Unit-8
Chapter- 17: Introduction to MS Access
I. Multiple choice questions. Tick the correct answer:
1. What are the different views in Access to display a table?
a. Datasheet views b. Design view c. Pivot table & Pivot chart view d. All of the above
Answer: All of the above
2. This key uniquely identifies each record.
a. Primary key b. key record c. Unique key d. field name
Answer: Primary key
3. The database language that allows you to access or maintain data in a database.
a. DCL b. DML c. DDL d. None of these
Answer: DML
4. What is the maximum length a text data type field can be in MS Access?
a. 120 b. 255 c. 265 d. 75
Answer: 255
5. A ____ enables you to view data from a table based on a specific criterion.
a. Form b. Query c. Macro d. Report
Answer: Query
II. Write true or false:
1. The form screen is opened over the main database screen.
Answer: T
2. Navigation control buttons have to be created by the user on the form screen.
Answer: T
3. When a field is deleted from a table, the data also gets deleted.
Answer: T
4. You can only print preview the table details but not print them out.
Answer: F
5. Sorting can be done alphabetically or numerically.
Answer: T
6. The sorted order can be saved in the table.
Answer: T
7. The validation text displays a message after the validation rule is checked.
Answer: T
8. The best way to set all the characteristics of a table is by using the design view.
Answer: T
9. Use of a database considerably reduces the chances of data accuracy.
Answer: F
10. Reports help to present and analyze data in a formatted output.
Answer: T
III. Short Answer Questions:
1. Define each of the following:
a. RDBMS b. Table c. Report d. Query
Answer:
a. RDBMS: RDBMS stands for Relational Database Management System. It is a software used to create and manage database.
b. Table: A table is a database object that consists of columns and rows where we enter our data.
c. Report: Report is a database object that allows us to present data from a table or query table in a printable format.
d. Query: Queries are database objects that we create to extract selected data from the database tables.
2. What are the advantages of using a database management system?
Answer: Advantages of a Database:
1. Facilitate sharing of data.
2. Prevent duplication of data.
3. Ensure data consistency.
4. Make data validation possible.
5. Ensure data security
6. Ensures confidentiality
3. State the relationship between the various components of the table-data items, records, and fields.
Answer:
Field: A field is a column within a table that contains only one type of information.
Record: A row of information about a person, thing or entity in a table is called a record. A record consists of a set of data values from different fields in a table.
Table: A table is a group of related records. Tables are frequently classified by the application for which they are primarily used.
4. Which are the different methods you can use to create a table?
Answer: There are three different ways to create table in MS Access.
1. Create table in design view
2. Create table by using wizards
3. Create table by entering data.
5. What is a primary key? Explain with the help of a suitable example.
Answer: A primary key is a field or column in a database table that identifies each record in the table uniquely. For example: If there is student table with student ID, student's name, students DOB. Then student ID will the primary key because each student ID is unique.
6. What is a query? State any one advantage of using a query in a database.
Answer: Queries help us to retrieve and view only those records from the database tables that meet a specific condition or criteria set by us.
The information retrieved on the basis of specified criteria in the query is stored in a separate table called the query table.
The actual database table of an organization can be very large and may contain volumes of data. Moreover, there may be multiple tables in a database. Looking for any particular piece of information in such a sea of data can be an uphill task for any user.
7. What is a form? List any two of its advantages.
Answer: A form is an important component of a database. It is always linked to the table object. It displays itself in a user friendly screen, which can be used as a window to display records, enter records, edit or delete the existing records etc.
The form provides an easy interface to the user to modify and insert records. Any changes that a user makes to the data in a form also get reflected in the relevant table.
8. What is a report? List different ways of creating a report in MS Access.
Answer: Reports in MS Access provide a way to print data organized in tables and queries in a presentable layout. Reports give more meaning to the records stored in a table. They are formatted and presented for a better understanding of data.
Different ways to create Reports:
1. Creating report using a wizard
2. Creating report using the report option
3. Creating report using the design view
9. What is a relationship in MS Access.
Answer: When we link one table to the other on the basis of the primary key, it is called setting a relationship. We can set a relationship between two or more tables.
We can edit and delete the relationship.
10. How many types of relationships we can establish between the Access tables?
Answer: There are three main types of relationships that can be create between the tables in an Access database. These are called one to one, one to many and many to many.
Types of relationships in Database Tables.
1. One-to-one relationship
2. One-to many relationship
3. Many-to-many relationship
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