CA WorkBook - Access v1.1

Centre for

Foundation Studies

FDN1116 Computer

Applications (Theory)

Microsoft Access 2012 | Work-Book ver 1.1

Ms Access

FDN1116 – Computer Applications (Theory) Workbook - 1 / 13

Part A : Definition

(a) Primary Key

(b) Foreign Key

(c) Data types

(d) Field Size

(e) Datasheet view

(f) Design view

(g) Navigation buttons

(h) Keywords

(i) Metadata

(j) Criterion

(k) Sorting

(l) Data integrity

(m) Table Relation

(n) Grouping

(o) Simple Query Wizard

(p) Crosstab Query Wizard

Ms Access


Part B : Multiple Choice Question

1. In a ____ database such as those maintained by Access, a database consists of a collection of

tables, each of which contains information on a specific subject.

a. dynamic

b. relational

c. static

d. linked

2. A unique identifier also is called a(n) ____ key.

a. important

b. first

c. secure

d. primary

3. Each field has a data ____, which indicates what can be stored in the field.

a. type

b. property

c . tag

d. flag

4. A field with the ____ data type can store a unique sequential

number that Access assigns to a record. Access will increment the number by 1 as each new

record is added.

a. AutoField

b. AutoNumber

c. AutoRecord

d. AutoProperty

5. Fields whose data type is Number often require you to change the field ____, which is the

storage space assigned to the field by Access.

a. size

b. width

c. depth

d. length

6. The ____ contains a list of all the objects in the database. You use this to open an object.

a. Start menu

b. Status bar

c. Navigation Pane

d. Access Pane

Ms Access


7. You work on objects such as tables, forms, and reports in the Access ____ area.

a. report

b. datasheet

c. table

d. work

8. ____ orientation means the printout is across the height of the page.

a. Landscape

b. Portrait

c. either a. or b.

d. neither a. nor b.

9. Database ____, also known as metadata, can include such information as the file’s

author, title, or subject.

a. tags

b. flags

c. fields

d. properties

10. The simplest approach to recovery involves periodically making a copy of the database

(called a ____ copy or a save copy).

a. vault

b. restore

c. backup

d. archive

Ms Access


Part C : True / False Statements

1. A record contains a specific piece of information within a field.

2. The determination of database requirements is part of a process known as systems

development.

3. Access 2010 has a number of reserved words, words that have a special meaning to

Access.

4. You cannot use these reserved words as field names.

5. The most common type of relationship you will encounter between tables is the many-to-

one relationship.

6. Redundancy means storing the same fact in more than one place.

7. The Status bar, located at the bottom of the Access window, presents information about

the database object, the progress of current tasks, and the status of certain commands

and keys; it also provides controls for viewing the object.

8. Database users typically use standard guidelines for naming tables

9. To change the default printer that appears in the Print dialog box, click File on the Ribbon,

click the Print tab in the Backstage view, click Print in the Print gallery, then click the Name

box arrow and select the desired printer.

10. When importing data, you have two choices. You can create a new table or add the

records to an existing table.

11. Report view allows you to make changes, but it does not show you the actual report.

Ms Access


Part D : Label the diagram

D1

D2

D3

Ms Access


Part D : Short Questions

1. In a relational database table relations are created to prevent redundant data. The table Books as described in DBDL below consists of the following data fields;

Books (ISBN, Book_Title, Author, Year of Publication, Price, VendorID, Publisher, Phone_No., Address, Zip_Code)

(i) Why do you think the table above will create redundant information?

(ii) Given the table above identify a new table to split the details above into table Publisher. Fill in the following table with the appropriate details;

3. Name the FOUR (4) types of form / report layouts made available in access. 4. State the difference between form view and layout view. 5. Write the query criteria to:

(i) retrieve the records where the destination name start with character ‘Q’.

(ii) retrieve the records where the student name contains letters ‘ae’.

(iii) display the names of countries ie. French Guina, French Metropolitan, French

Polynesia and French Southern Territories

6. List any TWO (2) types of query in Access.

7. Briefly explain the Format Property and Input Mask Property in Access table

8. Briefly explain the Validation Rule Property and Validation text Property in Access table

9. Differentiate the following

(i) Primary key and Foreign key

(ii) Form and Report

(iii) Table and Query

(v) Datasheet view and Design view

(vi) Field name and records

(vii) Datatype and properties

Field Data Type Description

Vendor_ID Book vendor supplier to each publisher

Ms Access


10. Briefly explain each of the following data types

(i) Autonumber

(ii) Number

(iii) Text

(v) Memo

(vi) Currency

(vii) Yes/No

(viii) Data/Time

11. Briefly explain each of the following table properties

(i) Field size

(ii) Format

(iii) Decimal

(v) Input mask

(vi) Caption

(vii) Required

(viii) Validation rule

(ix) Validation text

(x) Default

12. Briefly explain each of the following input Mask’s properties

(i) 0

(ii) 9

(iii) #

(v) L

(vi) ?

(vii) A

(viii) a

(ix) &

(x) C

(xi) <

(xii) >

(xiii) !

(xiv) \

Ms Access


Part E : Fill in the Blanks

1) Microsoft Access is a _____________database.

2) In Access table, a column also called __________.

3) In Access table, a row is also called _____________.

4) Data source of a form can be either table or ______________.

5) _________view allow users to view the sql command of a query.

6) _________is the rule to restrict or validate the data entered in to a field of table.

7) _________property of a field is to control to input of data.

8) ________property of a field is to control the display style of data.

9) When creating a relationship between two tables, there are 3 option for the user to choose,

which are __________________, __________________, ___________________.

10) ________________ is a step by step guide to create a table.

Ms Access


PART F: Case Scenario

F1

Tables below store the data of a college. Study the below tables and answer the question

accordingly.

Department table

Dept Code Dept Name

1001 Information Technology

2001 Graphics

3001 Business

Course table

Course Id Course Code Dept Code

C1011 Computer Science 1001

C2021 Information Technology 1001

C3111 Graphics Design 2001

C3112 Logo Design 2001

C6023 Electrical Engineering 3001

C6068 Water Engineering 3001

Student table

Student Id Student Name Enrolment Date Course Id

1093 Liliy 16-Apr-2011 C1001

1080 Alfred 12-Apr-2011 C1001

1060 Wilson 20-August-2011 C6023

1020 Thomas 22-August-2011 C6023

1010 Josh 02-August-2011 C6068

Base on the above scenario, answer the following questions:

i. Identify the primary key field for each table.

ii. Draw the diagram to show the possible relationship of these table.

iii. What are the datatype for Dept Code, Dept Name in Department table.

iv. Can we used text datatype for Dept Code field in Course table if the Dept Code in Department table is Number.

v. Suggest the appropriate field size for Course id.

Ms Access


F2

Based on the table below, define the following queries and its output.

Advertiser table

Ad_No Ad_Name Address ZipCode Tel Balance Amount_Paid Agent_No

A228 Adman’s

music

47 Berton 19363 555-0909 $90.00 $565.00 26

B103 Barbecue

Joint

483

Cantor

19363 555-8990 $185.00 $825.00 29

C048 Chloe’s

Salon

10 Main 19362 555-2334 $0.00 $375.00 29

C135 Creative

Toys

26

Jefferson

19362 555-1357 $130.00 $865.00 32

D217 Dog

Groomers

33 Maple 19362 555-2468 $290.00 $515.00 26

G346 Gold’s

Clothes

196

Lincoln

19364 555-3579 $0.00 $805.00 29

M321 Meat

Shoppe

234

Magnolia

19363 555-6802 $215.00 $845.00 29

P124 Palace

Theatre

22 Main 19364 555-8024 $65.00 $180.00 26

S111 Suds n

Spuds

10

Jefferson

19365 555-5791 $465.00 $530.00 32

W456 Western

Water

435

Oaktree

19363 555-7913 $105.00 $265.00 26

Agent table

Agent_No Last_Name First_Name Address City ZipCode Comm_

Rate Commission

26 Febo Jen 57 Barton Crescent 19111 0.09 $6500.00

29 Martinson Kyle 87 Pearl Newton 19124 0.08 $6250.00

32 Rogers Elena 45 Magret San Luis 19362 0.09 $7000.00

(i) (ii)

Ms Access


(iii) (iv)

(v) (vi)

(vii) (viii)

Ms Access


(ix) (x)

(xi)

Ms Access


References

Shelly, G.B. & Vermaat, M.E (2011). Microsoft Office 2010 : Introductory. Course Technology,

Cengage Learning.

Pasewark, W.R., Pasewark S.G., Pasewark Jr., W.R., Pasewark, C.D., Stogner, J.P., Wadsworth, B.P., Bunin, R.B., Evans, J., Pinard, K.T. & Romer, R.M. (2011). Microsoft Office 2010 : Introductory. Course Technology, Cengage Learning.

AGI Training Team. (2011). Microsoft Office 2010 : Digital Classroom. Wiley Publishing, Inc.

Revision History

Date Version Description Author 11.09.2012 1.0 Initial version Menaka Sivapalan

Lim Fung Ji

26.21.2012 1.1 Added definitions, short questions and case studies

Cheang Kah Wai, Alvin

Documents

CA WorkBook - Access v1.1