Exam 3 Access Review

what is a foreign key?

When a field is used to link two tables

The data base tools set in menu items contains

a set of advanced utilities for working with your database

An _____is used when you wish to calculate summary statistics. and are used to group query results into categories based on the values for a field and then perform calculations for each category. and perform summary calculations across all of the records for a particular field.

aggregate query

The create menu tab contains

all of the features used to create and manage database objects

Reports

allow you to organize and present the data in your database. Reports are used to present the data in a meaningful way to aid in managerial decision-making. Reports can be generated from tables or queries.

Access is different from other office applications because

an Access database is just a collection of database objects (such as tables)

Queries

are used to find the specific data you need from the database. A query can be constructed to locate related data across more than one table. Queries can also be used to perform some basic calculations on numeric data.

_____used to store files for a database record. can be virtually any type of file including pictures, documents, sounds, and videos.

attachments

Data stored for each database record is an

attribute

a database table is a collection of records that all have the same ____

attributes

To create a new table in Access

click on table design in the tables group of menu items in the create menu tab

A database table is a

collection of records that all have the same attributes. When creating a table in access, we first create the attributes, then we add records to the database tables

_____ is data type is a Number data type that places a ($) in front of the number.

currency

A MS Access database is a relational database, which means

data items are stored in tables

_____ is used to store date or time information. The data type can be formatted to display dates or times several different ways.

date/time

_____this is used to have Access automatically set a starting value for a field when a new record is added to the table.

default value

The access navigation plane

displays the objects in a database file. You can set the navigation pane to display only certain types of objects to simply what you see in the navigation pane.

database tables store information about specific things called ____

entities

____this determines how large the field will be

field size

Some commonly changed properties are:

field size, input mask, default value, validation rule/validation text, required.

Access refers to the attributes of a table as

fields. each field must contain a name and data type

____ present the data in a table in a separate window one record at a time

forms

_____used to store links to websites or other folders/files on your compute

hyperlink

_____this is used to set rules for how the data will be entered for the field

input mask

The Layout view...

is like the design view, but it provides fewer options for manipulating the object and is often easier to use than the design view.

The keyword_____tells Access that we want to search within a field to find a specific value.

like

____ is used to store larger amounts of text. is limited to 65,536 characters and can contain any combination of letters, numbers, and symbols.

long text

_____used to simplify data entry. will present the user a list of items to choose from when entering a new record. These values can even come from another table in the database.

look up wizard

_____ represent the case where a record from one table may be associated with more than one record from the other table

many to many relationships

____are used to display results from fields on different tables.

multi-table queries

Principles for naming fields

names of the fields in your tables should be meaningful and descriptive, Access will allow you to use spaces in your field names, though this is not recommended, and you will want to use only letters and numbers ( no symbols or special characteristics) in your field name

The process of organizing tables and relationships between tables in a database is called _____

normalization

_____ is used to store positive and negative numbers. may contain decimal places.or Currency data type must be used when you expect to perform calculations on the data in a field.

number

Forms

present the data in a table in a separate window one record at a time. They are used to help with entering new data into a table and to navigate through the records of a table in a user-friendly way.

The ______presents the report as it will appear when printed on paper or in a PDF file. you are not able to modify the report .

print preview

What does the menu ribbon do

provides access to all of access features

____ are used to find the specific data you need from a database

queries

The collection of information you have for an instance if an entity is called a

record

The technical term for a table is

relation

The______displays the report with all of the records from the source table or query. and allows you to see the finished report, but you cannot modify the report

report view

___ allow you to organize and present the data in your database

reports

_____is used make sure that a value is entered for a field when a new record is added to a table

required

To create the Input Mask:

select the Input Mask field property area and click on the button with the ellipsis that appears at the end of the property area.

____ is used to store most data that won't be treated like a number (used in calculations) such as text, telephone numbers, zip codes, etc. is limited to 255 characters. These characters can be any combination of letters, number, and symbols.

short text

The data types used in Access are

short text, long text, number, date/time, currency, autnumber, yes/no, OLE object, hyperlink, attachment, calculated, lookup, wizard

The rows in a database table are used to

store all of the information you have about specific instance of an entity

The rows in a database table are used to...

store all of the information you have about specific instances of an entity.

What do database tables do?

store information about specific things, called entities.

_____ are used to store data

tables

What are the four types of objects in access?

tables, queries, forms, reports

Currency:

the Currency data type is a Number data type that places a currency symbol ($) in front of the number.

Attributes are stored in

the column of tables

The Object view displays....

the finished object.

what is the primary key?

the first field in a table used to uniquely identify each of the records on that table.

The file menu tab contains

the menu items associated with managing database files

The external data menu tab contains

the tools used to import into access from external sources or export data for other applications ( such as excel) or in other electronic formulas

When the data from two tables are associated, we say...

there is a relationship between the tables

field size

this determines how large the field will be. For numbers this effects how large the numbers stored in the field can be and the precision (number of digits to the right of the decimal place that will be stored). The field size for a Text field determines how many characters will be stored in that field for each record.

default value

this is used to have Access automatically set a starting value for a field when a new record is added to the table.

input mask

this is used to set rules for how the data will be entered for the field. For example, you can use an input mask to make sure that users enter 10 digits for a telephone number.

required

this property is used make sure that a value is entered for a field when a new record is added to a table

Calculated:

used to create a field that is generated by a formula. Often Calculated fields will refer to values in other fields for a record

Yes/No

used to store data that has only two possible values such as yes or no, true or false, and on or off.

Date/Time:

used to store date or time information. The Date/Time data type can be formatted to display dates or times several different ways

OLE object:

used to store files created by other programs such as Word or Excel documents, picture files, or sound files. Generally, it is better to store this type of data as an Attachment data type rather than an OLE Object data type

Attachment

used to store files for a database record. Attachments can be virtually any type of file including pictures, documents, sounds, and videos.

Hyperlink:

used to store links to websites or other folders/files on your computer.

Long text

used to store longer amount of text. The long text data type is limited to 65,536 characters and can contain any combination of letters numbers, and symbols.

short text

used to store most data that won't be treated like a number ( used in calculations) such as text, telephone numbers, zip codes, etc. The short text data type is limited to 255 characters. These characters can be any combination of letters, number, and symbols

Number:

used to store positive and negative numbers. The Number data type may contain decimal places. The Number or Currency data type must be used when you expect to perform calculations on the data in a field.

Tables

used to store the data in Access. A table consists of columns, which store data fields, and rows, which store database records.

_____are used to have Access check values when they are entered into a table to make sure they fit a specific rule

validation rule/validation text

validation rule/ validation text

validation rules and validation text work together. They are used to have Access check values when they are entered into a table to make sure they fit a specific rule.

The different ways to look at an object:

views

_____used to store data that has only two possible values such as yes or no, true or false, and on or off

yes/no

The_____character is a wildcard character. and is used to substitute for any number of characters.

*

Autonumber

AutoNumber is a Number data type. As the name implies, Access will automatically insert that value for the AutoNumber field when a new record is added to a table. AutoNumber can be set to add 1 to the last number used for the field or it can assign a randomly generated number. In either case, AutoNumber will insert a unique value for each record added.

_____used to create a field that is generated by a formula. will refer to values in other fields for a record.

Calculated

_____ in Access are much like PivotTables in Excel. They are used to create a multi-dimensional view of our data. We use them to summarize the data in a query on two dimensions at the same time.

Crosstab queries

The _____ allows you to change report. and provides a lot of flexibility for changing the appearance of the report, but it does not display the records from the source table or query so it can be difficult to visualize how the report will look when it is printed.

Design View

Design view is used to...

Edit the object. The design view of a table allows you to add and configure the field in a table. The design view of a form or report, allows you to add elements to the form or report and change the appearance of those elements.

The _____of the report is a compromise between the Design View and Report View. and displays the report with the records from the source table or query. This way you can see how the finished report will look. and can also be used to modify the report.

Layout View

Lookup wizard:

Lookup wizard: used to simplify data entry. A lookup-field will present the user a list of items to choose from when entering a new record. These values can even come from another table in the database.

____ means empty

NULL

____used to store files created by other programs such as Word or Excel documents, picture files, or sound files. Generally, it is better to store this type of data as an Attachment data type

OLE project

______Access will automatically insert that value for the field when a new record is added to a table. can be set to add 1 to the last number used for the field or it can assign a randomly generated number. In either case, will insert a unique value for each record added.

Outnumber

A____ allows you to specify a criterion for the query result at the time that the query is executed.

Parameter query

____ provides a graphical way to "drag and drop" the elements of your query until it is exactly how you want it.

QBE environment

_____ uses what is called a Query by Example (QBE) environment.

The Query Design approach

______walks you through the process of creating a query by asking you a series of questions about what you want the query to include.

The Query Wizard

There are two ways to create a query in Access ____ _____

The Query Wizard, The Query Design approach(The QBE environment)