Comp 242 Access Chapters 1-3 Exam

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database

An organized collection of data related to a specific topic or purpose

data

Facts about people, events, things, or ideas

information

Data that is organized in a useful manner

flat database

A simple database that is not related or linked to any other collection of data

relational database

A more sophisticated type of database; multiple collections of data in the database are related to one another

database management system (DBMS)

Software that controls how related collections of data are stored, organized, retrieved, and secured

purpose of a database

To store the data in a manner that makes it easy for you to get the information you need by asking questions

tables

The foundation of an Access database; all the data is stored in them; data is organized in rows and columns

record

Each table row; all of the categories pertaining to one person, place, thing, event, or idea

field

Each table column; a single piece of information for every record; can only have one data type

First principle of good database design

To organize data so that redundant data does not occur

Second principle of good database design

To use techniques that ensure the accuracy of data when it is entered into the table

Normalization

The process of applying design rules and principles to ensure that your database performs as expected

Common field

A field in one or more tables that stores the same data

Database template

A preformatted database designed for a specific purpose; contains pre-built tables, queries, forms, and reports

Objects

The basic parts of a database; they are created to store your data and work with your data; database must be named and saved before any are created

Title bar

Displays the Quick Access Toolbar, program name, and program-level buttons

.accdb

The file extension given to an Access database

Navigation pane

Displays and organizes the names of the database objects; from here you open the database objects to display in the object window at the right

Object tab

Identifies and enables you to select the open object

Object window

Displays the active or open object (table, query, or other object)

Status bar

Indicated the active view and the status of actions occurring within the database on the left; provides buttons to switch between Datasheet view and Design view on the right

Table Tools

Provides tools for working with a table object; available only when a table is displayed

Title bar

Displays the name of your database

Datasheet view

Displays the data as columns and rows similar to the format of an Excel worksheet

Design view (table)

-Displays the underlying structure of the table's fields
-You can create a table or modify a table in this view
-Has many additional options for defining the fields in a table
_Only the info about each field's characteristics can be viewed
-Each field name is listed, along with its data type
-A column to add a Description is provided

Data type

The characteristic that defines the kind of data that you can type in a field, such as numbers, text, or dates

Text data type

Describes text, a combination of text and numbers, or numbers that are not used in calculations (such as a ZIP code)

Currency data type

Describes monetary values and numeric data used n mathematical calculations involving data with one to four decimal places; Access automatically adds a US dollar sign to all of the numbers in the fields with this data type

Caption

Property used to display a name for a field other than that listed in the field name

AutoNumber data type

Describes a unique sequential or random number assigned by Access as each record is entered; when records in a database have no unique value this data type is a useful way to ensure that every record is different from the others

Populate

To fill a database with one or more tables of data

Record selector box

The small box at the left of a record in Datasheet view that, when clicked, selects the entire record

Rename a table

Close the table, display the navigation pane, right-click the table name & choose from the shortcut menu to:

Import

The process of copying data from one source or application and adding it to another application

Append

To add data imported from another source to a table; the table must already be created, and it must be closed

Source file

The file being imported into a database; displays in the file name box

Three options for importing data from an Excel workbook

1. Import the new table into the current database
2. Append a copy of the records to an existing table
3. Link the data from Excel to a linked table

Link

A connection to data in another file; Access creates a table that maintains a ____ to the source data

destination table

The table into which you import or append data

Append a copy of the records to the table

When a database has multiple tables, you can select the destination table by clicking this option button in the Get External data- Excel Spreadsheet dialog box

Navigation area

Indicates the number of records in the table and contains controls (arrows) with which you can navigate among the records

Description

Information about the data in a field; can be added in design view

Field

Deleting a _____ removes both it and its data; cannot undo this action; Access prompts to confirm

Field Properties

Control how the field displays and how data can be entered in a field

Errors

Setting the proper data type for the field and limiting the field size are two ways to help reduce _____

Datasheet

Information typed in the description area displays on the left side of the status bar in this view when the field is active, providing additional information to individuals who are entering data

Truncated

Cut off or shorted data

Primary Key

Refers to the field in the table that uniquely identifies a record; it is good database design practice to establish one for every table- doing so ensures that you don't enter the same record more than once

First field

Access automatically designates the ____ ____ as the primary key field; any field can be set as the primary key by clicking in the box to the left of the field name and then clicking the primary key button

Relate

Excel is limited as a database management tool because it cannot _____ the information in multiple spreadsheets in a way in which you could ask a question and get a meaningful result

Text

If a field contains numbers that are not used in calculations, the data type should be set to ____

Best Fit

The column width of a field can be widened to fully display the longest entry in the field by using ___ ___

Headers and Footers

-Controlled by default settings in Access tables and queries-- cannot add or edit information
-Can be modified in Access reports and forms

Query

A database object that retrieves specific data from one or more database objects and displays on the data you specify in a single datasheet; a question formed in a manner Access can answer

Form

An Access object with which you can enter, edit, or display data from a table or query; makes working with the database easier for those who must enter and look up data

Report

A database object that displays the fields and records from a table or a query in an easy-to-read format suitable for printing; used to summarize info in a database

Select query (or simple select query)

A type of Access query that retrieves data from one or more tables or queries and the displays the selected data in a datasheet; creates subsets of data to answer specific questions

Data source

The objects from which a query selects its data

Wizard

A feature in Microsoft Office programs that walks you step-by-step through a process

Runs

Access ___ a query by performing the actions indicated in your query design by searching the records in the datasource you selected, and then finding the records that match specified criteria

Table (or tables)

Records that you create or edit in a form are automatically added to or updated in the underlying ____

Layout view

The Access view in which you can make changes to a form or a report while the object is open

Form view

In this Access view, you can view, add, delete, and modify the records in a table, but cannot change the layout or design of the form

Ascending

By default, tables are sorted in _____ order by the primary key field

Multiple Items form

Form that enables you to display or enter multiple records in a table; easier than typing directly into the table

Single-record form

Enables you to display or enter one record at a time into a table; using this to add and delete records can reduce the number of errors

Tables and Related Views

Category in the Navigation Pane that groups database objects by the table to which they are related

Redundant

When data in a table becomes ____, it is usually an indication that you need a new table to contain the information about the topic

Row

Access saves a record when you move to another ___ within a table

Key Icon

In design view, the ____ ____ indicated the field that is indicated as the primary key

Print Preview

When printing a table, use the ____ ____ command to determine if the table will print on one page or if you need to adjust column widths, margins, or the orientation

Message Bar

The area below the Ribbon that displays information such as security alerts when there is potentially unsafe active content in an Office document

Trust center

An area of Access where you can view the security and privacy settings for your Access installation

Relationship

An association you establish between two tables based on common fields; once established you can create a query, form, or report that displays info from more than one table

One-to-many relationship

The most common type of relationship in Access; one field in a table can be present many times in another table

Field list

A list of the field names in a table; the primary key for each table is identified

Common fields

_____ ____ between tables are not required to have the same names; must have the same data type and field size

Foreign key

The field in a related table used to connect to the primary key in another table; the field on the "one" side of a relationship is typically the primary key

Referential Integrity

A set of rules that Access uses to ensure the data between related tables is valid

Join line

The line joining two tables; "1" indicates the one side of the relationship, the infinity symbol indicated the many side of the relationship

Unrelated Objects

A relationship report name displays in the Navigation Pane under ____ ____ . Because the report is just a map of the relationships, and not a report containing actual records, it isn't associated with any tables

Subdatasheet

Plus signs to the left of a record indicate that related records exist in another table; clicking the plus sign displays the related records in a ______

Sorting

The process of arranging data in a specific order based on the value in a field

Ascending order

Sorts text alphabetically and sorts numbers from lowest to highest

Descending order

Sorts text in reverse alphabetical order and numbers from highest to lowest

Outermost sort field

The first level of sorting a table by two or more fields

Innermost sort field

The second level of sorting a table by two or more fields; sort this first

Subset

A query creates a ____, or a portion of the total records according to your specifications and then displays only those records

Table area

Upper area of the Query window which displays the field lists for tables that are used in the query

Design grid

Lower area of the Query window which displays the design of the query

Design

When you save a query, only the _____ of the query is saved; the records reside in the related table object(s)

Design view

Use ____ if your query results should display in a specified sort order or if you intend to use the sorted results in a report

Criteria

Queries locate info in a database based on ____;conditions that identify the specific records for which you are looking

Is null

Use ____ (empty) as the criteria in a field to locate records where data is missing

Is not null

Criteria which will exclude records where the specified field is empty

Comparison Operators

Symbols that evaluate each field value to determine if it is the same, greater than, less than, or in between a range of values as specified by the criteria; if none is specified, equal is assumed

Between ... And Operator

Comparison operator that looks for values within a range

Compound criteria

Specifies more than one condition in a query; uses AND or OR logical operators

AND condition

Compound criteria use an ___ _____ to display records in the query results that meet all parts of the specified criteria

OR condition

Use the __ _____ to specify multiple criteria in a single field, or multiple criteria for different fields when you want to display the records that meet any of the conditions

Wildcard characters

Serve as a placeholder for one or more unknown characters in the criteria; use an asterisk (*) to represent one or more characters

Asterisk

Can be used at the beginning, middle, or end the criteria as a wildcard character; its position determines the location of the unknown characters

Question Mark

A wildcard that is used to search for unknown single characters

Calculated field

Stores the value of a mathematical operation in a query

Expression

The formula that performs a calculation in Access

Property sheet

A list of characteristics for fields in which you can make precise changes to each property associated with the field

Aggregate functions

Calculations that are performed on a group of records (MIN, MAX, AVG, SUM, etc)

Crosstab query

Uses an aggregate function for data that can be grouped by two types of information and displays data in a compact, spreadsheet-like format; always has at least one row heading, one column heading, and one summary field

Form

An access object you can use to enter new records into a table, or to edit, delete, or display existing records in a table; useful to control access to the data

Data entry

Typing the actual records into a form

Form tool

The fastest and easiest way to create a form in Access; with a single mouse click, all fields from the underlying data source are placed on the form

One-to-many

If a form's record has related records in another table, the related records display in the form because of the established ______ relationship between the underlying tables

Accurate

A database is only useful if its data is ____

Bound

Forms are based on, or _____ to, the table where the records are stored

Tab order

The order in which the insertion point moves from one field to the next when you press the tab key

Record selector box

The bar on the left side of a form that is used to select an entire record

Form Wizard

Creates a form quickly like the form tool, but offers more flexibility in the design, layout, and number of fields

Controls

Objects on a form that display data, perform actions, and let you view and work with information

Text box controls

The most commonly used control, which typically displays data from the underlying table

Label controls

The field names display in these controls; to the left of the text box control

Unbound control

A control that does not have a source of data, for example a label that displays the title of a form

Stacked

A layout similar to a paper form, with labels to the left of each field

Layout selector

Use this to select and move an entire group of controls; clicking it enables you to edit all of the controls at one time

Themes

Button that enables you to apply a predefined format to all of the database objects or to the current object; right-click to apply to a single object in a database

Design view (forms or reports)

Only the controls, not the data, displays in this view; presents a detailed view of the structure of the form; some tasks such a s resizing sections must be completed in this view

Form header

Contains information, such as a form's title, that displays at the top of the form in Form view and is printed at the top of the first page when records are printed as forms

Detail section

Displays the records from the underlying table in design view

Form footer

Displays at the bottom of the screen in form view and is printed after the last detail section on the last page of a printout

Control layout

Can be changed in layout view; the grouped arrangement of controls

Layout

In ____ view you can determine visually that the space you have allotted to rearrange the form controls is adequate to display all the data in every field because you can see your data

Filtering

The process of displaying only a subset of the total records in a form based on matching specific values

Filter by Selection

Command which retrieves only the records which contain the value in the selected field; temporarily removes the records that do not

Toggle Filter

Button used to apply or remove a filter; found on the Home tab

Filter by Form

Command used to filter the records in a form based on one or more fields, or based on more than one value in the same field; greater flexibility; can be used to answer a question that requires using multiple values

Report

A database object that summarizes the fields and records from a query or table in a n easy-to-read format suitable for printing

Record source

The queries or tables that provide the underlying data for a report

Report tool

The fastest way to create a report; displays all of the fields and records from the record source that you select

Calculated control

Access automatically adds a _____ _____ to sum any field that is formatted as currency

Blank Report tool

Used to create a report without predefined labels and fields

Report Wizard

Use to create a report when you need flexibility and want to control the report content and design; enables you to specify how the data is grouped and sorted

Report Header

Displays info at the top of the first page of a report

Page Header

Displays info at the top of every page in a report

Group Header and Footer

Display the field label by which the data has been grouped in a report (design view)

Date control

=Now()
Inserts the current date each time a report is opened

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