data and its associated objects. The seven main objects in Access include tables, queries, forms, reports,
pages, macros, and modules. Although some other computer database programs might call the object that
actually holds the data a database, Access calls this object a table.
Access can only work with one database at a time, but in that database can be hundreds of objects, such as
tables, queries, and forms. They all are stored in one Access file. The heart of the Access database is the table.
Tables
A table is used to hold the raw data of the database. You enter your data into tables. Next the table organizes
this data into rows and columns. The table list is the default view when you open a database in Access.
Queries
A query is used to extract only certain information from a database. A query can select groups of records that
fulfill certain conditions. Forms can use queries so only certain information will appear on the screen. Reports
can use queries to print only certain records. Queries can be based on tables or on other queries. Queries can
be used to select, change, add, or delete records in your database. An example of a query in the Northwind
database is shown in Figure 2.9.
Figure 2.9
A query from the Northwind database.
Forms
Forms can be used in a variety of ways, but the most common ways are as data entry and for display. Data
entry forms are used to help users enter data into tables quickly, accurately, and easily. Forms display data in
a more structured way than a normal table does. You can change, add, delete, or view records from a table
using a form. Display forms are used for the selective display of certain information from a given table. An
example of a typical form in the Northwind database (the Sales Analysis form, to be exact) is shown in Figure
2.10.
Figure 2.10
The Sales Analysis form from the Northwind database.
Reports
Reports present the data you select in a printed format. Reports can be based on tables to show all the data
from the given table, or they can be based on queries to show only information that meets certain criteria. The
reports can also be based on multiple tables and queries to show complex relationships that exist in your data.
Access has many default reports that you can easily create to display your data in any way you might require.
An example of a report in the Northwind database is shown in Figure 2.11.
Figure 2.11
Example report from Northwind database.
Pages
Pages are new to Access 2000, and are more formally called Data Access Pages. Pages are HTML documents
that can be bound directly to data in a database. These documents are very similar to Access forms, but they
are designed to be viewed with Internet Explorer. One big difference between Data Access Pages and forms is
that the Pages are saved to a different file than the Access database, whereas forms are stored within your
database file. This is because the Pages are designed to be used with an Internet browser (specifically for
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