Alexis Dominguez
BPC 110 MW 11:15
Access MC/TF Review Sheet
Chapter 1 and OFF53
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What is a database?
It is a structured set of data held in a computer
What is a record?
An individual piece of information that is put into access
What is a field?
An individual set of data that are the same type
What is the maximum number of characters allowed in table names?
The maximum number is 50
What is the purpose of the primary key?
To make sure the database is correct
What icon indicates a primary field?
A Primary Key, it is a golden key
What are the problems associated with redundancy?
It causes duplicate data at different locations which destroys the integrity of the database
List the steps to create a new database and save it to storage drive.
 Enter backstage mode
 Select blank database in the new gallery
 Click the browse button and type the name of the database in the File New Database box to change the
name
 Navigate to the desired save location and click okay
 Click create
What is a field data type?
A characteristic of a field that determines what kind of data it can store
How do you change field name?
 Open contacts table using the navigation pane
 Close all other forms and reports that may be open
 Select the field name and type in the new name
What is the maximum size of a field?
255 keystrokes
What view shows the table as rows and columns?
Datasheet view
What are navigation buttons?
Directs the user to a particular destination
How can a new record be added to an existing table?
Indicated by an asterisk for a new record
How are records ordered (ascending or descending) by the primary key field?
Descending
What happens when 2345 is entered into a field that has been set as currency?
A dollar sign will be automatically added
How do you move from one record to the previous record?
Click, use the arrow keys, use the row selector
How do you save records in Access?
Click Save Records instead of save database
How do you move from Datasheet view to another view?
Right click the tab and click design view
Access MC_TF Review.docx
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How do you correct errors in a table structure?
Backspace, delete
How do you delete a record?
You find the record on the side panel and press delete
What command do you choose to save a table structure?
You click save as
Which view (Datasheet or Form) can be used to add new records or change records?
Design view
Which view displays a single record at a time?
Database view
What’s the tab used to create a form?
The create tab
To create a report, which tab would you choose? And then?
Choose from the Create tab and then you click the Report button
How is backing up a database described? Accomplished?
Backing up a database is described as putting the database to a file on a hard disk or a high capacity removable
disk and is accomplished by opening the database, clicking file, save, and publish tab, save database as, save as,
then click the desired location and save
Access MC_TF Review.docx
Chapter 2
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What is a query?
Queries are simple questions, the answers to which are in the database
What is a criterion?
A standard that needs to be met by the data
What button is used to get the result to a query?
View
What view is used most of the time to create a query?
Datasheet View
What view is used to display the results of a query?
Design View
What are * and ? called?
* asterisk
? question mark
They are wildcards: symbols that represent any character or combinations of characters
How do the * and ? differ in their functions?
* represents any collection of characters
? represents an individual character
If you want to use a criterion for a query but you do not want the criterion to be included in the results, what
must you do?
 Click the View button to go to design view
 Click the Show check box for the City field to remove the check mark
 View the query results
What is a parameter query?
A query that prompts for input whenever it is used
What are comparison operators?
>,<,>=,<=, and not equal to: use if you want something other than a match
What is the difference between a compound criterion using AND and OR?
AND: each individual criterion must be true in order for the compound criterion to be true
OR: is true provided either the individual criterion is true
When you specify two sort keys, which one will be the major key?
The more important field
How do you clear the entries in the grid?
 Return to design view
 Hold the SHIFT key down and click just above the section you want to clear
 Press DELETE to clear the design grid
What command is used to omit duplicates from a query?
Use the property sheet
What is a top-values query?
Allows you to quantify the results
What happens when you join two tables?
Records are found in the two tables that have identical values in matching fields
When you enter an expression for a computed field, the field names must be enclosed in what?
An expression must be enclosed in square brackets
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Describe steps to export data to Excel.
 Click the Analyst-Client Query
 Click the External Data to display External Data tab
 Click the Exce button
 Pick the file you want to export
 Click the OK button
 Check the Save Export Steps box
 Click Save Export
What calculations can be made in Access?
Individual record calculation: adding the values in two fields
Group calculation: finding the total of the values in a particular filed on all records
What command do you select from the tab to add a totals row to the grid?
The Totals button
What is grouping?
Creating groups of records that share some common characteristic
What is meant by Group By in the Criteria row?
To indicate grouping in Access
What is a crosstab query?
Calculates a statistic for the data that is grouped by two different types of information
What are steps to organize the Navigation Pane?
 Click the Shutter Bar Open/Close button to open the Navigation pane
 Click the Navigation Pane arrow to produce the Navigation Pane menu
 Click Tables and Related Views to organize the Navigation Pane by table rather than by the type of
object
o Click the Navigation Pane arrow to produce the Navigation Pane menu
o Click Object Type to organize the Navigation pane by object type
Access MC_TF Review.docx