Kips Class 7 IT Beans Chapter 4 Using Excel as Database

Chapter 4 Using Excel as Database

Brain Developers
A. Fill in the blanks:
1. A database helps the users to organise, retrieve, sort and edit data as needed.
2. A form provides an easy way to enter or display a record.
3. Field Name is a column label for the field in a database.
4. To restrict cell entries within a specific range, use data validation option.
5. To search a record with specific value, click on the criteria button in a form.
6. Pivot table provides an easy way to present the data in a summarized way.

B. State True or False:
1. Records refer to rows in the database. (True)
2. Field names can be duplicated in the database. (False)
Correct Answer: Field names cannot be duplicated in the database.
3. You can sort the data only in one field. (False)
Correct Answer: You can sort the data in more than 1 field.
4. Field represents a column in the database. (True)
5. Subtotal values in the database are calculated with Count function. (False)
Correct Answer: Subtotal values in the database are calculated with Sum function.
6. In a database, one cannot rearrange the data as per the need. (False)
Correct Answer: In a database, one can rearrange the data as per the need.
7. Form provides the option to delete a particular record. (True)

C. Application Based Questions:
1. Kanika is a Chartered Accountant. She looks after account of various companies and keeps their records in Microsoft Excel. She does not have any idea how to view only those records that she wants to see. Suggest her the feature of Microsoft Excel using which she can perform this task.
Answer: Kanika can use Filter option to view only those records that she wants to see.

2. Varun is maintaining the marksheet of his class in Microsoft Excel. The teacher has asked Varun to find the maximum and minimum marks obtained in the class. Which feature of Microsoft Excel should Varun use in order to accomplish the task?
Answer: Varun can use Data Validation.

D. Multiple Choice Questions:
1. Which option is used to restrict the cell entries within a specific range?
a) Advanced Filter
b) Data Validation
c)  Pivot Table
Answer: b) Data Validation

2. Which button under data tab is used to remove a duplicate value from one or more columns?
a) Remove
b) Remove Data
c) Remove Duplicates
Answer: c) Remove Duplicates

3. Which feature in a database provides an easy way to enter display a complete row of information?
a) Form
b) Adding Subtotal
c) Filter
Answer: a) Form

4. What do we call a row in a database?
a) Form
b) Field
c) Record
Answer: c) Record

5. Which feature allows us to arrange the given data according to a particular field either in an ascending or descending order?
a) Data Form
b) Sort
c) Filter
Answer: b) Sort

E. Answer the following:
1. Describe the term Database.
Answer: A database is a collection of information related to a particular subject. It helps the user to organise, retrieve, sort and edit data as per requirement.

2. What is the use of Sorting feature in Excel?
Answer: Sorting is used to arrange the data either in an ascending or descending order in a worksheet. Data can be sorted in row on the basis of text, numbers and combination of text number & numbers or dates.

3. Briefly explain the utility of Filter feature.
Answer: Filter feature allows us to view only those records that we want to display while it hides the rest of the data temporarily from the view.

4. What is Pivot Table? Describe its utility.
Answer: Pivot Table is a powerful tool for consolidating, summarising and presenting data.

5. How is Advanced Filter different from Filter?
Answer:
• Advanced Filter option is used to filter the data in multiple fields using specified criteria, or to copy the filtered record to a different location, or to find unique records.
• Filter feature allows us to view only those records that we want to display while it hides the rest of the data temporarily from the view.