An Overview of the Structure of an MS Access Database

It is always better to have a complete understanding of the architecture of any application on which you are working. The same concept applies when using Access database. To perform various tasks on your Access database file more effectively (like storing data in tables and forms, updating and finding data, deleting tables, and running queries), you need to get familiar with its architecture. The basic architecture of MS Access database comprises various objects that include tables, queries, forms, reports, and relationships among the tables. The brief explanation of these database objects and their working is explained below.

What are Access Database Objects and How they Work

Tables and relationships

The basic component that makes up any database is tables. A table is made up of rows and columns and an intersection of a row and column is called a ‘cell’, wherein your data is stored. A row in the table contains one record of the table, whereas the column comprises the type of data that is going to be stored in each cell. For storing any kind of information, you can create a related table in your Access database. There can be various types of information, including order details, products, customer information, etc. Moreover, each and every table contains a field (like customer id) that helps to uniquely identify records in that table. By using these unique fields of different tables and defining relationships between them, you can bring the data of multiple tables altogether in a report, form, or query. In this way, you can create and maintain relationships among tables.

Queries

For extracting or finding data from the database, you need to run a query. A query comprises certain conditions that help you to extract specific data from a table. Moreover, you can apply queries for modification and deletion of data stored in database tables. You can pull out a specific piece of information from database tables using multiple conditions in queries. For example, you can apply a query in the database of a school to extract the names of those students who have secured more than 90% marks. Further, you can update the records of all the customers who have sent their requirement of the next quarter in a database of an organization that manufactures electronic equipment.

Forms

In an Access database, a form is an interface that enables users to view, change, and enter data directly in the table; however, these changes can be performed in one row at a time. You can perform other actions in your form as well, like you can send data to other applications. However, forms basically contain controls, which are linked to the underlying fields in tables. Upon opening a form, you find that Access automatically retrieves the data from one or multiple tables and displays that data in a suitable layout that you have chosen while creating the form. You can use one of the ‘Form’ commands provided on the ‘Ribbon’ to use it. Moreover, you can use the Form Wizard to create a form, or otherwise create it by yourself through the ‘Design View’.

Reports

For analyzing your data and presenting that in a certain way like for printing or in other formats, reports are used. You can understand it with an instance, like you can send a report to your colleagues or a friend that collects data and calculates the total. Some other uses of Access database reports are creating labels for mailing, displaying calculated totals, etc.

Hope the aforementioned descriptions about Access database architecture gives you a basic understanding of your database to optimize your experience.