Logon to Access, Working with Queries Forms and Reports

All MCQ’s and fill in the blanks are of 1 mark each.

1. Multiple Choice Questions
1. What is a database?
a) Organized collection of information that cannot be accessed, updated, and managed
b) Collection of data or information without organizing
c) Organized collection of data or information that can be accessed, updated, and
managed
d) Organized collection of data that cannot be updated
2. Which type of data can be stored in the database?
a) Image oriented data video
b) Text, files containing data d) All of the above
c) Data in the form of audio or
3. What does a field represent in an MS Access table?
Justify your answer by explaining the importance of fields in database tables.
a) A single piece of data within a record
b) A collection of related records
c) A graphical representation of data
d) A complete entry in a table
4. What is the main purpose of a form in MS Access?
a) An interface to enter, view, and edit data easily
b) An interface to create and run SQL queries
c) An interface to generate automated reports
d) An interface to store large amounts of data permanently
5. In which of the following formats data is stored in the database management system
a) Image c) Table
b) Text d) Graph
6. Which of the following is not a function of the database?
a) Managing stored data c) Security for stored data
b) Manipulating data d) Analysing code
7. Which of the following is a function of the DBMS?
a) Storing data c) Data Integrity
b) Providing multi-users access d) All of the above
control
8. What does an RDBMS consist of?
a) Collection of Records c) Collection of Tables
b) Collection of Keys d) Collection of Fields
9. A computerised record keeping system that provides the users with efficient and
reliable methods of data retrieval.
a) File system c) DBMS
b) Powerpoint Presentation d) All of the above
 10. A database object that displays the selected data in a printable format
a) Query c) Report
b) Table d) Form
11. In MS Access, a _________ is used to combine data from multiple tables based on
related fields.
a) Relationship
b) Action Query
c) Crosstab Query
d) Forms
12. What is the maximum number of characters that can be used to define a field name?
a) 62 c) 32
b) 64 d) 8
13. Which datatype has the largest storage capacity?
a) Short Text c) Memo
b) Long Text d) Text
14. What is an object in Access?
a. A type of query
b. A program used to create databases
c. A container for related data
d. A type of spreadsheet software
15. What is a field in Access?
a. A type of report
b. A single piece of information in a record
c. A type of query
d. A container for related records
16. A field which stores unique values is termed as ___________________.
a) Secondary key
b) Foreign key
c) Primary key
d) All of these
17. Why would you want to create a report?
a. Reports allow you to export a table as an Excel file
b. Reports allow you to present tables and query results in an easy-to-read
format.
c. Reports make it easy to add records to a table.
d. Reports are used to add data collection fields to forms.
18. What is a relationship in Access?
a. A connection between two tables based on common fields
b. A macro that automates database tasks
c. An object used to display data in a user-friendly way
d. A report generated from a query result
19. What is sorting in Access used for?
a. To filter records based on certain criteria
b. To delete records from the database
c. To backup the database
d. To arrange records in a specific order
20. What is a filter in Access used for?
 a. To select a subset of records based on certain criteria
b. To rename fields in a table
c. To create a backup of the database
d. To arrange records in a specific order
21. What is the purpose of a wildcard character in a query?
a. To calculate a field based on the values of other fields
b. To represent any character in a search string
c. To sort records in ascending or descending order
d. To search for records containing a specific value
22. Suppose you run a query, and a dialog box appears asking you to enter a date. You are
most likely working with a ________ query.
a. date & time
b. parameter
c. totals
d. dialog
23. State whether true/false
a. In order to save changes to a database, you must save the objects individually.
b. Access only allows one sort per query.
c. A database can be shared with different group of users.
d. In a database, the details of a record once entered cannot be modifed.
24. Which of the following best describes a query?
a. A list of settings that controls who can edit the database
b. Data resulting from questions you ask of one or more tables
c. A formatted summary of data suitable for printing
d. A user-friendly interface for entering and viewing data
25. What is a record in Access?
a. A type of query c. A type of report
b. A container for related d. A collection of related
tables fields
26. Information is the processed and meaningful form of
a. Record c. Field
b. Data d. Relation
27. Which of the following field name is valid
a. Students’Name c. Passes!
b. Bio-data d. Photography

2. State whether the following are True/ False.

1. When you enter information into a form the data goes exactly where you want.
2. Forms and tables use different data.
3. An Access template helps in creating a complete database application, which is ready
to use.
4. Toggle filter button is located in the Sort and Filter group.
5. It is nit essential to specify a datatype for a field name.
6. A report is created exactly in the same way as forms are created.
7. A relationship works by matching a field with the same name in two tables.
8. Once a relationship is set, it cannot be deleted.
9. The sort property is used to filter the data either in an ascending order or descending
order.
3. Fill in the blanks (All questions carry 1 mark each)

1. Access is generally used to work with ________ databases.

2. _____________ are used for entering, modifying and viewing records
3. A ________________ is a database object that helps you to retrieve and view
information from one or more database tables.

4. You must set multiple criteria in a query using _____________________ property.

5. ________________ allows you to add and update data in a table, one record at a time.
6. A type of database object that provides user friendly interface to facilitate the data
entry process _________________.
7. _______________ are pre-built database that focus on a specific task.
8. A _________________ key is a sort of a check on the table that every record in the
table is unique.
9. The ______________ generate a sequential number, whenever a new record is added
to table.
10. Row of a table is called as _____________ and column of a table is called as
________.
11. _______________ collects the summarised data from one or more tables/ queries and
organise it in a printable format.
12. Aditi is creating a table to store Student’s details. Which property should she use for
the fields to ensure that they are not left blank during data entry?
13. ____________ query prompts you for input before it runs.
14. ____________ allows you to add and update data in a table, one record at a time.
4. Subjective Questions
1. Name any two of the popular database management systems in use. (1)
2. Which view allows more control over the table structure? (1)
3. What is a validation rule? (1)
4. Write any two differences between a file and a database? (2)
5. What do you understand by Criteria? Explain with an example. (2)
6. Shruti created a table of Employees in her organisation with 50 records. She must
show details of employees having salary greater than Rs.50000 to her boss. Suggest
the object of database which she can use and the criteria she must apply to show these
records. (2)
7. In how many ways can you work on a table in MS Access? Name them. Also explain
how you can switch to different modes.
(3)
8. Arrange the steps in order to create a database (3)
a) A new database will be created along with an empty table named Table1
b) Open MS Access from the start button
c) Choose a location to save the database
d) Click on the Blank Database option.
e) The fields tab is selected by default and a new tab of Table tools will be visible
f) Click on the Create button.
g) The Blank database window opens with a default name Database1.
9. A Bank Account table with following fields must be created in the Database namely
Bank. (3)
Field Name Description
Customer_Id The unique identifier for a customer
Account_Number The unique identifier for a customer
Account_Type The type of account(Current, Savings, etc.)
Date_Opened The date on which the account was opened
Balance The current balance of the account

Answer the following questions

a) Which field can be set as the primary key?
b) What will be the size of the Date_Opened field?
c) What will be the datatype of the field Balance?
10. Let's say our bakery wants to create a list of customer names and email
addresses for customers who pre-ordered an item and picked it up during the
month of December. The tables needed for the query are shown in this image. Aside
from First Name and Last Name, what fields must be added to the query? Select all
that apply. (3)

a. City
b. Pickup Date
c. Pre-Order
d. Email