Chapter 1 Flashcards
Database
organized collection of integrated and related tables.
database management system (DBMS)
software that enables you to create a database; manage the data in the database by adding, deleting, and updating records; sort and retrieve data; and create queries and reports relating to that data. In this book, you learn about Microsoft Access, the leading PC-based DBMS software application.
Relational database
the data are organized into a collection of related tables
hierarchy of data
used in relational databases. In Access, the hierarchy is organized from the smallest to the largest grouping of data.
Field
a collection of characters that describes one aspect of a business object or activity—a single unit of data. Examples: Date Enrolled, Student First Name, Student Last Name, Student ID
Record
A collection of related data fields. Examples: All of the fields for one student stored together.
Table
A collection of related records. Visually, you see the table containing rows and columns. Each row is the equivalent of a record. A row contains many different columns or fields. Example: A record for each of the students at the university stored together.
Database
A collection of integrated and related tables. An example is the collection of the student, faculty, and course tables for the entire university. Another example of how this hierarchy works for a database that a university might use is shown in Table 1-1.
Navigation Pane
Lists each object in your database application
Status Bar
Displays at the bottom and contains information about the currrent database or database object if one is open.
In Access, what is the Ribbon?
Contains 5 primary tabs: File, Home, Create, External Data, and Database Tools. (Depending on configuration - may see 6th tab - Add-Ins) It provides the common office functions - copy, paste, and file management. It also has unique features associated with Access. Like Tell Me help feature - enter text in the “Tell Me search box” and Access displays command options to take you directly to the action you want to perform.
Contextual tabs
In Access, these tabs become available when working on different tasks.
Objects
Components - Tables, forms, reports, and queries.
Your database must contain at least how many tables
One
Table
Stores data records. Once a table is created, you can begin entering data. Create a separate table for each type or grouping of information. When you view data in a table, it appears in a tabular format, very much like a spreadsheet.
Query
Used to find data in your database. Queries enable you to specify criteria to locate specific records. They can also be used to perform actions such as updating or deleting records.
Report
Used to view and print the data in your database. Reports enable you to create a formatted, and more professional, way to view and print the contents of your database.
Macros & Modules
Two additional objects found in Access. They enable you to add functionality to the forms and reports in your database. Example: Add a button to a form and tell Access what action to perform when an event happens to that button (clicking a button or moving the pointer over a button)
Shutter Bar Open/Close Button
Contained in the top bar on the Navigation Pane. It opens and closes the pane.
Function of F11
Opens and closes the Navigation Pane
Groups
How objects are displayed in the Navigation Pane. It can be expanded or collapsed.
Expand/Collapse
Arrow located to the right of the group name to change the current display.
Navigation Menu
Used to customize what displays in the Navigation Pane & the way objects are organized.
Category
The highest organizational level in the Navigation Pane.
What are the standard categories on the Navigation menu
Custom - Groups objects based on custom categories you create.
Object Type: Groups objects on the basis of their type.
Tables and Related Views: Groups different objects according to the tables on which they are based.
Created Date: Groups objects on the basis of the week associated with the date they were created.
Modified Date: Groups objects on the basis of the week associated with the date they were last modified.
What does the bottom half of the Navigation menu do?
Enables you to filter by a specific group within that category. Allowing you to limit the objects that are displayed in the Navigation Pane.
Blank Database
Create all the tables and other objects that are needed. Access automatically creates one new table and opens that able in Datasheet View.
How to Create a Blank Database
File, click New or (Ctrl+N), select Blank database. Type file name in the File Name box. Click the Browse for a location to put your database button to a select the location on your computer or USB drive to save the database and then click ok. Click the Create button.
Data Type
Each field in a database must be assigned a specific type because it determines which properties can be manipulated and how that field can be used.
Short Text
Access Data Type. Used to store alphanumeric data (text, or combinations of text and numbers). Also, used to store numbers that are not used in calculations, such as phone numbers. Max length is 255 characters.
Long Text
Used to store longer than 255 characters or text containing rich-text formatting. The max length that displays is limited to the first 64,000 characters.
Numbers
Used to store numbers that are used in mathematical calculations. Can be positive or negative. Seven field size choices are available for the number data type which determine the range of possible values and amount of storage space required.
Large Number
Used to store integer numbers ranging from −9,223,372,036,854,775,808 to 9,223,372,036,854,775,807. Compatible with the BigInt data type in SQL databases. Note: An Access database that uses the Large Number data type cannot be opened by a version of Access lower than Access 2016 version number 16.0.7812.`1
Date/Time
Used to store dates and times.
Currency
Used to store numbers representing currency values. This type does not allow rounding off during calculations. Accurate to 15 digits on the left side of the decimal point and four digits on the right side.
AutoNumber
Used to instruct Access to insert a unique number each time a new record is added. Choose sequential (increments by 1) or random numbers. The field value cannot be updated after the record is created. If a record is deleted, the AutoNumber value is not reused. Only one AutoNumber field, with a Field Size of Long Integer, is allowed in each table.
OLE Object
Used to display OLE objects (spreadsheets, documents, pictures, sounds) that were created in other programs.
Hyperlink
used to store a hyperlink to anotherfile or web page.
Attachment
Used to attach pictures, images, and Office files.
Calculated
Used to store the results of a calculation. Typically, the equation references fields in the same table.
Lookup Wizard
Technically, this is not a data type. It is used to convert your field into a combo box that enables you to choose a value from another table or from a list of values
field properties
The description of each field
