Learn to Use MS Access 2016

Vocabulary flashcards covering essential terms and definitions from the lecture on MS Access 2016, including database fundamentals, Access interface components, data types, keys, queries, relationships, forms and reports.

Database

An organised collection of related tables that stores data in a structured way.

Table

A database object that holds data in rows (records) and columns (fields).

Record

A single, complete row of related data within a table.

Field

A column in a table that stores one specific type of data for all records.

MS Access 2016

Microsoft’s relational database management system (RDBMS) included in the Office suite.

RDBMS (Relational Database Management System)

Software that creates, manages and manipulates relational databases.

Flat Database

A single-file database with no relations to other files; similar to a spreadsheet.

Relational Database

A set of related tables that are connected through key fields.

Distributed Database

A central database whose data is stored at multiple network locations for shared access.

Data Redundancy

Unnecessary duplication of data within a database.

Data Inconsistency

Mismatched or conflicting data that arises when redundant data is not synchronised.

Ribbon

The command bar at the top of Access that groups tools into tabs and groups.

Quick Access Toolbar

Customisable toolbar on the title bar that provides one-click access to common commands like Save, Undo and Redo.

Navigation Pane

The left panel that lists all database objects (tables, queries, forms, reports, etc.).

Datasheet View

Table view that shows data in a row-and-column grid, allowing direct data entry and editing.

Design View

Table view used to define or modify field names, data types and descriptions.

Primary Key

A field that uniquely identifies each record in a table and cannot contain duplicates or null values.

Candidate Key

Any field that could uniquely identify records; one candidate key is selected as the primary key.

Foreign Key

A field in one table that matches the primary key of another table to create a relationship.

Template (Access)

A pre-built database containing tables, queries, forms and reports for a specific purpose.

SQL (Structured Query Language)

Standard language used to retrieve, insert, update and delete data in a database.

Query

A request that extracts specific data from one or more tables based on given criteria.

Criteria (in Query design)

Conditions entered in a query that determine which records are returned.

Form

A user-friendly interface for entering, viewing or editing data in a table.

Report

A formatted output of data designed for printing or presentation.

Data Type

The kind of value a field can hold, such as text, number or date.

Short Text

Data type that stores up to 255 characters of letters, numbers or symbols; text values are not used in calculations.

Long Text

Data type that stores lengthy text up to about 65,536 characters.

Number

Data type for numeric values used in mathematical calculations.

Currency

Data type that stores monetary values including currency symbols, decimals and commas.

Date/Time

Data type that stores calendar dates and time values.

Yes/No

Boolean data type that stores only two values such as True/False or Yes/No.

Sorting

Arranging records in ascending or descending order based on a field’s values.

Filtering

Temporarily displaying only the records that meet specified conditions.

Relationship

A connection between tables based on key fields (e.g., one-to-one or one-to-many).

Ascending Order

Sort order that arranges values from smallest to largest or A to Z.

Descending Order

Sort order that arranges values from largest to smallest or Z to A.

Navigation Buttons

Controls at the bottom of Datasheet view that move to first, previous, next, last or new record.

Data Manipulation

Operations such as creating, deleting, updating and retrieving data in a database (CRUD).

Design Grid (Query)

Lower pane of the query window where fields, sort order and criteria are specified.

Template Gallery

The ‘More templates’ area in the New window where additional database templates can be downloaded.