The Customers table has information about customers.Ģ. You can also use a query to update or delete multiple records at the same time and to perform predefined or custom calculations on your data.ġ. QueriesĪ query can help you find and retrieve the data that meets conditions that you specify - including data from multiple tables. By adding one table's unique ID field to another table and defining a relationship between the two fields, Access can match related records from both tables so that you can bring them together in a form, report, or query. A unique ID, such as a Customer ID, distinguishes one record from another within a table. Order information that once existed in a spreadsheet now resides in the Orders table.ģ. Customer information that once existed in a mailing list now resides in the Customers table.Ģ. To bring the data from multiple tables together in a query, form, or report, you define relationships between the tables.ġ. Types of information might include customer information, products, and order details. To store your data, you create one table for each type of information that you track. In most cases, it does not matter whether a table is a linked table or actually stored in the database. For example, you may have one Access database that contains nothing but tables, and another Access database that contains links to those tables, as well as queries, forms, and reports that are based on the linked tables. Note: Some Access databases contain links to tables that are stored in other databases. Display or print data by using a report.Īll of these items - tables, queries, forms, and reports - are database objects. When you update the data, it's automatically updated everywhere it appears.Ĥ. Store data once in one table, but view it from multiple locations. Reports to analyze or print data in a specific layout.ġ. Queries to find and retrieve just the data that you want.įorms to view, add, and update data in tables. Within an Access database file, you can use: You can use Access to manage all of your information in one file. As a result, when you update a supplier's phone number, it is automatically updated wherever you use it in the database. In a well-designed Access database, the phone number is stored just once, so you only have to update that information in one place. If a supplier's phone number changes, you might have to update that information in all three places. If your database isn't stored on a computer, or only parts of it are, you may be tracking information from a variety of sources that you must coordinate and organize.įor example, suppose the phone numbers of your suppliers are stored in various locations: in a card file containing supplier phone numbers, in product information files in a file cabinet, and in a spreadsheet containing order information. See details about the objects in a databaseĪ database is a collection of information that is related to a particular subject or purpose, such as tracking customer orders or maintaining a music collection. This article also explains how, when, and why you use each tool. Access provides several tools that you can use to familiarize yourself with the structure of a particular database. This article provides a basic overview of the structure of an Access database. Becoming familiar with the tables, forms, queries, and other objects in an Access database can make it easier to perform a wide variety of tasks, such as entering data into a form, adding or removing tables, finding and replacing data, and running queries.
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