Chapter 1 - Introduction to Access

Question 1

What does an Access speed do?

Answer 1

Measures the time it takes for the storage device to make the file content available for use.

Question 2

Backup

Answer 2

Creates a duplicate copy of the database.

Question 3

Compact and Repair

Answer 3

Reduces the size of the database, and repairs any corruptions to the database.

Question 4

Comparison operator

Answer 4

Used to evaluate the relationship between two quantities to determine if they are equal or not equal; and, if they are not equal, a comparison operator determines which one is greater than the other.

Question 5

Criterion (criteria, pl)

Answer 5

An expression used to filter the records in a table.

Question 6

Database

Answer 6

Consists of one or more tables to store data, one or more forms to enter data into the tables, and one or more reports to output the table data as organized information.

Question 7

Datasheet view

Answer 7

A view of a database object, which displays data in row and column format, and in which you can add, edit, and delete the records of a table, form, or query.

Question 8

Design view

Answer 8

A view in which new database objects are created, and the design of existing objects is modified. Where you create tables, add and delete fields, and modify field properties.

Question 9

Enforce referential integrity

Answer 9

Ensures that data cannot be entered into a related table unless it first exists in the primary table.

Question 10

Field

Answer 10

The smallest data element contained in a table, such as first name, last name, address, and phone number.

Question 11

Filter

Answer 11

Specifies criteria for including records that meet certain conditions, and displays a subset of records based on specified criteria.

Question 12

Filter by Form

Answer 12

A filtering technique that displays table records based on multiple criteria, and allows the user to apply AND conditions and OR conditions.

Question 13

Filter by Selection

Answer 13

A filtering technique that displays only the records that match the selected criteria.

Question 14

Foreign key

Answer 14

A field in one table that is also the primary key of another table.

Question 15

Form

Answer 15

A database object that enables you to enter, modify, or delete table data.

Question 16

Join Lines

Answer 16

Used to create a relationship between two tables using a common field.

Question 17

Navigation Pane

Answer 17

Organizes and lists the database objects in an Access database.

Question 18

Object

Answer 18

A main component in an Access database that is created and used to make the database.

Question 19

Primary Key

Answer 19

The field (or combination of fields) that uniquely identifies each record in a table.

Question 20

Query

Answer 20

A question that you ask about the data in the tables of your database.

Question 21

Record

Answer 21

A group of related fields, representing one entity, such as data for one person, place, event, or concept.

Question 22

Relational database management system (RDBMS)

Answer 22

A database system in which you can manage groups of data (tables) and then set rules (relationships) between tables.

Question 23

Relationship

Answer 23

A connection between two tables using a common field.

Question 24

Report

Answer 24

An Access database object that displays professional-looking formatted information from underlying tables or queries.

Question 25

Sort

Answer 25

Lists records in a specific sequence, such as ascending by last name or descending by employee id.

Question 26

Sort Ascending

Answer 26

Arranges a list of text data in alphabetical order or a numeric list in lowest to highest order.

Question 27

Sort Descending

Answer 27

Arranges a list of text data in reverse alphabetical order or a numeric list in highest to lowest order.

Question 28

Tables

Answer 28

An object in a database that stores related information.

Question 29

Objective - Navigate among the objects in an Access database.

Answer 29

An Access database has six types of objects: tables, forms, queries, reports, macros, and modules. The Navigation Pane displays these objects and enables you to open an existing object or create new objects. You may arrange these by Object Type or by Tables and Related Views. The Tables and Related Views provides a listing of each table and all other objects in the database that use that table as a source. Thus, one query or report may appear several times, listed once under each table from which it derives information. Each table in the database is composed of records, and each record is in turn composed of fields. Every record in a given table has the same fields in the same order. The primary key is the field (or combination of fields) that makes every record in a table unique.

Question 30

Objective - Understand the difference between working in storage and memory.

Answer 30

Access automatically saves any changes in the current record as soon as you move to the next record or when you close the table. The Undo Current Record command reverses the changes to the previously saved record.

Question 31

Objective - Practice good database file management.

Answer 31

Because organizations depend on the data stored in databases, you need to implement good file management practices. For example, you need to develop an organized folder structure so you can easily save and retrieve your database files. You also need to develop a naming convention so it is easy to determine which file contains which data. As you learn new Access skills, it is recommended that you make a copy of the original database file and practice on the copy. This practice provides a recovery point in the event you make a fatal error.

Question 32

Objective - Back up, compact, and repair Access files.

Answer 32

Because using a database tends to increase the size of the file, you should always close any database objects and compact and repair the database prior to closing the file. Compact & Repair will reduce the size of the database by removing temporary objects and unclaimed space due to deleted objects. Adequate backup is essential when working with an Access database (or any other Office application). For increased security, a duplicate copy of the database can be created at the end of every session and stored externally (on a flash drive or an external hard drive).

Question 33

Objective - Create Filters

Answer 33

A filter is a set of criteria that is applied to a table to display a subset of the records in that table. Access lets you Filter by Selection or Filter by Form. The application of a filter does not remove the records from the table, but simply hides them temporarily from view.

Question 34

Objective - Sort table data on one or more fields.

Answer 34

The records in a table can be displayed in ascending or descending order by first selecting the appropriate column and clicking Ascending or Descending on the Home tab. The sort order will hold only if you save the table; otherwise the table will return to the original sort order when you close the table.

Question 35

Objective - Know when to use Access or Excel to manage data.

Answer 35

You should use Access to manage data when you require multiple related tables to store your data; have a large amount of data; need to connect to and retrieve data from external databases, such as Microsoft SQL Server; need to group, sort, and total data based on various parameters; and/or have an application that requires multiple users to connect to one data source at the same time. You should use Excel to manage data when you only need one worksheet to handle all of your data (i.e., you do not need multiple worksheets); have mostly numeric data—for example, if you need to maintain an expense statement; require subtotals and totals in your worksheet; want to primarily run a series of “what if” scenarios on your data; and/or need to create complex charts and/or graphs.

Question 36

Objective - Use the Relationships window.

Answer 36

Access enables you to create relationships between tables using the Relationships window. A relationship is a connection between two tables using a common field. The benefit of a relationship is to efficiently combine data from related tables for the purpose of creating queries, forms, and reports. Relationships are the reason why Access is referred to as a relational database.

Question 37

Objective - Understand relational power.

Answer 37

A relational database contains multiple tables and enables you to extract information from those tables in a single query. The related tables must be consistent with one another, a concept known as referential integrity. Once referential integrity is set, Access enforces data validation to protect the integrity of a database. No system, no matter how sophisticated, can produce valid output from invalid input. Changes made in one object can affect other related objects. Relationships are based on joining the primary key from one table to the foreign key of another table.