Database Management

Question 1

explain the concept of a database

Answer 1

A database is a large collection of data in a computer file. The data are held in a structured form so It is easy to find the information you need.

Question 2

entity

Answer 2

An entity Is anything you want to store information about.
An item, a place, a person or even an event can be an ‘entity’

Question 3

tuple

Question 4

attribute

Answer 4

An entity has attributes. These are facts you
know about the entity. Use the term attribute when referring facts about the entity

Question 5

primary key

Answer 5

A primary key is a unique identifier for each record in a table.

Question 6

secondary key,

Question 7

composite key

Question 8

candidate key

Answer 8

A candidate key is a column or a combination of columns that uniquely identifies each row in a table. It is used to ensure that there are no duplicate or ambiguous records in a table.

Question 9

alternate key

Question 10

foreign key

Answer 10

Foreign Keys are keys that are used to link together different tables In a relational database.

Question 11

what is Microsoft access

Answer 11

Microsoft Access is a computerized database management software, which allows you to collect and organize related data

Question 12

what is 3 things data can be stored on

Answer 12

Data can be stored on anything e.g. student records, employee records, stock inventory records

Question 13

what is a database

Answer 13

A Database is an organized collection of data. This data is organized so that information can be retrieved from it.

Question 14

3 ways data can be stored

Answer 14

index cards
printed on paper
electronically stored on a computer

Question 15

what is a table

Answer 15

A table is an object in the database that contains related data on a specific topic.

Question 16

what is a record and what is it made up of

Answer 16

A record is group of related fields
A record is made up of multiple fields.

Question 17

what is a field

Answer 17

A field is a specific piece of data in a table

Question 18

In a table what is a record and a field represented as

Answer 18

In a table a record is represented as a row in a table.
In a table a field is represented as a column in a table.

Question 19

what is an example of a table, record and field

Answer 19

table- e.g. personal information on all employees in a department.

record- e.g. all the personal information of one person in the department.

field- e.g. the address of one person in the department.

Question 20

How to create a database using Microsoft access

Answer 20

steps:

1. Click on the Microsoft Access shortcut or go to All programs, select Microsoft Office and then click on Microsoft Access. This opens the Getting started screen.
2. To create a new database click blank database and in the panel on the right enter the database filename [STUDENTS RECORDS]. Then click create.

(Have them close the database)

Question 21

How to open an existing database

What to do if an security warning is displayed?

Answer 21

steps:

1. Click on the Microsoft Access shortcut or go to ALL PROGRAMS, select Microsoft Office and then click on Microsoft Access. This opens the GETTING STARTED screen.
2. If the database filename is listed in the panel in the right, open it or if not, select MORE and locate the file where it is stored and open it.

(Have them open STUDENTS RECORDS)

N.B. If a security warning is displayed, click on OPTIONS and check the radio button that is labeled ENABLE THIS CONTENT.

Question 22

where is access navigation pane

Answer 22

This is located on the left hand side of the MS Access window. It lists all of the objects – tables, forms, queries and reports that have been created in this database. To open an object you simply have to click on it.

Question 23

how to create a table on access

Answer 23

By default, when a database is created a table is created. To define the structure of the table and attributes of the fields in that table, you must go to the DESIGN VIEW

1. Click on the icon labeled VIEW and select DESIGN VIEW. This will open a SAVE dialogue box. Enter the name you will like the table to have: [FORM 1 STUDENTS]. This opens the table in design view and allows you to enter the field names required in this table and specify their attributes - data type, description and properties.
2. After entering the fields and their attributes, select a primary key. A primary key is a field in the table that is chosen to uniquely identify a record. To do this select the field and click the primary key icon. If the wrong field is selected it can be changed by selecting the right field and clicking the PK icon.
3. After choosing the PK, save the structure of the table by clicking on the SAVE icon on the quick access toolbar.
4. Change the view of the table to DATASHEET icon.

Question 24

How to create a table from scratch

Answer 24

Steps:
1. Click the CREATE tab and select TABLE DESIGN. This will open a table in design view and allow you to enter the fields and their attributes.

2. Select the PK and click the SAVE icon. This will prompt you for a table name
   [FORM 1 TEST]

Question 25

what are 2 ways in which data can be entered into a table

Answer 25

using datasheet view and using a form or using a query.

Question 26

How to enter data in a table using datasheet view

Answer 26

Steps:
1. Ensure that the table is open in datasheet view.

2. Select the first field in the first record and enter the require data, move to the other fields in that record using the arrow keys or TAB key and enter the data.
3. After completing one record move to the next by pressing the ENTER key. The record is automatically saved.

Question 27

what will happen if a field is defined as AUTONUMBER

Answer 27

That field will be filled automatically as a record is added.

Question 28

Why must a primary key never have a null value i.e. be blank

Answer 28

If it is left blank, an error message is displayed. To continue a value must be entered in that field.

Question 29

what is a form

Answer 29

A form is a database object that provides a secure more aesthetically pleasing display for data entry into a table.

Question 30

what is the function of a form

Answer 30

It allows you to add, update and delete records in a table from the form.

Question 31

How to create a form using wizard

Answer 31

Steps:
1. Click the CREATE tab and select MORE forms from the forms group. From the menu select FORM WIZARD.

2. From the first page of the form wizard select the table to be used as the data source: [FORM 1 TEST].
3. Select the fields you wish to have displayed on the form, individually or all at once using the > or&raquo_space; buttons. Click NEXT.
4. Select a form layout of your choice. Click NEXT.
5. Select a style of your choice. Click NEXT.
6. Name the form [FORM 1 TEST].
7. Click FINISH.

Question 32

how to navigate records using a form

Answer 32

At the bottom left of the form are navigation buttons. To move to the next record, click the right arrow button. Click the >I button to move to the last record. To move backwards through the record set, use the left arrow button.

Question 33

How to create a new record using an access form

Answer 33

To add a new record, click on the navigation button with the star on the right of it, this should bring up a blank record. Enter the given data. When finished close the form.

Question 34

what are queries used for

Answer 34

Queries are used to select records from one or more tables based on specific criteria.

Question 35

name 6 queries and what it does

Answer 35

• Select: this extracts data from a table or tables
• Update: this makes changes to existing records
• Append: this adds records to the end of tables
• Delete: this deletes records
• Make table: this creates a new table from specific fields
• Crosstab: this calculates and restructures data for easy analysis

Question 36

how to create a query using the query design grid

Answer 36

Steps:

1. Select the CREATE tab, go to the OTHERS group and click QUERY DESIGN.
2. Select a query, table or the tables from which the data must be selected. To do this, right click in the window and select SHOW TABLE. When that window opens highlight, the table needed [FORM 1 STUDENTS] and click ADD. Repeat by highlighting any other table or query necessary and then click ADD. When all the tables have been added click CLOSE.
3. Select fields [FIRSTNAME, SURNAME, DOB, SEX] from the tables by double clicking on their names or in the QUERY DESIGN GRID, in each column click on the arrow and select the appropriate field from the list.
4. Enter the query criteria [F] in the appropriate field in the row labeled CRITERIA.
5. Run the query by clicking on the RUN icon in the RESULTS group. This should display the results of the query in datasheet view.

Question 37

How to select data from multiple tables

Answer 37

To select data from multiple tables the tables need to be joined.

Steps:
1. Select the DATABASE TOOLS tab, then choose RELATIONSHIPS. The SHOW TABLE window will appear.

2. Add all tables in the database, click CLOSE.
3. Link the primary key [StudID] to the foreign key [StudID] by clicking and dragging the primary key (PK) to the foreign key (FK). This opens the EDIT RELATIONSHIPS window.
4. Check ENFORCE REFERENTIAL INTEGRITY, then click create.

Question 38

what is a foreign key (FK)

Answer 38

A foreign key is a field (or fields) in one table that references the primary key in another table.

Question 39

what is a report used for

Answer 39

Reports are used to organize and group information from tables/queries and format the data in a way suitable for online viewing or for printing from the database.

Question 40

How to create a report using report wizard

Answer 40

Steps:
1. Select CREATE tab, then click the REPORT WIZARD.

2. Select the table/queries [GRADE SLIP] to be used as the DATA SOURCE for the report.
3. Select the fields required. [All]
4. Select the grouping level. [none]
5. Sort the records by a specific field [Surname Ascending]
6. Choose a layout
7. Choose a style
8. Name your report [GRADE SLIP]
9. Click finish

Question 41

what is a primary key

Answer 41

A primary key is a field in a table that uniquely identifies the record.

Question 42

what are 5 advantages of database management system

Answer 42

a)The ability of more than one user to access the database at the same time.

b) Databases store huge amounts of data. Modern hard disk drives hold 10’s of Gigabytes of data. Printed out you would need hundreds of filing cabinets.

c)Data in the database can be quickly, easily, accurately and neatly amended. Consider how banks worked before computers. Too make a withdrawal or deposit the clerk would have to find you file and record the transaction by hand.

d) The ability to quickly search and sort the data. Manual systems sort or organize the data when they are first produced.
The organisation of the telephone directory is efficient if we know the surname but highly inefficient if we only know the address and Christian name of the person. Any database would find the persons telephone number in a matter of seconds. In database terminology searching the database is known as a query.

e)The ability to perform automatic calculations.

f) The database can validate data as it is input. E.g. 30-Feb-2001 would be rejected as invalid.