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62 Cards in this Set

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Describe the difference between a relational database and other types of computerized databases.
A relational database: may contain multiple tables and all tables are related to eachother by a unique data value ( a credit card number for example) in each table.
Describe a quick way of finding out what a button on the toolbar is used for.
Position the mouse pointer over the button on the toolbar and pause. A screentip will appear discribing the button.
Which of the data types enters data automatically in a new record?
The Autonumber field is a data type that automatically generates data.
What is a field?
The smallest meaningful unit of information.
What is a record?
Records are collecctions of information about seperate items in the table.
Indicate the order in which you would create the following in a new database: Database Field, Record, Table.
Database, Table, Field, Record.
What is the maximum number of characters that you can use for a field name?
64 characters
What is the main difference between sorting and indexing?
Indexes are maintained automatically by Access, sorts must be applied by a user each time data is entered into the table.
Why would you create an index for a table instead of sorting?
Indexes can be used to create relationships between tables, sorts cannot. When you need to relate tables you would create an index rather than sorting.
You are in Datasheet View and you want to sort a field in ascending order. List the steps required to do so.
1. Select the field you want to sort by clicking its field selector.
2. Click the Sort Ascending button.
Breifly describe how you move a column in a Datasheet view in preperation for a multiple field sort.
Click the field selector to select the column. Click again and drag the column to the new location, releasing the mouse button when you reach it.
List the selections you would make to open the Advanced Filter/Sort window.
Records, Filter, Advanced Filter/Sort
How do you remove a filter or sort?
Click the Records menu from the toolbar, then click Remove Filter/Sort
What type of index causes Access to automatically display the records in sort order when you open the Datasheet view window?
A primary key.
What is the purpose of the look-up field?
Makes data entry easier, and reduces the number of potential data entry errors.
Under what circumstances would you most likely use a Find?
You usually use a Find to perform a simple search locating specific data value in a table.
What is the quickest way to filter records for a specific value that you can see in a field Datasheet view?
Select the value Datasheet view adn click the Filter by selection button from the toolbar.
How do you open the Filter window?
In Datasheet view of the table, click the Records menu, click the Filter from the submenu, and click Advanced Filter/Sort.
In the Filter by Form window, how do you apply the OR operator to multiple criteria?
Enter the first criterion in the appropriate column and then click the OR tab in the bottom left corner of the window. Enter the second criterion and click OR. Each time you define a criterion, a new OR tab appears ready for you to apply the OR operator.
What is the function of a select query?
Used to select information form the tables in a database and generate a dynaset from the selected information.
What is the name given to the set of dynamically linked records generated by a query?
A dynaset
The Design grid in the Filter window and the QBE grid in the query Design view window are similar, but only one of them contains a row named Show: which allows you to decide whether or not a field is displayed. Which of these 2 windows contains the Show: row?
The Query window contains the Show:row
In which row(s) of the QBE grid is the operator And implicit?
The And operator
In which row(s) of the QBE grid is the operator OR implicit?
The OR operator is implicit
Can you sort a field in a query? If so how?
Yes, the Design grid contains a Sort:row
How do you delete an object listed in the Database window?
Using the secondary mouse button, click the object you want to delete. A shortcut menu appears. Click delete from the menu. A message appears prompting you to confirm that you want to delete the object. Click the Yes button to confirm. The object is permantly deleted. You can also select the object and press the Delete key on your keyboard.
Name 2 different ways of creating a form?
You can use a form wizard to automate the process of create the form scratch in Design view.
Why is the Form Wizard often used to create forms?
It speeds up the process of creating a form because it does all the basic design work for you.
Why would you want to change the apppearance of your form?
It is usually done to make the form more attractive or to make it easier for users to search for or enter data.
How do you make a formatting change to a form?
Use the Formatting toolbar to apply changes to the selected control or controls.
What is the difference between the Form Wizard and AutoForms?
Form Wizard: you can select the fields you want and also set the form open style.
AutoForms: automatically selects all objects from the specified table or query and opens the new form.
Name 3 ways to create a report.
Auto Report, Report Wizard, Custom Report using the Design view.
Is the statement reports can be based on a table or query true or false?
True Reports can be based on either tables or queries.
What are controls?
Objects on a report (or form) that display information or control an action.
How do you apply conditional formatting to a control?
Open the Format menu and click Conditional Formating. Identify the condition and formats that will be applied if the condition is met.
Briefly define the term grouping.
How the records are organized in a report. If you want to list your records by a particular field, you must group the records on that field.
Which control in the Toolbox is used to add a picture to a report?
Image control
Name 2 areas of a report where you could place a Page Break control that would start a new page whenever the data in the grouping field changes.
Placing a Page Break control in the group header section, or the group footer section, will cause a new page to start everytime the groupiing field changes.
How do you select multiple controls on a report?
Click any control and then use the shift key while clicking to select other controls. You can also position the mouse pointer to the left of the group of objects and then click and drag to the right of the last object to select. To select a whole section move the mouse pointer to the left of the selection. The pointer will change to a black horizontal arrow. Click to select the selection.
How can you select all sections on a report?
Click the Report selection in top left corner of report.
What is the AutoFormat button on the toolbar used for?
Allows you to change the style of the report after the report has been created.
What does the Field Size property control when the data type of the field is Text?
The Field Size property controls the maximum number of characters the field can hold.
Which field property is often used in conjunction with the Validation Rule property?
Validation Text Property. The text in the Validation Text property is displayed if the condition in the Validation Rule property evaluates to false.
Name 2 ways of specifying an input mask?
You can type the input mask into the Input mask property directly,, using the appropriate input mask symbols.
Alternatively, you can use the Input mask for more complex input masks.
In Datasheet view, what does the Caption property affect?
Column headings.
What happens to the data when you delete a field from a data table?
The data that was previously stored in the field is lost.
Can you insert fields and rename fields in an existing table?
Yes
Suppose you have a table with a field named Country. You set the Default Value property of the Country field to be "Canada". How does this affect new records that you add to the table?
New records are added with the value "Canada" already entered into the Country field.
What does it mean when you set the Required property of a field to Yes?
The user must enter a value into the field.
Name 3 ways to create a report?
AutoReport, Report Wizard, Custom Report using Design View
Is the statement reports can be based on a table or query true or false?
True Reports can be based on either tables or quiries.
What are controls?
Objects on a report (or form) that display information or control an action.
How do you apply conditional formatting to a control?
Select the Control. Open the Format menu and click Conditional Formatting. Identify the condition and formats that will be applied if the condition is met.
Briefly define the term grouping.
How the records are organized in a report. If you want to list your records by a particular field, you must group the records on that field.
Which control in the Toolbox is used to add a picture to a report?
Image Control
Name 2 areas of a report where you can place a Page Break control that would start a new page whenever the data in the grouping field changes.
Placing a Page Break control in the group header section or the group footer section, will cause a new page to start everytime the grouping field changes.
How do you select multiple controls on a report?
Click any Control and then use the shift key while clicking the select other controls. You can also position the mouse pointer to the left of the group of objects and then click adn drag to the right of the last object to select. To select a whole section move the mouse pointer to the left of the selection. The pointer will change to a black horizontal arrow. Click to select the section.
How can you select all sections on a report?
Click the Report Selection in the top left corner of the report.
What is the AutoFormat button on the toolbar used for?
The AutoFormat button allows you to change the style of the report after the report has been created.
What does the Field Size property control when the data type of the field is Text?
When the data type is Text, the Field Size property controls the maximum number of characters the field can hold.
Which field property is often used in conjunction with the Validation Rule property?
Validation text property. The text in the Validation property is displayd if the condition in the Validation Rule property evaluates to false.
Name 2 ways of specifying an input mask?
You can type the input mask into the Input mask property directly, using the appropriate input mask symbols. Alternatively, you can use the Input mask for more complex input masks.