Database Management Systems and Access Terminology

Vocabulary flashcards covering core database terms, Access views, data types, and document properties from the lecture notes.

database management system

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

database

A collection of data organized in a manner that allows access, retrieval, and use of that data.

relational database

A database that consists of a collection of tables that can be joined through a common field; each table contains information on a specific subject, stored in the same file.

unique identifier

A way of uniquely identifying each record in a database; also called primary key.

field

In an Access or in an Excel table or PivotTable, a column containing a specific property for each record, such as a person, place, object, event, or idea.

records

In Access and Excel, a row of data in a table, representing a complete set of field values for a specific person, place, object, event, or idea; also called a tuple.

primary key

The field in a database that contains unique information for each record; also called a unique identifier.

Access work area

The area in an Access window where you work on tables, forms, and reports.

status bar

The gray bar at the bottom of Office app windows that shows status information about the currently open document, worksheet, database, or presentation, as well as containing commands for viewing the file in different ways and for changing the zoom percentage.

datasheet

A spreadsheet-like grid that displays fields as columns and records as rows.

Datasheet view

A view in Access that shows a table as a collection of rows and columns, similar to a spreadsheet.

Object tabs

In Access, tabs at the top of open objects in the work area, such as tables and reports.

Navigation Pane

In Access, a pane in the program window that lets you move between objects (tables, queries, forms, reports, macros, and modules) in the database.

autonumber field

A field type that means Access assigns the value 1 to the first record, 2 to the second record, and so on.

data type

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

Design view

A view in which the structure of an object can be manipulated.

Currency

In Access, a numeric format within the Format property that displays numbers with a currency symbol. Also a data type for fractional values such as those that represent money.

Number

In Access, data type that represents integer values, or whole numbers, such as quantities, measurements, and scores.

Short Text

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

Date & Time

A data type that stores dates, times, or both.

caption

In Access, a value displayed in place of a field name.

Navigation buttons

Buttons in the lower-left corner of a datasheet or form that allow you to quickly navigate between the records in the underlying object as well as add a new record.

Queries

In Power BI or similar programs, a request for information from a data source.

Form view

A view of a form object that displays data from the underlying recordset and lets you enter and update data.

run

In Access, to open a query and view the fields and records that you have selected for the query presented as a datasheet.

green computing

A practice that involves reducing electricity consumed and environmental waste generated when using computers, mobile devices, and related technologies.

row selector

In Access, the small square at the beginning of a datasheet row that you click to select the entire row; also called the record selector.

form

In Access, an object that provides an easy-to-use data entry screen that generally shows only one record at a time.

database properties

Details about a database file.

metadata

Another name for document properties that includes the author name, the document subject, the document title, and other personal information; used by Windows in document searches.

Keywords

In Office, terms added to a file’s Document Properties that help locate the file in a search.

backup copy

A duplicate of a file or message that is stored in another location for safekeeping.

Automatically updated properties

A file system or document property, such as the date you create or change a file, and statistics, such as the file size.

backing up

To periodically copy a database for storage in a secure location.

save copy

A copy of a database; also called a backup copy.

recover

To return a database to its correct state.

Standard properties

Document properties that are associated with all Microsoft Office files and include author, title, and subject.

compact

To remove empty space from a database.

live database

The version of the database with which you are working.