Raekeim Charles

3/10/2025

I.T

1. Text (Short Text)

 Description: Used to store text or a combination of text and numbers

(e.g., names, addresses, descriptions).

 Maximum Length: 255 characters.

 Use Case: Storing names, addresses, email addresses, or other short

pieces of information.

2. Memo (Long Text)

 Description: Used to store long text entries, such as descriptions,

notes, or comments.

 Maximum Length: Up to 65,536 characters.

 Use Case: Storing lengthy descriptions, comments, or multi-line notes.

3. Number

 Description: Used to store numeric values that can be used for

calculations, such as integers or decimal numbers.

 Subtypes:

o Byte: 0 to 255

o Integer: -32,768 to 32,767

o Long Integer: -2,147,483,648 to 2,147,483,647

o Single: 7 digits with 1-digit precision (floating point)

o Double: 15 digits with 15-digit precision (floating point)

o Decimal: 28 digits with 15-digit precision (used for financial

calculations).

 Use Case: Storing quantities, costs, ages, or any other numeric data.

4. Currency
  Description: Used to store monetary values, ensuring accurate
calculations for financial data with a fixed number of decimal places
(four).

 Precision: Can store up to 15 digits to the left of the decimal point and
4 digits to the right.

 Use Case: Storing prices, amounts, or financial data.

5. Date/Time

 Description: Used to store date and time values. Microsoft Access

supports both date and time with a precision of one second.

 Formats: Can be formatted in various ways, such as "MM/DD/YYYY,"

"DD/MM/YYYY," or "YYYY-MM-DD."

 Use Case: Storing dates of birth, hire dates, or timestamps.

6. AutoNumber

 Description: A unique, automatically generated number for each

record, typically used for primary keys. It increments automatically
when a new record is added.

 Types:

o Long Integer: The default for most auto-number fields.

o Replication ID: Generates globally unique identifiers (GUIDs) for

distributed databases.

 Use Case: Primary key fields where each record must have a unique
identifier.

7. Yes/No

 Description: Used to store boolean values (True/False, Yes/No, On/Off).

 Storage: Internally, the values are stored as 0 (False) and 1 (True).

 Use Case: Storing boolean flags, such as whether a customer is active

or whether an invoice has been paid.

8. OLE Object

 Description: Used to store binary data, such as files, images,

documents, or other objects that can be embedded into the database.
  Use Case: Storing embedded files, such as images or documents, that
are linked to specific records.

9. Attachment

 Description: Similar to OLE Object, but specifically for attaching files

to a record in Access. It allows you to store multiple files, such as
images, PDFs, and spreadsheets, in a single record.

 Use Case: Storing files that are linked to individual records, such as
images or documents related to specific customers or orders.

10. Hyperlink

 Description: Used to store hyperlinks, which can link to web pages,

email addresses, or local files.

 Use Case: Storing URLs or links to external resources.

11. Calculated

 Description: A field that calculates its value based on other fields in

the same record. The formula can use basic mathematical operations
or more complex expressions.

 Use Case: Automatically calculating totals, tax, or other values based

on other fields in the record.

12. Lookup Wizard

 Description: Not technically a data type but a feature in Access. This

allows you to create a dropdown list in a field that pulls data from
another table or a list of values.

 Use Case: Creating a user-friendly dropdown for selecting values, like

selecting a state from a list of states in another table.

Objects in acces

1. Tables

 Description: Tables are the fundamental building blocks of a

database. They store data in rows and columns (records and fields).
 Each table typically represents a specific type of entity (e.g.,
customers, orders, products).

 Purpose: Organizing and storing data in a structured way.

 Example: A Customers table that contains fields like CustomerID,

Name, Address, and PhoneNumber.

 Access Actions: Create, modify, and define relationships between

tables.

2. Queries

 Description: Queries are used to retrieve, filter, sort, and manipulate

data from tables. They allow you to ask questions about the data
stored in the database and generate custom results.

 Types:

o Select Query: Retrieves data from one or more tables.

o Action Queries: Modify the data, such as Append, Update,

Delete, or Make Table queries.

o Crosstab Query: Summarizes data in a matrix format.

o Parameter Query: Prompts the user to enter criteria when the

query runs.

 Purpose: Searching, filtering, and performing calculations on the data.

 Example: A query that selects all customers who have placed an order
within the last month.

3. Forms

 Description: Forms are used to create a user-friendly interface for

entering, editing, and displaying data. They can be customized to
provide a more interactive experience for users who need to work with
the data.

 Purpose: Data entry, viewing, and manipulation in a more user-

friendly way.

 Example: A form to add a new customer or to view customer details.

 Access Actions: Creating and designing forms that interact with

tables or queries.
4. Reports

 Description: Reports are used to format, summarize, and print data

from tables or queries in a structured layout. They are typically used
for printing invoices, summaries, and other documents.

 Purpose: Creating printable outputs, often for reporting purposes.

 Example: A report that lists all sales transactions for a particular

period or a report that shows customer contact information.

 Access Actions: Design and customize reports for printing or

exporting.

5. Macros

 Description: Macros are used to automate tasks and actions in

Access. They can execute actions like opening a form, running a query,
or modifying records based on specific conditions.

 Purpose: Automating repetitive tasks and enhancing the functionality

of the database.

 Example: A macro that automatically opens a specific report when a

form is loaded or that runs a query when a button is clicked.

 Access Actions: Creating and using macros to automate tasks.

6. Modules (VBA)

 Description: Modules are containers for writing Visual Basic for

Applications (VBA) code in Access. They allow you to create more
advanced logic and functionality by writing custom code for event
handling and more complex operations.

 Purpose: Providing more advanced automation and custom

functionality than macros.

 Example: A VBA function that automatically calculates the total

amount of an invoice based on the items listed in an order.

 Access Actions: Writing and managing VBA code to handle events or

implement complex logic.

7. Relationships

 Description: Relationships are used to define how tables are

connected to each other in a relational database. By creating
 relationships between tables, you can ensure data integrity and
manage how records in one table correspond to records in another.

 Purpose: Defining how tables are related to each other and ensuring
consistency in the database.

 Example: A Customers table that is related to an Orders table via a

CustomerID field, ensuring that each order is linked to a specific
customer.

 Access Actions: Creating and managing relationships between tables

using primary and foreign keys.

8. Data Macros

 Description: Data macros are similar to regular macros, but they are
triggered by events that occur within tables (e.g., when a record is
added, updated, or deleted).

 Purpose: Automating tasks at the table level, such as enforcing rules

or updating related records when data changes.

 Example: A data macro that automatically updates an inventory table

when an order is placed.

 Access Actions: Writing and managing data macros to automate

actions on table events.

9. Linked Tables

 Description: Linked tables allow you to reference data stored outside

of Access, such as in another Access database, an Excel spreadsheet,
or a SQL Server database.

 Purpose: Linking external data sources to your Access database for

integrated access.

 Example: A linked table that connects to an external Excel file

containing inventory data.

 Access Actions: Creating and managing links to external data

sources.

Summary of Key Objects in Microsoft Access:

 Tables: Store the data.

 Queries: Retrieve, filter, or modify the data.

  Forms: Create user-friendly interfaces for data entry or viewing.

 Reports: Create formatted documents for printing and presentation of

data.

 Macros: Automate tasks and actions.

 Modules: Write advanced VBA code for custom functionality.

 Relationships: Define how tables are connected to each other.

 Data Macros: Automate tasks based on table events.

 Linked Tables: Connect to external data sources.

1. Relational Databases (RDBMS):

 Definition:

Organize data into tables with rows and columns, enforcing relationships
between tables through keys.

 Examples:

 MySQL: A popular, open-source RDBMS used for various

applications.

 Microsoft SQL Server: A commercial RDBMS widely used in

enterprise environments.

 PostgreSQL: Another powerful, open-source RDBMS, known for

its advanced features.

 Oracle Database: A widely used commercial RDBMS with

robust features for large-scale applications.

 IBM DB2: A relational database management system (RDBMS)

developed by IBM.

2. Non-Relational Databases (NoSQL):

 Definition:

Offer flexibility in data storage and retrieval, often used for unstructured or
semi-structured data.
  Examples:

 MongoDB: A document database that stores data in JSON-like

documents.

 Apache Cassandra: A distributed NoSQL database known for its

scalability and availability.

 Couchbase: A document database that provides both NoSQL

and SQL capabilities.

 Redis: An in-memory data structure store, used for caching and

other real-time applications.

 HBase: A distributed, scalable NoSQL database that is similar to

Google's Bigtable.

 Neo4j: A graph database designed for storing and querying

relationships between data points.

3. Other Database Types:

 Hierarchical Databases: Organize data in a tree-like structure, with

parent-child relationships.

o Example: Integrated Data Store (IDS).

 Key-Value Databases: Store data in key-value pairs

o Examples: Redis, Amazon DynamoDB, RocksDB.

 Document Databases: Store data as documents (e.g., JSON).

o Examples: MongoDB, CouchDB.

 Graph Databases: Focus on relationships between data points.

o Examples: Neo4j, Amazon Neptune.

 What Are Databases? - Microsoft Azure

Business-Related Databases:

 Customer Relationship Management (CRM): Stores customer

information, contact details, purchase history, and sales leads.

 Inventory Management: Tracks product details, stock levels, and

order information.
  Order Management: Manages customer orders, shipping information,
and invoices.

 Asset Management: Tracks company assets, including maintenance

schedules and depreciation.

 Project Management: Organizes project tasks, deadlines, and team

members.

 Employee Information: Stores employee data, including contact

details, job titles, and performance evaluations.

Other Examples:

 Event Planning: Records event details, guest lists, and RSVPs.

 Recipe Database: Organizes recipes with ingredients, instructions,

and notes.

 Contact Management: Stores personal contacts, birthdays, and

important dates.

 Library Catalog: Manages books, authors, and library holdings.

 Financial Record Keeping: Tracks personal or business expenses,

budgets, and transactions.

An input mask in Microsoft Access is a pattern or template that

controls how data is entered into a field. It ensures that the data
follows a specific format, like phone numbers, social security
numbers, or dates, making it easier to input data correctly and
consistently. For example, an input mask for a phone number might
look like "(000) 000-0000," where the zeros represent places for
numbers to be entered.