed in Form view, you will see each record in the record source in a form. (AC 92)
Form Wizard: When you need to create a simple form quickly, you can use the Form Wizard, which helps you create a form by letting you select options in dialog boxes to specify the form’s record source and layout. (AC 90)
Form: A database object that displays data from one or more tables or queries in a format that has a similar appearance to a paper form. (AC 88)
Format property: Use the Format property to specify how you want Access to display numbers, dates, times, and text. (AC 43)
Grouping level: Organizes data based on one or more fields. (AC 119)
Import: When you copy data from another Access database or other file format into an existing or new table in the current database. (AC 140)
Label Wizard: Lets you create a report that you can use to print standard or custom labels. (AC 115)
Layout view: View where you can view the controls in the form and data from the record source at the same time. (AC 89)
Line tool: Lets you add a line to a report. (AC 126)
Main document: When you merge data with a form letter, the form letter is the main document. (AC 150)
Merge field: When you insert a codes into the main document, it is called a merge field. (AC 150)
Multiple Items tool: Creates a form that lists all the fields in a datasheet format, but using a style that is similar to the form created by the Form tool. (AC 89)
Multitable query: Queries that are based on more than one table. (AC 71)
Navigation Pane: When you open an existing database, the Navigation Pane opens on the left side of the screen. (AC 5)
One-to-many relationship: One record in the first table can match many (actually, zero, one, or many) records in the second table. (AC 68)
Or operator: Selects records that match at least one of two or more conditions in a query. (AC 73)
Primary key: The field that contains a unique field value for each record in the table. (AC 32)
Print Preview: When you use a Wizard to create a report, the report opens in Print Preview. (AC 116)
Query: Database object that lets you ask the database about the data it contains. (AC 54)
Read-only: You can view the data in the report, but you cannot change it. (AC 115)
Record selector: A record selector appears to the left of the first field for each record. (AC 13)
Record source: The tables or queries that contain the data used in a form. (AC 88)
Record: A record is a complete set of data. (AC 9)
Referential integrity: Set of rules to ensure that there are matching values in the common field used to form the relationship, both at the time you create the relationship and as you enter data in the tables after you create the relationship. (AC 68)
Relationship: To create a relationship between two tables, you must design the tables so they contain a common field. (AC 67)
Report selector: An easy way to access the report’s Property Sheet is to click the Report selector in the upper-left corner of the report. (AC 130)
Report tool: Creates a simple report that includes all the fields in the selected table or query, uses a columnar format, and includes a title with the same name as the record source. (AC 114)
Report Wizard: Use this Wizard when you want to create a report quickly. The Wizard will ask you about the report you want to create and to select options in dialog boxes. (AC 119)
Report: A database object that displays data from one or more tables or queries in a format that has an appearance similar to a printed report. (AC 114)
Required property: Specifies whether you must enter a field value in a record. (AC 44)
Simple Query Wizard: Asks you what data you want to see by letting you select options in dialog boxes. (AC 54)
Sort: When you view field values in ascending or descending order from A to Z or from smallest to largest. (AC 58)
Split Form tool: Creates a form using all the fields in the selected table or query and splits the window into two panes. (AC 89)
Subdatasheet: Clicking the expand indicator in a row opens a subdatasheet. (AC 70)
Template: When you use a template to create a database, the template creates the database and one or more table, query, form, and report objects that you use to enter and view data. (AC 30)
Theme: A form’s style, also called an AutoFormat, formats the form and its controls using a predefined color, font, and design scheme. (AC 90)
Total row: When you are viewing a table or query datasheet, you can use the Total row to count the number of values in a column. (AC 76)
Unbound control: A control that is not connected to a record source and is used to display information, lines, rectangles, and pictures. (AC 100)