DATABASES: WHAT THEY ARE AND HOW THEY WORK

A database is a collection of information that's related to a particular subject or purpose, such as tracking customer orders or maintaining a music collection. If your database isn't stored on a computer, or only parts of it are, you may be tracking information from a variety of sources that you're having to coordinate and organize yourself.

Using Microsoft Access, you can manage all your information from a single database file. Within the file, divide your data into separate storage containers called tables; view, add, and update table data by using online forms; find and retrieve just the data you want by using queries; and analyze or print data in a specific layout by using reports. Allow users to view, update, or analyze the database's data from the Internet or an intranet by creating data access pages.

To store your data, create one table for each type of information that you track. To bring the data from multiple tables together in a query, form, report, or data access page, define relationships between the tables.

To find and retrieve just the data that meets conditions that you specify, including data from multiple tables, create a query. A query can also update or delete multiple records at the same time, and perform predefined or custom calculations on your data.

To easily view, enter, and change data directly in a table, create a form. When you open a form, Microsoft Access retrieves the data from one or more tables, and displays it on the screen with the layout you choose in the Form Wizard, or a layout that you create from scratch.

To analyze your data or present it a certain way in print, create a report. For example, you might print one report that groups data and calculates totals, and another report with different data formatted for printing mailing labels.

To make data available on the Internet or an intranet for interactive reporting, data entry, or data analysis, use a data access page. Microsoft Access retrieves the data from one or more tables and displays it on the screen with the layout you choose in the Page Wizard, or a layout that you create from scratch. Users can interact with the data by using features on the data access page.