A Database is an organised collection of data. Access helps us store, search, and sort that data.

Key Words

Field

One piece of data (A column).
e.g. Surname, Age.

Record

All the information about ONE person or thing (A row).

File (Table)

The collection of all the records.

Editing Data

How to change the information inside the table.

Insert Scroll to the bottom (empty row) and type new details.
Amend Click on a box (cell) and change the spelling or number.
Delete Right-click the grey box on the left of the row → Delete Record.
Warning: Deleting cannot be undone!

Design View

Click View → Design View to change the structure.

Data Types
  • Short Text: Names, Words.
  • Number: Ages, Heights.
  • Date/Time: DOB, Event Date.
  • Currency: Money (£).
  • Yes/No: True/False check box.
Add a Field Type the name in the next empty row in Design View.

Query Design

How to find specific information.

  1. Go to Create Tab.
  2. Click Query Design.
  3. Add your Table and click Close.
  4. Double-click the fields you want to see (e.g., Name, Age).
  5. Type your search in the Criteria row.
  6. Click Run (!) to see results.

Search Rules

Exact Match ="Blue"
Not Equal <> "Red"
Greater Than > 20
Less Than < 100
Wildcards (Partial Match)
  • Like "P*" → Starts with P
  • Like "*er" → Ends with er
  • Like "*a*" → Contains a

Complex & Sort

Multiple Criteria
AND
Same Row
(Both true)
OR
Different Rows
(One true)
Sorting (Ordering)
  • Ascending: A-Z, Smallest to Largest.
  • Descending: Z-A, Largest to Smallest.

Select the sort order in the Sort row of the query design.

Common Errors

The OR Trap

When using OR (different rows), you must repeat ALL criteria!

Goal: Black OR Brown hair AND 'T' in name.

❌ WRONG:
Row 1: Black, Like "*T*"
Row 2: Brown (Missing *T*!)
Result: All Black hair with T, plus ANYONE with Brown hair.

✅ RIGHT:
Row 1: Black, Like "*T*"
Row 2: Brown, Like "*T*"
Spelling Matters

Colour vs Color. Computers can't guess! Check your field names.