RDBMS - MS Access

                                         MS-Access : Solved Questions Answers

1. What do you mean by Data and information?

Ans:  Any raw fact or figure related to a person or something is known as data. Data can come in the form of text, observations, figures, images, numbers, graphs, or symbols. For example, data might include individual prices, weights, addresses, ages, names, temperatures, dates, or distances.

Information is the processed data or organized collection of related data which has significant meaning.

2. What is a database? List any four databases.

Ans:  A database is an organized collection of structured information, or data related to somebody or something in any subject or purpose typically stored electronically in a computer system.

Any four Databases are:

i) Telephone directory

ii) Mark ledger

iii) Attendance register

iv) library catalogue

3. What is DBMS? List any four DBMS.

Ans:  A database management system (DBMS) is a software tool that enables users to manage a database easily. It allows users to access and interact with the underlying data in the database. So, DBMS is software that stores, modifies, updates, organizes database and retrieves information from the database.

Any four DBMS are:

i) MS-Access

ii) Oracle

iii) FOXPRO

iv) SYBASE

4. Mention the differences between database and DBMS.

Ans:  Differences between database and DBMS:

S.N	Database	DBMS
1.	The database is the collection of related data of certain persons, places, or objects.	DBMS (Database Management System) is a set of the program used for creating, managing, and operating a database.
2.	Database stores data.	DBMS operates and manipulates data.
3.	The database can be stored in paper or digital files.	DBMS is software and stored in the memory device.
4.	Example: Student record, Accounting record.	Example: Oracle, SQL Server, My SQL, MS Access.

                  

5. List any four advantages of DBMS.

Ans:  Any four advantages of DBMS are:

i) In a computerized database, large volume of data can be stored easily.

ii) Data redundancy is checked and controlled. It does not allow a user to store the duplicate record in a database.

iii) It provides data security facility. Unauthorized persons can not access or use database.

iv) It provides data sharing facility. The database stored in the server computer is available to other client computers.

6. What is RDBMS? List any two RDBMS.

Ans: RDBMS stands for Relational Database Management System. It is a type of database management system that is based on the relational model of data. In an RDBMS, data is stored in tables that consist of rows and columns. Each row represents a single record or instance of the data, and each column represents a specific attribute or field of that data. Any two RDBMS are:

         i) MySQL

         ii) Oracle

7. What is MS-Access? List the four common objects of MS-Access.

Ans: MS-Access is the Relational Database Management System that allows a user to store data in multiple linked table on the basis of key field. So it allows a user to retrieve information from more than one table at a time.

The four common objects of MS-Access are Table, Query, Form and Report.

8. What is a database file? What is its extension?

Ans: The file that store all the sets of components or objects of MS-Access in order to manage the database is called database file. Its extension is .ACCDB.

9. What is a table? Why do you need to create multiple tables in MS-Access?

Ans:  Table in MS-Access is the primary building block of a database which is used to store collection of related data of a specific topic, purpose or subject. It is also called the container of database because all the data are stored in tables.
We know, table is considered as the container of database as it store all the data of the database. The data to be stored in the database are diverse and should be stored under various field topic for which different tables are required. Hence, to meet the requirement of the user and store and handle all the data effectively, a database file contain more than one table in it.

10. Define field and record.

Ans: The term field can be defined as the column of the table of database which stores a particular category of data. Each field gives particular type of data of an entity.
The term record can be defined as the row of a table of database which consists of the related data of a person or thing. Each record gives complete information of a person or thing.

11. Mention any two differences between field and record.

Ans: Any two differences between field and record are:

Field	Record
It is an area within the record reserved for a specific piece of data.	It is a collection of data items, which represent a complete unit of information about a thing or a person.
Field is also known as attribute.	The record is also known as a tuple

               

12. What is Field Name? Write the rules for naming fields.

Ans: The unique name that identifies data stored in the field is called field name.
        The rules of naming fields are:
        - Field name can be up to 64 characters long.
        - Field name can contain letters, numbers, spaces or punctuation marks.
        - Field name cannot contain a period (.), square bracket [ ] and exclamation mark ( ! ).
        - Field name cannot begin with space.
        - Field name must be unique in the table.

13. What is Field data type? List the field data types used in MS-Access.

Ans:   The characteristics of the field that determines what kind of data it can store is known as field data type.
The list of datatype that can be used is M-Access are:
- Text
- Memo
- Number
- Date/Time
- Currency
- Auto Number
- Yes/No
- Attachment
- OLE Object
- Hyperlink
- Lookup Wizard

 

14. List the field data types along with their uses.

Ans:  The field data types along with their uses are:

i) Text:  The Text field data type is the default data type of a field. It stores text or combinations of text and numbers. A text filed can contain upto 255 characters.

ii) Memo: The memo field data type is used for storing lengthy text or cominations of text and numbers. It can store maximum of 65,535 characters.

iii) Number: The Number field data type stores numeric data that are to be used in mathematical calculations.

iv) Date/Time: the Date/Time data type stores only date and time. It occupies 8 bytes.

v) Currency: The Currency field data type stores monetary data such as cost. It occupies 8 bytes.

vi) Auto Number: The AutoNumber field data type generates the unique sequential numbe5r automatically whenever a new record is added to a table. It occupies 4 bytes.

vii) Yes/No: The Yes/No field data type stores a logical data that can be only one of two possible value such as Yes/No, True/False or On/Off. It occupies 1 bit.

viii) OLE object: The OLE object field data type allows a user to embed or link other objects in a table. It allows a user to stores pictures, charts, audio and video in a table. It can occupy up to 1 GB depending upon the embedded object size.

ix) Hyperlink: The Hyperlink field data type stores hyperlink addressees like email addresses, websites, database objects or other files. It stores up to 2048 characters.

x) Lookup Wizard: The Lookup Wizard creates a field that allows you to choose a value from another table or from a list of values by using a list box or combo box. It occupies 4 bytes.

15. List the sub data types of number field data along with memory spaces occupied by them.

Ans: The following are the sub types of number field data types:

Byte

The Byte number data type stores numbers from 0 to 255 without decimals and it occupies one byte.

Integer

The Integer number data type stores numbers from -32768 to 32767 without decimals and it occupies 2 bytes.

Long Integer

The Long Integer number data type is the default number data type. It stores numbers from -2 billion to +2 billion approximately without decimals. It occupies 4 bytes.

Single

The Single number data type stores single precision floating point numbers from -3.402823E38 to 3.402823E38. It occupies 4 bytes.

Double

The Double number data type stores double precision floating point numbers. It occupies 8 bytes.

16. What is a primary key? Mention any two uses of primary key.

Ans: A primary key is the column or columns that contain values that uniquely identify each row in a table. 

Any two uses of primary key are:

i) To identify each record of a table.

ii) To reduce and control duplication of the record in a table.

17. What is Field Properties?

Ans: The properties of a field describe the characteristics and behavior of data added to that field. The field properties determine how the values in the field are stored and displayed.

18. What is caption field property? What is the maximum characters a caption can have?

Ans: The Caption field property allows a user to set a descriptive label for the field. A caption can have text, number, special characters and spaces. A caption can be up to 2048 characters long.

19. What is field size property? What is the default size of number filed data type?

Ans: The Field Size property allows a user to specify the maximum number of characters that can be stored in a field. The default field size of number field data type is Long Integer.

20. What is format filed property?

Ans: The Format field property is used to specify the appearance of the value when displayed. It allows a user to display data in different formats.

21. What do you mean by Input Mask property of a field?

Ans: The Input Mask property specifies a pattern for all data to be entered in the field. It makes data entry easier and controls the values to be entered in a field.

22. What is data validation? Mention its importance in a database.

Ans: Data validation is the process of checking the accuracy and quality of source data before using, importing or otherwise processing data.

Data validation is important to provides accuracy, cleanness, and completeness to the dataset by eliminating data errors from any project to ensure that the data is not corrupted. 

23. What is Indexed property of a field? What is the indexed value of a primary key? 

Ans:  The indexed property speeds up searching and sorting of records based on the values of that field. The primary key of a table is automatically indexed as 'Yes (No Duplicate)'.

24. What is meant by sorting records?

Ans: The arrangement of records in a table either in ascending or descending order based on fields is known as sorting record.

25. What is filtering records?

Ans: The process of viewing required data of a table that satisfy the specified criteria is known as filtering record.

26. What is a query? List any four uses of queries.

Ans: A query retrieves and displays information from a table or multiple linked tables based on specified criteria. Any four uses of queries are:

- To retrieve and display records including some fields or all the fields of a table or multiple linked tables.

- To sort the records of a table on the basis of a field or fields in specific order.

- To perform mathematical calculations on selected groups of records.

- To update or delete large volume of records all at a same time.

27. Why is a query called dynaset of a table?

Ans: Query is called a dynaset of a table because there is dynamic relationship between table and Query. It means when data in query are changed then the data in table will also get changed.

28. What is a form? List any two uses of forms.

Ans: Form is an important object of MS-Access that helps to create an interface for entering data in a table or more linked table.
Any two uses of form are as follows:
To enter data in data base

-                To view and edit data

29. What is a report? Write the importance of a report.

Ans: Report is an object of MS - Access that is used to design a ready-to-print document according to the user specifications.
The importance of report are as follows:
        - It helps to design the print view.

        - The desired layout cab be added