ICDL Using Databases key terms

An organised collection of related data stored so that it can be searched, sorted, and updated efficiently, usually held in one or more tables that share a common structure.

A database made of separate tables that are linked by shared key values, allowing data to be stored once and combined when needed rather than duplicated in every table.

A grid-like structure that stores data about one subject, with columns defining the attributes and rows holding the individual entries.

One complete row of data in a table, containing all the values that describe a single person, item, or event.

A single column in a table that holds one type of information for every record, such as a surname column or a date-of-birth column.

The category of value a field is allowed to hold, such as text, number, currency, date, or yes/no, which controls what can be entered and how it is sorted.

A field or combination of fields whose value is unique for every record, used to identify each row unambiguously and to prevent duplicate entries.

A field in one table that stores the primary key value of a record in another table, creating the link between the two tables.

A defined connection between two tables based on matching key fields, which lets a query or form draw related data from both tables at once.

A rule that prevents a foreign key value from pointing to a parent record that does not exist, and blocks deleting a parent record while child records still depend on it.

A behind-the-scenes lookup structure built on one or more fields that speeds up searching and sorting, at the cost of extra storage and slower updates.

A saved request that selects, filters, and combines data from one or more tables, returning a result set without altering the stored records.

A condition applied to a field in a query so that only records matching that condition appear in the results, such as a city equal to Dublin.

A special character, commonly an asterisk or question mark, used in criteria to stand for any number of characters or a single character when matching text.

A symbol or word used in a criterion to compare values or combine conditions, such as equals, greater than, AND, OR, and NOT.

A temporary restriction applied to a table or form that hides records not matching a chosen value or condition, and is removed when the view is closed.

Arranging records in a chosen order, either ascending from A to Z or lowest to highest, or descending from Z to A or highest to lowest.

A screen layout used to enter, view, or edit one record at a time, often showing fields in a friendlier arrangement than a raw table grid.

A formatted, printable output that presents selected data from tables or queries with headings, grouping, and totals for reading or distribution.

The table display mode that shows records as rows and fields as columns, allowing direct entry, editing, sorting, and filtering of data in a grid.

The mode used to define or change a table's structure, where fields are added, removed, and given data types, sizes, and validation rules.

A restriction set on a field that rejects entries failing a stated condition, helping keep stored data accurate and consistent.

The message shown to the user when an entry breaks a field's validation rule, explaining what is wrong and what is acceptable.

A pattern that controls the format and positions of characters typed into a field, such as a fixed layout for phone numbers or dates.

A value automatically placed in a field for each new record, which the user can accept or overwrite when entering data.

A field property that forces a value to be entered before a record can be saved, preventing blank entries in that column.

A field that offers a list of allowed values, chosen from a table or typed list, so users pick an entry instead of typing it freely.

The standard language for creating, changing, and retrieving data in relational databases, built around statements such as SELECT, INSERT, UPDATE, and DELETE.

A field in a query or report whose value is produced by an expression using other fields, such as multiplying quantity by unit price.

A combination of field names, values, operators, and functions that the database evaluates to produce a single result.

A function that summarises many records into one value, such as counting records or calculating a sum, average, minimum, or maximum.

Collecting records that share a value in a chosen field into blocks, so that totals or subtotals can be shown for each block in a query or report.

Bringing data from an outside source, such as a spreadsheet or text file, into a database table, either as a new table or appended to an existing one.

Saving database data out to another format or application, such as a spreadsheet, text file, or PDF, for use outside the database.

A saved copy of a database file kept separately so that data can be restored if the original is damaged, lost, or corrupted.

Any named component stored inside a database file, including tables, queries, forms, reports, and macros, listed in the navigation pane.