Database Vocabulary

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Function that performs some mathematical function on a group of records

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Aggregate function

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Title given to a query column

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Alias or Caption

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Each individual criterion has to be true

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AND criterion

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Sort A to Z

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Ascending sort

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that assigns a number to a record starting at 1, then 2, then 3, etc

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AutoNumber

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Periodically making a copy of a database

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Backing up the database

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Column width that exactly fits the data in the table.

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Best fit

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Displays data that comes from the database

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Bound Control

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Used to display data that is calculated from other data

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Calculated Control

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Allows you to type in an entry in a form or choose from a list

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Combo box

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To remove wasted space from a database

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Compact the database

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> (greater than), < (less than), etc.

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Comparison operators

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Combining two or more data items

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Concatenation

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Used to emphasize values in a report, by changing the font color for example

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Conditional Formatting

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Ensures that a wizard will open when you add a control to a form or report

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Control Wizard

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Value that will restrict the data returned in a query

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Criterion

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Shows the table data

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Datasheet View

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Defines the kind of data you can place in a table field

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Datatype

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A value that Access places in a field before the user starts adding a record

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Default value

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Value that is displayed, assigned, etc. automatically

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Default

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A query that deletes all of the records in the table at once based on some criteria

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Delete query

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Sort Z to A

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Descending sort

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Lets you make complex changes to a form or report but does not show what the form or report actually looks like

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Design View (Forms or Reports)

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Allows you to define the structure of a table

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Design View (Tables)

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Displays once for each record in a form or report

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Detail Section

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Sets whether or not a field can be changed by the user

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Enabled property

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Copy the data from an Access database to another application (Word, Excel, etc.)

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Export

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A column; a specific piece of information within a record

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Field

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Makes only the record or records that satisfy a criterion appear

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Filter

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: A field in one table whose values match the primary key field of another table

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Foreign key

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Contents of this display once at the top of the form or report

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Form or Report Header

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Shows the actual form or report; no changes can be made

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Form or Report View

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Contents of this display after the records in a particular group

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Group Footer Section

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Contents of this display before the records in a particular group

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Group Header Section

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Creating groups of records that share some common value.

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Grouping

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Make a copy of data from another file or application to create a table in the database

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Import

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Find the records in two different tables that have identical values in matching fields

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Join

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Text that is displayed to identify the value in a control

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Label

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Lets you make changes to the way a form or report looks while showing you the actual form or report

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Layout view

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Allows the user to select from a list of values when entering data in a table.

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Lookup Field

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More important field to be sorted; also called primary sort key

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Major sort key

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Contains text that is variable in length or very long and can contain text formatting

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Memo field

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Less important field to be sorted; also called secondary sort key

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Minor sort key

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A datatype with values that can be added, subtracted, etc.

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Number

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Database tables, forms, queries, reports, etc.

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Object

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Contains objects that were created by other applications

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OLE field

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When one record in a table matches many records in a second table, but each record in the second table is related to only one record in the first table.

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One-to-many relationship

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Either one of the individual criterion can be true

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OR criterion

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Contents of this display at the bottom of each report page

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Page Footer

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Contents of this display at the top of each report page

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Page Header

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Query that prompts the user for a value to use as a criterion

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Parameter query

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Identifies a unique record

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Primary key

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Questions you can ask the database.

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Queries

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A row; contains information about a given person, product, or event.

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Record

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The table or query that will provide the data for a report or form

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Record Source

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Duplicate data in a table

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Redundancy

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Ensures that a value in a foreign key field must match a value in the primary key field in another table

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Referential Integrity:

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Joins two tables so you can combine data from more than one table

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Relationship

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Contents of this display once at the bottom the report

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Report Footer

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field in which the user must actually enter data

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Required field

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Change the column width of a table or report

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Resize

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Arrange data alphabetically

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Sort

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Displays the records in the “many” table in a form for a “one” table

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Subform

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A collection of data related to one thing (for example, a customer or students)

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Table

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A datatype with values that can be any combination of letters and/or numbers

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Text

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An unbound control used to create a calculated control.

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Text box

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Query that selects only the highest or lowest values returned in a query

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Top-Values query

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Used to display data that is not from the database, a title for example

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Unbound Control

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A query that makes the same change to all of the records in the table at once

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Update query

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Ensures that the user enters valid data

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Validation rule

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Message that appears if the user enters invalid text

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Validation text

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A symbol that represents one or more characters.

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Wildcard

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Only possible values are Yes and No

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Yes/No field