Mis Access exam

Quick Access Toolbar

A toolbar that provides one click access to commonly used commands such as save

Navigation Panes

lists all objects (tables, reports, query, forms)

Contextual Tab

A tab that appears and provides options for working with a specific object that is selected

Field Selector

selects an entire column

Record Selector

selects an entire row

Design View

Put information for the field names such as data type and description. You can also mark it as the primary key

ID Field

Primary Key by Default

Database (relational database)

collection of related tables

Primary Key

A field on a collection of fields whose values uniquely identify each record in a table

Foreign Key

A primary key from one table is placed in another, and a relationship is formed

Query Wizard Button

Lists types of wizards that guide you through the steps of creating a query

Pencil Symbol

Indicates that a record is being edited

Star Symbol

identifies the second row as the next row available to be edited

You cannot enter a record between two existing records (true or false)

true

What do you select if you want to select all records in a datasheet?

datasheet selector (small box in the top left corner)

What is a query?

A question you ask about the data in the database

Query results are stored in the database (true or false)

false

Why would you use a form?

to enter, edit, and view records in a database

what are the layout options for a form?

columnar, tabular, datasheet, justified

What is a report?

is a formatted printout of the contents of one or more tables or queries

Should you view a table in print preview?

No, a report instead

What does it mean to compact a database?

rearranges the data and objects in a database to decrease file size and make more storage available

What does it mean to backup a database?

The process of making a copy of a database file to protect your database against loss or damage

Why use Access over Excel?

1. Do you need to store data in separate tables that are related?
2. Do you have a very large amount of data to store?
3. Will more than one person need to access the data?

What is the default name for a table created in design view?

Table1

What is the top portion of the window in design view?

table design grid

The general tab of the field properties pane displays additional field properties for that data type (true or false)

true

How do you toggle between table design grid and field properties

F6

What do you click to display help information

F1

What is a composite key

multiple primary keys

Why would you change the field size property?

to decrease the amount of storage used for a particular field

What datatypes can you use the field size property for?

ONLY short text, number, and autonumber

Should you change the caption in design view or datasheet view?

design view

What is entity integrity?

Access forces you to add a value, if no value is entered it is a null value

Do you save in design view or datasheet view?

design view

A field must be moved in design view for it to be permanent (true or false)

true

Changing the format in datasheet view changes the actual values (true or false)

false

In Access, short text is right aligned while numbers, date, and currency are left aligned (true or false)

false

What is the relationships window?

it is a window that illustrates the relationships in a database

What is a one-to-many relationship?

A relationship that exists when one record in a table matches zero, one, or many records in the second table and when records in the second table matches at most one record in the first

The join line connects the form header to the rest of the form (true or false)

false; it is the line that connects a common field between two tables in the relationship window

When you add a table it appears as a field list (true or false)

true

What does CTRL + ' do?

inserts a value from the same column

When importing data, the names of fields must match (true or false)

true

The import wizard is a thing (true or false)

true

You cannot make a linked table to excel (true or false)

false

When would you use the Quick Start Selections?

If you wanted to add a group of related fields at the same time (found in Data Type Gallery)

What is the Default Value Property?

It is a field property that specifies what value will appear

What is a Delimited Text File?

When fields of a file (that you are importing) are separated by a character such as a comma

An Orphaned Record is a set of rules that Access enforces to maintain consistency between relationships (true or false)

false; that is referential integrity. An Orphaned Record is a record that appears with no link to the primary table

Why would you use the cascade update related fields option?

In order to change the primary key and have those changes reflected throughout the database

What is the acronym GUI?

Graphical User Interface

When would you use a pound sign in Access?

When you have a query opened in design view and you are setting a criteria for the date

What does *ing do ?

Sets a criteria (wildcard) to find all records ending in ing

What are the two ways you can see the results of a query made in design view?

Click run or view in the top left corner

What is the default query name?

Query1

Where is the status bar located in query design view, also what is it?

The buttons in the lower right corner that allows you to change views (design --\> datasheet)

What is Query-By-Example (QBE)?

A query built in design view

Why would you use the F2 key?

To toggle between navigation mode and editing mode

When would you hide a field?

If you still need the criteria within the query but do not need to view the field property at this time

What key would you click to finalize a record and save it?

enter

Why would you use a find command?

To locate a specific field value

What do you select to select a whole row?

the row selector

What is the plus sign that appears at the beginning of each record?

the expand indicator, it represents a subdata sheet

What is the result of a query called?

a record set

If you want to make specialized, technical queries, which one should you use, a query design or query wizard?

query wizard

In the query wizard you can change the order of the results in the datasheet (true or false)

false; that is query design

What are the three ways to add fields from the field list into query design grid?

1. double click the fields individually 2. double click the asterisk at the top of the field list to add all in the same order 3. double click the field list title bar and drag them to the design grid

If you update information in a query it will be reflected in the table (true or false)

true

What must you have in order to have a multi-table query?
a. at least three tables
b. a common field
c. you must be in query design
d. They must be unique tables

b. a common field

When sorting data in a query, you change the sequence of the data in the underlying table (true or false)

FALSEEEEEE

What does auto filter allow you to do?

quickly sort and display values by the arrow on the column heading

What is the difference between a unique sort field and a non-unique sort field?

In a unique sort field, all of the values are different when sorted. In a non-unique sort field, more than one records have the same value and thus a secondary sort field may be applied

Both datasheet and design view have sorting options (true or false)

true

What two Access objects can a filter be applied to?

A datasheet or form

what is the difference between filter by selection and filter by form?

Filter by selection allows you to select all or part of a field value in a datasheet and only display those values while filter by form displays blank field and you have to select values with an arrow

How do you enter an exact match condition in the query design grid?

Just type the exact value wanted and it will add '"

Can you move fields in the query design grid?

yes

Why would you copy and paste a query?

If you wanted to make a similar query without starting over

What is the difference in using logical operators ("or" and "and") in the query design grid?

"or" is on a second row while "and" is on the same row

To perform a calculation in Access, you must define an \____________ that combines database fields, constants, and operators and the \__________ \______ shows the results

expression; calculated field

What two methods can be used to create an expression?

the zoom box or the expression builder

Which is more preferable to create an expression, the calculated field or the calculated data type option and why?

The calculated field because it does not store the data in the database and thus saves storage and allows for more options

What is the purpose of aggregate functions?

perform arithmetic operations on selected records in a database

How would you create a query with just aggregate totals?

You have to create a query in design view, add the same field three times (as many operations you want to run) then add a totals row for each using average, maximum, minimum

What is the default category of the navigation pane?

object type (All Access Objects)

By default the form object name is used as the form title (true or false)

true

If you want to display a record in a form containing specific data you should use the \_______

search box

The \____ \______ allows you to choose fields from multiple tables or queries to put in a form

form wizard

Why would you switch your form to layout view?

To modify aspects of the form's layout

What view do you need to be in to add a theme to a form?

layout view or design view

Why would you apply a theme to "this object only"?

Adding one theme throughout a database could cause distortion of the layout in other forms

What is a control?

An item on a form or report that can be manipulated to modify an object's appearance (picture or callout)

What is the control layout?

A set of controls grouped in a form or report so you can manipulate them together (right click to remove layout)

Use TAB, End, and Home to navigate a record in a form, use Ctrl +End to move to the last record in the form (true or false)

true

You can use the find command as in the table or query in a form to find specific data (true or false)

true

What does the ! mean as a wildcard character?

any character without a bracket

Before using find and replace in a form you have to
a. switch to form view
b. switch to layout view
c. click into the proper field you want to search in
d. you cannot use find and replace in a form

c. click into the proper field you want to search in

Which view can you not use find and search in a form?
a. form view
b. design view
c. layout view

b. design view

Is it easier to maintain data in a form or a datasheet?

form