Chapter 3 Working with MS Access 2010
Brain Developers
A. Fill in the blanks:
1. A database is an organised way of storing information.
2. All the columns in a table are called fields.
3. A record contains the values for all the fields that belong to a single person or an entity.
4. In Memo data type, we store a maximum of 65536 characters.
5. The AutoNumber generates a sequential number whenever a new record is added to a table.
6. Hyperlink stores up to 1 GB of data.
7. The primary key is a toggle key.
B. State True or False:
1. You can create relationship between two tables by using a unique field. (True)
2. Tables, queries, reports, and forms can be created in Microsoft Access. (True)
3. DBMS stands for Data and Business Management Software. (False)
Correct Answer: DBMS stands for Database Management System.
4. A table can have only one Primary key. (True)
5. Access saves the table automatically after saving it once. (True)
6. The Primary key button is available on the Design tab. (True)
7. OLE data type stores a link to a web page. (False)
Correct Answer: Hyperlink data type stores a link to a web page.
C. Application Based Questions:
1. Mansi wants to close the table after saving by using shortcut keys. Which key combination will you suggest her to use?
Answer: She should use Ctrl + W to close the table after saving.
2. Apex corporation is designing a database for all its employees. The designers want to store the passport size photograph of each employee linked to their respective names. Can you suggest which data type should they use?
Answer: Attachment datatype can be used to save the photographs of the employees.
D. Multiple Choice Questions:
1. ____________ is an application software, which is used to create, modify and extract data from a database.
a) DBMS
b) DBBS
c) DDMS
Answer: a) DBMS
2. ____________ is the standard file name extension for database in Microsoft Office Access 2010.
a) .abcd
b) .accd
c) .accdb
Answer: c) .accdb
3. ________ are user friendly interfaces that facilitate the process of entering data in tables and queries.
a) Report
b) Forms
c) Queries
Answer: b) Forms
4. Which key moves the cursor to the previous field in Datasheet View?
a) Shift + Tab
b) Shift + F6
c) Ctrl + Tab
Answer: a) Shift + Tab
5. What do you call the area where you can view the record numbers you have entered in a table?
a) Record Bar
b) Record Tab
c) Record Navigation Bar
Answer: c) Record Navigation Bar
6. Which icon indicates the Edit mode in Access?
a) Eraser
b) Pen
c) Pencil
Answer: c) Pencil
E. Answer the following questions:
1. What is a Database? Give examples of a database.
Answer: A database is an organised way of storing information. It helps us to manage and access large amount of information quickly and efficiently. A telephone diary, a dictionary, list of groceries in a grocery store, catalogue in a library, etc. are few examples of a database.
2. Explain any four features of Microsoft Access.
Answer:
• Access provides the facility to break large information into small parts, so that it is easy to access the information.
• Data redundancy (duplication of data) is reduced.
• It increases the efficiency, speed, and flexibility in searching and accessing information.
• Access facilitates sharing of data. Different users can use the same database to extract data according to their needs.
3. What are the types of databases? Explain each of them briefly.
Answer: There are mainly two types of databases:
• Flat File Database: A flat file database refers to data files that contain records, which have a small, fixed number of fields, without any structured relationship. For example, Microsoft Excel.
• Relational Database: A relational database stores data in several tables and link those tables together to get a common piece of information. For example, Microsoft Access, Microsoft SQL, Oracle, etc.
4. What do you mean by Data types?
Answer: Data types are used to declare the fields of a table. A data type determines the type of data, a specific field can accept. Once the data type is defined, we cannot enter a different type of data in it. If we try to do so, an error message will be displayed.
5. Explain the use of Primary key in a table.
Answer: A Primary key is a check on the table that uniquely identifies each record in a table. It does not contain any duplicate data. A table can have only one Primary key. Access uses the Primary key to relate the table's record to those in another table.
6. State the differences between OLE and Hyperlink datatypes.
Answer:
• OLE
→ It stands for Object Linking and Embedding. It is used to embed an object created in another application, such as Microsoft Word document, Excel spreadsheet, or PowerPoint presentation into the Access table.
→ It stores up to 2 GB of data.
• Hyperlink
→ The Hyperlink data type can store links to web pages, web sites, files on an Intranet or LAN on your computer.
→ It stores up to 1 GB of data.
7. Name the views in which a table can be displayed.
Answer:
• Design view: In Design View of the table, you can enter the field names, their data types, and description.
• Datasheet view: Datasheet View is used to enter data in a table.
F. Define the following terms:
1. Tables
2. Data
3. Reports
Answer:
1. Tables are the building blocks of a database. They store the complete data in a structured manner, i.e., in the form of rows and columns. Every table has a finite number of rows and columns.
2. A set of characters that represents a valid value is known as data.
3. Reports are used to display the selected data in a printable format. Reports collect the summarised data from one or more tables/ queries and organise it in a printable form.
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