Access Tutorial 1: Creating a Database

TRUE/FALSE

1. A collection of fields describing a person, a place, an object, an event, or an idea is a table.

ANS: T

2. A single set of field values within a table is a record.

ANS: T

3. A database is a collection of related tables.

ANS: T

4. A collection of related tables is called a relational database.

ANS: T

5. You connect the records in separate tables through a common field that appears in both tables.

ANS: T

6. A primary key in one table cannot be used as a foreign key in a different table.

ANS: F

7. Although a field has unique values in the table in which it is the primary key, it does not have to have unique values in the table in which it is the foreign key.

ANS: T

8. Like spreadsheets, a DBMS can handle massive amounts of data and can easily form relationships among multiple tables.

ANS: F

9. To start Access, click the Start button on the taskbar, click All Programs, click Microsoft Office, and then click Microsoft Office Access 2010.

ANS: T

10. The navigation buttons provide a way to move vertically through the records.

ANS: T

11. Query results automatically are stored in the database.

ANS: F

12. To restore a backup database file, you copy the backup from the drive on which it is stored to your hard drive, or whatever device you use to work in Access, and start working with the restored database file.

ANS: T

13. When designing a database, the first thing you should do is identify the fields that will be required.

ANS: T

14. Primary keys uniquely identify records in a table.

ANS: T

15. Every table defined in Access must have a single field that serves as its primary key.

ANS: F

16. A group of related fields is known as data redundancy.

ANS: F

17. A primary key that consists of more than one field is called a composite key.

ANS: T

18. Redundant fields waste storage space and can result in inconsistent data within the database.

ANS: T

19. A common field is a field that is defined as a primary key in one table and is defined as a foreign key in a second table.

ANS: T

20. A field in one table that establishes a relationship to another table is called a redundant field.

ANS: F

21. A field name must be unique within a database.

ANS: F

22. It’s best to choose a field or object name that describes the purpose or contents of the field or object so that later you can easily remember what the name represents.

ANS: T

23. A field defined as an AutoNumber data type cannot serve as a table’s primary key.

ANS: F

24. Certain Access data types have a predefined field size that cannot be changed.

ANS: T

25. The items marked 1 in the accompanying figure are the default property values for a Text field.

ANS: T

26. Click the item marked 3 in the accompanying figure to display a list of data types.

ANS: T

27. A primary key is allowed to have a null value.

ANS: F

MODIFIED TRUE/FALSE

1. Defining a(n) primary key in a second table creates a relationship between that table and the table where the primary key was first defined. _________________________

ANS: F, foreign

2. One benefit of a relational database management system is that it contains a built-in query language, which lets you obtain immediate answers to the questions you ask about your data. _________________________

ANS: T

3. A field name can consist of up to 255 characters. _________________________

ANS: F64sixty foursixty-four

4. The item marked 1 in the accompanying figure is the field selector. _________________________

ANS: F, 2

5. The field marked 2 in the accompanying figure is the record selector.

ANS: F, 1

6. Access has a button you can use to save the active database. _________________________

ANS: Tdoes not havedoesn’t have

7. The item marked 2 in the accompanying figure is the First record button. _________________________

ANS: F, 1

8. The item marked 3 in the accompanying figure is the Next record button. _________________________

ANS: T

9. The item marked 4 in the accompanying figure is the New (blank) record button. _________________________

ANS: F, 5

10. The data type determines what field values you can enter for the field and what other properties the field will have. _________________________

ANS: T

11. Access allows you to modify a table’s structure in Datasheet view. _________________________

ANS: F, Design

12. A(n) one-to-one relationship exists between the tables in the accompanying figure. _________________________

ANS: F, one-to-many

MATCHING

Identify the letter of the choice that best matches the phrase or definition.a. field g. foreign keyb. table h. relational DBMSc. field value i. reportd. relational database j. backing upe. common field k. compactf. primary key l. query

1. Organizes data as a collection of tables

2. A collection of related tables3. The specific content of a field4. Connects the records in separate tables5. A single characteristic or attribute of a person, a place, an object, an event, or an idea6. A primary key from one table that is used to form a relationship with a second table7. A collection of fields that describe a person, a place, an object, an event, or an idea8. A field or collection of fields whose values uniquely identify each record in a table9. A question you ask about data stored in a database

10. A formatted printout (or screen display) of the contents of one or more tables11. To rearrange the data and objects in a database file, to decrease its file size12. The process of making a copy of the database file to protect your data against loss or damage

1. ANS: H2. ANS: D3. ANS: C4. ANS: E5. ANS: A6. ANS: G7. ANS: B8. ANS: F9. ANS: L

10. ANS: I11. ANS: K12. ANS: J

MULTIPLE CHOICE

1. Access assigns the default name ____ to the first new table you create.a. NewTable c. Tableb. Table1 d. New_Table

ANS: B

2. The ____ is the main control center for opening and working with database objects.a. Navigation Pane c. Control windowb. Wizard window d. Database window

ANS: A

3. The ____Toolbar provides one-click access to commonly used commands, such as Save.a. Access c. Quick Accessb. Navigation d. Database

ANS: C

4. The ____ tab provides options for adding, removing, and formatting the fields in a table.a. Layout c. Tabularb. Fields d. Datasheet

ANS: B5. The ____ window is the program window that appears when you create a new database or open an

existing database.

a. Database c. Accessb. Tabular d. Datasheet

ANS: C

6. The ____ provides the main Access commands organized by task into tabs and groups.a. Microsoft Access Help c. Ribbonb. datasheet d. Add & Delete group

ANS: C

7. In the accompanying figure, each column represents a ____.a. record c. tableb. field d. primary key

ANS: B

8. In the accompanying figure, Owen is a ____.a. field c. recordb. field value d. key

ANS: B

9. In the accompanying figure, the last row of data shown (11053, Hwan, Tang, etc.) is a ____.a. table c. recordb. field d. key

ANS: C

10. In the accompanying figure, there are ____ fields shown.a. 3 c. 5b. 4 d. 6

ANS: B

11. The first step in organizing data into a database is to identify the individual ____.a. records c. fieldsb. formats d. reports

ANS: C

12. The content of any given field is the ____.a. database c. field valueb. table d. entity

ANS: C

13. All related fields can be grouped together as a(n) ____.a. table c. elementb. database d. object

ANS: A

14. Which of the following could be defined as a field in a database?a. customer name c. phone numberb. order number d. all of the above

ANS: D

15. Data from separate tables can be connected by specifying a ____.a. common field c. field valueb. hyperlink d. primary key

ANS: A

16. A relational database is a collection of ____.a. field values c. related tablesb. records d. common fields

ANS: C

17. A field, or a combination of fields, that has a unique value is a ____.a. foreign key c. tableb. primary key d. relation

ANS: B

18. A primary key ____.a. consists of only one fieldb. has the same value for all recordsc. must contain a unique value for each record within the tabled. is not usually necessary

ANS: C

19. Every foreign key must ____.a. be uniqueb. be numericc. match the field value of a primary key in a related tabled. be defined in all tables within the database

ANS: C

20. A relational DBMS allows you to create database structures containing ____.a. fields c. table relationshipsb. tables d. all of the above

ANS: D

21. Access allows you to ask questions and obtain information about your data through use of a built-in ____.

a. inquisitor c. table generatorb. query language d. report generator

ANS: B

22. A table’s contents are displayed as rows and columns in ____.a. the Query window c. Datasheet viewb. a database form d. the export window

ANS: C

23. Clicking a field selector ____.a. allows you to change the field nameb. selects an entire columnc. advances the database to the next recordd. selects an entire row

ANS: B

24. In Datasheet view, clicking a row selector selects an entire ____.a. field c. arrayb. record d. attribute

ANS: B

25. In Datasheet view, the star symbol that appears in the record selector area always identifies the ____ in the database.a. first field c. first recordb. current field d. next available row for a new record

ANS: D

26. In Datasheet view, the pencil symbol indicates the ____.a. next available row for a new record c. first recordb. record is being edited d. current field

ANS: B

27. Which of the following is NOT an example of an Access object?a. report c. formb. query d. Report tool

ANS: D

28. A ____ is a question you ask about data stored in a database.a. report c. queryb. form d. macro

ANS: C

29. Access can guide you through the steps to create a query by using the Query ____.a. Generator c. Creatorb. Wizard d. Manager

ANS: B

30. A form is used to ____.a. select records that meet specific criteriab. enter, edit, and view records in a databasec. automate the retrieval and update processd. none of the above

ANS: B

31. Diane is working in the customer table and needs to know if any customers are located in Texas. To find this information, she would ____.a. define a new table c. define a new formb. create a query d. access the Database Wizard

ANS: B

32. Selecting data by means of a query ____.a. deletes all nonqualifying data from the tableb. locks all other users out of the databasec. displays only the data that matches the query selection criteriad. none of the above

ANS: C

33. The characteristics of a field, such as name, size, and type, are called the field ____.a. properties c. valuesb. traits d. qualities

ANS: A

34. The ____ determines what type of values can be entered for a field.a. data element c. data integrityb. data type d. primary key

ANS: B

35. The ____ determines what field values are allowed and what other properties the field will have.a. record type c. identityb. attribute d. data type

ANS: D

36. If you need to connect one table to another in related fields, use a _____.a. common data type c. composite keyb. common field d. foreign key

ANS: B

37. A table can be logically connected to another table by defining a ____.a. common field c. primary keyb. foreign key d. hyperlink

ANS: A

38. Given a relationship between the two tables in the accompanying figure, in the Contract table shown, the ____ field is a redundant field.a. Contract Num c. Companyb. Customer ID d. Signing Date

ANS: C

39. Given a relationship between the two tables in the accompanying figure, the field values labeled 2 show ____ data.a. redundant c. variationb. inconsistent d. irrelevant

ANS: B

40. In the accompanying figure, the primary key is in the ____ table and the foreign key is in the ____ table.a. Customer, Customer c. Customer, Contractb. Contract, Customer d. Contract, Contract

ANS: C

41. Storing the same data field in multiple tables is called data ____.a. reliance c. networkingb. interdependence d. redundancy

ANS: D

42. If a primary key from one table is also defined in a second table to form a relationship, the field is called a ____ in the second table.a. hyperlink c. foreign key

b. composite key d. redundant field

ANS: C

43. When designing a new database, it is a good idea to ____.a. include redundant fields to provide data securityb. avoid data redundancyc. include a common field in all tablesd. use composite keys

ANS: B

44. A field name ____.a. must be unique within a table c. must start with a spaceb. can be up to 128 characters long d. all of the above

ANS: A

45. For unique Employee IDs such as 34A78C, use the _____ data type.a. AutoNumber c. Textb. Number d. both b and c

ANS: C

46. For the _____ data type, Access automatically assigns either a sequential or random numbering field.a. AutoNumber c. Numberb. Currency d. both a and c

ANS: A

47. The data type that allows you to indicate the absence or presence of a condition is ____.a. Hyperlink c. Yes/Nob. AutoNumber d. Lookup Wizard

ANS: C

48. To begin creating a new table, click the ____ tab on the Ribbon.a. Home c. Database Toolsb. Create d. External Data

ANS: B

49. The primary key in the Invoice table in the accompanying figure is ____.a. Email c. CustomerIDb. Company d. InvoiceNum

ANS: D

50. A field defined as a Yes/No field type will be displayed as ____.a. a radio button c. a check boxb. Y or N d. a null value

ANS: C

COMPLETION

1. A set of data such as first name, last name, address, etc. for a specific person is a(n) ____________________.

ANS: record

2. The content of a field is the ____________________.

ANS: field value

3. A group of related tables is called a(n) ____________________ database.

ANS: relational

4. In the accompanying figure, ContractNum uniquely identifies each record in the Contract table; it is a(n) ____________________ key.

ANS: primary

5. In the accompanying figure, CustomerID in the Contract table is a(n) ____________________ key.

ANS: foreign

6. In the accompanying figure, the columns in Datasheet view contain the ____________________ for each field in the table.

ANS: field values

7. A relational DBMS provides protection of ____________________ through security, control, and recovery facilities.

ANS: databases

8. Access has a built-in ____________________ language that allows you to ask questions and obtain answers about your data.

ANS: query

9. The ____________________ determines what field values you can enter for the field.

ANS: data type

10. When you create a(n) ____________________, you tell Access which fields you need and what criteria Access should use to select the records that will answer your question.

ANS: query

11. You use a(n) ____________________ to enter, edit, and view records in a database.

ANS: form

12. Once you click the ____________________ button to open the Show Table dialog box, you can choose a table to add to the Relationships window, as shown in the accompanying figure.

ANS: Show Table