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A

Action query:

A query that finds designated records and performs some sort of action on those records.

Append query:

A query that adds the records from one table to the records in another table.

AutoCorrect:

A feature that automatically corrects commonly misspelled words and allows the user to enter shorthand versions of frequently used words.

AutoForms:

A form that automatically includes every field from the table or query on which it is based.

AutoNumber:

A format that automatically assigns a new number when a record is entered; it ensures unique numbers will be assigned to each record.

AutoReport:

A report that automatically includes every field from the table or query on which it is based.

Axes:

Lines that frame the bar chart area and provide a means for comparison; usually the Y axis is vertical and the X axis is horizontal.

B

Back style:

A style that allows you to determine whether the color of a control will be visible or transparent.

Bound contro:

A control in a form or report that is used to show or edit information from a table or query, such as a text box.

C

Captions:

Text than serves as column headers in tables or as labels in forms.

Column headers:

The identifiers at the top of each column in a table; the names of the headers should correspond to the field names.

Control:

Any graphical object on a form or report that can be selected or manipulated. Controls include, but are not limited to, text boxes, labels, graphics, and lines.

Criteria row:

A row used in the design grid to specify parameters that desired records must meet; e.g., a criterion might tell the query to select all customer records having area code 407.

D

Data:

Related information that is grouped and manipulated by an application. In Access, data is entered into the fields of a table.

Data label:

A means of providing additional information about the data in your chart.

Data type:

The type specifies and limits what kind of data can be entered into a field.

Database:

A collection of records pertaining to a specific topic; e.g., customer lists, order records, telephone books, product listings, and Rolodex files.

Datasheet view:

A view that displays data in a tabular format, containing rows and columns. This view can be used to add, edit, or view data in a table.

Delimited:

A file that contains characters such as commas or tabs that separate fields.

Description:

A column that contains information about each field in a table.

Design view:

A view that allows you to change the structure of a table by editing field details.

Design grid:

A graphical tool that allows you to create a query by placing fields from the upper half of the Query window into the design grid in the lower half of the window.

Detail and summary:

A report that includes each record along with summary calculations.

Detail section:

The section of a form that contains one record; consists of any labels and fields that you want to display on the form.

E

Embedded object:

An object linked to the original data that is updated when the original data is updated or changed.

Embossed text:

Similar to shadowed text, although the effect is more of a highlight than a shadow; embossed text is the same color as the background and appears slightly raised.

Expression:

A means of specifying criteria in a query.

F

Field:

A category of information such as a phone number, product name, or unit cost.

Field list:

A list of all the fields in a table; you can use it to add fields to the query design grid.

Field properties:

Rules that govern how its data is displayed or stored.

Files:

A collection of data referred to by a given name.

Filter by form:

A command that allows you to designate the records you are seeking by opening a blank view of your datasheet or form and letting you type in or select data from a drop-down list.

Filter by selection:

A command that allows you to designate the records you are seeking by clicking a value within the form or datasheet.

Filters:

A feature that provides a quick way to select and view designated records; filters can be applied from within tables, forms, the datasheet of a query or run from within another filter. A filter cannot be based on multiple tables or be used to perform calculations.

Fixed width:

A type of file that contains fields arranged in columns with spaces in between.

Foreign key:

A value in a table that corresponds to the primary key value of a related record in another table. For example, if you have a database table for Customers and a table for Orders, the Customer ID might be the primary key for the Customer table. In the Orders table there aslo is a Customer ID field. In this case, it is a foreign key referencing the Customer record.

Form:

A feature that shows only the information you want to see, in the order you want to see it. A form is used to view data in a database, enter new data into the database, or edit data.

Frame:

A placeholder that can be inserted for a graphic.

G

Gridlines:

Non-printing lines that help you line up or position controls; gridlines can be turned on or off.

Group:

A command that tells Access you want certain data arranged together; e.g., you might want to group order records by item number with all the orders for a particular item number listed together.

Groups/totals report:

A report that contains data organized in a row-and-column format, with records grouped based on specified fields; totals and grand totals can be calculated for each grouping.

H

 

I

Import:

The process of bringing in the data from another database (including non-Access databases).

Index:

A means of identifying fields you frequently search; helps to locate and sort records more quickly.

Input mask:

Helps to control the values that are entered into a field and might include dashes, spaces, or parentheses; you then fill in the blanks.

J

Join line:

A line drawn between two fields in different tables to indicate that the two tables are linked or joined by the data in those two fields.

K

 

 

L

Label:

Any area on a form or report where titles or descriptions are shown. A label can stand-alone or be attached to a control.

Linked tables:

A means of gaining access to a table in another Access database.

Link:

An element that tells Access how tables are related to each other by indicating which fields they have in common.

Lookup field:

A field that points to another table and lets you select data from that table by using a drop-down list.

M

Macro:

An advanced option used to automate a series of tasks; you can create a macro for that you perform on a regular basis, such as printing particular reports whenever you open a database.

Main form:

The primary form; it may contain one or more subforms.

Make-table queries:

A query that asks the selected records and creates a new table with them.

Match:

Lets you specify what part of the field needs to match the text you type for “Find What?”

Multiple table query:

A query that uses more than one table.

N

Normalization:

The process of splitting a table into related tables to eliminate wasted space, redundancy, and keying errors.

Number across:

Refers to the number of labels that may be printed in a single row across a page or sheet.

O

OLE (Object Linking and Embedding):

A process that permits sharing of files and objects between applications.

P

Plot Area:

The area that includes the axes, the data labels, the grid, and the bars, lines, or wedges that make up a chart.

Primary key:

A unique identifier for each record; e.g.., an employee number, a product number, or a customer number. Access will not allow duplicate entries in a field that is set up as a primary key.

Property sheet:

Settings that control the characteristics or appearance of the selected control.

Q

Query:

A question you ask about the data in your table(s); i.e., you may want to know which of your customers placed calls for help.

R

Raised special effect:

When applied, the selected control appears slightly elevated from the background.

Record:

All of the information collected about a specific event, thing, product, or person, such as a customer record. A record can consist of many fields; e.g., a customer's first name, last name, address, city, state, zip code, and phone number.

Record indicator:

A small box that appears on the scroll box when the scroll box is clicked or moved. It displays which record number you are at in the table.

Record selector:

The small box to the left of a record or row in a table; used to select the adjacent record.

Recordset:

The result of a query; once you close the recordset, it no longer exists unless you first save it.

 

Relational database:

An application that allows you to organize, manipulate, query, and view your data while building links between related topics. Access is a relational database management system.

Relationships:

Ties that are created between tables in the database so Access can combine data from more than one table to create reports; how tables determine how they correspond to each other.

Report:

A means of showing and printing selected information from a table in a customized manner; differs from a form in that you cannot make any modifications or edits to the actual records within the table(s).

Row selector:

A small box to the left of each field name in the upper half of the Table Design view window.

Rulers:

Horizontal and vertical rulers located along the top and left side of the screen that indicate your current position within the document.

Run:

A command that finds and lists designated records.

S

Section:

A portion of a form; a form contains at least one section, but can contain others. The most common sections used on forms are the heading and detail sections.

Selection query:

A search that creates a Recordset of all records that meet designated criteria.

Shadowing text:

The process of adding a drop-shadow behind text for emphasis.

Single-column report:

A report that contains all the data in a single column.

Size mode:

A mode that specifies how a graphic will be sized.

Sort:

The process of arranging data in a certain order; e.g., you might want to sort records by date ordered.

Sort row:

A row used to designate how records will be sorted; sort options available are ascending, descending, or not sorted.

Special effects:

Options for changing the appearance of a selected control by applying one of the following effects: flat, raised, sunken, etched, shadowed, or chiseled.

Specific record box:

A box that tells you the number of the current record.

Subform:

A form within a main form that can be displayed as a datasheet or as a single or continuous form.

Summary report:

A report that combines all of the records in a table or query into a condensed format instead of listing each record separately.

T

Tabbed form:

A form that contains more than one page for each record.

Text boxes:

An area on a form or report where data fields can be shown or changed.

Tick marks:

Small marks that divide the sections of data along the axes of a bar chart.

Truncated:

The shortening or abbreviation of text due to limited display space.

U

Unbound control:

A control in a form or report not linked to a table or query; usually a label, line, or graphic.

Ungroup objects:

A tool that allows you to work with each part of a grouped object individually.

Unit of measure:

Label options that include either English for listing available label sizes in inches or metric which lists them in millimeters.

Update query:

A query that makes a change to designated records.

V

W

X

Y

Z