A table stores data; the other Access objects make it useful. Queries ask questions, forms make data entry easy, and reports present data neatly for printing.
1Queries: criteria & sorting
A query extracts exactly the data you want from one or more tables. Create one with the Query Wizard (guided) or Query Design View (full control).
Criteria — choosing rows
Criteria are conditions in the query's design grid that pick which records to show:
| Criteria | Shows records where… |
|---|---|
>= 75 on Marks | Marks are 75 or more |
"Delhi" on City | City is Delhi |
Between 80 And 90 | Value is in that range |
Sorting arranges the results in Ascending or Descending order on a chosen field.
- A query extracts specific data; build it with the Query Wizard or Query Design View.
- Criteria are conditions (e.g. >= 75, "Delhi") that choose which records appear.
- Sorting orders the results Ascending or Descending on a field.
2Forms for data entry
Typing into a raw datasheet is error-prone. A form gives a clean, friendly screen — usually one record at a time — with labelled boxes for each field.
- Built quickly with the Form Wizard or designed by hand.
- Makes data entry easier and reduces mistakes.
- Can include buttons to move between records or add a new one.
- A form is a friendly screen for entering/viewing data, usually one record at a time.
- Build it with the Form Wizard; it reduces data-entry mistakes.
- Data entered through a form is stored in the underlying table.
3Reports for printing
A report presents data in a neat, formatted layout designed for printing — titles, columns, grouping and totals.
- Created with the Report Wizard from a table or query.
- You can format it — fonts, headings, a logo — to look professional.
- Often built from a query so the report shows just the filtered/sorted data you need.
- A report is a formatted layout of data designed for printing (titles, columns, totals).
- Build it with the Report Wizard and format it to look professional.
- Reports are often based on a query so they show only the needed data.
★ Practical: query, form & report
Using your Student database from the previous chapter:
- Make a query that shows only students with Marks >= 75, sorted by Marks descending.
- Create a form to add new students one at a time.
- Add three students through the form.
- Generate a report listing all students and format its title.
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