Chapter 2


Terms in this set (...)

6 Guidelines when making a table
1.) Include the necessary data.
2.) Design for now and for the future.
3.) Store data in their smallest parts.
4.) Add calculated fields to a table.
5.) Design to accommodate date arithmetic.
6.) Link tables using common fields.
Calculated field
Produces a value from an expression or function that references one or more existing fields.
A value that does not change.
Data arithmetic
The process of adding or subtracting one date from another, or adding or subtracting a constant from a date.
Data redundancy
The unnecessary storing of duplicate data in two or more tables.
CamelCase notation
Uses no spaces in multiword field names but uses uppercase letters to distinguish the first letter of each word.
Determines the type of data that can be entered and the operations that can be performed on that data.
A number data type that is generated by Access and is incremented each time a record is added.
Foreign key
A field in one table that is also a primary key of another table.
Field property
A characteristic of a field that determine how a field looks and behaves.
Short text data type
A text field that can store up to 255 characters but has a default size of 50 characters.
Number data type
A data type that can store only numerical data.
Caption property
Used to create a more readable label that appears in the top row in Datasheet view and in forms and reports.
Validation rule
Prevents invalid data from being entered into a field.
Referential integrity
Rules in a database that are used to preserve relationships between tables when records are changed. When you create a relationship in Access and click the Enforce Referential Integrity check-box, Access gives you two additional options: Cascade Update Related Fields and Cascade Delete Related Records
Cascade Update Related Fields
Check the option so that when the primary key is modified in the primary table, Access will automatically update all foreign key values in a related table.
Cascade Delete Related Records
Check the option so that when the primary key in the primary table is deleted, Access will automatically delete all records in related tables that reference the primary key.
One-to-many relationship
A relationship established when the primary key value in the primary table can match many of the foreign key values in the related table.
Enables you to ask questions about the data stored in a database and then provides the answers the the questions by providing subsets or summaries of data.
Query Design view
Enables you to create queries; the Design view is divided into two parts - the top portion displays the tables and the bottom portion (known as the query design grid) displays the fields and the criteria.
Select queries
A type of query that displays only the records that match criteria entered in Query Design view.
Top portion of query
Contains tables with their respective field names. If a query contains more than one table, the join lines between tables will be displayed as they were created in the Relationships window.
Bottom portion of Query (known as query design grid)
Contains columns and rows. Each field in the query has its own column and contains multiple rows. The rows permit you to control the query results.
-The Field row displays the field name.
-The Table row displays the data source.
-The Sort row enables you to sort in ascending or descending order.
-The Show row controls whether the field will be displayed in the query results.
-The Criteria row is used to set the rules that determine which records will be selected.
A special character that surrounds the criterion's value.
A special character that can represent one or more characters in the criterion of a query.
The term Access uses to describe a blank field.
AND logical operator
Returns only records that meet all criteria.
OR logical operator
Returns records meeting any of the specified criteria.
NOT logical operator
Returns all records except the specified criteria.
Query sort order
Determines the order of records in the query's Datasheet view.
Simple Query Wizard
Provides dialog boxes to guide you through the query design process.
Multitable Query
Contains two or more tables. It enables you to take advantage of the relationships that have been set in your database.
Related tables
Tables that are joined in a relationship using a common field.
All of the following are suggested guidelines for a table design except:
a. Include all necessary data.
b. Store data in its smallest parts.
c. Avoid date arithmetic.
d. Link tables using common fields.
c. Avoid date arithmetic
What determines the type of data that can be entered and the operations that can be performed on that data?
Data type.
When entering, deleting, or editing table data:
The table must be in Datasheet view.
When importing data into Access, which of the following statements is true?
a. The Import Wizard only works for Excel files.
b. The Import Wizard is found on the Create tab.
c. You can assign a primary key while you are importing Excel data.
d. The wizard will import the data in one step after you select the file.
c. You can assign a primary key while you are importing Excel data.
The main reason to enforce referential integrity in Access is to:
Keep invalid data from being entered into a table.
An illustration of a one-to-many relationship would be a:
Customer may have multiple orders.
A query's specifications providing instructions about which records to include must be entered on the:
Criteria row of the query design grid.
When adding Value criteria to the Query Design view, the value you enter must be delimited by:
Nothing ().
When is it more efficient to make a copy of an existing query rather than create a new query?
The existing query and the new query use the same tables and fields.
Which of the following is true for the Query Wizard?
a. You can only select tables as a source.
b. No criteria can be added.
c. Fields from multiple tables are not allowed.
d. You do not need a summary.
d. You do not need a summary.