ASSIGNMENT ON MS ACCESS

Q1. Define the following:

a) Database – it is a tool for collecting and organizing information in a

systematic manner. A computerized database is a container of objects and
can contain more than one table.

b) Foreign key – it is used to link a table to another table and is a field in one
table that is a primary key in another table. It allows there to be a logical
relationship between the tables that can make queries cleaner and more
efficient.

c) Parameterized query - A parameter query is one which prompts you to

provide data or information before the query is run.

d) Form – they are essentially data entry and data viewing objects. They provide
an easy way to enter data into Access tables.

Q2. Define attributes in database.

A2. A single data item related to a database object. The database associates one or
more attributes with each database entity. They are also called field of the table.

Q3. How is access different from excel?

A3. Access is a Relational Database Management Software or RDBMS that is used to

create tables where data can be stored and related to each other. It consists of
table, query, form, record and macro. Excel is used for paperwork where you can
arrange and tabulate data properly for printing or presentations. It consists of a
spreadsheet.

Q4. Define key attribute. How primary key is different from super key or candidate
key?

A4. A Key is a single attribute or combination of two or more attributes of an entity

set that is used to identify one or more instances of the set. A primary key is a
field that uniquely identifies each record in a table. As it uniquely identifies each
entity, it cannot contain null value and duplicate value. A table may have more than
one combination of columns that could uniquely identify the rows in a table. Each
combination is a Candidate key. Different set of attributes which are able to
identify any row in the database is known as super key.

Q5. Define data type. How is OLE different from hyperlink and attachment data
type?
A5. After you name a field, you must decide what type of data the field will hold.
Before you begin entering data, you should know the data types that your system
will use. E.g.: text, number, etc.

OLE - this type is used to store pictures, audio, video, etc. Word documents can be
stored and edited as OLE objects in a form.

Hyperlink - this type is used to store the location of a file on your computer, a local
network, or the World Wide Web. The field contains three parts separated by pound
signs (#), the first part is the text to be displayed, the second is the address of the
file, and the third can reference a named section within the file.

Attachment – Many types of files can be stored in a column without increasing the
size of the database. However, these objects will be run by the appropriate
executable programs for these attachments. You can attach different types of
attachments to the same record. This allows for the storage of the information
about an employee including picture, resume, and necessary information all in one
column.

Q6. What is relationship? How many types of relationship are there?

A6. Access Relationships enable data in one table to be joined to data in another
table. Without relationships, it is restricted to how data is managed and each table
sits as a 'stand-alone' file.

TYPES OF RELATIONSHIPS:

One-to-One - For every record within the parent table there is only one entry that
corresponds. Values can be used only once in a one-to-one relationship.

One-to-Many - For every record within the parent table there must be a
corresponding and unique record within the child table. For example one doctor can
have many patients, but each patient can have only one doctor.

Many-to-Many - The most complex of relationships, where a record in one table

can have many matching records in a second table, and many records in the second
table can have many matching records in the first table. It is only possible to have
this type of relationship in table where the primary key consists of two fields.

Q7. What do you mean by ‘integrity’? How many types of integrity constraints are
there?

A7. Types of integrity constraints:

a) Entity integrity constraint: it says that primary key cannot be null.

b) Referential integrity constraint: it says that reference key has to be primary

key in parent table
 c) Domain integrity constraint: it says that domain of a particular attribute
should always work within its boundary.

Q8. What do you mean by cascade update or delete? When do we make use of it?

A8. If you click to select the Cascade Update Related Fields check box when you
define a relationship, any time that you change the primary key of a record in the
primary table, Microsoft Access automatically updates the primary key to the new
value in all related records. For example, if you change a customer's ID in the
Customers table, the Customer ID field in the Orders table is automatically updated
for every one of that customer's orders so that the relationship is not
broken.Whenever rows in the parent table are deleted, the respective rows of the
child (referencing) table with a matching foreign key column will get deleted as
well. This is called a cascade delete.

Q9. Name the field properties in table we usually set.

A9. Caption, Input Mask, Validation Rule, Validation Text, field size, etc.

Q10. Difference between field validation and record validation?

A10. Field level validation allows for data validation in an individual field. These
validations are performed to ensure that incorrect information is not accepted by
the database. In Record level validation data is validated from more than one
field with reference to each other so as to ensure correct data input. An example in
an 'employee details' database would be where the retirement date of an employee
cannot be the same as the start date.

Q11. What is input mask?

A11. When you have several people entering data in your database, you can define
how users must enter data in specific fields to help maintain consistency and to
make your database easier to manage. For example, if the database user enters a
phone number, in this particular mask, (91) 555-0187 the user will be unable to
save the data in any other form.

Q12. Why and how we make use of lookup wizard?

A12. You can create a lookup field that stores multiple values per record. This helps
you keep track of multiple related facts about a subject. A lookup field is a table
field that has values that come either from a table or query or from a value list.
When you click a lookup field on a Datasheet to enter data, Access displays a list of
values to choose from. A lookup field can be multivalued, which means you can
choose more than one item in the list. You can display the choices in a combo box
or a list box.

Q13. Why and how we use of format field property?

A13. It helps us to present the data in a particular format. E.g. if the data type of a
field is date/time, one can choose from the various available options the format of
date or time.

Q14. Define calculated field. How do they get value?

A14. In Access 2010, one can create table fields that calculate values. The
calculations can include values from fields in the same table as well as built-in
Access functions. The calculation cannot include fields from other tables or queries.
The results of the calculation are read-only.

Q15. What is query? How is select query different from action query?

A15. A query is a search for general or specific data in the fields of database. Thus
we can have specific data from within the database which follows our criteria at one
particular place. Action Queries do not return a dataset like Select Queries, but
makes changes to the data in the base tables. There are four types of action
queries: Delete Queries, Update Queries, Append Queries and Make-Table Queries.

Q16. How many types of aggregate functions are there?

A16. Sum, average, min, max, count, standard deviation, variance, first, last,
expression, where.

Q17. Difference between query and filter?

A17. A filter basically restricts the view of data of a single table. You are still
viewing/editing the same table, albeit through a filter. A filter is a temporary setting
and cannot be used in reports and other queries. A query can involve one table or
multiple tables, it will generate a NEW answer and changing the answer will not
affect the original data.

Q18. Explain the different types of controls.

A18. Check boxes- You can use a check box on a form, report, or data access
page as a stand-alone control to display a Yes/No value from an underlying table or
query.

Command buttons Command buttons provide you with a way of performing

action(s) by simply clicking them. When you choose the button, it also looks as if it's
being pushed in and released.
Hyperlink control Use the hyperlink control when each record in the
underlying record source has a different hyperlink address. You bind the
hyperlink control to a Text field that contains hyperlink values, such as e-
mail addresses.

Q19. Explain the control text box and label box.

A19. Text boxes - You use text boxes on a form, report, or data access page to
display data from a record source. It is called a bound text box because it's bound
to data in a field. Text boxes can also be unbound. E.g. you can create an unbound
text box to accept input from a user.

Labels - You use labels on a form, report, or data access page to display descriptive
text such as titles, captions, or brief instructions. Labels don't display values from
fields or expressions; they're always unbound and they don't change as you move
from record to record.

Q20. Explain various sections in form.

A20. There a several sections you’ll find in design view of a form such as the
following:

a) Detail: The detail section is used to display records.

b) Form Header/ form footer: This section is used for displaying information that
remains the same for every record, such as a title for the form and the date
or time.

c) Page Header / page footer: The page header/footer section can display things
such as column headings or titles or page number.

Q21. Explain various sections in reports.

A21. Access divides the design for a report into sections such as:

a) Report Header/ footer Printed once at the beginning/end of the report used
for information that might normally appear on a cover page/last page.

b) Group Header/ footer Printed at the beginning/end of each new group of

records.

c) Detail Printed once for every row in the record source. This is where you
place the controls that make up the main body of the report.

Q22. Different orientations in report.

A22. In Portrait orientation the sheet has more length than width. In Landscape
orientation, it’s wider than long, preferred when tables with many columns are
used.

Q23. In How many ways can query, forms and report be created? State the
difference in their design.

A23. A query can either be created by query wizard or query design. In the same
way a report wizard or report design can be used for report and form wizard and
form design for form.
Q24. What is relational database management system? List database objects
available in MS access.

A24. It is a Database Management system (DBMS) in which data is stored in the

form of tables and the relationship among the data is also stored in the form of
tables. In access table, form, subform, query, report, macro, etc. are available.

Q25. What is meant by sorting and filtering? Explain ways to filter in access.

A25. When you are working with data in Access, you may want to view your
information sorted in a different fashion than it currently appears. Thus sorting
refers to arranging data in the prescribed format. To find one or more specific
records in a form, or to print specific records in a report, table, or query, one can
use a filter. Common filters are available as context menu commands, so that you
don't have to spend time constructing the correct filter criteria. Filter based on
selection if the value that you want to use as the basis for filtering is currently
selected, you can quickly filter the view by clicking one of the Selection
commands. Filter by form this technique is useful when you want to filter on
several fields in a form or datasheet, or if you are trying to find a specific record.