12 min read
Glossary
Look up any term from the course. Each entry links back to the lesson that taught it.
| Term | Definition | Lesson |
|---|---|---|
| Access database file (.accdb)Also .accdb | An Access desktop database is saved as a single .accdb file that can hold tables, queries, forms, reports, and other objects together. | Creating, Opening, and Saving a Database |
| Aggregate functionAlso Count, Sum | An aggregate function performs a calculation on a set of values — such as Sum, Avg, Count, Min, or Max — and returns a single result. | Totals Queries: Summarizing Data (Group By, Sum, Count) |
| AutoNumber | AutoNumber is a data type that Access fills with a unique number for each new record. It is commonly used as a primary key. | Primary Keys and Why They Matter |
| Bound control | A bound control is a control whose source of data is a field in a table or query; changes in the control change the underlying field unless the control is locked. | Adding Controls: Text Boxes, Labels, Combo Boxes |
| Calculated field | A calculated field is a query field whose value is the result of an expression, such as joining text or multiplying numbers, rather than a stored column in a table. | Sorting and Calculated Fields in Queries |
| Compact and Repair | Compact and Repair Database is an Access command that reduces file size by eliminating unused space and can fix problems caused by a damaged database file. | Compacting and Repairing a Database |
| Criteria | Criteria are conditions in a query that limit which records appear in the result, such as matching a city, a date range, or part of a name. | Adding Criteria to Filter Results |
| Data type | A data type is the kind of data a field may hold — such as Short Text, Number, Date/Time, Currency, Yes/No, or AutoNumber — and it limits what you can enter and how Access can use the field. | Choosing the Right Data Type for Each Field |
| FieldAlso Column | A field is a column in a table: a single item of information stored for every record, with a name and a data type. | Choosing the Right Data Type for Each Field |
| Foreign keyAlso FK | A foreign key is a field that stores another table’s primary key so the two tables can be related. | Understanding Relationships: One-to-Many and More |
| Form | A form is a database object that you can use to create a user interface for a database application, typically to enter, edit, or display data from a table or query. | What Is a Form, and Why Use One? |
| Grouping | Grouping on a report organises records into sections that share the same value in a field, so you can show a header for each group and subtotals per group. | Grouping, Sorting, and Totals in Reports |
| Input mask | An input mask is a string of characters that indicates the format of valid input values and guides how data is entered in a field. | Choosing the Right Data Type for Each Field |
| Lookup fieldAlso Lookup | A lookup field displays a list of values to choose from — often from another table — while storing the related key value in the field. | Choosing the Right Data Type for Each Field |
| Microsoft AccessAlso Access, DBMS | Microsoft Access is a desktop database application that stores related data in one file and lets you build tables, queries, forms, and reports. | What Is Microsoft Access (and Why It's Different)? |
| Parameter query | A parameter query prompts you for a value when it runs, then uses that value as criteria, so one query can answer different questions. | Parameter Queries |
| Primary keyAlso PK | A primary key is a field, or set of fields, that uniquely identifies each record in a table. Access uses it to relate tables and to find rows quickly. | Primary Keys and Why They Matter |
| Query | A query is a request for data results from a database, or for an action on the data, or for both. A select query shows matching records without storing a second copy of them. | What Is a Query? |
| RecordAlso Row | A record is one row in a table: a complete set of facts about one instance of the table’s subject. | Entering and Editing Data in Datasheet View |
| Record source | The RecordSource property specifies the source of the data for a form or report, such as a table name, a query name, or an SQL statement. | What Is a Form, and Why Use One? |
| Referential integrityAlso RI | Referential integrity is a set of rules that Access can enforce on a relationship so that every foreign-key value matches a primary-key value, preventing orphan records. | Building Relationships and Enforcing Referential Integrity |
| Relationship | A relationship is a link between two tables, created by matching a primary key to a foreign key, so Access can join related records and enforce rules between them. | Understanding Relationships: One-to-Many and More |
| Report | A report is a database object used to display, format, and summarise data, typically for printing or sharing as a page. | What Is a Report? |
| Required | When the Required property is set to Yes, you must enter a value in the field; the value cannot be null. | Field Properties and Formatting |
| Short Text | Short Text is a data type for alphanumeric values such as names, titles, and phone numbers, storing up to 255 characters. | Choosing the Right Data Type for Each Field |
| Table | A table is a subject-based list of data arranged in rows and columns; it is the object that stores the records. | Creating a Table |
| Unbound control | An unbound control is a control that is not bound to a field in a table or query; it may show a label, a button, or the result of an expression that is not saved in the database. | Adding Controls: Text Boxes, Labels, Combo Boxes |
| Validation rule | A validation rule is an expression that Access checks when data is entered or changed in a field or record, so that only values that meet the rule can be saved. | Field Properties and Formatting |
More Terms from Later in the Course
A handful of terms from the later parts of this course don't yet have a dedicated glossary card above, but are worth having in one place:
- Macro — a saved sequence of built-in actions that runs automatically when triggered, built without writing any code. - VBA (Visual Basic for Applications) — the programming language built into Access, used when a macro's built-in actions aren't flexible enough. - Action Query — a query that changes data when it runs (Update, Append, Delete, or Make-Table), rather than just displaying it like a Select Query. - Junction table — the table in the middle of a many-to-many relationship, holding one row per pairing — Loans, linking Members and Books, is a junction table. - Normalization — the practice of organizing tables so each describes one clear subject and every fact is stored in exactly one place. - Back-End / Front-End — the two files a split database is divided into for multiple users: the back-end holds the shared tables, the front-end holds the queries, forms, and reports. - ACCDE — a compiled, locked copy of a database that hides its design and VBA code from the people using it, while still letting them enter data and run reports normally. - Access Runtime — a free program from Microsoft that lets someone use a finished database without owning a full copy of Access themselves.
More lessons in Microsoft Access · Previous: Course Exam