The Four Types of Access Objects

An Access database is one overarching file that contains various components, each of which is called an object. There are four main types of objects—tables, forms, queries, and reports. An Access database can contain one or more of each type of object; some complex databases contain dozens or even hundreds of each type. Each type of object plays a particular role within the database’s overall functionality—the role of each type is explained below. Each object type also has its own icon, which appears next to the name of the object in various locations within Access, such as in the Navigation pane and in the document tabs.

Tables are the primary building blocks of all databases—they hold the database’s “raw” data arranged in a network of rows and columns called a datasheet. Each row in a table is called a record, and each column is called a field. For example, a table in a database of your contacts might contain fields such as Last Name, First Name, Phone Number, and Email Address. Each contact would then have its own record containing all of the appropriate data for each field. Simple databases can have just one table, but most databases have several. For instance, if you create a database for a pet shop you run, you might have separate tables for customer info, supplier info, monthly expenses, and so on. The icon for Access tables is . For more on how to work with tables, see How to Create Tables and How to Populate Tables.

A form is a graphical database object that lets you enter, edit, or view data in the database—think of a form as the visual “front end” or access point to the data in the database. Forms are used most often by users who need to generate customized reports based on the data in a database. A well-designed form will make it simple for anyone—even users with no database experience—to access the data. The icon for Access forms is . For more on how to create and work with forms, see How to Create Access Forms.

A query is a database request that enables you to search, filter, add, modify, or calculate table data. Queries are used most often when you’re working with data across several tables in a database. For instance, if your company maintains a database of expenses with a separate table for each type of expense (travel, supplies, and so on), you might create a query that lets you calculate the total amount of the various expenses listed in each table. Queries are also often used to return data based on a user’s selections in a form. For instance, if a user chooses to search a contacts database for contacts with the last name “Smith,” a query will run to find the records in the database that match the user’s search criteria. The icon for Access queries is . For more on queries, including how to build your own, see How to Build Access Queries.

A report brings together data from one or more tables or queries and displays it for easy onscreen reference or for making printouts. The term record source refers to the specific tables and/or queries that supply the data in the report. The record source for the simplest reports consists of just one table. To create reports with a record source of more than one table, you need to use a query. Reports can display data as text only, or they can present the data with various design elements, such as headings and company logos. The icon for Access reports is . For more on how to create and work with forms, see How to Create Access Forms.

Technically, there are actually six types of Access objects, not just four. The two additional types that this guide doesn’t cover are macros and modules, both of which are used exclusively by advanced Access users familiar with Visual Basic programming code.