Microsoft Access - Terms and Definitions

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Microsoft Access
Introduction to Terms and
Definitions
Terminology
1. Database A collection of data organized in a manner that

allows access, retrieval, and use of that data

2. Database Management System Software package that allows
you to use a computer to create a database; add, change,
and delete data in the database; sort the data in the
database; retrieve data in the database; and create forms
and reports using the data in the database
3. Record Information about a single person, product, or
event
4. Field A specific piece of information within a record
5. File A collection of records
6. Unique Identifier Data will appear only in a single
record in the table; no two fields will be assigned the
same data (Primary Key)
7. Microsoft Access Database management system (DBMS) that
functions in the Windows environment and allows you to
create and process data in a database
8. Shortcut Menu A menu of the most frequently used commands

Process
1. Create the database and its tables

a) Define the fields

b) Define the type of data each field will contain
2. Add the appropriate records to the tables
3. Print the contents of the tables
4. Process the data (sort, retrieve, change, delete, etc.)
5. Create a report
6. Print the report

Mouse Usage
1. Point Move the mouse across a flat surface until the

mouse pointer rests on the item of choice

2. Click Press and release the left mouse button
3. Right-Click Press and release the right mouse button
4. Double-Click Quickly press and release the left mouse

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button twice without moving the mouse

5. Drag Point to an item, hold down the left mouse button,
move the item to the desired location, and then release the
left mouse button
6. Right-Drag Point to an item, hold down the right mouse
button, move the item to the desired location, and then
release the right mouse button

Table Structure
1. Field Name An unique name for the data

a) Up to 64 characters in length
b) May contain letters, digits, spaces, and most
punctuation symbols
c) Cannot contain periods, exclamation points, or square
brackets
2. Data Type The type of information the field will contain

a) Text Any characters; numbers which will not be used

for arithmetic operations
b ) Number Only numbers; numbers which will be used in
arithmetic operations
c) Currency Only dollar amounts; displayed with dollar
signs, commas, and decimal points to two significant
places; may be used in arithmetic operations; automatically
assigned a size
d) Field Width The maximum number of characters that can
be stored in the field; width of 50 is default
3. Description A detailed description of the field

Desktop and Database Window

1. Database Window A special window that allows you to

easily and rapidly access a table, query, forms, reports,

and other objects
2. Title Bar First bar on the desktop; contains the title:
Microsoft Access
3. Control-Menu Icon First key at the left end of the title
bar; used to access the Control Menu
4. Close Button Button on the right; closes the window
5. Menu Bar Second bar; contains a list of menus

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6. Toolbar Third bar; contains buttons that allow you to

perform tasks more quickly than using the menu bar; each
button contains an icon depicting its function
7. Taskbar Bottom of the screen; display the Start button,
any active window, and the time
8. Status Bar Immediately above the Windows 95 taskbar;
contains special information that is appropriate to the
task; such as Ready, NUM
9. Navigation Buttons Near lower left-hand corner of the
screen
a. First Record Moves to the first record in the table
b. Previous Record Moves to the previous record
c. Next Record Moves to the next record
d. Last Record Moves to the last record in the table
e. New Record Moves past the last record in the table to
a position for a new record

View Data
1. Datasheet View All the data is displayed as a table; may

not see all the fields at the same time

2. Form View A single record of all its fields is displayed

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