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Centre for
Foundation Studies
FDN1116 Computer
Applications (Theory)
Microsoft Access 2012 | Work-Book ver 1.1
Ms Access
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Part A : Definition
(a) Primary Key
(b) Foreign Key
(c) Data types
(d) Field Size
(e) Datasheet view
(f) Design view
(g) Navigation buttons
(h) Keywords
(i) Metadata
(j) Criterion
(k) Sorting
(l) Data integrity
(m) Table Relation
(n) Grouping
(o) Simple Query Wizard
(p) Crosstab Query Wizard
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Part B : Multiple Choice Question
1. In a ____ database such as those maintained by Access, a database consists of a collection of
tables, each of which contains information on a specific subject.
a. dynamic
b. relational
c. static
d. linked
2. A unique identifier also is called a(n) ____ key.
a. important
b. first
c. secure
d. primary
3. Each field has a data ____, which indicates what can be stored in the field.
a. type
b. property
c . tag
d. flag
4. A field with the ____ data type can store a unique sequential
number that Access assigns to a record. Access will increment the number by 1 as each new
record is added.
a. AutoField
b. AutoNumber
c. AutoRecord
d. AutoProperty
5. Fields whose data type is Number often require you to change the field ____, which is the
storage space assigned to the field by Access.
a. size
b. width
c. depth
d. length
6. The ____ contains a list of all the objects in the database. You use this to open an object.
a. Start menu
b. Status bar
c. Navigation Pane
d. Access Pane
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7. You work on objects such as tables, forms, and reports in the Access ____ area.
a. report
b. datasheet
c. table
d. work
8. ____ orientation means the printout is across the height of the page.
a. Landscape
b. Portrait
c. either a. or b.
d. neither a. nor b.
9. Database ____, also known as metadata, can include such information as the file’s
author, title, or subject.
a. tags
b. flags
c. fields
d. properties
10. The simplest approach to recovery involves periodically making a copy of the database
(called a ____ copy or a save copy).
a. vault
b. restore
c. backup
d. archive
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Part C : True / False Statements
1. A record contains a specific piece of information within a field.
2. The determination of database requirements is part of a process known as systems
development.
3. Access 2010 has a number of reserved words, words that have a special meaning to
Access.
4. You cannot use these reserved words as field names.
5. The most common type of relationship you will encounter between tables is the many-to-
one relationship.
6. Redundancy means storing the same fact in more than one place.
7. The Status bar, located at the bottom of the Access window, presents information about
the database object, the progress of current tasks, and the status of certain commands
and keys; it also provides controls for viewing the object.
8. Database users typically use standard guidelines for naming tables
9. To change the default printer that appears in the Print dialog box, click File on the Ribbon,
click the Print tab in the Backstage view, click Print in the Print gallery, then click the Name
box arrow and select the desired printer.
10. When importing data, you have two choices. You can create a new table or add the
records to an existing table.
11. Report view allows you to make changes, but it does not show you the actual report.
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Part D : Label the diagram
D1
D2
D3
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Part D : Short Questions
1. In a relational database table relations are created to prevent redundant data. The table Books as described in DBDL below consists of the following data fields;
Books (ISBN, Book_Title, Author, Year of Publication, Price, VendorID, Publisher, Phone_No., Address, Zip_Code)
(i) Why do you think the table above will create redundant information?
(ii) Given the table above identify a new table to split the details above into table Publisher. Fill in the following table with the appropriate details;
3. Name the FOUR (4) types of form / report layouts made available in access. 4. State the difference between form view and layout view. 5. Write the query criteria to:
(i) retrieve the records where the destination name start with character ‘Q’.
(ii) retrieve the records where the student name contains letters ‘ae’.
(iii) display the names of countries ie. French Guina, French Metropolitan, French
Polynesia and French Southern Territories
6. List any TWO (2) types of query in Access.
7. Briefly explain the Format Property and Input Mask Property in Access table
8. Briefly explain the Validation Rule Property and Validation text Property in Access table
9. Differentiate the following
(i) Primary key and Foreign key
(ii) Form and Report
(iii) Table and Query
(v) Datasheet view and Design view
(vi) Field name and records
(vii) Datatype and properties
Field Data Type Description
Vendor_ID Book vendor supplier to each publisher
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10. Briefly explain each of the following data types
(i) Autonumber
(ii) Number
(iii) Text
(v) Memo
(vi) Currency
(vii) Yes/No
(viii) Data/Time
11. Briefly explain each of the following table properties
(i) Field size
(ii) Format
(iii) Decimal
(v) Input mask
(vi) Caption
(vii) Required
(viii) Validation rule
(ix) Validation text
(x) Default
12. Briefly explain each of the following input Mask’s properties
(i) 0
(ii) 9
(iii) #
(v) L
(vi) ?
(vii) A
(viii) a
(ix) &
(x) C
(xi) <
(xii) >
(xiii) !
(xiv) \
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Part E : Fill in the Blanks
1) Microsoft Access is a _____________database.
2) In Access table, a column also called __________.
3) In Access table, a row is also called _____________.
4) Data source of a form can be either table or ______________.
5) _________view allow users to view the sql command of a query.
6) _________is the rule to restrict or validate the data entered in to a field of table.
7) _________property of a field is to control to input of data.
8) ________property of a field is to control the display style of data.
9) When creating a relationship between two tables, there are 3 option for the user to choose,
which are __________________, __________________, ___________________.
10) ________________ is a step by step guide to create a table.
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PART F: Case Scenario
F1
Tables below store the data of a college. Study the below tables and answer the question
accordingly.
Department table
Dept Code Dept Name
1001 Information Technology
2001 Graphics
3001 Business
Course table
Course Id Course Code Dept Code
C1011 Computer Science 1001
C2021 Information Technology 1001
C3111 Graphics Design 2001
C3112 Logo Design 2001
C6023 Electrical Engineering 3001
C6068 Water Engineering 3001
Student table
Student Id Student Name Enrolment Date Course Id
1093 Liliy 16-Apr-2011 C1001
1080 Alfred 12-Apr-2011 C1001
1060 Wilson 20-August-2011 C6023
1020 Thomas 22-August-2011 C6023
1010 Josh 02-August-2011 C6068
Base on the above scenario, answer the following questions:
i. Identify the primary key field for each table.
ii. Draw the diagram to show the possible relationship of these table.
iii. What are the datatype for Dept Code, Dept Name in Department table.
iv. Can we used text datatype for Dept Code field in Course table if the Dept Code in Department table is Number.
v. Suggest the appropriate field size for Course id.
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F2
Based on the table below, define the following queries and its output.
Advertiser table
Ad_No Ad_Name Address ZipCode Tel Balance Amount_Paid Agent_No
A228 Adman’s
music
47 Berton 19363 555-0909 $90.00 $565.00 26
B103 Barbecue
Joint
483
Cantor
19363 555-8990 $185.00 $825.00 29
C048 Chloe’s
Salon
10 Main 19362 555-2334 $0.00 $375.00 29
C135 Creative
Toys
26
Jefferson
19362 555-1357 $130.00 $865.00 32
D217 Dog
Groomers
33 Maple 19362 555-2468 $290.00 $515.00 26
G346 Gold’s
Clothes
196
Lincoln
19364 555-3579 $0.00 $805.00 29
M321 Meat
Shoppe
234
Magnolia
19363 555-6802 $215.00 $845.00 29
P124 Palace
Theatre
22 Main 19364 555-8024 $65.00 $180.00 26
S111 Suds n
Spuds
10
Jefferson
19365 555-5791 $465.00 $530.00 32
W456 Western
Water
435
Oaktree
19363 555-7913 $105.00 $265.00 26
Agent table
Agent_No Last_Name First_Name Address City ZipCode Comm_
Rate Commission
26 Febo Jen 57 Barton Crescent 19111 0.09 $6500.00
29 Martinson Kyle 87 Pearl Newton 19124 0.08 $6250.00
32 Rogers Elena 45 Magret San Luis 19362 0.09 $7000.00
(i) (ii)
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(iii) (iv)
(v) (vi)
(vii) (viii)
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(ix) (x)
(xi)
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References
Shelly, G.B. & Vermaat, M.E (2011). Microsoft Office 2010 : Introductory. Course Technology,
Cengage Learning.
Pasewark, W.R., Pasewark S.G., Pasewark Jr., W.R., Pasewark, C.D., Stogner, J.P., Wadsworth, B.P., Bunin, R.B., Evans, J., Pinard, K.T. & Romer, R.M. (2011). Microsoft Office 2010 : Introductory. Course Technology, Cengage Learning.
AGI Training Team. (2011). Microsoft Office 2010 : Digital Classroom. Wiley Publishing, Inc.
Revision History
Date Version Description Author 11.09.2012 1.0 Initial version Menaka Sivapalan
Lim Fung Ji
26.21.2012 1.1 Added definitions, short questions and case studies
Cheang Kah Wai, Alvin