What are MS Access Objects

When creating databases in MS Access, the program provides tables, queries, forms, reports, macros and modules. In this blog you will learn what they all are and how to use them.​


The data in MS Access is stored in tables. When you create a new table, you are prompted to define column headings, the data type, and to give the fields unique names. MS Access helps you create tables with a wizard and after you have defined the structure of a table, the data can be entered. A row that is added to the table is called a record. You can also define relationships between tables.


You can use queries to find or edit the data in the tables. You can display records that match certain criteria, for example, all customers who live in Dublin. You can also sort data, for example by first name, and combine data from different tables. In most cases, you can also edit the data displayed in a query and thus modify the underlying table. With special queries you can also make major changes to the data in the tables, for example, you can delete all customers who have not yet paid invoices.


Forms are used to display data and allow data to be entered into the tables. The base form displays only one record, with a different field appearing in each row. You can control how the records are sorted by first defining an appropriate query and then creating a form based on the query. For one-to-many relationships between two tables, use the “Subform” wizard to create a form that contains a second form. The subform will then display only the records that also match the parent form.


Reports are meant for outputs. Anything that is to be printed should have a report, for example, if it is a list of people with names, addresses, phone numbers, etc. There are also wizards for creating reports in MS Access.


In MS Access, macros are there to perform certain tasks. For example, if you want to create a button that opens a report, you can create a macro that triggers this action. Macros can also be used to set a field based on the value of another field to check if certain conditions are met before saving a record.


With modules, you can write your own programs and functions. The things that can be done with macros can also be done using modules, but you don’t get the macro interface that prompts you for what each action requires. Unlike macros, modules also have error handling, which makes modules a lot more powerful. So if you want to write more complex programs, use modules, but if you have only simple requirements, macros will do as well.


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If you would like to read more about MS Access (Is it a good idea to outsource MS Access?) please read our guide : ‘Outsource MS Access

To read more about MS Access in general, view our ‘What is Microsoft Access‘ post or go to Microsoft.


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