Quick Check

Fill in the blanks.

1. A database is an organized system to store and maintain data.
2. In a relational database, data is organized into linked tables.
3. The columns of a database table are called attributes (fields), defining record attributes.
4. Queries allow you to extract information or perform actions on database data.
5. Microsoft Access is part of Microsoft Office and is a Relational DBMS that prevents data duplication and enables table relationships.

Choose True or False for the following statements.

1. The Quick Access Toolbar in MS Access 2016 contains frequently used commands like Save, Undo and Redo, and it can be customized to add additional commands. True
2. The Navigation Pane in MS Access is located on the left side of the Access window and displays database objects such as Tables, Forms, Queries and Reports. True
3. To create a blank database in MS Access 2016, you need to open ‘Access’ 2016, click on the Blank database option, specify the file name in the ‘File Name’ box and click on the Create button. True
4. In MS Access, there are two main views to work with a table: Design view, where you define field names, data types and descriptions, and Datasheet view, where you can enter data directly into the table’s rows and columns. True

Time to Perform

A Fill in the blanks.

1. A database helps you to organize the collected data in a tabular format.
2. Reports are the layouts designed for viewing or printing the data of a database.
3. A data type defines the type of data for a particular field.
4. An AutoNumber creates unique values automatically on creation of a new record.
5. Primary keys must contain unique values and cannot contain NULL values.

B State whether the following statements are true or false.

1. A spreadsheet provides unlimited features for databases. False
2. DBMS manages all the functions of a database. True
3. Templates make database creation process easy and fast. True
4. We cannot switch among the views. False
5. Once the data type for a field is specified, another type of data can be entered for that particular field. False

C Name the following.

1. The application software that creates and maintains a collection of databases. DBMS
2. Types of databases. Flat File Database and Relational Database
3. Views of a table. Design View and Datasheet View
4. Parts of Design View. Field Grid Pane and Field Properties Pane
5. Number of buttons on the Status bar. Four

D Answer the following questions.

1. Define database.
   It is an organized system to store and maintain data.
2. Describe the structure of database.
   Database files is organized in the form of tables. A table contains multiple rows (records) and columns (fields).
3. Enlist and define the elements of a table.
   Fields: The columns of a table.
   Records: The rows of a table.
   Data: Individual values stored in a table.
4. Describe the features and components of MS Access 2016.
   Features:
   a. We can export and import files from different Word, Excel or database files.
   b. Data is broken down into smallest usable bit.
   c. Each record has a unique identifier.
   d. Reduces data duplication.
   e. Provides data security.
   f. Allows generating reports from stored data.
   g. Queries can be used to access required information.
   Components:
   a. Title Bar: displays database name.
   b. Quick Access Toolbar: Contains frequently used commands.
   c. Ribbon: Shows a set of relevant commands.
   d. Navigation Pane: Gives access to database objects.
   e. Navigation Buttons: To navigate through the records.
   f. Workspace: To enter data.
   g. Object Tabs: Shows currently opened objects.
   h. Status Bar: Displays the name of the current view.
   i. Tell me what you want to do: To get help on any commands.
5. Enlist the rules to name a field.
   a. A field name can range from 1 to 64 characters.
   b. It can include letters, digits and special characters.
   c. It cannot begin with a blank space.