Jiwan Excel with Computer -8

             Chapter - 3 

         Tables in Ms - Access 

Assessments

1.Multiple-choice questions:

Tick (✔) the correct answer. 

 a. A tabular database in which data is defined.

- **(i) Relational Database**

b. A list of recently opened files appears on which edge of the window below the file tab?

- **(iii) Left**

c. To display or hide the navigation pane, which toggle key is pressed?

- **(ii) F11**

d. It defines the table structure before creating the table.

- **(i) Design view**

e. It stores a unique number for each row.

- **(ii) AutoNumber**

f. It shouldn't contain meaningful information.

- **(iii) Primary Key**

2. Fill in the blanks:

a. MS-Access is a program for creating a database to store **structured** and **unstructured** data.

b. Access automatically assigns the **.accdb** extension to all database files.

c. A **security** warning appears while opening a database that is not trusted.

d. We can create a primary key on multiple fields by clicking on the **primary** key and the **row** selector of the field.

e. Memo is the same as the text data type with an upper limit of **65,536** characters.

f. The **Field Properties** tab contains all the properties of our fields.

3. State True or False:

a. Database software doesn't help us to add or change data in the database. **(False)**

b. Multiple databases cannot open at once. **(False)**

c. In design view, the window is divided into two panes. **(True)**

d. Access has a number of data types depending on your need. **(True)**

e. The Text data type has a limit of up to 255 characters. **(True)**

f. Clicking on the 'refresh button' helps to see the edited source data. **(True)**

**Very Short Answer Questions:**

a. **Define Database.**

   - A database is an organized collection of data stored electronically, enabling efficient access, management, and manipulation.

b. **What is database software?**

   - Database software is an application used to create, manage, and interact with databases, allowing data storage, querying, and updates.

c. **What is the use of the navigation pane?**

   - The navigation pane helps users access and organize database objects. **Security warnings** appear when opening files from untrusted sources or with potential risks.

d. **When does a security warning appear?**

   - A security warning appears when opening a database file that is not from a trusted source or contains potentially unsafe elements like macros.

e. **Define Primary Key.**

   - A primary key is a unique identifier for each record in a table, ensuring that each record is distinct and accessible.

f. **Name any three data types of MS-Access.**

   - Text, Number, Date/Time.

**Long Answer Questions:**

a. **What is a relational database? Explain the purpose of creating a table in design view.**

   - A relational database organizes data into related tables using common fields. Creating a table in design view allows precise structure definition, including field names, data types, and constraints, ensuring proper data organization and integrity.

b. **Explain with steps how to create a new table in design view.**

   - Open MS-Access, go to the "Create" tab, select "Table Design," define fields and data types, set properties, and save the table by naming it. This process helps structure data effectively.

c. **How many data types are used in MS-Access? Explain each with their functions.**

   - MS-Access includes several data types: Text (short text), Memo (long text), Number (numeric calculations), Date/Time (dates and times), Currency (financial data), Yes/No (Boolean values), AutoNumber (unique identifiers), OLE Object (binary data), and Hyperlink (web links).

d. **Explain how to set the field's format in MS-Access.**

   - To set a field's format, open the table in Design View, select the field, go to the "Format" property in Field Properties, choose or enter a format, and save the table to apply the formatting.