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Add New Field Column

A datasheet column in Access in which you create a new field for a table.

All Tables (view)

The default view in the Navigation Pane in Access, which displays objects grouped according to the tables in the database.

AutoNumber

An Access data type that automatically assigns a unique number to a record.

Backing up

Making a copy of a database file to protect your database against loss or damage.

Column selector

In a datasheet, the column heading (also called the field selector), which you click to select the entire column.

Common field

A field that appears in more that one table, allowing you to connect the records in the separate tables.

Compacting

A process that rearranges the data and objects in a database to decrease its file size, thereby making more space available on your disk and letting you open and close the database more quickly.

Current Record box

An Access text box that appears on the datasheet or form and indicates the current record and total number of records displayed.

Data type

The field property that determines what field values you can enter for the field and what other properties the field will have.

Database

A collection of related tables stored in the same file.

Database management system (DBMS)

A software program that lets you create databases and then manipulate data in them.

Datasheet

The display of a table's contents in rows and columns, similar to a table or spreadsheet; each row is a separate record in the table, and each column contains the field values for one field in the table.

Datasheet selector

A box in the upper-left corner of a datasheet that lets you select the entire datasheet.

Datasheet view

The Access view that shows a table's contents as a datasheet in rows and columns, similar to a table or spreadsheet.

Field

A single characteristic or attribute of a person, place, object, event, or idea.

Field selector

In a datasheet, the column heading (also known as the column selector), which you click to select the entire column.

Field value

The specific value, or content, of a field in a record.

Foreign key

A primary key field from one table that you include as a field in a second table to form a relationship between the two tables.

Form

A database object you can create and customize to maintain, view, and print records in a database in different and useful ways.

Form tool

An Access tool that creates a form containing all the fields in the table or other database object on which you are basing the form.

ID column

The default field Access creates to serve as the primary key field for all new tables.

Microsoft Access Window

The program window that appears when you start the Access program.

Microsoft Office Access 2007

A database program you use to enter, organize, display, and retrieve related information.

Navigation buttons

A set of buttons found at the bottom of a table datasheet or form that you use to move through the records in the table.

Navigation Pane

In Access, the area on the left of the program window that lists all the objects in the database. In windows Vista, the left pane in a folder window.

Pencil symbol

The symbol that appears in a row selector to indicate that the record is being edited.

Primary key

A field, or a collect of fields, whose values uniquely and minimally identify each record in a database table and whose values do not change.

Print preview

In Access, a view of a database report, form, or datasheet that shows you what the object will look like when printed.

Query

A question you ask about the data stored in a database; in response, Access displays the specific records and fields that answer your question.

Record

A complete set of field values for a specific person, place, object, event, or idea. Also known as a row.

Record selector

In a datasheet, the small square at the beginning of a row (also known as the row selector), which you click to select the entire row.

Relational database

A collection of related tables (relations) stored in the same file.

Relational database management system

Also known as RDBMS, a system in which data is organized as a collection of tables, and relationships between the tables are formed through a common field.

Report

A formatted printout (or screen display) of the contents of one or more tables in a database.

Report tool

An Access tool that places all the fields from a table or query on a report.

Row selector

In a datasheet, the small square at the beginning of a row (also called the record selector), which you click to select the entire row.

Simple Query Wizard

An Access wizard that lets you quickly select the records and fields for a query.

Star symbol

The symbol that appears in a row selector to indicate that the row is the next one available for a new record.

Table

A collection of fields that describe a person, place, object, event or idea. Or, more technically, a two-dimensional structure made up of rows and columns of data in a relational database in which each row is unique, row order is unimportant, all entries are single-valued, column order is unimportant, each column has a unique field name, columns entries are from and same domain, and each row describes a dingle entity.

Template

A predefined database that includes professionally designed tables, forms, reports, and other objects.

Text (data type)

An Access data type that allows field values containing letters, digits, and other characters.

Best fit

Sizing a column so the column is just wide enough to display the longest visible value in the column, including the field name.

Byte

A Field Size property that stores whole numbers from 0 - 255 in one byte.

Cascade deletes option

A referential integrity rule that permits a record in the primary table to be deleted and also deletes all records in the related tables that have matching foreign key values.

Cascade updates option

A referential integrity rule that permits a change in value to the primary key and changes the appropriate foreign key values in related tables.

Composite key

A primary key that consists of two or more fields. Also known as a concatenated key.

Ctrl + '

The keyboard shortcut for inserting the value from the same field in the previous record into the current record

Data redundancy

A condition that occurs when you store the same data in more than one place; it wastes storage space and can cause inconsistencies.

Decimal

A Field Size property that stores positive and negative numbers precisely 28 decimal placed and uses 12 bytes.

Decimal places property

The property that specifies the number of decimal places that will be displayed to the right of the decimal point.

Delimited

A type of text file in which fields of data are separated by a character such as a comma or tab.

Description property

The optional property you can use to enter a description for a field to explain its purpose or usage.

Design view

The Access view you use to define or modify a table structure or the properties of the fields in a table.

Double

A Field Size property that stores positive and negative number to precisely 15 decimal places and uses eight bytes.

Entity integrity

The condition that exists when a primary key has been specified for a table, whereby Access forces you to enter a value for the primary key field in every record in the table.

F1 key

The function key you press to display Help information, such as for the current property in Table Design view.

F6 key

The function key you press to move between Table Design grid and the Field Properties pane of the Table window in Design view.

Field list

A small window listing the fields contained in a table.

Field properties pane

The part of the Table window in Design view that contains the properties for the selected field.

Field size property

The property that defines a field's maximum storage size for text, number, and AutoNumber fields.

Importing

Including the contents of a file in a new table or appending the contents of an existing table, or including the contents of the file in a form, report, or field.

Integer

The Field Size that stores whole number from -32,768 to 32,767 in two bytes.

Join

To relate tables through a common field

Join line

In the Relationships window, the line that connects the common field that joins two tables.

Long integer

The Field Size property that stores whole numbers from -2,147,483,648 to 2,147,483,647 in four bytes.

Null value

The value that results from not entering a value for a field; a null value is not permitting for a primary key.

One-to-many relationship (1:M)

A relationship between two tables in which each record in the primary table matches zero, one or many records in the related table, and in which each record in the related table matched at most one record in the primary table.

Orphaned record

A record whose matching record in either the primary or related table has been deleted.

Primary table

The "one" table in a one-to-many relationship.

Propagate

To update field property changes made in Design view to the corresponding property on forms and reports that include the modified field.

Properties

The characteristics of each field in a table.

Referential integrity

The rule that requires each non-null foreign key value to match a primary key value in the primary table.

Related table

The "many" table in the one-to-many relationships.

Relationships window

The Access window in which you define the view and the relationships among a database's tables.

Replication ID

A Field Size property that establishes a unique identifier for replication of tables, records, and other objects in databases created using Access 2003 and earlier versions and uses 16 bytes.

Set (a property)

To select or enter a property for a field.

Single

A Field Size property that stores positive and negative numbers to precisely seven decimal places and uses four bytes.

Table Design grid

The part of the Table window in Design view that contains the values for the Field Name, Data Type, and Description field properties.

Aggregate function

A function that performs an arithmetic operation on selected records in a database.

All Table

The default group of objects in the Access Navigation Pane.

Alternate Fill/Back Color button

The Access button that lets you change the alternating background color of a datasheet.

And logical operator

The logical operator you use in a query when you want a record selected only if two or more conditions are met.

AutoFilter

An Access feature that enables you to quickly sort and display field values in various ways.

Calculated field

A fields that displays the results of an expression in a query datasheet or a form or report, but does not exists as a field in the database.

Comparison operator

In a query, an operator that asks Access to compare the value in a database field to a condition value and to select all the records for which the relationship is true.

Condition

A criterion, or rule, that determines which records are selected in a query.

Design grid

The portion of the Query window in Design view in which you specify the fields and record selection criteria for the query you are creating.

Editing mode

The mode in which you can insert or delete characters in a field value based on the location of the insertion point.

Exact match

A type of query in which the value in the specified field must match the condition exactly in order for the record to be included in the query results.

Expand indicator

In a datasheet, the plus sign that lets you display the related records in the subdatasheet.

Expression

A statement containing a combination of database fields, constants, and operators that you define in a query to perform a calculation.

Expression builder

An Access tool that makes it easy for you to create an expression in a query by providing boxes for entering the expression, buttons for common operators, and lists of expression elements, such as tables and field names.

F2 key

The function key you press to switch between navigation mode and editing mode.

Filter

A set of restrictions you place on the records in an open datasheet or form to temporarily isolate a subset of records.

Filter By Form

A filtering technique that changes the datasheet to display empty fields, allowing you to select a value from a list in any blank field to apply a filter that selects only those records containing that value.

Filter By Selection

A filtering technique that lets you select all or part of a field value in a datasheet or form, and then display only those records that contain the selected value in the field.

Find command

A command you use to search for data in a form or datasheet so that you can display only those records you want to view.

Group by Operator

In a query, an operator that divides the selected records into groups based on the values in the specified field.

Logical operator

In a query, an operator that allows you to combine two or more conditions.

Maintain (a database)

To add, change, and delete records in database tables to keep them current and accurate.

Navigation mode

The mode in which Access selects an entire field value, and your typed entry replaces the highlighted field value.

Nonunique sort field

A sort field for which more than one records can have the same value.

Or logical operator

The logical operator you use in a query when you want a record selected if at least one of the specified conditions is met.

Plus sign

In a datasheet, a symbol indicating that records have related records in another table.

Primary sort field

The first sort field specified that determines the order of records in a datasheet.

Query by example (QBE)

An example of the information you are requesting from Access in a query.

Query Wizard

An Access tool that asks you a series of questions, and then creates a query based on your answers.

Recordset

The set of records that results from running a query.

Run (a query)

To answer a query and display the results.

Secondary sort field

A second field that determines the order of records that are already sorted by the primary sort field.

Select query

A query in which you specify the fields and records you want Access to select, and the results are returned in the form of a datasheet.

Sort

To rearrange records in a specified order or sequence.

Sort field

The field used to determine the order or records in a datasheet.

Subdatasheet

A datasheet that displays the records related to the current record.

Tables and Related Views

The default category of objects in the Access Navigation Pane.

Unique sort field

A sort field whose value is different for each record.

Update (a database)

To add, change, and delete records in database tables to keep them current and accurate.

Zoom box

A large text box you can use to enter text, expressions, or other values when working with queries.

AutoFormat

A predefined style that you can apply to a form or report.

Conditional formatting

Special formatting applies to afield values that meet specified conditions.

Control

An item on a form or report, such as a text box or a command button, that you can manipulate to modify the form's or report's appearance.

Detail record

In a report based on two tables, the set of field values displayed for each field in the related table.

Form Wizard

An Access tool that asks you a series of questions, and then created a form based on your answers.

Grouped report

A report in which the data from a record in the primary table appears as a group, followed on subsequent lines of the report by the joined records from the related table.

Layout view

An Access view in which you can make design changes to a form or report while it is displaying data so that you can immediately see the effects of changing the design.

Main form

In a form based on two tables, the form that contains data from the primary table.

Move handle

The larger square in a selected control's upper-left corner that you use to move the control.

Report Wizard

An Access tool that asks you a series of questions, and then creates a report based on your answers.

Subform

In a form based on two tables, the form that contains data from the related table.

Wildcard Character

A placeholder you use when you know only part of a search value or when you want the search value to start or end with a specific character or match a certain pattern.

& (ampersand) operator

A concatenation operator that joins text expressions.

Append Only property

A field property for a Memo field that lets you edit the field value and, when set to Yes, causes Access to keep a historical record of all versions of the field value. You can view each version of the field value, along with a date and time stamp of when each version change occurred.

Caption property

A property that specifies the text that appears in a label in a form or report, or that appears in the column heading in a datasheet.

Crosstab query

A query that performs aggregate function calculations on the values of one database field and displays the results in a spreadsheet format.

Field validation rule

Setting the Validation Rule and Validation Text properties for a field to verify its values by comparing them to a constant or a set of constants.

Find duplicates query

A select query that finds duplicate records in a table or query. You specify the fields in the query or table you want to compare and, if two or more records have the same values for those fields, those records appear in the query recordset.

Find unmatched query

A select query that finds all records in a table or query that have no related records in a second table or query.

IIf (Immediate If) function

A function that returns one of two values based on whether the condition being tested is true or false.

In comparison operator

A comparison operator that defines a condition with a list of two or more values for a field. If a record's field value matches one value from the list of defined values, then Access selects and includes that record in the query results.

Input mask

A field property to define a predefined format used to enter and display data in a field.

IsNull function

A function that tests a field value or an expression for a null value; if the field value or expression is null, the result is true; otherwise, the result is false.

Like comparison operator

A comparison operator that selects records by matching filed values to a specific pattern that includes one or more wildcard characters.

List-of-values match

A selection of records whose value for the designated field matches one of two or more simple conditions.

Literal display character

A special character that automatically appears in specific positions of a field value, usually associated with the field's input mask.

Lookup field

A foreign key field that lets you optionally display the foreign key value and other field values from the related record in the primary table. Also known as the Lookup Wizard field.

Not logical operator

A logical operator that negates a criterion or selects records for which the designated field does not match the criterion.

Object dependencies task pane

A task pane that displays a collapsible list of the dependencies among the objects in an Access database; you click the list's expand indicators to show or hide different levels of dependencies.

Object dependency

A relationship that exists between two objects when a change to the properties of data in one object affects the properties of data in the other object.

Parameter query

A query that displays a dialog box to prompt you to enter one or more criteria values when you run the query.

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