Many of us start organizing information using simple lists in word-processing programs or spreadsheet. This works fine when the amount of data is small, but as these lists grow, managing them becomes challenging. You might start noticing repetitions or inconsistencies in the data, making it hard to understand or find what you need. When these issues arise, it’s a good sign that transitioning to a database is a smart move.
So, what exactly is a database? At its core, a database is a tool designed for collecting and organizing information. It can store details about almost anything, like people, products, or orders. A computerized database acts as a container holding various objects. For instance, a system tracking inventory might use three tables, but it’s considered one database containing those tables, not three separate databases.
Using a database management system (DBMS) like Microsoft Access offers significant advantages over simple lists. Access allows you to add, edit, and delete data efficiently. More importantly, it provides powerful ways to organize and view your data in different formats and to share it with others. Access databases created in recent formats (Access 2007-2016, Microsoft 365, 2019, 2021, 2024) typically use the .accdb file extension, while older versions used .mdb. Although the terminology used here is geared towards Microsoft Access, the underlying concepts apply to all database products.
Let’s look at the fundamental parts that make up a typical Access database:
- Tables–Think of tables like spreadsheets, storing data in rows and columns. However, the key difference is how data is organized to minimize redundancy. For example, employee information should be in one employee table, and product data in a separate product table. This organization process is called normalization. Each row in a table is a record, holding individual pieces of information. Each piece of information within a record, corresponding to a column, is a field. Fields must be assigned a specific data type, such as text, number, or date/time. A classic analogy is a library card catalog: each card is a record, and the details on the card (author, title) are fields.
- Forms–These provide a user-friendly interface for viewing, entering, and editing data, often replacing the need to directly edit data in table datasheets. Forms can include command buttons and other controls to perform specific tasks, like opening another form or report, or controlling which data is displayed. They also help protect data and ensure accurate data entry by controlling user interaction.
- Reports–Reports are used to format, summarize, and present data. They are excellent for answering specific questions about your data, like total sales per customer or customer locations. Reports can be formatted for readability and reflect the most current data. You can print them, view them on screen, export them, or send them via email.
- Queries–Queries are powerful tools, most commonly used to retrieve specific data from tables. They allow you to pull together related data that might be spread across multiple tables and view it in one place. You can use criteria to filter the data down to just the records you need. There are two main types: select queries (which just retrieve data) and action queries (which perform tasks like creating, adding, updating, or deleting data). Some queries are also “updateable,” allowing you to edit the underlying table data through the query view.
- Macros–These act like a simplified programming language to add functionality to your database. Macros contain actions that perform tasks, such as running a query or opening a report, often triggered by events like clicking a button on a form. They can automate many manual database operations, saving time.
- Modules–Similar to macros, modules add functionality but are written using the Visual Basic for Applications (VBA) programming language. They are collections of code (declarations, statements, procedures). Class modules are typically attached to forms or reports for specific functions, while standard modules contain general procedures listed separately.
By understanding and utilizing these components, you can transform disorganized data into a well-structured system that is easy to manage, analyze, and share.