Step 1: Tables

The root of any database is tables. Access tables are a lot like Excel spreadsheets. Information is organized into columns and rows. You can have many tables in each database file. You might have one table listing customers and addresses, for example, and another table listing products you sell. 

 

 

 

Step 2: Records

Each entry in a database is called a record. Records appear as rows in a database table; each row represents one record. 

 

 

Step 3: Fields

The detailed information that makes up a single record is broken into categories, called fields. When you're planning a database, think about what fields you need for each record. An address database, for example, needs fields for Name, Address, City, ZIP code, and Phone number. 

 

 

 

Step 4: Forms

Entering data into tables can be awkward as you try to keep track of which column represents which field. To make things easier, use a form. A form is an onscreen fill-in-the-blanks sheet for completing a record. The form comprises all the fields needed to create a record. With forms, you enter data one record at a time. 

 

 

 

 

Step 5: Reports

After you build a database, you will probably want to organize certain aspects of the information and create specialized reports. Reports summarize and organize the data. Typically, they are printed out. You might generate a report, for example, listing your top 20 clients based on sales. 

 

 

 

 

 

Step 6: Queries

Queries are a formal way of sorting and filtering your data to produce specific results. With queries, you can specify which fields you want to see, the order in which you want to view them, filter criteria for each field, and more.