Setting Field Properties

Question 1

What is good database design?

Answer 1

Turning information items into columns

Question 2

How do you determine the columns in a table?

Answer 2

Decide what information needs to be tracked about the subject of the table

Question 3

What are some example columns for a Patient table?

Answer 3

• Patient Name
• Current Address (Number, Street, City, Province, Postal Code)
• Permanent Address
• Phone Number (Home, Work, Cell)
• Email
• HCN
• Version Code
• Emergency Contact

Question 4

What should each record in a table contain?

Answer 4

The same set of columns

Question 5

What is the benefit of storing patient name as two separate columns?

Answer 5

Allows sorting, searching, and indexing on just those columns

Question 6

How can the address be separated in a database?

Answer 6

PCS separates #, street, city, state, country

Question 7

What should be considered when storing addresses?

Answer 7

Whether the database will hold information of Canadian origin only or international as well

Question 8

What is the recommendation regarding calculated data?

Answer 8

Don’t include calculated data; use ACCESS to perform calculations when needed

Question 9

What is a primary key?

Answer 9

A column or set of columns that uniquely identifies each row stored in the table

Question 10

Why should you not use people’s names as a primary key?

Answer 10

Names are not unique

Question 11

What must a primary key always have?

Answer 11

A value

Question 12

What happens if a primary key changes?

Answer 12

The change must be applied everywhere the key is referenced

Question 13

What is the purpose of using an arbitrary unique number as a primary key?

Answer 13

To identify a record uniquely without factual information that might change

Question 14

What is the significance of the AutoNumber data type?

Answer 14

Access automatically assigns a value for you, creating a fact-less identifier

Question 15

What is a field in a database table?

Answer 15

A column where data resides, holding one piece of data

Question 16

What determines the type of data a field can store?

Answer 16

The field’s data type

Question 17

What happens if you enter data in a blank column?

Answer 17

Access assigns a data type to the field based on the values entered

Question 18

What is the maximum character limit for a Short Text field?

Answer 18

255 characters

Question 19

What type of data should be stored as a Number data type?

Answer 19

Numerical data that will be used for calculations

Question 20

What are the basic types of data in Access?

Answer 20

• Short Text
• Number, Large Number
• Currency
• Yes/No
• Date/Time
• Rich Text
• Calculated Field
• Attachment
• Hyperlink
• Long Text
• Lookup

Question 21

How are calculated fields created in Access?

Answer 21

Using the Expression Builder to refer to other fields in the same table

Question 22

What is the typical use of a Long Text field?

Answer 22

For detailed product descriptions

Question 23

What is the function of a Lookup field?

Answer 23

Displays a list of values retrieved from a table or query or a set of specified values

Question 24

What is a typical use of a Long Text field?

Answer 24

A detailed product description

Long Text fields are ideal for extensive information that requires more than a single line.

Question 25

What does a Lookup field display?

Answer 25

Either a list of values retrieved from a table or query, or a set of specified values ## Footnote Lookup fields help in referencing data from other sources.

Question 26

What data types can a Lookup field have?

Answer 26

Text or Number ## Footnote The type depends on the choices made in the Lookup Wizard.

Question 27

Where can you find additional properties for Lookup fields?

Answer 27

On the Lookup tab in the Field Properties pane ## Footnote This section allows for further customization of the Lookup field.

Question 28

What does the Number format 'General' display?

Answer 28

General Numbers without additional formatting ## Footnote This format presents numbers exactly as stored.

Question 29

What is the 'Currency' format used for?

Answer 29

General monetary values ## Footnote It is specifically designed to handle currency amounts.

Question 30

What does the 'Fixed' format represent?

Answer 30

Numeric data ## Footnote Fixed format is used for numbers that require a set number of decimal places.

Question 31

What format is used to display percentages?

Answer 31

Percentage ## Footnote This format allows for easy representation of percent values.

Question 32

What does the Short Date format display?

Answer 32

The date in a short format ## Footnote The format depends on regional date and time settings.

Question 33

What is the purpose of the 'Time am/pm' format?

Answer 33

To display the time using a 12 hour format ## Footnote This format adapts to regional date and time settings.

Question 34

What does the 'Time 24hour' format display?

Answer 34

The time using a 24 hour format ## Footnote This format also responds to changes in regional date and time settings.

Question 35

What options are available in a Yes/No format?

Answer 35

Check Box, Yes/No, True/False, On/Off ## Footnote These options provide binary choices in data entry.

Question 36

What can you control after creating a field and setting its data type?

Answer 36

Additional field properties ## Footnote These properties enhance the functionality and constraints of the field.

Question 37

Why is the Field Size property important for Number and Currency fields?

Answer 37

It determines the range of field values and disk space required ## Footnote This is crucial for optimizing data storage and ensuring accurate data entry.

Question 38

What is the range of a one-bit Number field?

Answer 38

Integers ranging from 0 to 255 ## Footnote The range is limited due to the small size of the field.