Computer Science
Chapter-2
ACCESS: CREATING A DATABASE
Solved Textual Exercise
- Fida Nissar K
D. Define the following terms.
1. FIELD NAME: There must be a unique name for each field in the
table. For example, in the Students' Detail table, the field names
are Student-ID, Name, Class, Transportation, and Fees.
2. DATA TYPE: Each field has a data type that defines what you
can store in it. Data entry is restricted to valid entries for the
type you choose. For example, you cannot enter letters in a
field set to “Number”.
3. DESCRIPTION: You can enter detailed description of all the
fields within the table.
4. VALIDATION RULE: A Validation rule is used to limit a field entry
to meet certain criteria, By Validation Rules, you can ensure
that the correct value is entered into the [Link], the user
makes an incorrect entry, error alerts can stop the user and
provide a warning or just provide information.
E. Differentiate between the following.
1. Record and Field.
Record: A record is a row in a table that contains information
about a given person,product or an event.
Field: A field is a column in a table that contains a specific
piece of information within a record which infact, is the
smallest unit of data.
2. Datasheet View and Design View.
Datasheet View: In this view, Access assigns general names to
the fields, such as Field1, Field2, and so on. So you can create a
table by adding new fields simply by typing the field names into
the column-heading placeholders. Hence it is useful when you
need to create a table quickly consisting of few fields.
Design View: If you want to have greater control on your table’s
structure, then you can make your table in Design View. Here,
you can describe the structure of the table before creating it.
You enter own field names and descriptions, and can choose
your own data type to associate with each field.
3. Text Data Type and Memo Data type
Text Data Type: This is a general-purpose field containing any
data. It has a limit of 255 characters and cannot be used for
numeric calculations. Use this type for numeric entries that will
not have calculations performed on them, such as telephone
numbers and ZIP codes.
Memo Data Type: This type has a limit of 63,999 characters;
used for detailed, descriptive fields.
F. Answer in 1-2 sentences.
1. What is Microsoft Access?
Ans: Microsoft Access is a Relational Database Management System
(RDBMS) that allows you to create, manage, and process data in the
form of multiple tables. Each specific piece of information in a table
is known as a value. A value is located at the intersection of row and
column.
2. Why do we use templates in Access Tables?
Ans: You use templates when you want to create a database which
consists of pre-built tables and forms in which you can fill your own
data.
3. Why do we need a primary key?
Ans: A Primary key is a key that differentiates the records in a file.
The data stored in the key field is unique to a specific record.
In each new table that you create, you have to set one field as the
primary key. Access uses this key to relate records of this table to
those of another table. A student record, for example, would use the
GR Number as a key field because it uniquely identifies each student.
4. What is the use of default value in the properties?
Ans: You can speed up data entry for fields that usually contain
same value by making that value as the default. For example, if 90%
of students take Kathak as dance, you can make Kathak the default
value in the Dance field.
G. Answer Briefly.
1. What is the role of Tables in Database?
Ans: In MS-Access, a database consists of a collection of tables
organized in rows and columns. These tables store all the data.
Without tables, we can't store data or information in Access
Database.
2. Name the different data types in Access.
Ans: The different data types available in Access are Text, Memo,
Number, Date/time, Currency, Auto Number, Yes/No, OLE Object,
Hyperlink, Lookup Wizard, Attachment, and Calculated.
3. Name the different Field Properties of a database.
Ans: The different field properties in a database are Properties
Pane,General Tab,Lookup Tab,Drop-down list,Property Information,
and Yes/No Properties.
4. What do you mean by changing the field size?
Ans: The default field size for a field with a data type of text is 255
characters. You can change this size in the range from 0 to 255
characters.
5. Why should we specify validation rules while creating a table?
Ans: We should specify validation rules while creating a table so that
we can give a condition against a field or a certain limit to the field.
We can ensure that the correct value is entered into the [Link] the
user makes an incorrect entry, error alerts can stop the user and
provide a warning or just provide information.
(Reference Pages: 19, 20, 23, 24, 25, 28-32)
************************************************************************