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Understanding Databases

Before you can take advantage of the powerful integration of Microsoft Access and FrontPage, you need to have a very clear understanding of how databases work, their strengths, limitations and the keys to getting the most out of Microsoft Access.

There are times when your needs can be better served without going through the challenge and work of creating a database.

What is a Database?

The term 'database' generally refers to a collection of related information. We use databases every day, even if we don't give them a second thought. Do you use Microsoft Outlook or another contact manager, then you are using a database. Do you keep a list of your household inventory for your insurance records, then you have created a simple database.

In it's simplest form,  a database refers to any list of related information. Databases are generally organized in a tabular format with titles across the top of the page and a list of records down the left column. If you have done any work with Microsoft Excel, then you are very familiar with this tabular layout.

Databases can be organized in many ways. You could use a Microsoft Excel spreadsheet to keep your data organized. In many situations, that is all that is required. Excel is perfect for keeping lists - that's what it was built for. If all you need to do is organize a list of books or DVDs, then Excel may fit your needs.

You can even use a simple tool like Notepad for a database. Text databases are used in many situations. In a text database, records are kept in a simple format usually with data contained within quotation marks and fields separated by commas or tab characters. Here is an example of a simple text database:

"[FIRSTNAME]","[LASTNAME]","[COMPANY]","[EMAIL]",
"Jim","Smith","Smith's Foods","smith@smith.com"
"Andrea","Johnson","Johnson Electronics","info@Johnson.com"

The first line contains the field names and the subsequent lines contain the data. As simple as this text database is, it could easily contain thousands of records. It could be imported into either Microsoft Excel OR Microsoft Access.

Tables, Records, Fields and Values

Once we accept the fact that a database is just a structured list of information, we need to take this definition one step further. We need to understand how a database is organized and how the various components relate to one another.

Databases are generally made up of one or more tables. The tables resemble an Excel spreadsheet with Field Names that run across the top of the sheet and individual records contained beneath. The following is an example of a simple database file:

Databases stored within text files or Microsoft Excel files are usually limited to simple, one table databases.

Are you getting a feel for just what databases represent. They are any coordinated list of related information.

The following is a sample database table:

Each individual line represents a single record. Each record is composed of numerous fields such as Company Name, Contact Name and Contact Title. All of the records are contained in a table, in this case the Customer's Table.