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This short article provides a short overview that databases — what castle are, why you might want to usage one, and what the various parts that a database do. The hatchet is geared towards accessibility databases, but the concepts use to all database products.

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In this article

What is a database?

A database is a device for collecting and also organizing information. Databases deserve to store information about people, products, orders, or anything else. Many databases begin as a list in a word-processing routine or spreadsheet. Together the list grows bigger, redundancies and inconsistencies begin to appear in the data. The data becomes tough to recognize in list form, and there are limited ways of looking or pulling subsets the data the end for review. Once these problems start come appear, it"s a good idea to transport the data come a database developed by a database management system (DBMS), such together Access.

A computerized database is a container of objects. One database can contain more than one table. Because that example, an inventory tracking device that offers three tables is not 3 databases, yet one database that consists of three tables. Uneven it has been specifically designed to use data or code from one more source, an accessibility database stores its tables in a single file, together with other objects, such together forms, reports, macros, and also modules. Databases created in the accessibility 2007 layout (which is likewise used by Access, 2016, access 2013 and access 2010) have the file extension .accdb, and databases produced in earlier access formats have the record extension .mdb. You can use access 2016, access 2013, access 2010, or accessibility 2007 to produce files in earlier file formats (for example, access 2000 and access 2002-2003).

Using Access, you can:

Add brand-new data to a database, such as a new item in an inventory

Edit present data in the database, together as an altering the existing location of one item

Delete information, maybe if things is offered or discarded

Organize and view the data in different ways

Share the data v others via reports, e-mail messages, an intranet , or the Internet

The components of an access database

The adhering to sections are short descriptions of the parts of a typical accessibility database.


A database table is similar in appearance come a spreadsheet, in the data is save on computer in rows and columns. As a result, the is usually rather easy to import a spreadsheet into a database table. The key difference between storing your data in a spreadsheet and storing it in a database is in exactly how the data is organized.

To get the most flexibility out that a database, the data needs to be organized into tables so the redundancies don"t occur. Because that example, if you"re save on computer information around employees, each employee have to only have to be entered once in a table the is set up simply to hold employee data. Data around products will be save in its own table, and data around branch workplaces will it is in stored in another table. This process is referred to as normalization.

Each heat in a table is described as a record. Documents are wherein the individual pieces of details are stored. Each record consists of one or much more fields. Areas correspond to the columns in the table. For example, you could have a table called "Employees" whereby each document (row) includes information around a various employee, and each ar (column) consists of a different form of information, such as an initial name, critical name, address, and so on. Fields must it is in designated as a specific data type, even if it is it"s text, day or time, number, or some various other type.

Another way to define records and also fields is come visualize a library"s old-style map catalog. Each card in the cabinet synchronizes to a record in the database. Each piece of info on an individual card (author, title, and so on) synchronizes to a ar in the database.

For much more information around tables, watch the article arrival to tables.


Forms permit you to develop a user user interface in i m sorry you have the right to enter and also edit her data. Develops often contain command buttons and also other controls that perform assorted tasks. Girlfriend can create a database there is no using forms by simply editing and enhancing your data in the table datasheets. However, many database users favor to use develops for viewing, entering, and editing data in the tables.

You can program command buttons to recognize which data appears on the form, open up other develops or reports, or do a variety of various other tasks. Because that example, you can have a kind named "Customer Form" in which you occupational with client data. The customer type might have actually a button which opens up an order form where friend can get in a brand-new order for that customer.

Forms also allow you to manage how other users communicate with the data in the database. Because that example, you can produce a form that reflects only certain fields and permits only particular operations to be performed. This helps defend data and to ensure the the data is gotten in properly.

For an ext information around forms, check out the article arrival to forms.


Reports are what you use to format, summarize and also present data. A report usually answers a certain question, such as "How lot money go we get from every customer this year?" or "What cities space our customers located in?" each report have the right to be formatted to present the info in the many readable way possible.

A report have the right to be operation at any type of time, and will always reflect the existing data in the database. Reports are normally formatted to be published out, however they can also be viewed on the screen, exported to another program, or sent as an attachments to one e-mail message.

For much more information around reports, watch the article arrival to reports in Access.


Queries have the right to perform numerous different attributes in a database. Their many common duty is to retrieve certain data from the tables. The data you want to see is generally spread throughout several tables, and queries enable you to see it in a single datasheet. Also, because you commonly don"t desire to check out all the documents at once, queries let you add criteria to "filter" the data down to simply the records you want.

Certain queries space "updateable," an interpretation you can modify the data in the basic tables via the query datasheet. If you room working in one updateable query, remember that your changes are actually being made in the tables, not simply in the ask datasheet.

Queries come in two an easy varieties: choose queries and activity queries. A pick query simply retrieves the data and makes it available for use. You deserve to view the results of the questions on the screen, publish it out, or copy it to the clipboard. Or, you deserve to use the calculation of the query as the record source for a kind or report.

An activity query, together the name implies, performs a job with the data. Activity queries have the right to be used to create brand-new tables, include data to existing tables, upgrade data, or delete data.

For more information about queries, see the article arrival to queries.


Macros in access can be believed of as a streamlined programming language i beg your pardon you have the right to use to add functionality to her database. Because that example, you can connect a macro to a command switch on a form so the the macro operation whenever the button is clicked. Macros save actions that perform tasks, together as opened a report, to run a query, or closeup of the door the database. Many database operations the you do manually deserve to be automatic by using macros, so they deserve to be an excellent time-saving devices.

For an ext information around macros, watch the article development to accessibility programming.


Modules, favor macros, space objects you can use to include functionality to your database. Conversely, you create macros in access by choosing from a perform of macro actions, you compose modules in the Visual simple for Applications (VBA) programming language. A module is a repertoire of declarations, statements, and also procedures that are stored together as a unit. A module can be one of two people a course module or a standard module. Class modules room attached to creates or reports, and usually contain steps that are particular to the type or report they"re fastened to. Standard modules contain general procedures the aren"t linked with any kind of other object. Standard modules are listed under Modules in the navigating Pane, whereas course modules space not.

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For much more information around modules, watch the article arrival to access programming.