OIS Final test 1

database management system

access is a ________

Relational database

In a ____ database such as those maintained by access, a database consists of a collection of tables,each of which contains information on a specific subject.

Record

contains information about a given person,product,or event.

reserved words

_____ are words that have a special meaning to Access and cannot be used for the names of fields.

64

in access, table and field names can be up to___ characters in length

Short text

a field whose data type is____ can contain any characters.

Long text

a ____ data type can store a variable amount of text or combination of text and numbers where the total number of character may exceed 255.

Auto number

a field with the ___ data type can store a unique number that Access assigns to a record. access will increment the number by 1 as each new record is added.

attachment

A field with the ___ data type can contain an attached file, such as an image, document, chart, or spreadsheet.

OLE project

A field whose data type is ___ can store an OLE object, which is an object linked to or embedded in the table.

Hyperlink

a field type that can store text that can be used as a hyperlink address

caption

when you assign a ___ to a field, access will display the value you assign,rather than the field name, in data sheets and in forms.

ID

when you create a table in Datasheet view, access automatically adds a field called ___ as the first field in the table.

Click to Add

to define an additional field in Datasheet view, tap or click the ____ column heading.

Undo

to undo the most recent change to a table structure, tap o click the _____ button on the quick access toolbar.

Delete Field

to delete a field in a table, press an hold on right-click the column heading for the field, and then tap or click ____ on the shortcut menu.

Rename Field

To change the name of a field, press and hold or right-click the column heading for the field, tap or click ____ on the shortcut menu, and ten type the desired field name.

Format

To showthe symbol for the Euro instead of the dollar sign, change the ____ property field whose data type is Currency.

Insert Field

To insert a field between existing fields, press and hold or right-click column heading or the field that will follow the new field, and the n tap or click ___ on the shortcut menu.

Design View

To open a table in Design view, press and hold on right-click the table in the Navigation Pane and then tap or click _____ on the shortcut menu.

Primary Key

In the accompanying figure, the key symbol that appears in the row selector for the Book Rep Number field that indicates that Book Rep Number is the ___ for the table.

Row Selector

In the accompanying figure, the small box or bar t the left of each field is called the ______.

Design View

In the accompanying figure, the Book Rep table displays in ______.

New (blank)

to add a record to a table, tap or click the ____ record button.

F2

You can place an insertion point by tapping or clicking in the field or by pressing ___.

DELETE

To delete a record, tap or click the record selector, and then press the ____ key(s).

Option

To specify AutoCorrect rules and exceptions to the rules, tap or click FILE to open the Backstage view, tap or click _____, and the tap or click Proofing in the dialog box that displays.

Quick Access Toolbar

To save the changes to the layout of table, tap or click the Save button the _____.

Landscape

To change the print orientation from portrait to landscape, tap or click the ____ button on the PRINT PREVIEW tab.

EXTERNAL DATA

To import data to table, tap or click the ____ tab on the ribbon.

Shutter Bar Open/Close

To open the Navigation Pane, tap or click the _____ Button.

CREATE

To create a query using the Query Wizard, tap or click ____ on the ribbon and then click the Query Wizard button.

Open

To view the results of a saved query, press and hold on right-click the query in the Navigation Pane and tap or click ______ on the shortcut menu.

Design View

To change the design of a query, press and hold or right-click the query in the Navigation Pane and then tap or click _____ on the shortcut menu.

Report

To create an initial report can be modified in Layout view, tap or click _____ on the CREATE tab.

Close

To exit Access, tap or click the ____ button on the right side of the bar.

Back Up Database

To back up the database that is currently open, use the _____ command on the Save As tab in the Backstage view.

Compact & Repair

To compact and repair a database, tap or click the _____ button in the info gallery in the Backstage view.

Delete

To delete a database object, press and hold or right-click the object in the Navigation Pane and then tap or click ____ on the shortcut menu.

Rename

To rename a database object, press and hold or right-click the object in the Navigation Pane and then tape or click____ on the shortcut menu.

question mark or colon

File names cannot contain a(n) _____

square bracket, periods, accent graves

Field names cannot contain ______.

Navigation Pane, Object tabs, Quick Access Toolbar

The access window consists of a variety of component. These include the ______

True/False, Yes/No, On/Off

A field with a Yes/No data type can store only one of two values. The choices are _____

Design View and Datasheet view

You can create a table in ______

NO

In access, are the columns in a table called records?

TRUE

A unique identifier is called a primary key.

FALSE

In Access, field names cannot contain digits.

TRUE

The Navigation Pane contains a list of all the objects in the database.

FALSE

In Datasheet view, a table is represented as a collection of row and columns called a list.

TRUE

The max number of characters allowed in field whose data type is Short Text is 255 characters.

FALSE

Fields that conatin umbers but will not be ised for arithmetic operations usually are assigned a data type of Memo.

TRUE

The currency data type is used for the fields that contain only monetary data.

FALSE

The Character data type is used for a field that can store a variable amount of text or combinations of text and numbers where the total number of characters may exceed 255.

TRUE

When Access first creates a database, it automatically creates a table.

FALSE

One way to undo changes to a field is to click the Undo button on the status bar.

FALSE

The AutoError Correction feature of Access corrects common data entry errors.

FALSE

As shown in the accompanying figure, you can move to the end of a table to a position for entering a new record by clicking the Insert record Navigation button.

TRUE

As shown in the accompanying figure, you can use the Last record button to move to the last record in the table.

FALSE

As shown in the accompanying figure, you can move to the first record in a table by clicking the Start record Navigation button.

FALSE

Changing the column width in a datasheet changes the structure of a table.

TRUE

Landscape orientation means the printout is across the length (height) of the page.

FALSE

To print a wide database table, a table whose contents do not fit on the screen, you will need portrait orientation

TRUE

To preview and then print the contents of a table, use Table Preview

TRUE

Form view displays a single record at a time.

TRUE

Layout view shows a report on the screen and allows the user to make changes to the report.

TRUE

Standard properties are associated with all Microsoft Office documents and include author, title, and subject.

FALSE

The DATABASE TOOLS tab provides commands to save a database with another name.

TRUE

Redundancy means storing the same fact in more than one place.

database management system

software that can be used to create database;add, change and delete data in the database; ask and answer questions concerning the data in the database; create forms and reports using the data.

records

rows in the tables

field

contains a specific piece of info within a record

primary key

a unique identifier

navigation pane

contains a list of all the objects in the database

status bar

word data sheet view at the lower left of the screen appear here

long text

field can store a variable amount of text or combinations of text and and numbers where the total number of characters may exceed 255

Status bar

presents info about the database object, the progress of current tasks, and the status of certain commands and keys

short text

field can contain any characters and the total numbers of characters cannot exceed 255

Currency

field can contain only monetary data

AutoNumber

field can store a unique sequential number that access assigns to te record

DBDL

a commonly accepted shorthand rep for showing the structure of a relational database

Print preview

view that shows a report as it will appear when printed

Layout view

view that shows a report on the screen and allows changes to the report

Report review

view that shows a report on the screen and does not allow changes to the report

Metadata

can include such info as the files author, title, or subject

In access, soon as you move to another record, the record is saved. No separate save step exists. In Excel, data entered into rows is not saved until the entire worksheet is saved

Discuss the difference between the way Access saves and a row in worksheet

Redundancy causes the following problems:
1. Wasted storage space. The same name is stored more than once. It should be stored only once.
2. More complex database updates. If the same name is stored more than once and the individual’s name changes, then the name would need to be changed in several different places.
3. A possibility of inconsistent data. There is nothing to prohibit a name being changed on one record and not on another.

The solution to the problem is to place the redundant data in a separate table

In the accompanying figure, book rep names appear more than once in the table. Storing this data on multiple records is an example of redundancy which can cause several problems. What are these problems? What is the solution to the problem?

The nine guidelines are:
1. Identify the tables that will be included in the database.
2. Determine the primary keys for each of the tables.
3. Determine the additional fields that should be included in each of the tables.
4. Determine relationships between the tables.
5. Determine data types for the fields in the tables.
6. Determine additional properties for fields.
7. Identify and remove any unwanted redundancy.
8. Determine a storage location for the database.
9. Determine the best method for distributing the database objects.

When you create a database, you should follow some general guidelines for database design. What are these nine guidelines?

1. Social Security Number should be the primary key because the values in the field will be unique for each record.

2.Project Code should be the primary key because you can assign unique values to the field

Joe has been asked to create a Special Projects database for his company. The database is to track employees and the special projects to which the employees may be assigned. A special project can have between 2 and 5 employees assigned to it. He has determined that he needs the following tables: Employee (Social Security Number, Last Name, First Name, Street Address, City, State, Postal Code, Hourly Pay Rate, Project Code) Project (Project Code, Project Name, Total Hours, Completion Date) 1. Which field in the Employee table should be the primary key and why? 2. Which field in the Project table should be the primary key and why?

3. Joe should use the Date & Time data type because dates will be stored in the field.
4. Joe should use the Short Text data type. Even though the field contains numbers, the field will not be used for arithmetic operations.

Now that Joe has created the tables and determined the primary and foreign keys, he needs to determine the data types for the fields in each table. 3. What data type should Joe use for the Completion Date field? 4. What data type should Joe use for the Social Security Number field? Why?