data

record is

The specific content of a field

External Data tab

To begin importing or exporting data from any data source you always click on the

relationships

You connect the records in the separate tables through a common field that appears in both tables.

A theme

is a predefined set of formats including colors, fonts, and other effects that enhance an object's appearance and usability. When you create a database, Access applies the Office theme to objects as you create them

A multitable query

is a query based on more than one table. If you want to create a query that retrieves data from multiple tables, the tables must have a common field.

A filter

is a set of restrictions you place on the records in an open datasheet or form to temporarily isolate a subset of the records. A filter lets you view different subsets of displayed records so that you can focus on only the data you need. Unless you save a query or form with a filter applied, an applied filter is not available the next time you run the query or open the form.

field

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

Sorting

is the process of rearranging records in a specified order or sequence. Sometimes you might need to sort data before displaying or printing it to meet a specific request.

The Forms group on the Create tab provides

options for creating various types of forms and designing your own forms.

The Current Record box displays

the number of the current record as well as the total number of records in the table.

Whenever you open an Access database and work in it

the size of the database increases. Further, when you delete records or when you delete or replace database objects—such as queries, forms, and reports—the storage space that had been occupied by the deleted or replaced records or objects does not automatically become available for other records or objects. To make the space available, and also to increase the speed of data retrieval, you must compact the database. Compacting a database rearranges the data and objects in a database to decrease its file size, thereby making more storage space available and enhancing the performance of the database.

To view, navigate, and change data using a form

you need to display the form in Form view.

To delete a record

you need to select the record in Datasheet view and then delete it using the Delete button in the Records group on the Home tab or the Delete Record option on the shortcut menu.

To move a field,

you use the mouse to drag it to a new location in the Table Design grid. Although you can move a field in Datasheet view by dragging its column heading to a new location, doing so rearranges only the display of the table's fields; the table structure is not changed. To move a field permanently, you must move the field in Design view.

Access provides the ID field

as the default primary key for a new table you create in Datasheet view.

A keyboard shortcut

is a key or combination of keys you press to complete an action more efficiently.

A control

is an item on a form, report, or other database object that you can manipulate to modify the object's appearance.

A delimited text file

is one in which fields of data are separated by a character such as a comma or a tab.

A query datasheet is temporary, and its contents are based on

the criteria in the query design grid; however, you can still update the data in a table using a query datasheet.

Press the F6 key

to move to the Field Properties pane

After you've created a table

you might need to delete one or more fields. When you delete a field, you also delete all the values for that field from the table. So, before you delete a field, you should make sure that you want to do so and that you choose the correct field to delete. You can delete fields in either Datasheet view or Design view.

To create a form based on two tables

you must first define a relationship between the two tables.

To sort records

you must select the sort field, which is the field used to determine the order of records in the datasheet.

In Access, you can select up to how many sorting fields

10 different sort fields.

Although Access does not require a table to have a primary key, including a primary key offers several advantages:

A primary key uniquely identifies each record in a table. Access does not allow duplicate values in the primary key field. For example, if a record already exists in the Visit table with a VisitID value of 1550, Access prevents you from adding another record with this same value in the VisitID field. Preventing duplicate values ensures the uniqueness of the primary key field. When a primary key has been specified, Access forces you to enter a value for the primary key field in every record in the table. This is known as entity integrity. If you do not enter a value for a field, you have actually given the field a null value. You cannot give a null value to the primary key field because entity integrity prevents Access from accepting and processing that record. You can enter records in any order, but Access displays them by default in order of the primary key's field values. If you enter records in no specific order, you are ensured that you will later be able to work with them in a more meaningful, primary key sequence. Access responds faster to your requests for specific records based on the primary key.

table

A table is a collection of fields that describes a person, place, object, event, or idea.

Expression Builder is an

Access tool that makes it easy for you to create an expression; it contains a box for entering the expression, an option for displaying and choosing common operators, and one or more lists of expression elements, such as table and field names.

the datasheet selector

All the columns in the datasheet are selected

You can quickly insert the value from the same column in the previous record using the

Ctrl + ' (apostrophe) keyboard shortcut. To use this shortcut, you press and hold the Ctrl key, press the ' key once, and then release both keys. (The plus sign in the keyboard shortcut indicates you're pressing two keys at once; you do not press the + key.)

relational DBMS provides the following functions:

It allows you to create database structures containing fields, tables, and table relationships. It lets you easily add new records, change field values in existing records, and delete records. It contains a built-in query language, which lets you obtain immediate answers to the questions (or queries) you ask about your data. It contains a built-in report generator, which lets you produce professional-looking, formatted reports from your data. It protects databases through security, control, and recovery facilities.

Access comparison operators Operator

Meaning Example = equal to (optional; default operator) ="Hall" <> not equal to <>"Hall" < less than <#1/1/99# <= less than or equal to <=100 > greater than >"C400" >= greater than or equal to >=18.75 Between ... And ... between two values (inclusive) Between 50 And 325 In () in a list of values In ("Hall", "Seeger") Like matches a pattern that includes wildcards Like "706*"

Each field in an Access table must be assigned a data type

The data type determines what field values you can enter for the field. In this case, the AutoNumber data type is displayed. Access assigns the AutoNumber data type to the default ID primary key field because the AutoNumber data type automatically inserts a unique number in this field for every record, beginning with the number 1 for the first record, the number 2 for the second record, and so on. Therefore, a field using the AutoNumber data type can serve as the primary key for any table you create.

copying and pasting

There are many other ways to enter records in a table, including copying and pasting records from a table into the same database or into a different database. To use this method, however, the two tables must have the same structure—that is, the tables must contain the same fields, with the same design, in the same order.

a foreign key in the second table

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

datasheet selector

You can select all the records by clicking the datasheet selector, which is the box to the left of the first field name in the table datasheet,

The Field Size property define

a field value's maximum storage size for Short Text, Number, and AutoNumber fields only. The other data types have no Field Size property because their storage size is either a fixed, predetermined amount or is determined automatically by the field value itself,

a report is

a formatted printout (or screen display) of the contents of one or more tables or queries.

The default table datasheet displays

all the fields in the table in the same order as they appear in the table.

The Data Type gallery

available from the More Fields button located on the Add & Delete group on the Table Tools Fields tab, allows you to add a group of related fields to a table at the same time, rather than adding each field to the table individually. The group of fields you add is called a Quick Start selection. For example, the Address Quick Start selection adds a collection of fields related to an address, such as Address, City, State, and so on, to the table at one time. When you use a Quick Start selection, the fields added already have properties set.

The Navigation Pane

currently displays the default category, All Access Objects, which lists all the database objects in the pane. Each object type (Tables, Queries, Forms, and Reports) appears in its own group. Each database object (the Visit table, the VisitList query, the VisitData form, and the VisitDetails report) has a unique icon to its left to indicate the type of object. This makes it easy for you to identify the objects and choose which one you want to open and work with

the Navigation Pane divides

database objects into categories. Each category contains groups, and each group contains one or more objects. The default category is Object Type, which arranges objects by type—tables, queries, forms, and reports. The default group is All Access Objects, which displays all objects in the database. You can also choose to display only one type of object, such as tables.

collection of related tables is called

database, or a relational database.

A Short Text field has a default field size

field size of 255 characters 7/23/2019

specific content of field is called?

field value.

The Caption property

for a field specifies how the field name is displayed in database objects, including table and query datasheets, forms, and reports. If you don't set the Caption property, Access displays the field name as the column heading or label for a field.

Datasheet view shows a table's contents

in rows (records) and columns (fields). Each column is headed by a field name inside a field selector, and each row has a record selector to its left

The pencil symbol

indicates that the record is being edited. Also notice the star symbol that appears in the row selector for the second row. The star symbol identifies the second row as the next row available for a new record.

Creating a table in Design view

involves entering the field names and defining the properties for the fields, specifying a primary key for the table, and then saving the table structure.

The simplest technique for filtering records

is Filter By Selection. Filter By Selection 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.

A calculated field

is a field that displays the results of an expression.

primary key

is a field, or a collection of fields, whose values uniquely identify each record in a table. No two records can contain the same value for the primary key field.

a report

is a formatted printout or screen display of the contents of one or more tables or queries in a database.

query

is a question you ask about the data stored in a database. When you create a query, you tell Access which fields you need and what criteria it should use to select the records that will answer your question. Then Access displays only the information you want, so you don't have to navigate through the entire database for the information.

Referential integrity

is a set of rules that Access enforces to maintain consistency between related tables when you update data in a database. Specifically, the referential integrity rules are as follows: When you add a record to a related table, a matching record must already exist in the primary table, thereby preventing the possibility of orphaned records. If you attempt to change the value of the primary key in the primary table, Access prevents this change if matching records exist in a related table. However, if you choose the Cascade Update Related Fields option, Access permits the change in value to the primary key and changes the appropriate foreign key values in the related table, thereby eliminating the possibility of inconsistent data. When you attempt to delete a record in the primary table, Access prevents the deletion if matching records exist in a related table. However, if you choose the Cascade Delete Related Records option, Access deletes the record in the primary table and also deletes all records in related tables that have matching foreign key values. However, you should rarely select the Cascade Delete Related Records option because doing so might cause you to inadvertently delete records you did not intend to delete. It is best to use other methods for deleting records that give you more control over the deletion process.

A database management system (DBMS

is a software program that lets you create databases and then manipulate the data they contain. Most of today's database management systems, including Access, are called relational database management systems. In a relational database management system, data is organized as a collection of tables. As stated earlier, a relationship between two tables in a relational DBMS is formed through a common field.

a form

is an object you use to enter, edit, and view records in a database. You can design your own forms or use tools in Access to create them automatically.

One of the most powerful features of a relational database management system

is its ability to define relationships between tables. You use a common field to relate one table to another. The process of relating tables is often called performing a join. When you join tables that have a common field, you can extract data from them as if they were one larger table.

Updating, or maintaining, a database

is the process of adding, modifying, and deleting records in database tables to keep them current and accurate

Backing up a database

is the process of making a copy of the database file to protect your database against loss or damage. The Back Up Database command enables you to back up your database file from within the Access program, while you are working on your database

A field name

must be unique within a table, but it can be used again in another table.

a one-to-many relationship exists between two tables when

one record in the first table matches zero, one, or many records in the second table, and when one record in the second table matches at most one record in the first table.

Aggregate functions

perform arithmetic operations on selected records in a database.

The Hide Fields command allows you to

remove the display of one or more fields, and the Unhide Fields command allows you to redisplay any hidden fields.

Print Preview

shows exactly how the report will look when printed. Notice that Print Preview provides page navigation buttons at the bottom of the window, similar to the navigation buttons you've used to move through records in a table, query, and form.

Conditional formatting in a report (or form) is

special formatting applied to certain field values depending on one or more conditions—similar to criteria you establish for queries. If a field value meets the condition or conditions you specify, the formatting is applied to the value.

Often, the data you want to add to an Access table exists in another file

such as a Word document or an Excel workbook. You can bring the data from other files into Access in different ways. For example, you can copy and paste the data from an open file, or you can import the data, which is a process that allows you to copy the data from a source without having to open the source file.

The F2 key is a toggle that you use to

switch between navigation mode and editing mode. In navigation mode, Access selects an entire field value. If you type while you are in navigation mode, your typed entry replaces the highlighted field value. In editing mode, you can insert or delete characters in a field value based on the location of the insertion point

he Find command allows you to search a

table or query datasheet, or a form, to locate a specific field value or part of a field value. This feature is particularly useful when searching a table that contains a large number of records.

Clicking a field selector or a record selector selects

that entire column or row (respectively), which you then can manipulate. A field selector is also called a column selector, and a record selector is also called a row selector.

You need to identify the properties, or characteristics, of each field so that

the DBMS knows how to store, display, and process the field values. These properties include the field's name, data type, maximum number of characters or digits, description, valid values, and other field characteristics.

The Tabular and Datasheet layouts display

the fields from multiple records at one time, whereas the Columnar and Justified layouts display the fields from one record at a time.

filename extension ".accdb" identifies

the file as an Access 2007-2016 database.

When you start Access,

the first screen that appears is Backstage view, which is the starting place for your work in Access. Backstage view contains commands that allow you to manage Access files and options. The Recent screen in Backstage view provides options for you to create a new database or open an existing database. To create a new database that does not contain any data or objects, you use the Blank desktop database option. If the database you need to create contains objects that match those found in common databases, such as databases that store data about contacts or tasks, you can use one of the templates provided with Access. A template is a predesigned database that includes professionally designed tables, reports, and other database objects that can make it quick and easy for you to create a database. You can also search for a template online using the Search for online templates box.

you use a form

to enter, edit, and view records in a database. Although you can perform these same functions with tables and queries, forms can present data in many customized and useful ways.

Navigation Pane, click the Shutter Bar Open/Close Button

to open the pane.

field name can consist of up to how any characters

up to 64 characters, including letters, numbers, spaces, and special characters, except for the period (.), exclamation mark (!), grave accent (`), and square brackets ([ ]). A field name cannot begin with a space.

The Default Value property for a field specifies

what value will appear, by default, for the field in each new record you add to a table.

Short Text data type

which allows field values containing letters, digits, and other characters, and which is appropriate for identifying numbers

contextual tab

which is a tab that appears and provides options for working with a specific object that is selected—in this case, the table you are creating. As you work with other objects in the database, other contextual tabs will appear with commands and options related to each selected object.

Each field must have a data type,

which is either assigned automatically by Access or specifically by the table designer. The data type determines what field values you can enter for the field and what other properties the field will have.

Access 2016 uses the .accdb file extension

which is the same file extension used for databases created with Microsoft Access 2007, 2010, and 2013. To ensure compatibility between these earlier versions and the Access 2016 software, new databases created using Access 2016 have the same file extension and file format as Access 2007, Access 2010, and Access 2013 databases. This is why the File New Database dialog box provides the Microsoft Access 2007-2016 Databases option in the Save as type box. In addition, the notation "(Access 2007-2016 file format)" appears in the title bar next to the name of an open database in Access 2016, confirming that database files with the .accdb extension can be used in Access 2007, Access 2010, Access 2013, and Access 2016.

resize a datasheet column by double-clicking the column dividing line

you are sizing the column to its best fit —that is, so the column is just wide enough to display the longest visible value in the column, including the field name.

When you place conditions in different Criteria rows,

you are using the Or logical operator.

If another Access database contains a table—or even just the design, or structure, of a table—that you want to include in your database

you can import the table and any records it contains or import only the table structure into your database.

Layout view,

you can make design changes to the form while it is displaying data, so that you can see the effects of the changes you make immediately.

Working in Layout view

you can resize and reposition fields and field value boxes to improve the appearance and readability of a report. You resize field value boxes by dragging their borders to the desired size. You can also move field labels and field value boxes by selecting one or more of them and then dragging them to a new location; or, for more precise control over the move, you can use the keyboard arrow keys to move selected objects.

When you sort data in a query

you do not change the sequence of the records in the underlying tables. Only the records in the query datasheet are rearranged according to your specifications.