STEP INTO ACCESS CLASS VII

 

A. Tick the correct option

1. Which property changes the name of the field?

   • Answer: b. Caption

     (Note: The Caption property specifies a descriptive label for a field in datasheets, forms, and reports.)

2. Which component of Access gives the data of the table in printed form?

   • Answer: c. Report

3. Which property of Access helps to restrict the entry of value in the field?

   • Answer: b. Validation rule

4. Which database creates a relation between different tables?

   • Answer: a. Relational

5. Which data type allows to store Email IDs?

   • Answer: b. Hyperlink

B. Fill in the blanks

1. View button helps to navigate from one view to another.

2. Required property makes it mandatory to enter a value in the field.

3. Primary Key uniquely identifies a record in the table.

4. Validation rule can be used to set restrictions on the values that can be entered in a field.

5. Query retrieves the data from the table based on a specific criteria.

Here are the solutions to the exercises presented in the image:

C. State True or False

1. A database cannot have more than one table.

   • Answer: False (A relational database can contain multiple tables linked by relationships).

2. Primary key cannot contain a null value.

   • Answer: True (A primary key must uniquely identify every record and cannot accept null/empty values).

3. The sequence generated by AutoNumber cannot be changed.

   • Answer: False (The starting value or seed of an AutoNumber sequence can be modified using specific queries or database tools).

4. Currency data type allows you to store monetary values and numeric data.

   • Answer: True (The currency data type is specifically designed for monetary values and supports calculations).

5. The columns in a table are called records.

   • Answer: False (Columns are called fields, while rows are called records).

D. Write the validation rules for the following criteria

1. Field Address should not have city name 'Ghaziabad'.

   • Validation Rule: Not "Ghaziabad" (or Not Like "*Ghaziabad*")

2. The field roll no. should not have any duplicate value.

   • Validation Rule / Property: Set the field as the Primary Key or set the Indexed property to Yes (No Duplicates).

3. The field DOB should be mandatory for all to enter.

   • Validation Rule / Property: Set the Required property to Yes or use the rule Is Not Null.

4. The age field should not contain the value >May 2020.

   • Validation Rule: <= #5/31/2020# (assuming the field stores dates) or <= "May 2020".

5. Field product category can only contain values: 'Durable' and 'Electric'.

   • Validation Rule: "Durable" Or "Electric" (or IN ("Durable", "Electric"))

E. Answer the following questions

1. Define a database.

   • An organized collection of structured information or data stored electronically in a computer system, allowing easy access, management, and updating.

2. What is the benefit of using a database?

   • It reduces data redundancy, ensures data consistency and integrity, improves security, allows multiple users to share data, and enables fast data retrieval.

3. Define primary key.

   • A primary key is a unique identifier for a record in a table. It ensures that no duplicate rows exist and does not permit null values.

4. What is the significance of data types?

   • Data types specify what kind of value can be stored in a field (such as text, number, or date), ensuring proper memory allocation and data integrity.

5. Describe short text data type.

   • The Short Text data type stores alphanumeric characters, including letters, numbers, and symbols, with a default maximum length of 255 characters.

6. What are the different components of Access?

   • The four main components (objects) of MS Access are Tables, Queries, Forms, and Reports.

7. Explain the different field properties that are used in Access.

   • Field Size: Controls the maximum size for text or numeric data.

   • Format: Determines how data is displayed on the screen.

   • Input Mask: Helps format data entry by providing a template.

   • Caption: Sets a label to display instead of the field name.

   • Default Value: Automatically enters a specified value into a new record.

   • Validation Rule: Restricts the values that can be entered into a field.

   • Validation Text: Displays a custom error message when a validation rule is broken.

   • Required: Specifies whether a value must be entered into the field.

   • Indexed: Speeds up searches and sorts, and can prevent duplicates.

8. What are the differences between Number and AutoNumber?

   • Number: Used to store numeric values that can be entered manually and used in mathematical calculations.

   • AutoNumber: Automatically generates a unique sequential or random number for every new record inserted into the table.

9. Write the difference between validation rule and validation text.

   • Validation Rule: The condition or expression that incoming data must satisfy to be accepted.

   • Validation Text: The warning message shown to the user if the data violates the defined validation rule.

10. Describe Format, Decimal Places and Caption field properties.

    • Format: Defines how the data appears visually in datasheets, forms, and reports.

    • Decimal Places: Sets the number of digits to display to the right of the decimal point for Number or Currency fields.

    • Caption: Specifies an alternative, user-friendly display name for the field in views, forms, and reports.