Centre for

Foundation
Studies

FDN1116
Computer
Applications
(Theory)

Microsoft Access 2012 | Work-Book ver 1.1

Ms Access
Part A : Definition
(a)

Primary Key

(b)

Foreign Key

(c)

Data types

(d)

Field Size

(e)

Datasheet view

(f)

Design view

(g)

Navigation buttons

(h)

Keywords

(i)

Metadata

(j)

Criterion

(k)

Sorting

(l)

Data integrity

(m)

Table Relation

(n)

Grouping

(o)

Simple Query Wizard

(p)

Crosstab Query Wizard

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Ms Access
Part B : Multiple Choice Question
1.

In a ____ database such as those maintained by Access, a database consists of a

tables, each of which contains information on a specific subject.
a.
dynamic
b.
relational
c.
static
d.
linked

2.

A unique identifier also is called a(n) ____ key.

a.
important
b.
first
c.
secure
d.
primary

3.

Each field has a data ____, which indicates what can be stored in the field.
a.
type
b.
property
c.
tag
d.
flag

4.

A field with the ____

data type can store a unique sequential
number that Access assigns to a record. Access will increment the number by 1 as each new
record is added.
a.
AutoField
b.
AutoNumber
c.
AutoRecord
d.
AutoProperty

5.

Fields whose data type is Number often require you to change the field ____,
storage space assigned to the field by Access.
a.
size
b.
width
c.
depth
d.
length

6.

The ____ contains a list of all the objects in the database. You use this to open an object.
a.
Start menu
b.
Status bar
c.
Navigation Pane
d.
Access Pane

FDN1116 Computer Applications (Theory)

collection of

which is the

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Ms Access
7.

You work on objects such as tables, forms, and reports in the Access ____ area.
a.
report
b.
datasheet
c.
table
d.
work

8.

____ orientation means the printout is across the height of the page.
a.
Landscape
b.
Portrait
c.
either a. or b.
d.
neither a. nor b.

9.

Database ____, also known as metadata, can include such information as the files
author, title, or subject.
a.
tags
b.
flags
c.
fields
d.
properties

10.

The simplest approach to recovery involves periodically making a copy of the

(called a ____ copy or a save copy).
a.
vault
b.
restore
c.
backup
d.
archive

FDN1116 Computer Applications (Theory)

database

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Ms Access
Part C : True / False Statements
1.

A record contains a specific piece of information within a field.

2.

The determination of database requirements is part of a process known as systems

development.

3.

Access 2010 has a number of reserved words, words that have a special meaning to
Access.

4.

You cannot use these reserved words as field names.

5.

The most common type of relationship you will encounter between tables is the many-toone relationship.

6.

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

7.

The Status bar, located at the bottom of the Access window, presents information about
the database object, the progress of current tasks, and the status of certain commands
and keys; it also provides controls for viewing the object.

8.

Database users typically use standard guidelines for naming tables

9.

To change the default printer that appears in the Print dialog box, click File on the Ribbon,
click the Print tab in the Backstage view, click Print in the Print gallery, then click the Name
box arrow and select the desired printer.

10.

When importing data, you have two choices. You can create a new table or add the
records to an existing table.

11.

Report view allows you to make changes, but it does not show you the actual report.

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Ms Access
Part D : Label the diagram
D1

D2

D3

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Ms Access
Part D : Short Questions
1.

In a relational database table relations are created to prevent redundant data. The table
Books as described in DBDL below consists of the following data fields;
Books (ISBN, Book_Title, Author, Year of Publication, Price, VendorID, Publisher,
Phone_No., Address, Zip_Code)
(i)

Why do you think the table above will create redundant information?

(ii)

Given the table above identify a new table to split the details above into table
Publisher. Fill in the following table with the appropriate details;
Field
Data Type
Description
Vendor_ID
Book vendor supplier to each publisher

3.

Name the FOUR (4) types of form / report layouts made available in access.

4.

State the difference between form view and layout view.

5.

Write the query criteria to:

(i)
retrieve the records where the destination name start with character Q.
(ii)
retrieve the records where the student name contains letters ae.
(iii)
display the names of countries ie. French Guina, French Metropolitan, French
Polynesia and French Southern Territories

6.

List any TWO (2) types of query in Access.

7.

Briefly explain the Format Property and Input Mask Property in Access table

8.

Briefly explain the Validation Rule Property and Validation text Property in Access table

9.

Differentiate the following

(i)
Primary key and Foreign key
(ii)
Form and Report
(iii)
Table and Query
(v)
Datasheet view and Design view
(vi)
Field name and records
(vii)
Datatype and properties

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Ms Access
10.

Briefly explain each of the following data types

(i)
Autonumber
(ii)
Number
(iii)
Text
(v)
Memo
(vi)
Currency
(vii)
Yes/No
(viii)
Data/Time

11.

Briefly explain each of the following table properties

(i)
Field size
(ii)
Format
(iii)
Decimal
(v)
Input mask
(vi)
Caption
(vii)
Required
(viii)
Validation rule
(ix)
Validation text
(x)
Default

12.

Briefly explain each of the following input Masks properties

(i)
0
(ii)
9
(iii)
#
(v)
L
(vi)
?
(vii)
A
(viii)
a
(ix)
&
(x)
C
(xi)
<
(xii)
>
(xiii)
!
(xiv)
\

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Ms Access
Part E : Fill in the Blanks
1) Microsoft Access is a _____________database.
2) In Access table, a column also called __________.
3) In Access table, a row is also called _____________.
4) Data source of a form can be either table or ______________.
5) _________view allow users to view the sql command of a query.
6) _________is the rule to restrict or validate the data entered in to a field of table.
7) _________property of a field is to control to input of data.
8) ________property of a field is to control the display style of data.
9) When creating a relationship between two tables, there are 3 option for the user to choose,
which are __________________, __________________, ___________________.
10) ________________ is a step by step guide to create a table.

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Ms Access
PART F: Case Scenario
F1
Tables below store the data of a college. Study the below tables and answer the question
accordingly.
Department table
Dept Code
1001
2001
3001
Course table
Course Id
C1011
C2021
C3111
C3112
C6023
C6068

Dept Name
Information Technology
Graphics
Business

Course Code
Computer Science
Information Technology
Graphics Design
Logo Design
Electrical Engineering
Water Engineering

Student table
Student Id Student Name
1093
Liliy
1080
Alfred
1060
Wilson
1020
Thomas
1010
Josh

Enrolment Date
16-Apr-2011
12-Apr-2011
20-August-2011
22-August-2011
02-August-2011

Dept Code
1001
1001
2001
2001
3001
3001

Course Id
C1001
C1001
C6023
C6023
C6068

Base on the above scenario, answer the following questions:

i.
Identify the primary key field for each table.
ii.

Draw the diagram to show the possible relationship of these table.

iii.

What are the datatype for Dept Code, Dept Name in Department table.

iv.

Can we used text datatype for Dept Code field in Course table if the Dept Code in
Department table is Number.

v.

Suggest the appropriate field size for Course id.

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Ms Access
F2
Based on the table below, define the following queries and its output.
Advertiser table
Ad_No
Ad_Name
A228
Admans
music
B103
Barbecue
Joint
C048
Chloes
Salon
C135
Creative
Toys
D217
Dog
Groomers
G346
Golds
Clothes
M321
Meat
Shoppe
P124
Palace
Theatre
S111
Suds
n
Spuds
W456
Western
Water

Address
47 Berton

ZipCode
19363

Tel
555-0909

Balance
$90.00

Amount_Paid
$565.00

Agent_No
26

483
Cantor
10 Main

19363

555-8990

$185.00

$825.00

29

19362

555-2334

$0.00

$375.00

29

26
Jefferson
33 Maple

19362

555-1357

$130.00

$865.00

32

19362

555-2468

$290.00

$515.00

26

196
Lincoln
234
Magnolia
22 Main

19364

555-3579

$0.00

$805.00

29

19363

555-6802

$215.00

$845.00

29

19364

555-8024

$65.00

$180.00

26

10
Jefferson
435
Oaktree

19365

555-5791

$465.00

$530.00

32

19363

555-7913

$105.00

$265.00

26

Agent table

(i)

Agent_No

Last_Name

First_Name

26
29
32

Febo
Martinson
Rogers

Jen
Kyle
Elena

Address

City

57 Barton
87 Pearl
45 Magret

Crescent
Newton
San Luis

ZipCode
19111
19124
19362

Comm_
Rate
0.09
0.08
0.09

Commission
$6500.00
$6250.00
$7000.00

(ii)

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Ms Access
(iii)

(iv)

(v)

(vi)

(vii)

FDN1116 Computer Applications (Theory)

(viii)

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Ms Access
(ix)

(x)

(xi)

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Ms Access
References
Shelly, G.B. & Vermaat, M.E (2011). Microsoft Office 2010 : Introductory. Course Technology,
Cengage Learning.
Pasewark, W.R., Pasewark S.G., Pasewark Jr., W.R., Pasewark, C.D., Stogner, J.P., Wadsworth, B.P.,
Bunin, R.B., Evans, J., Pinard, K.T. & Romer, R.M. (2011). Microsoft Office 2010 : Introductory.
Course Technology, Cengage Learning.
AGI Training Team. (2011). Microsoft Office 2010 : Digital Classroom. Wiley Publishing, Inc.

Revision History
Date

Version

Description

11.09.2012

1.0

Initial version

26.21.2012

1.1

Added definitions, short questions and case

studies

FDN1116 Computer Applications (Theory)

Author
Menaka Sivapalan
Lim Fung Ji
Cheang Kah Wai, Alvin

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