Glossary

Access Database Executable (ACCDE)

A compiled version of a database. Saving a database as an ACCDE file compiles all modules, removes all editable source code, and compacts the destination database.

action query

A type of query that quickly updates information or deletes selected records from a table. See also crosstab query, select query, and parameter query.

aggregate function

A function, such as Sum, Avg, or Count, that groups fields and performs calculations on the field values.

append query

A query that adds, or appends, records from one or more tables to the end of one or more tables.

arithmetic operator

An operator that is used with numerals: + (addition), - (subtraction), * (multiplication), or / (division).

binary file

A file composed of data that appears as gibberish in a word processing application and can be read only by a computer.

bound

Linked, as when a text box is linked to a specific field in a table. See also unbound.

combo box

A control that displays a list of choices when you click the arrow on its right side. It might also allow you to enter a different choice from those available on the list.

comma-delimited text file

A text file in which each field is separated from the next by a comma.

command button

A control that appears as a button, which performs an action when clicked.

comparison operator

An operator that compares values: < (less than), > (greater than), and = (equal to). These operators can also be combined, as in <= (less than or equal to), >= (greater than or equal to), and <> (not equal to).

constant

A part of an expression that represents a constant value.

control

An object such as a label, text box, option button, or check box in a form or report that either displays information to people or allows people to enter information.

control property

A setting, accessible through the Properties dialog box, that determines a control's appearance, and what kind of data it can display.

control source

The Access object, such as a field, table, or query, to which a control is bound. See also record source.

crosstab query

A query that calculates a sum, average, count, or other type of total for data that is grouped by two types of information. See also action query, parameter query, and select query.

custom group

A user-created group containing a combination of categories, groups, and object shortcuts.

database application

A database that is made easier to use by the inclusion of queries, forms, reports, a switchboard, custom categories and groups, and various other tools.

database program

An application for creating databases, ranging from simple programs that can store one table per file (referred to as flat databases) to more complex programs that can store information in multiple related tables (referred to as relational databases).

database security

Protecting data from accidental or intentional corruption, and making it difficult for unauthorized people to gain access to private information, through the use of passwords, encryption, ACCDE files, and other security measures.

database window

The window in which all database objects are displayed.

Datasheet view

The view in which you can see and modify information in a table or query. Along with Design view, one of the two most common views for tables. See also view.

delete query

A query that deletes records that match a specified pattern from one or more tables.

delimited text file

A text file in which each record and each field is separated from the next by a comma or other special character called a delimiter.

delimiter

A character, such as a comma (,), semicolon (;), or backslash (\), that is used to separate records and fields in a delimited text file.

deselect

Clicking away from selected data or controls to release the selection.

design grid

In Design view, the grid in which you can manually work with advanced filters and queries.

Design view

The view in which you can see and modify the structure of a table or query. Along with Datasheet view, one of the two most common views for tables. See also view.

Dialog Box Launcher

A button that launches a dialog box containing options for refining a command.

digital signature

A security mechanism used on the Internet that relies on two keys, one public and one private, which are used to encrypt messages before transmission and to decrypt them on receipt.

docking

Dragging a toolbar, task pane, or similar item so it connects to one edge of the program window.

duplicate query

A type of select query that finds records containing identical information in one or more specified fields.

empty string

An Access field that has two quotation marks with nothing in between. Access is able to differentiate between an empty string and a Null (blank) field.

encrypting

"Scrambling" data and applying a password for security reasons.

event

An action, including Click, Double Click, Mouse Down, Mouse Move, and Mouse Up, to which code can be attached. The events recognized by an object are listed on the Event tab in the object's Property Sheet pane.

exclusive use

A setting that permits only one person to have a database open, generally used when setting or removing a database password.

exporting

The process of converting an Access table or database into a format that can be used by other programs. See also importing.

expression

A combination of functions, field values, constants, and operators that can be used to assign properties to tables or forms, to determine values in fields or reports, as a part of a query, and in many other places. Also known as a formula.

Expression Builder

A tool with which you can quickly create expressions (formulas) in queries, forms, and reports.

Extensible Markup Language (XML)

Plain text files that indicate formatting within tags, similar to HTML tags, that specify the structure of the elements in a document.

field

A specific category of information. Represented in Access as a column in a database table. See also record.

field property

A property that controls what can be put into a field and how it can be placed there.

filtering

A way to organize information so that some combination of characters is displayed or excluded from the display.

firing event

The phrase used to describe when objects signal events in a form.

fixed-width text file

A common text file format that is often used to transfer data from older applications. The same field in every record contains the same number of characters. If the actual data doesn't fill a field, the field is padded with spaces so that the starting point of the data in the next field is the same number of characters from the beginning of every record.

flat database

A simple database program that can store information in only one table. See also relational database.

form

An organized and formatted view of some or all of the fields from one or more tables or queries. Forms work interactively with the tables in a database.

function

A named procedure or routine in a program, often used for mathematical or financial calculations.

group

One of four elementsthe other three being object, permission, and useron which the Access user-level security model is based.

groups

An organization of buttons on a tab.

grouping level

The level by which records are grouped in a report. When you group on a field, the report will add a group header and and footer around each group of records that have the same value in that field.

HTML

See Hypertext Markup Language.

HTML tag

An HTML command that determines the display of tagged information in Web documents.

Hypertext Markup Language (HTML)

An authoring language with which you mark up documents with tags for publication to the Web.

importing

The process of converting outside data into a format that can be used by Access. See also exporting.

intranet

A local network used for sharing data exclusively within a company or group.

label control

A form control containing text as it will appear on the form.

LAN

See local area network (LAN).

linking

The process of connecting to data in other applications so that you can view and edit it in both programs.

local area network (LAN)

A network of computers, printers, and other hardware that covers a small area, such as a home or an office.

Lookup wizard

An Access wizard with which you can easily create a lookup list.

macro

A simple program that can perform multiple actions. A macro can respond to events such as opening forms, updating records, and clicking buttons.

main form

A form that contains other embedded forms. See also subform.

main report

A simple report that serves as a shell for one or more subreports, but displays little or no information from the underlying tables. See also subreport.

make-table query

A query that combines all or part of the data from one or more tables into a new table.

many-to-many relationship

Two one-to-many relationships tied together through a third table. See also one-to-many relationship; one-to-one relationship.

mapped network drive

A network drive to which you have assigned a drive letter so that it can be accessed as a hard drive on your local computer. See also universal naming convention (UNC) path.

mask

A property that controls the appearance, format, and type of data in a field.

Microsoft Database Executable (MDE)

See Access Database Executable (ACCDE).

Microsoft Office Button

A button that gives access to a menu with commands that manage Word and Word documents as a whole (rather than document content).

module

A Microsoft Visual Basic for Applications (VBA) program.

named range

A group of cells in an Excel spreadsheet that you can import into an Access table.

object

One of the components of an Access database, such as a table, query, form, report, page, macro, or module.

one-to-many relationship

A relationship in which each record in one table is linked to multiple records in another table. See also many-to-many relationship; one-to-one relationship.

one-to-one relationship

A relationship in which each record in one table has one and only one associated record in the other table. See also many-to-many relationship; one-to-many relationship.

operator

See arithmetic operator; comparison operator.

option button

A form control with which users can choose preselected settings.

parameter query

A query that prompts for the information to be used in the query, such as a range of dates. This type of query is useful when used as the basis for a report that is run periodically. See also action query, crosstab query, and select query.

parsing

The process of analyzing an imported document, such as an HTML document, and identifying anything that looks like structured data.

password

An access code needed to open a secured database.

permission

An attribute that specifies how a user can access data or objects in a database.

populate

To add data to a table or other object.

property

A setting applied to an object that can determine its content, such as the Required and Input Mask properties, and appearance, such as the Font and Alignment properties.

publisher

The person or entity who digitally signs a database or other file, thereby guaranteeing its source.

query

A database object that locates specific information stored in a table and allows you to view and manipulate the results. The results of a query can be used as the basis for forms, reports, and data access pages.

Quick Access Toolbar

A toolbar that displays the Save, Undo, Repeat, and Print buttons by default, but can be customized to show other commands.

record

All the items of information (fields) in a table that are related to one particular entity, such as a customer, employee, or project. Represented in Access as a row in a database table. See also field.

record selector

The gray bar along the left edge of a table or form. You can select an entire record by clicking the record selector next to it.

record source

The source from which the data in a bound record originates. See also control source.

relational database

A complex type of database in which data is stored in multiple related tables, allowing the tables to be treated as a single storage area. See also flat database.

relationship

An association between common fields in two or more tables.

report

A database object used to display table information in a formatted, easily accessible manner, either on the screen or on paper. It can include items from multiple tables and queries, values calculated from information in the database, and formatting elements such as headers, footers, titles, and headings.

result

In an Access formula, the result equals the outcome of the equation.

Ribbon

A group of tabs that appears across the top of the program window, replacing the layers of menus and toolbars in earlier versions of Access.

schema

The structure of an XML file, contained in an .xsd file.

ScreenTip

A small pop-up window containing information that appears when you hover the pointer over a command or control.

secure password

A password that includes uppercase letters, lowercase letters, and symbols or numbers, and is not a word found in a dictionary. Also called a strong password.

security warning

A warning that appears when a database that contains one or more macros is opened.

select query

A query that retrieves, or selects, data matching specified criteria from one or more tables and displays the results in a datasheet. See also action query, crosstab query, and parameter query.

selector

A small box attached to an object that you click to select the object, and drag to resize it.

signing

The act of guaranteeing the source and content of a file by attaching a digital signature.

sorting

Arranging information so that it's based on any field or combination of fields.

startup options

Features available to users when a database is opened.

subdatasheet

A datasheet that is contained within another datasheet.

subform

A form contained within another form. See also main form.

subreport

A report contained within another report. See also main report.

switchboard

A hierarchy of pages containing buttons that the user can click to open additional pages, display dialog boxes, present forms for viewing and entering data, preview and print reports, and initiate other activities.

syntax

The required format in which expressions must be entered.

tab

An area on the Ribbon that contains commands organized in groups, which are related to working with document content.

tabbed documents

The default display of objects in an Access window, in which the objects are displayed on tabbed datasheets, one behind the other.

table

Information arranged in columns (records) and rows (fields).

tags

Codes in HTML or XML that give instructions for formatting or defining the structure of a document, or other actions.

template

A ready-made database application or table that users can adapt to meet their personal requirements.

text box control

A control on a form or report in which text can be entered or edited.

title bar

An area at the top of a document that displays the name of the active database object and contains the Maximize, Minimize/Restore Down, and Close buttons.

transaction record

A record of transactions.

transform

A type of template used to convert XML data to other formats.

unbound

A control that is not linked to a field, as when it is being used to calculate values from multiple fields. See also bound.

undocking

Dragging a toolbar, task pane, or similar item so it floats in the program window.

universal naming convention (UNC) path

A path format that includes the computer name, drive letter, and nested folder names. It is the preferred format for linking to local area network (LAN) files. See also mapped network drive.

unmatched query

A select query that locates records in one table without any related records in another table.

update query

A select query that performs an action on the query's results in some way, such as by changing a field.

validation rule

A field property that ensures entries contain only the correct types of information.

view

The display of information from a specific perspective. Each Access object has two or more views, such as Datasheet view and Design view.

wildcard character

A placeholder, such as an asterisk (*) or question mark (?) representing an unknown character or characters in search criteria.

workgroup

A group of users in a multiuser environment who share data and the same workgroup information file. When you install Access, the setup program creates a default workgroup and sets up two groups, Admins and Users, within that workgroup.

worksheet

A page in a Microsoft Office Excel spreadsheet, which can be imported into an Access table.

XML

See Extensible Markup Language (XML).