Office Applications 2 - Unit 4: Microsoft® Access® Database Basics

What is the file extension for Access 2010 database filenames?

.accdb

How many characters can be in an Access database filename?

255

Text fields can contain up to _____ characters.

255

Field names can contain up to _____ characters.

64

_____ are anything created in an Access database such as tables and forms.

Access objects

Match the following.

Access objects: Objects created in the Access program including tables, queries, forms, and reports. Datasheet View: View that lists all of the fields and records in a table. Design View: View used to set up a table and enter the field names, field data types, and field properties. Forms: Used to enter data into tables using a more user-friendly screen. Navigation Pane: Displays all of the Access objects that are contained in the current database.

In a(n) _____ field, the number is automatically entered in the field by the Access program.

AutoNumber

Match the following.

AutoNumber field: The number is automatically entered in the field by the Access program. Data normalization: The process of reducing repetition of data. Fields: Individual categories of data you will enter in a database. Primary key: A field that is a unique identifier for each record in the table. Records: Data that is entered in the database. Relationship: A link between two tables. Tables: Containers that contain fields and records.

The _____ command is used to quickly make a dated backup copy of the open database file.

Back Up Database

Match the following

Back Up Database: Command used to make a quick backup copy of your open database file. Compact and Repair: Command used to help prevent problems in growing databases and to repair problems with a corrupted database. PDF or XPS tool: Command used to export Access objects as PDF files. Save and Publish: Command used to save a database file in many different formats and publish to shared locations. Save Database As: Command used to save the entire database file as a new database with a different name. Save Object As: Command used to save the selected object with a different name.

Match the following.

Category Bar: The bar across the top of the Navigation Pane that displays the current category of data being displayed. Category Bar arrow: When clicked displays the Category Menu. Category Menu: Contains options for sorting and filtering the objects to be displayed. Clipboard: Temporary holding place for copied items. Copy command: Copies the selected item to the Clipboard.

The _____ command is used to help prevent problems in growing databases and to repair problems with a corrupted database.

Compact and Repair

The keyboard shortcut for the Copy command is _____.

Ctrl+C

Which one of the following is NOT a method for copying and pasting objects?

Ctrl+C, Ctrl+P

Match the following.

Ctrl+C: Keyboard shortcut for the Copy command. Ctrl+V: Keyboard shortcut for the Paste command. Navigation Options: Determine the display options for the Navigation Pane. Paste command: Pastes the item from the Clipboard to a specified location. Search Bar: In the Navigation Pane is used to search for objects by name.

To navigate to the beginning of a table datasheet, use the _____ keyboard shortcut keys.

Ctrl+Home

The keyboard shortcut for the Paste command is _____.

Ctrl+V

The _____ area of the navigation buttons are used to quickly navigate to a specific record.

Current Record

Match the following.

Current Record area: Displays the currently selected record in the table. Navigation buttons: Buttons located at the bottom left corner of a table, forms, and the Print Preview screen and are used to navigate with the mouse. Print Preview tool: On the bottom right corner of the Access screen and is used to open the Print Preview screen.

_____ is a collection of facts.

Data

_____ is the process of reducing repetition of data.

Data normalization

Match the following.

Data type: Determines what type of data the field can store. Field properties: Characteristics and behavior of the data in the field. Input Mask: Controls how data is entered and makes data entry easier. Lookup Wizard: Looks up values from another table or a list. Data Labels tool: Turns on the display of the actual numerical data and/or the text data for each data point. OLE: Stands for object linking and embedding.

Match the following.

Data: Collection of facts. Database: Collection of facts to be used for informational purposes. Database management system: Application used to manage databases. Information: When data is put together in a meaningful way for reporting purposes. Microsoft Access: A database program.

Match the following.

Datasheet view: Lists all the fields and records in the table. Design view: Used to set up the table and enter the field names, field data type, and field properties.

Which of the following is the first step in designing a database?

Determine the information to be stored in the database.

To navigate to the end of a row in a table datasheet, use the _____ keyboard shortcut key.

End

In an address list database, city, state, and postal code should be combined into one field.

False

Select all that apply. Which of the following are commonly changed field properties for data?

Field size, Input mask, Default value

_____ are the individual categories of data entered in a database.

Fields

_____ are used to enter data into tables.

Forms

Which of the following programs is a database program?

Microsoft® Access®

The _____ Pane lists all of the Access objects.

Navigation

The _____ determine the display options for the Navigation Pane.

Navigation Options

To open Access objects in the Navigation Pane with a single-click, change the option in the _____.

Navigation Options

On the Access screen, the _____ displays all of the Access objects in the database.

Navigation Pane

Match the following.

Navigation Pane Sizing Line: Line used to change the width of the Navigation Pane. Queries: Used to ask a question of the data. Reports: Used to create pages that are easier to read and that look more professional to display or print. Shutter Bar Open/Close Button: Button used to open and close the Navigation Pane. Tables: Containers that hold fields and records.

To navigate through a report, you must display the _____ screen

Print Preview

_____ ask a question of the data.

Queries

_____ are the data that is entered in the database.

Records

_____ are used to print data in a display that looks professional.

Reports

Which tab in the Backstage View is used to save Access database files as lower versions of Access files, make backup copies, and save to a SharePoint location?

Save & Publish

The _____ is used to make a copy of an Access database file with a different name.

Save Database As

The _____ is used to make a copy of an Access object.

Save Object As

Type all or part of an object name in the _____ in the Navigation Pane to find the object.

Search Bar

Use the _____ button to open and close the Navigation Pane.

Shutter Bar Open/Close button

If you use the field name StudentID in a table, which of the following versions of the field name should you use in other tables and databases?

StudentID

Which of the following fields would be a good choice for a primary key?

StudentID

_____ are containers that hold fields and records.

Tables

_____ are the containers that contain fields and records.

Tables

_____ should never be deleted unless you are absolutely sure you want to delete the data they contain.

Tables

Which one of the following statements is correct about objects that have been deleted from an Access database?

The object is permanently deleted.

Although spaces can be used in field names, it is best to not use them.

True

Each Access object in a database must have a unique name.

True

In queries and reports you can pick and choose the fields to be displayed.

True

Which data type displays a checkbox?

Yes/No

Select all that apply. Select all of the following that would be examples of databases.

address list, sales commission report, customer information list

When a cashier scans a product's _____, a database is being used.

barcode

In a table datasheet, the Tab key moves to the next _____.

column

In a database list, fields are displayed as _____.

columns

Which data type displays a dollar sign in front of the numbers?

currency

The _____ of a field determines what type of data a field can store.

data type

A(n) _____ is a collection of facts to be used for informational purposes.

database

The Microsoft Access application is a _____ program.

database

DBMS stands for _____.

database management system

A database is a collection of _____ to be used for informational purposes.

facts

Data is a collection of _____.

facts

In a form, the Tab key moves to the next _____.

field

A primary key field is marked with a _____ symbol.

golden key

In a table datasheet, the _____ scroll bar is used to scroll through fields (columns).

horizontal

Which two symbols are the safest to use in an Access database filename?

hyphen (-) and underscore (_)

When data is compiled in a meaningful way for reporting purposes, it is called _____.

information

To size the width of the Navigation Pane, click on the Navigation Pane Sizing _____ and drag.

line

OLE stands for object _____ and embedding.

linking

In table datasheets, forms, and reports, the navigation buttons are located in the _____ corner of the Access screen.

lower left

In a report, the Print Preview tool is located in the _____ corner of the Access screen.

lower right

Which data type should be used for long entries of text over 255 characters?

memo

Use the navigation buttons in a table datasheet to navigate through records using the _____.

mouse

Access _____ are displayed in the Navigation Pane.

objects

It is a good practice to Compact and Repair a frequently used large database at least _____.

once a day

Which one of the following symbols cannot be used in a field name?

period (.)

Which one is NOT a business use of a database?

personal address list

A _____ is a unique identifier for data entered in the database.

primary key

In an attendance database, which one of the following would you use to display a list of students who have been absent more than three days?

query

A _____ is a link between two tables.

relationship

The last step in the Database Design Process is to create _____ to connect the tables in the database.

relationships

To rename an object, _____ on it.

right-click

In a database list, records are displayed as _____.

rows

Which one of the following is NOT a use of a database?

sales statement

The most common type of data manipulation is _____.

sorting

Field names cannot begin with a _____.

space

Field names should NOT start with a(n) _____.

space ( )

Which one of the following objects should not be deleted unless you are absolutely sure you want to delete the data that it contains?

table

In the database design, fields are separated into _____ to reduce repetition of data.

tables

Which one of the following contains the actual data in an Access database?

tables

Which one of the following objects is hardly ever deleted because they contain the data for the database?

tables

What data type should be used for a room numbers field?

text

What data type should be used for phone numbers?

text

What is the most commonly used data type?

text

In a table datasheet, the _____ scroll bar is used to scroll through records (rows).

vertical

Which one of the following is NOT an Access object?

worksheet