CHAPTER 2 : ACCESS – CREATING A DATABASE

 

CHAPTER 2 : ACCESS – CREATING A DATABASE

D. Define the following terms

1. DATABASE

A database is a collection of data organized in a manner that allows easy access, retrieval, and use of that data

2. DATASHEET VIEW

Datasheet view is used when we need to create a table quickly consisting of few fields.

3. DATA TYPE

Data type defines the type of data that we can store in a field. Data entry is restricted to valid entries for the data type we choose.   

 

E. Differentiate between the following.

1. RECORD                           FIELD

A record is a row in a table that contains information about a given person, product, or an event.

A field is a column in a table that contains a specific piece of information within a record.

2. SHORT TEXT DATA TYPE                     LONG TEXT DATA TYPE

Short Text data type is a general-purpose field containing any data. It has a limit of 255 characters and cannot be used for numeric calculations.

Long Text data type has a limit of 63,999 characters. it is used for detailed or descriptive fields.

F. Answer in 1-2 sentence.

1. What is the use of Microsoft Access?

Microsoft Access is a Relational Database Management System (RDBMS) that allows us to create, manage, and process data in the form of multiple tables.

2. Why do we use templates in Access?

We use templates in Access because they include pre-built tables and forms that we can use to fill our own data very easily.

3. Why do we need a primary key?

We need a primary key to uniquely identify a record. Access also uses this key to relate records of a table to those of another table.

4. What is the use of default value in the properties?

The use of default value in the properties is to speed up data entry for fields that usually contain the same value by making that value as the default.

G. Answer briefly.

1. What is the role of tables in database?

In a database a table is used to organize information into rows and columns. It can be used to both store and display data.

2. Why should we specify validation rules while creating a table?

A validation rule is used to limit a field entry to meet certain criteria. By specifying validation rules we can ensure that the correct value is entered into the field. If the user makes an incorrect entry an error alert can reject the incorrect value and provide a warning message




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