Building Access Database – Glossary (Microsoft 365 Edition)
Aggregate Function
A predefined function that performs a calculation on a set of values (typically a field/column) and returns a single result.
In Access 365, aggregate functions are commonly used in queries, reports, and Totals rows.
Examples include:
Sum – Adds all numeric values
Avg – Computes the average
Count – Counts non-null records
Min/Max – Finds smallest/largest value
Attachment:
A modern Access data type (replacing OLE Objects) that stores files such as images, documents, or spreadsheets within a record efficiently.
Attachments support multiple files per record without significant file-size inflation.
AutoNumber:
A data type that automatically generates a unique value for each record.
Most commonly used for surrogate primary keys.
Can be sequential or random (including GUID-based).
Calculated data:
Data produced by an expression rather than entered directly.
Calculated fields may use arithmetic, comparisons, or built-in functions.
Access 365 also supports calculated fields directly in tables.
Control:
An element on a form or report, such as a text box, combo box, or button.
Controls may be bound (connected to a field) or unbound (displaying constant or calculated information).
Criteria:
A condition used to filter records in queries, forms, or reports.
Example: State = "AZ" returns only Arizona addresses.
Data:
Facts, values, or text stored in fields. Access 365 supports structured, typed data inside tables.
Data type:
Defines the kind of data a field can store.
Modern Access names include:
Short Text (replaces old “Text”)
Long Text (replaces “Memo”)
Date/Time Extended (Access 365 enhancement)
Number
Yes/No
Attachment
Database:
A structured collection of tables, queries, forms, reports, macros, and modules stored in a single Access ACCDB file.
Database window:
Deprecated term.
Modern Access uses the Navigation Pane to display all database objects.
Datasheet view:
A grid-like view for tables or queries showing rows and columns similar to Excel.
Design view:
A structural-editing view that allows defining or modifying fields, data types, relationships, forms, reports, and queries.
Expression:
A formula that calculates a value using operators, functions, or field references.
Used in queries, calculated fields, validation rules, and control sources.
Field:
A single piece of structured data representing one attribute (e.g., FirstName).
Forms:
Objects that allow users to enter, view, or edit data interactively. Forms support controls, layouts, events, and macros.
GUID:
A 128-bit Globally Unique Identifier used in Access for unique primary keys, replication, and distributed systems.
Hyperlink:
Clickable text or button that opens a URL, email, or file location.
Input mask:
A rule that controls the format of user-entered data (phone numbers, SSNs, ZIP codes).
Join:
The rule that defines how two tables relate in a query.
Access supports:
Inner Join
Left/Right Outer Join
Cross Join
Lookup Field:
A field that displays a drop-down list of values sourced from another table or value list.
Used frequently in relational design to enforce consistency.
Macros:
A simplified automation tool in Access used to run actions (open forms, validate data, automate UI).
Modern Access also supports Data Macros that run on table events.
Modules:
Objects that contain VBA (Visual Basic for Applications) code.
Used for advanced automation beyond the capabilities of macros.
Navigation Pane:
The modern replacement for the “Database Window.”
Displays all database objects grouped by type or custom categories.
Objects:
The core components of an Access database: tables, queries, forms, reports, macros, and modules.
Primary Key:
A field (or combination) that uniquely identifies each record in a table.
Queries:
Tools for retrieving, filtering, combining, or transforming data.
Types include Select, Update, Append, Delete, Make-Table, and Crosstab queries.
Raw data:
User-entered data, not modified or calculated by Access.
Record:
A row in a table storing all fields for a single entity (e.g., one customer).
Recordset:
An in-memory representation of records returned by a table or query, used heavily in VBA.
Referential integrity:
Rules ensuring that related tables remain consistent—no orphan records on the many-side.
Relationship:
An association between two tables based on matching fields, defining one-to-many or many-to-many logic.
Related data:
Data elements that describe the same logical topic across one or more tables.
Related fields:
Fields used in relationships that share common or matching values.
Related tables:
Tables connected through a defined relationship with shared key fields.
Reports:
Objects used to present data in formatted layouts, primarily for printing or PDF output.
Short Text:
Modern name for the old “Text” data type.
Stores up to 255 characters.
Long Text:
Modern name for the old “Memo” data type.
Used to store large bodies of text.
Status bar:
A toolbar area at the bottom of the Access window that displays contextual information.
Subdatasheets:
Nested datasheet displays that show related records inline.
Most useful for one-to-many relationships.
Table:
Stores structured data in rows and columns.
Tables form the foundation of any Access database.
Table Wizard:
A guided tool that creates commonly used table templates with predefined fields and properties.
Template:
A prebuilt database design containing predefined tables, relationships, queries, and forms. Used as a starting point for new projects.