Microsoft Access Level 1 > Module#2: Designing a Database and Creating Tables > Flashcards

Module#2: Designing a Database and Creating Tables Flashcards

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1
Q

How are Database programs stored?

A

one large, flat file

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2
Q

What do Flat Files do?

A

increase the chance of typos and are prone to inconsistent dat

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3
Q

What is a Relational Database?

A

contains two or more tables that are linked (related) to each other by unique and identifying key fields, such as ProductID or Invoice Number

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4
Q

What are Separate Tables?

A

Organize and Separate Data fields into tables with specific subjects

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5
Q

What are Assign Keys?

A

a unique key field for each main table to link to data in other tables

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6
Q

What are Atomize Fields?

A

Fields that are broken into smallest single values

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7
Q

What is Normalization?

A

eliminates data duplication, decreases data entry errors and inconsistencies, reduces file size, and streamlines the search for necessary information.

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8
Q

What is a common practice when assigning field names?

A

avoid using spaces,

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9
Q

What should every database table have?

A

a primary key field with a unique ID that will not be the same for any two database records.

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10
Q

What does it mean if a table contains a primary key?

A

then a value must be entered for that key field every time a new record is added.

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11
Q

Whats a Foreign Key?

A

is a field in a secondary table that corresponds and links to the primary key field in the main table,

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12
Q

What must the Foreign key have?

A

the same data type as the primary key, except in the case of AutoNumber

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13
Q

What must exist in Tables?

A

Relationships

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14
Q

What are Relationships?

A

Relationships in databases connect data in one table to data stored in other table

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15
Q

What are the 3 type of relationships?

A

One-to-one
One-to-many
Many-to-many

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16
Q

What are One to One Relationships?

A

means that each record in Table A can have only one matching record in Table B

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17
Q

How often is One to One Relationships used?

A

This is the least frequently used relationship

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18
Q

What is Required for One to One Relationships

A

Requires both of the related fields to be primary keys.

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19
Q

What are One to Many Relationships?

A

means that each record in Table A can have multiple matching records in Table B,

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20
Q

What are Many to Many Relationships?

A

when two tables each have many matching records in the other table, but they do not share key fields, so they use a third junction table to tie together other tables and complete the relationship

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21
Q

What is ERD?

A

Entity Relationship Diagram

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22
Q

What does Entity Relationship Diagram do?

A

helps to model and display relationships between entities, specifically the relationship between tables and fields, as established by key fields

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23
Q

What is Short Text when it comes to Data Types?

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A

Default data type that contains up to 255 characters

24
Q

What is Long Text when it comes to Data Types?

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A

Text entries that contain between 1 and 63,999 characters

25
What is Number when it comes to Data Types?
Numeric data to be used in mathematical calculations
26
What is Date and Time when it comes to Data Types?
Fields that hold date and time values
27
What is Currency when it comes to Data Types?
Numeric values representing dollars and cents or fields in which you want to prevent rounding off during calculations
28
What is Autonumber when it comes to Data Types?
A field for which Access automatically assigns a unique identifying number to records as they are added to a table
29
Can AutoNumber be modified or reused?
No
30
What is Yes/No when it comes to Data Types?
format used to enter data that can | be only one of two possible values (true/false, yes/no, or on/off)
31
What is OLE Object when it comes to Data Types?
Embedded or linked objects with a storage limit of 1 gigabyte
32
What is Hyperlink when it comes to Data Types?
Links to web pages or other files when clicked
33
What is Attachment when it comes to Data Types?
Data type that identifies a file, such as a document or an image, that will be included in the database as an attachment
34
What is Calculated when it comes to Data Types?
Field created by doing math on values in other fields within the table
35
What is Field Wizard when it comes to Data Types?
Field that displays a drop-down list of values from another table or from a list of values you type; a common lookup field is a drop-down list of State abbreviations
36
What does a Database Serve as?
a container that holds all the tools, data, and various database objects
37
What is automatically created when you create a database?
creates and opens an empty table, named Table1
38
Why is it easier to create a table in Design view?
because it offers a straightforward layout and provides intuitive options for entering field descriptions, setting field properties, and easily setting or removing primary keys.
39
What are the 3 main tools for helping to locate and retrieve data?
Sorting features Filtering tools Find and Replace commands
40
What are some ways to adjust width in a table?
Drag a column border: Dragging a column border enables you to make the column on the left of the border wider or narrower.■■Double-click a column heading border: Double-clicking the right border of a column changes the width of the column on the left to fit the longest data entry in the column or column heading, whichever is wider.■■Right-click a field heading and choose Field Width: Selecting the Field Width command in the context menu opens the Column Width dialog box so you can type the desired column width, reset the standard column width, or select Best Fit to automatically size the field width to the longest entry
41
What are the two main sort orders?
Ascending and Descending
42
When is the Secondary Sort field considered?
when multiple records contain the same data in the primary sort field.
43
What does the Filter tool do?
lets you identify a value in a table field and tell Access to select only those records in the datasheet that contain the same value in the selected field
44
What are two ways to filter?
Filter by Selection: Selects records based on the value contained in the active field in the table. Filter by Form: Selects records based on values or conditions (criteria) you type into form fields. Access searches only the fields you specify.
45
What are the two basic ways to filter by selection?
to select all records containing data that matches the value or selected text in the active field of the selected record. Or you can select all records containing any value other than the one selected. Access searches only the selected field to find matches .
46
What does Filter by Form do?
allows you to select records based on values in multiple fields without rearranging the layout of table fields
47
What does this symbol mean? (=)
_Records in the table must contain a value that equals the value you set for the field_
48
What does this symbol mean? (
Less than: Records in the table must contain a value less than the value you set for the field
49
What does this symbol mean? (>)
Greater than: Records in the table must contain a value greater than the value you set for the field.
50
What does this symbol mean? (<>)
Unequal: Records in the table must contain a value different from the value you set for the field
51
What does this symbol mean? (<=)
Less than or equal: Records in the table must contain a value less than or equal to the value you set for the field
52
What does this symbol mean? (>=)
Greater than or equal: Records in the table must contain a value greater than or equal to the value you set for the field
53
What is a Wildcard?
it allows users to locate records that contain data in a specific field
54
What does the Replace command do?
allows you to update these records by replacing existing data with new data
55
What are the two ways that replace command can be used?
Replace and Replace All
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