A database is a catalog of information. The data is organized according to generally accepted rules. Phone books or dictionaries are the simplest examples of databases. With the development of computing technology, databases have become much larger and more complex.
Understanding Databases
The database is a tool for collecting and organizing information. They can contain data about people, products, finances, and more. Building a base starts with a simple list or spreadsheet. Over time, this list grows, and redundancy and inconsistencies begin to appear in the data. It becomes difficult to think of them as a list. Once these problems start to appear, it is a good idea to turn them into a database using a database management system (DBMS). One of the best products in this area is Microsoft Office Acess, which combines flexibility, ease of use and a user-friendly interface.
Tables
A table in a database looks like a simple table in that the data is stored in rows and columns. As a result, it is usually fairly easy to import a regular table into a database. The main difference between a spreadsheet and a database is the level of organization of the information.
Each row in the table is called a record. Selected pieces of information are kept in records. Each of them consists of one or more fields. Fields are analogous to columns in a table. For example, you can create a table called "Employees", where each record (row) contains the personal data of the worker (first name, last name), and each field (column) gives information about him (address, etc.). Fields must be designated as a specific type of data, be it text, date, time, number, or some other type of information.
Forms
Forms are sometimes referred to as "data entry screens". This is the type of interface used to work with your data. Forms often contain command buttons that perform various functions. It is quite possible to create a database without using forms by editing the input data in the reference tables. However, most databases use forms to view, enter, and modify tables.
Inquiries
Queries are the real workhorses of the database and can serve many different functions. Their most common use has been to retrieve specific data from tables. The information that the user wants to receive is usually spread over several tables. Queries provide the ability to view all tables at the same time and display the search result on the screen. In addition, queries allow you to add criteria that filter data for a specific query.
Reports
Reports are used to summarize and present data in tables. Each report can be edited to present information in a different format. The report can be generated at any time, and it will reflect the current state of the database.
Macros
Macros in Access are analogous to the programming language used to add database functionality. For example, when attaching a macro to a button on a form, it will execute whenever that button is clicked. Macros contain actions to perform specific tasks, such as generating a report, executing a query, or correcting information. Most manual database operations can be automated using macros. This saves a lot of PC time and resources.
