What Is the Software That Controls the Structure of a Database in Access to the Data?


Larry Thompson

What Is the Software That Controls the Structure of a Database in Access to the Data?

When it comes to managing and manipulating data, Microsoft Access is a popular choice among businesses and individuals alike. One of the key components that make Access a powerful tool is its software that controls the structure of a database, known as the Database Management System (DBMS).

The Role of a DBMS

A DBMS acts as an intermediary between users and the database, providing an interface to create, modify, and retrieve data in an organized manner. In Microsoft Access, this software enables users to define how data is stored, organized, and accessed within a database.

The Structure of an Access Database

An Access database consists of several components:

  • Tables: Tables serve as the foundation for storing data in Access. They are composed of rows (records) and columns (fields) that define the structure of information.
  • Queries: Queries allow users to extract specific information from tables based on certain criteria.

    They enable filtering, sorting, and joining data from multiple tables.

  • Forms: Forms provide a user-friendly interface for entering and viewing data. They can be customized with various controls such as text boxes, buttons, and drop-down lists.
  • Reports: Reports allow users to present data in a visually appealing format. They can include calculations, charts, graphs, and other elements to summarize or analyze information.

The Role of DBMS in Controlling Database Structure

The DBMS in Microsoft Access plays a crucial role in controlling every aspect of the database structure. It provides features that allow users to:

  • Create Tables: Users can define the fields, their data types, and relationships between tables using the DBMS. This ensures data integrity and facilitates efficient data storage.
  • Modify Tables: The DBMS allows users to add, delete, or modify fields within existing tables.

    It also supports renaming tables and altering their structure without losing data.

  • Create Queries: With the help of the DBMS, users can design queries to retrieve specific information from one or more tables. They can specify criteria, sort the results, and perform calculations if needed.
  • Create Forms and Reports: The DBMS enables users to create customized forms and reports to meet their specific requirements. They can choose layouts, add controls, and format the data presentation.

The Benefits of Using a DBMS in Access

The software that controls the structure of a database in Access offers several benefits:

  • Data Integrity: By defining the structure of tables and establishing relationships between them, a DBMS ensures that data is consistent and accurate throughout the database.
  • Data Security: Access provides security features that allow users to control who can view or modify data. It supports user-level permissions and enables encryption for sensitive information.
  • Data Consistency: The DBMS helps maintain consistency by enforcing rules on how data should be entered or modified.

    It can validate input based on predefined criteria or business rules.

  • Data Efficiency: The ability to create queries in Access enables users to retrieve only the necessary information from large datasets quickly. This improves performance and reduces unnecessary processing.


In summary, the software that controls the structure of a database in Access, known as the DBMS, is essential for managing and manipulating data effectively. By providing features to create tables, modify their structure, design queries, and create forms and reports, Access empowers users to organize and retrieve data efficiently. The benefits of using a DBMS in Access include data integrity, security, consistency, and efficiency.

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