Review Questions BASIC COMPUTER APPLICATION II REVIEW QUESTIONS MS- ACCESS 1. What is a relational database?

? A database that uses an RDBMS to store data in the form of related tables 2. Microsoft Access is an RDBMS. True or false? True 3. What are the advantages of using a relational database? No data redundancy Efficient data retrieval

4. Identify the correct term for each of the following: Description A set of related data values A collection of records An item of data Term Databa se Table Data

value 5. Lets say youre working with a database that contains information about the salespeople at Outlander Spices. Which object you would use in each of the following situations? Situation You want to enter information for a new salesperson. You want to know which departments have earnings of more than $80,000. You want to print all the values from the table. Object Table Query Repor t 6. What is a relational database? Data is organized in the form of related tables. In related tables, one or more fields are linked to fields in another table. This link

Review Questions ensures that you can enter only those values that have corresponding entries in the other table. 7. Name two ways to access the Help system. Answers might include any of the following: 1. Choose Help, Microsoft Access Help. 2. Press F1. 3. Click the Microsoft Access Help button on the toolbar. 4. Use the Type a question for help box. 5. Use the Office Assistant. 8. What is the Office Assistant? An animated character that helps you interact with the Access Help feature. 9. You work in the Sales and Marketing department of Outlander Spices. You keep track of the companys retailers, and you want to create a database of information related to the operations in your department. What is the purpose of the database? Answers might vary based on the needs of the Sales and Marketing department. The answer in this case probably would be to organize data related to the companys products, retailers, and sales transactions. 10. While creating the database, how many tables will you need to create, and what type of information do you need to store in each table? Answers might vary, but youll need the following three tables: a table to store the product details; a transaction table to store details about each product sold; and a retailer table to store details about each retailer 11. Identify some of the fields that youll need to create in the tables. Answers might vary. You can store the following fields in the tables: 2

Review Questions 1. Product Product ID, Product Description, Unit Price, Quantity Available, Minimum Stock Quantity, and Minimum Order Quantity 2. Retailer Retailer Code, Retailer Name, Address, and Phone Number 3. Transaction Transaction ID, Product ID, Quantity Sold, and fields for all transactions 12. What kind of information could you to extract from these tables by using queries? You can use a query to retrieve information about all products and their transaction details. 13. When you want to add or edit data in a table, which view

will you work with? Datasheet view. In this view, data appears in rows and columns. You can scroll through the records and add and modify data. 14. If you want to modify the structure of a table, which view will you use? Design view 15. 16. Which view will help you in analyzing data? You want to present the analysis of sales data in a Pivot Table view meeting. Which view will you use? Probably Pivot Chart view because in this view you can present data graphically. 17. Why would you use the Database Wizard to create a

database? Because the Database Wizard steps you through the process of creating a database and the database objects. 3

Review Questions 18. What is the advantage of creating a database manually

without using the Database Wizard? The manual method is more flexible because you can create custom tables and fields, instead of using a predefined design provided by the Database Wizard. 19. Which of the following views displays data in a tabular A. Design view B. Datasheet view C. Chart view D. Pivot Table view 20. 21. Which view is used to add field details? In Datasheet view, how do you move between records? Design view By using the navigation buttons and record number box located at the bottom of the Datasheet view window.
22.The Table Wizard helps you create tables from which two categories?

format containing rows and columns?

A. Business and Economic B. Educational and Personal C. Business and Personal D. Business and Statistical
23.Which view is used to enter data in a table?
Datasheet view

24.Which view is used to change the name of a field?

A. Design view B. Layout view C. Field view D. Datasheet view

25.What is the first step before inserting or deleting a field?
Selecting the field.

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26.By default, where are new rows inserted?
Above the selected row.

27.When deleting a field, in which of the following instance are you not prompted to confirm the deletion?

A. The field contains data. B. The field is the primary key. C. The field is empty. D. The field is a memo field.
28.What is the procedure to change a field name?
In Design view, in the Field Name column, select the field name to be modified, and enter the new name.

29.Which feature enables you to quickly locate records that meet specific criteria?

A. The Replace feature B. The scrollbar C. The Undo feature D. The Find feature
30.What is the difference between sorting and filtering?
Sorting is the process of organizing records in a meaningful way so that you can retrieve data in an order of your choice. Filtering is the process of temporarily isolating a subset of records that satisfy certain specified criteria.

31.Name some of the ways to filter records.

Answers might include Filter By Selection, Filter By Form, Filter Excluding Selection, and Advanced Filter/Sort feature.

32.When sorting records by multiple fields, which sort field takes precedence in the sort?
Sorting is controlled by sort fields from left to right.

33.True or False? Deleted records can be restored.

False. Once a record has been deleted, it cannot be restored.

34.Which field property is used to specify that the field can contain null values?

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A. Required B. AllowZeroLength C. FieldSize D. Format 35.Which field property is used to specify actions, such as sending e-mail, for the data values in the fields? A. Required B. AllowZeroLength C. FieldSize D. SmartTags 36.Which field property is used to guarantee that the field is not left blank? A. Required B. AllowZeroLength C. FieldSize D. Format 37.What is the definition of a null value?
A value that indicates missing or unknown data.

38.Describe the three sections of an input mask.

The first section contains the input mask. The second section determines whether to store the literal characters that are entered in the field along with the characters that have been entered in the blanks.

The third section specifies the characters that will appear as placeholders for the blanks in the input mask.

39.When creating an input mask, how do you indicate literal characters?

Precede the character with a backslash (\).

40.Identify the correct character for each of the following:

Description
The user must enter a number between 0 and 9. The user can enter a number (0 through 9) or a space, but entry is optional. The users must enter a letter, Athrough Z. The user can enter a letter (A through Z), but entry is optional.

Character
0 9 L ?

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The user can enter a number or a space. Entry is optional, and all blank positions will be converted to spaces. 41.Which field property is used to display a customized error message? A. Default Value B. Validation Test C. Validation Text D. Field Message Text 42.What is a query?
A query retrieves and displays selective data from one or more tables.

43.If both queries and filters display data based on selection criteria, how are queries and filters different?
Queries are database objects that can be saved while filters provide only a temporary view.

44.When using the Simple Query Wizard, what information do you need to provide?
The table that will provide the data, the fields to be included, and a query title,

45.Which of the following methods cannot be used to run a query? A. Choose Query, Run in Design view. B. Choose Query, Run in the Database window. C. In the Database window, select the query and click Open. D. In the Database window, select the query and click Run. 46.In which view do you sort a query?
Design view

47.Which field criteria is used to find records where no entry has been made in the specific field?
Is Null

48.Complete the table by filling in the correct comparison operator for the described query.

Description
Used to specify more than one condition where

Operator
OR

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the query results need to match only one of the conditions Used to specify more than one condition where the query results must match all of the conditions Used as a placeholder when specifying criteria 49.Which view is used to create or modify a form?
Design view
wildcard AND

50.What are the three main areas of a form?

Form header, Detail, and Form footer.

51.Identify the following controls that can be used when designing forms.

52.Name two ways to create a form by using AutoForm feature.

On the Database toolbar, click the New Object button. On the Objects bar, click Forms, click New, and select AutoForm: Columnar or AutoForm: Tabular.

53.What is the difference between bound and unbound controls?

Bound controls are linked to the fields in the underlying source table. Any change made in a bound control is reflected in the underlying data source. Unbound controls stand alone and do not have a data source.

54.What is the difference between creating a form with the AutoForm feature and creating a form with the Form Wizard?
The Form Wizard helps you specify which fields you want in the form, whereas AutoForm automatically places all of a tables fields in the form.

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55.How do you add a title to a form?
In the Form Header section, use the toolbox button to add a label control. Then, enter the desired title in the label control.

56.Which of the following is used to manage the appearance and behavior of a form control?. A. Toolbox B. Control handles C. Text box D. Property sheet 57.How do you sort records by form?
1 Open the form to be sorted in Form view. 2 Place the insertion point in the field to be sorted. 3 Click the Sort Ascending or Sort Descending button on the Form View toolbar.

58.How do you use a form to filter records?

1 On the Form View toolbar, click Filter By Form. 2 Select the field on which you want to set the filter. 3 Select the value for setting the filter from the available list. 4 Click Apply Filter.

59.Name two ways to create a report.

Answers might include any of the following: AutoReport feature Report Wizard Create from scratch in Design view Create report based on a query

60.How do you preview a report before printing it?

On the Objects bar, click Reports and select the report you want to preview. And, then click Preview.

61.Which of the following is the default layout of a report that has been created by using AutoReport? A. Columnar B. Tabular C. Portrait

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D. Landscape 62.When creating a report, where do you specify the table or query that contains the source data?
From the drop-down list in the New Report dialog box.

63.What is the procedure to group and sort records in a report?

1 Click the Sorting and Grouping button on the Report Design toolbar. 2 In the upper pane of the dialog box, in the Field/Expression column, specify the field by which you want to group the records. 3 In the Sort Order column, specify the sort order. 4 Close the dialog box.

64.If you want to add total amounts to a report, what feature should you use?
Summary Options enables you to calculate totals, averages, minimums, and maximums for selected fields in a report.

65.Which of the following is not a layout option for a report? Stepped Block Align Left Centered 66.How do you change the properties of a specific field in a report?
In the Detail section of Design view, select the field you want to modify. Click the Properties button on the Report Design toolbar to display the property sheet. After youve made the desired changes, close the property sheet.

67.Name one way to print a report.

Answer may include any of the following: Click the Print button on the Report Design toolbar. Choose File, Print and click OK. Press Ctrl+P and click OK.

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