145 terms

Comp 242 Access Chapters 1-3 Exam

An organized collection of data related to a specific topic or purpose
Facts about people, events, things, or ideas
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
The foundation of an Access database; all the data is stored in them; data is organized in rows and columns
Each table row; all of the categories pertaining to one person, place, thing, event, or idea
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
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
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
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
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
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:
The process of copying data from one source or application and adding it to another application
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
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
Information about the data in a field; can be added in design view
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
Setting the proper data type for the field and limiting the field size are two ways to help reduce _____
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
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
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
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
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
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
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
A feature in Microsoft Office programs that walks you step-by-step through a process
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
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
When data in a table becomes ____, it is usually an indication that you need a new table to contain the information about the topic
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
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
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 ______
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
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
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
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
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
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
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
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
A database is only useful if its data is ____
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
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
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
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
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
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
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
Inserts the current date each time a report is opened