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Perspective on Access Objects

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About this lesson

Overview of the Access objects covered so far. The main object types are Tables, Queries, Forms, Reports, Macros, and Modules.

Exercise files

Download this lesson’s exercise file.

Perspective on Access Objects
1.1 MB

Quick reference

Access 11. Perspective on Access Objects

Application Terminology

Database

Like a bucket, an Access database is a container for different types of objects.  The main object types are Tables, Queries, Forms, Reports, Macros, and Modules. Tables are the most important type of object in an Access database.  Other objects are ultimately based on tables.

Design View of Table

When you look at the Design View of a table, you can define and see the field names, data types, field descriptions, and other properties.

Within each table, indexes can be defined. Indexes are lists that Access makes, much like the indexes in the back of a book to make finding things easier.

As a general rule, Tables are what all other objects are ultimately based on and act upon. 

Form

Forms are for adding and editing information and are designed for the screen.  Forms can also be used for menus and interactive dashboards.

Index

An index is a list to find things faster, like the index in the back of a book.  The most common table index is called Primary Key.

Key Field

Key fields are used to link data in one table to another.  There are Primary Keys and Foreign Keys.

Macro

Macros can be created to automate.  When you create a macro, you can drop a list of choices for macro actions.  You will then be prompted to fill out information that action needs.  Macros are a good way to get started automating.

Module

Modules contain VBA and are for automating.  Modules can do more than macros.

Property

A property is a characteristic of an object.  Field properties include Field Name, Data Type, Description, Field Size, Default Value, and Format.

Query

A query can show data from more than one table, sort, and filter.

Record Source

Forms and Reports have a Record Source that defines where data comes from.  A Tables, Query, or SQL statement can be used for a Record Source.

Relationship

A Relationship defines how tables are connected to each other.

Report

Reports are for printing and viewing information on the screen. 

SQL

SQL is Structured Query Language and defines what data will be gotten, where it will come from, how it will be grouped and sorted, and under what conditions it will be included.  Queries store SQL statements and show you the latest information when requested.  This is basic SQL syntax:

SELECT fieldlist

FROM tablename

IN anotherdatabase.mdb

WHERE conditions

GROUP BY fieldlist

HAVING conditions for fields that are grouped

ORDER BY fieldlist;

The only required clauses are SELECT and FROM.  The FROM clause can join more than one table.

Table

Data is stored in tables.  Tables are composed of rows, which are called records, and columns, which are called fields.

Tables can be resident and stored in the database.  Tables can also be linked to data that is stored in other sources.  You can see data in a linked table as if the table were actually in the database.

When you open a table, you see a Datasheet View of the information.

VBA

Visual Basic for Applications is the programming language that Access desktop databases use.

 

Steps

Go to the Design View of a Table from the Navigation Pane

  1. Right-click on a table name in the Navigation Pane
  2. Choose Design View from the shortcut menu.

Go to the Design View of a Table from the Relationships Window

  1. Right-click on a table in the Relationships Window
  2. Choose Table Design from the shortcut menu

Go to the Design View of a Table from the Datasheet View

  • When you are looking at the datasheet view of a table, click Design from the Views group on the HOME ribbon.
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  • 00:05 This is Access 2013, Lesson 11.
  • 00:09 We are going to review Access objects
  • 00:12 and make sure you have solid understanding.
  • 00:15 Hi, this is Crystal.
  • 00:17 By now, new words like Tables, Queries, Forms, and Reports
  • 00:22 should be getting more comfortable.
  • 00:24 The lesson puts things into even better perspective.
  • 00:29 This database has lots of objects.
  • 00:33 We've seen how to use the Navigation Pane to get around.
  • 00:36 Now lets examine the objects in our database
  • 00:40 a little more closely.
  • 00:42 Like a bucket for carrying sand and shells,
  • 00:45 an Access file is a container
  • 00:48 for different types of objects.
  • 00:50 Access is object-oriented.
  • 00:54 In an Access (desktop) database,
  • 00:56 the main objects can be divided into 6 categories.
  • 01:01 Tables, Queries, Forms, Reports, Macros, and Modules.
  • 01:10 Data is stored in Tables.
  • 01:15 All objects are ultimately based on tables.
  • 01:20 This database is to keep track of Professional Services
  • 01:24 and work done for Customers.
  • 01:27 Key fields are used to link data in one table to another.
  • 01:34 Queries can show data from more than one table
  • 01:38 and are often used to create quick lists.
  • 01:43 Forms are for adding and editing information.
  • 01:48 Reports are for printing.
  • 01:51 Macros and Modules are to automate your application.
  • 01:59 Tables are most important
  • 02:00 since that is where data is stored and defined.
  • 02:04 Tables are composed of rows (records) and columns (fields).
  • 02:12 When you look at the Design View of a table,
  • 02:15 you see the field names, data types,
  • 02:18 field descriptions, and other properties.
  • 02:22 Within each table, indexes can be defined.
  • 02:25 Indexes are lists that Access makes,
  • 02:28 much like the indexes in the back of a book
  • 02:31 to make finding things easier.
  • 02:35 As a general rule, Tables are what all other objects
  • 02:40 are ultimately based on and act upon.
  • 02:43 Tables can be resident or linked to other sources.
  • 02:48 When you open a table,
  • 02:50 you see a datasheet view of the information.
  • 02:54 Tables are connected to each other by defining Relationships.
  • 03:00 While you do not have to define relationships to link tables,
  • 03:05 it is best to do so.
  • 03:08 Tables and Queries can both be used for sources,
  • 03:13 RowSources for comboboxes
  • 03:16 and RecordSources for Forms and Reports.
  • 03:19 When you specify a source for a form or report,
  • 03:23 you can use a table, query, or an SQL statement.
  • 03:27 While we are learning, we do more with tables directly
  • 03:31 so you can get a better understanding.
  • 03:34 As the course progresses, we will use queries
  • 03:38 and SQL statements more often too.
  • 03:41 SQL stands for Structured Query Language,
  • 03:46 and sounds like a scary term for something
  • 03:49 that turns out to be quite easy!
  • 03:53 Forms are designed to edit and display data on the screen.
  • 03:58 Forms can be used to add and edit data in tables, or as menus.
  • 04:05 Reports are designed for paper and usually look pretty.
  • 04:09 You can sort and group information, format, and filter.
  • 04:15 Forms and Reports, as it turns out, have a lot in common.
  • 04:20 While their uses are different,
  • 04:22 the way you build them is very similar.
  • 04:25 We spend more time on Forms
  • 04:27 because that is also where you launch procedures
  • 04:30 to do things like verify that required data is filled out,
  • 04:34 update tracking fields with date and time
  • 04:38 a modification was made, and find specific records.
  • 04:44 Reports may also have code and macros
  • 04:47 to calculate and format.
  • 04:49 Macros and Modules add life to your beautiful application
  • 04:55 and are where the power of Access really gets unleashed.
  • 04:59 Next we are going to start exploring data types,
  • 05:04 starting with text, then number, date, yes/no and more.

Lesson notes are only available for subscribers.

The Navigation Pane
05m:01s
Number Data Types
06m:04s
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