ISTM 210 TAMU Phinney Exam III, Access Terms

What is Microsoft access?

A database application

What does a parameter query allow you to do?

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

A crosstab query is always a _______ query

Aggregated

What are aggregate queries?

An aggregate query is used when you wish to calculate summary statistics.

What are the 3 possible ways you 'sort' can sort your data?

Asending, descending, none

How do you make a query an aggregate query?

By clicking total on the menu so it appears in the query

What three fields does the crosstab contain?

Column heading, row heading, and value

To find out which records had blanks in the state they lived in how would you format that?

In criteria under state write Is Null

When making a query in access, what do you put in the 'field' section and what do you put in the 'table'?

In the field area you specify what column you want, and in the table one what table you want

Chapter 13

Intermediate Queries

What does field size change?

It determines how large a field will be

The default value is used for what?

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

Is a query a copy or just a view of the data in the access?

Just a view, changing the data in the table will change the query

Chapter 11 Prometheus

Learning Forms

If you wanted to search for records with John somewhere in there full name how would you format it?

Like "*John*"

A required rule is used to?

Make sure something is entered in a field

The keyword ___ will return all records for a query that don't match the defined criteria.

Not

If you only wanted to return products greater than 100 how could you format that?

Not <100

What are the three types of relationships?

One to One One to Many Many to Many

Crosstab queries in Access are much like _______ in Excel

PivotTables

The first field in a table is used to uniquely identify each of the records on that table, what is it called?

Primary Key

What is the company prometheus pulls a lot of data from and what does it do?

QuickStove, LLC, a small company that sells emergency preparedness and backpacking equipment

What kind of database is access?

Relational; meaning data is stored in tables

When the data from two tables are associated, we say there is a________ between the tables.

Relationship

Chapter 14

Reports

How do you format a calculation in access, for example if the query already had profit and quantity how would you calculate revenue?

Revenue: [quantity]*[price]. You put what you are naming it on the left of the ":" and the fields you are pulling form in the [ ]

How would you add grouping and totals to a report?

The group and totals button pulls up the popup view, then you would select the totals sections and modify it to calculate what you want

If more than one fields are sorted how does access determine which to sort first?

Whichever one is located first on the query design

Does access let you use spaces in your field names?

Yes, but not recommended

When you click the button to turn a query into a crosstab what also pops up in the field besides the crosstab section?

Totals section, bc cross tabs are aggregated queries

How would you make a parameter to ask the user what state they wish to view the customers from?

Under the state field go to criteria and put [What state do you want to view?]

When looking for a specific date in the criteria how do you format it?

#6/12/16# (hashtags and then whatever date you want)

Short text is limited to how many characters?

225

Long text is limited to how many characters?

65,536

If you wanted to return records that were greater than 100 or less than 10 how would you format it?

<10 Or >100

How would you format it if you wanted to return records greater than 20 or less than or equal to 40?

>20 And <=40

If you want to return records that is greater than or equal to 20 would you format it like >=20 or =>20?

>=20

What is an attribute?

Data stored for each database record is an attribute. Attributes are stored in the columns of tables. In the case of our customer table; first and last name, email address, and the elements of the physical address are all attributes.

Chapter 12 Prometheus

Database Queries

What is an entity?

Database tables store information about specific things called entities. Customers in a table would be an entity in the database.

What does null mean in databases?

Empty

Access refers to the attributes of a table as ______?

Fields

What two things explain why tables are organized?

First, we ensure that each table contains data about very specific things. Second, we want to limit duplicated or redundant information as much as possible.

What are forms useful for?

Forms are used to make entering new or updating existing records easier for the user.

How would you display the query without duplicates?

Go to the properties sheet and change the "Unique Values" property from No to Yes.

What are the three options available to use with the total function?

GroupBy- used when you wish to use the values for that field to categorize the records in the query results Where- used to add criteria for that field. Calculations- (Sum, average....)

What are two different types of queries and what do they do?

Select- used to view the records selected by the query Action- allows you to create new database tables or make changes to the records in existing tables

What does 'criteria' allow you to do?

Specify which values you want returned, for example only customers who live in TX

What are databases best at doing?

Storing data

What are the 4 types of objects in access, and what is each's function?

Tables- are used to store the data in Access Queries-are used to find the specific data you need from the database. Forms- present the data in a table in a separate window one record at a time. Reports- allow you to organize and present the data in your database.

What is a record and where is it stored

The collection of information you have for an instance of an entity is called a record. Records are stored in the rows of tables.

What area on the menu do you use to export and import data?

The external data menu

What is normalization?

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

What is a validation rule

They are used to have Access check values when they are entered into a table to make sure they fit a specific rule. For example, you could use a validation rule to make sure that all of the values entered into a field are greater than 10.

When are reports used?

They are used to present the data in a table or the results of a query in professional ways

What does an input mask do?

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.

What are queries used for?

To make finding necessary information easier and faster

What are crosstab queries used for?

We use a crosstab query to summarize the data in a query on two dimensions at the same time

What is data integrity?

When data is accurate and consistent.

If you wanted to search for all customers with 'John' as there first name how would you format that?

in criteria under first name write "John"