Access Flashcards
What is DBMS
database management system
What will DBMS allow you to do
allows you to create different tables within that database allows you to manipulate and control data and reduce redundant information
what’s a database
collection of data information collected for business purposes or personal uses like file folders
what does a database allow a user to do
enter information, analyze data, access data, then inspect data
a database maintains information about various types of:
- Objects (inventory, products selling)
- Events (transactions and sales)
- People (employees, customers, suppliers, etc)
- Places (distributor, warehouses, etc.)
What are Microsoft’s access advantages
- cannot be accessed without password
- tablet friendly
- easy to install
- easy to use
- import data
- create validation rules
- helps decrease redundancy
disadvantages of Microsoft access
- not made for mac
- multi user
- changes can be made by other users
what are the 5 primary functions of DBMS
- creating a database and fields creating tables, and creating relationships between table
- easy to ass records and easy to delete and change the viewing of records
- query allows you to pull out information if needed
- built in reports can create reports for viewing
- security (protection and lock features, like password protection)
What is backstage view?
allows you to open new databases, create, save and save as databases
Navigation Pane
stores all of the objects you create and save (tables, forms, queries, and reports)
Whats another name for a table?
entity
what’s stored on a table
a table has a person, place, or things, transactions and events
table consists of rows called data separated by fields that are stored in columns
whats a field
considered a characteristic of a table, field and attribute are the same thing
datasheet view
shows front side of it and the data
design view
you can modify, setup and design tables
description
is optional and should be added when its not clear what you’re trying to describe
field names
broken down into simple, composite, single, multi-value, stored vs. derived, Null
Simple
cannot be broken down any further (like names phone numbers)
can only have one of it (like social security numbers, drivers license numbers, UIN, mac address)
Composite
can be broken dow into smaller field names (like addresses)
Multivalue
can have more than one (bank account, degree, car)
Stored vs. derived
take one fixed value by using another value to find the answer
Null
something that is not valid or doesn’t have NA (something not everyone has like a phone number)
What is a record
a unit of information each record needs to be unique, shouldn’t have duplicates, blue means its highlighted
what is a primary key
HAS to be unique to only the table can change it
What is a foreign key?
ID that is in another table but is not a primary key for that table meant to create relationship between 2 tables
What are the primary key rules?
what is a field description?
should identify field name and attribute
field size
limit letters, numbers, signs, etc. to have your data all the same size
input mask
makes sure the formatting is all the same throughout
default value
inputting a value that will automatically start at a certain value
validation rule/ validation text
allows you to set rules and text to make sure the criteria is met and can be inputted into the table
forms
used to enter information, modify information, and used for viewing the records, need to use a meaningful title
how to design a form
needs to meet the needs of the people that are going to be using it, simple concise visually appealing needs to be user friendly and readable and consistent through out
where does information go when entered
goes into the table its based off of automatically stored in the table and goes as last record
form view
allows you to view the form
layout view
allows you to view the form with the information in it , make changes with the text data in it
design view
background view of it without data in it
what is a form wizard?
Allows you to go through and add the fields that you want.
what does ### mean?
means too much data in the cell
what happens when a record is deleted?
what is a report used for and how is it created?
for managerial reasons can be generated from queries and tables, can be in paper form
what are the different views?
design view
design view
shows you the text box label, time and date is always on the right side of the page, and
queries
allows you to select data allows you to find information ad extract it allows you to ask questions is a way of compiling the data
query wizard
allows you to go through and add fields you want and edit
query design
go into backstage view then add tables and make changes is the preferred method
what is criteria and how is it used?
to limit search
when are numbers signs used?
when using data, number signs are automatically used
run icon
allows you to view the data
comparison operators
typically used with numbers and dates they are: <,>,=
logical operators
allow you to meet conditions of combining 2 more comparison operators by using and or
Like
matches text values by using wildcards
between
determines if a number or data is within a range
In
determines if a value is found within a set of values
what is a wild card character
means it will go and find all the numbers that start with ex. 75
? means it will find all words that start and end with the letters entered
making queries
make sure you spell everything correctly
make sure to use whats being asked
third only use fields that need to be showed
make sure the data is up to data and correct
criteria
used for returning specific information from the query that is being created to get a result
