Access 2013

Introduction

Video: Introduction to Databases

Watch the video (3:11).

Microsoft Access 2013 is a database creation and management program. To understand Access, you must first understand databases.

In this lesson, you will learn about databases and how they are used. You will familiarize yourself with the differences between data management in Access and Microsoft Excel. Finally, you will get a look ahead at the rest of the Access course.

What is a database?

A database is a collection of data that is stored in a computer system. Databases allow their users to enter, access, and analyze their data quickly and easily. They're such a useful tool that you see them all the time. Ever waited while a doctor's receptionist entered your personal information into a computer, or watched a store employee use a computer to see whether an item was in stock? Then you’ve seen a database in action.

The easiest way to understand a database is to think of it as a collection of lists. Think about one of the databases we mentioned above—the database of patient information at a doctor's office. What lists are contained in a database like that? Well, to start with, there's a list of patients' names. Then there's a list of past appointments, a list with medical history for each patient, a list of contact information...and so on.

This is true of all databases, from the simplest to the most complex. For instance, if you like to bake, then you might decide to keep a database containing the types of cookies you know how to make and the friends you give those cookies to. This is one of the simplest databases imaginable. It contains two lists: a list of your friends, and a list of cookies.

However, if you were a professional baker, you would have many more lists to keep track of: a list of customers, a list of products sold, a list of prices, a list of orders...and so on. The more lists you add, the more complex the database will be.

In Access, lists are a little more complex than the ones you write on paper. Access stores its lists of data in tables, which allow you to store even more detailed information. In the table below, the “People” list in the amateur baker’s database has been expanded to include other relevant information about the baker’s friends.

A table in Access

If you are familiar with other programs in the Microsoft Office suite, this might remind you of Excel, which allows you to organize data in a similar way. And in fact, you could build a similar table in Excel.