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Access teaching materials

1. Introduction

Access is a computerized Database Management System (DBMS) that enables you to store, retrieve, analyze, and print information. It is a system for managing large amounts of data. Companies use databases for many purposes: to manage customer files, to track orders and inventories, and for marketing purposes. An individual might set up a data base to track household expenses or manage a list of family, friends, and business addresses. Teachers often set up a database to track students’ grades ad other class information. A database enables the user to access and manage thousands of pieces of data in an organized, efficient, and accurate manner.

To begin using Access, there are a number of terms that you need to understand. An Access database consists of tables, queries, forms, reports, etc, which are all generally known as objects. These objects work together to store, search, input, report, and automate the data. The following gives you a brief explanation of the purpose of the major objects.

Tables are the foundation of the database because they store the data in the database. Each table stores a set of related data.

Queries are used to sort, search, and limit the data to just those records that you need to see.

Forms are generally used to input or edit data, or to view one record at a time.

Reports are used to summarize information for printing and presentation of the data.

Notes: Access 2007/2010 file ends up with . accdb instead of. mdb

2. Primary Key/Relationship

Primary key:

Definition: A primary key, also called a primary keyword, is a key in a relational database that is unique for each record. It is a unique identifier, such as a driver license number or personal identification number. A relational database must always have one and only one primary key. Primary keys typically appear as columns in relational database tables.