The deeper you dive, the more possibilities emerge, in the spirit of Microsoft software. Our article merely scratches the surface of Access. However, Reports may be designed in a presentable layout where they might be printed, or provide a quick visual overview. Reports are similar to queries, in that they let you pull out specific data across tables based on specific conditions. A list of Names and Emails of guardians to invite them to the annual day.A list of students whose guardians live out of state.
A list of students who suffer from allergies.Queries are a powerful feature in Access that let you pull out any subset of data from across tables. A Form can be customized, and provides a pleasing interface to enter or view/edit a single row of data in a table. FormsĪlthough information can be entered and viewed in access directly in the data table, it is usually done through a richer window-like interface. The Student ID column in the Student table, which uniquely idenitfies a student is called a “ Primary Key“. Since this column refers to the Students table, it is called a “ Foreign Key“. This is done by creating a column in the Guardian’s table for Student ID. You could quite simply add all information about students and guardians in a single table, but it would have a lot of columns to capture the information of both students and guardians, especially if a student had more than one guardian.Īccess lets you store the information about students and guardians in separate tables, and just relate each student with their guardian. Just imagine the relationship between students and guardians. Table RelationshipsĪ key capability of MS Access is the ability to relate information between tables. For example, a Student First Name can only have text, while the phone number field can only have a number.
#MICROSOFT ACCESS DATABASE FREE#
Unlike Excel, which is a free form table, where you can add any piece of information in any cell, you can enforce data types in Access columns. For example, a row might relate to a Student, and the columns could contain First Name, Last Name, Email, Phone Number, Address etc. Each row represents an information object, and each column of that row lists the details of that information object. TablesĪ table is quite simply a collection of rows and columns. To understand Access, you need to be familiar with the following components of Access. So MS Access can also be seen as a relational database. Since this information is usually interconnected – students have guardians, students attended specific classes – this information is stored in related tables.
This could be students, teachers, guardians and classes in a school or customers and orders in a business, or policies and insured in an insurance firm. Microsoft Access is a database management system which allows people to organize information. However, many might still find MS Access daunting, which is why there is a thriving market of MS Access alternatives, which introduce yet another level of simplicity. Microsoft Access is the original “no code” platform created for people who have no specialized database knowledge, but want to manage their information or create simple applications.
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