Database Flashcards
What is a database?
A database is a collection of related data or information.
Give five examples of commonly used databases.
Address banks, dictionaries, encyclopedias, library card catalogs, record of stock, customers data, patient data, student data, employee data, telephone directories.
What are the two types of databases?
Manual and electronic databases
What is the difference between the two types of databases?
In a manual database information is usually stored on paper which is stored in filing cabinets and in an electronic database information is stored in an electronic format and that data can be accessed using a computer.
What is another name for database software?
Database management system.
Disadvantages of manual databases?
1) large amounts of storage space are needed for filing cabinets
2) Folders can easily be misplaced
3) Information cannot be accessed from a remote site
4) Data may unnecessarily be duplicated in more than one file
5) Difficulty in cross-referencing data retrieval of information is slow
Advantages of Database Management Software?
1) easy to retrieve and update data
2) data can be shared by authorized users of the organization
3) it is useful for storing, updating and preserving data
4) they provide a standardized interfaced for working with tables, queries and reports
5) users can create reports very easily and quickly
6) There is no duplication of data
Steps in starting Microsoft Access?
1) Click on the start button
2) Go to ‘All Programs’
3) Press ‘Microsoft Office’
4) Click ‘Microsoft Access’ or double click on the ‘Access’ icon
True or False: A Microsoft Access database consists of one or more objects
true
What is an object?
an object is an option you can select and manipulate
Give four examples of database objects and define them
1) Tables- a table is a collection of information about a specific subject or purpose
2) Query- a query asks a question of data in a table and finds records matching the specified criteria
3) Form- a form displays or accepts entry of data one record at a time
4) Report- a report summaries of information in a table
What is a table in a database?
a grid that stores related data in rows and columns
What is a field?
a field is an area reserved for one piece of individual data in a table
What is a field name?
the title assigned to a field
What is a record?
a group of related fields pertaining to one person, place or thing
What is a file?
the collection of related records
What are the columns in a database table called?
fields
What are the rows in a database table called?
records
Name all the data types and what they’re used for?
1) Text- words, symbols & numbers that don’t require mathematical calculations
2) Number- numeric data used in calculations
3) Memo- large amount of text
4) Currency- numeric data with a dollar sign
5) Date/Time- date and time values
6) Auto Number-
7) Yes/No- two or more possible values
8) OLE object- items such as a word document or picture linked
9) Hyperlink- text used as link
Define relationship
a relationship is a link/connection made between two or more tables
Reasons for establishing relationships between databases?
1) they help avoid duplication
2) They make queries easier to created
3) they allow data to be accessed faster
4) they help you create informative and useful reports
Define ‘Primary key’ and give one example
a primary key is an attribute that is unique to each record
eg. an id number
Name the four types of relationships
one to one
one to many
many to many
many to one
Define ‘query’ as a verb
the action of retrieving data from your database
What are two other names for a query?
a filter/ search
Reasons for using a query?
Makes it easier:
1) View, add, delete or change data in your Access database
2) Find specific data quickly by filtering on specific criteria
3) Calculate or summarize data
4)Automate data management tasks
What are the four types of queries?
1) Select query
2) Delete query
3) Update query
4) Append query
What does a select query do?
this type of query is used to find out and display a subset of data
What does a delete query do?
it is used to delete a record or sets of records
What does an update query do?
it is used to edit or update the data in a group of records
What does an append query do?
used to run a query and insert the results at the end
A select query can later be converted to an ______ query
action
Name the two types of query designs
Design View & Simple Query Wizard
Which type of query design allows you to only choose a table and fields
the simple query wizard
If you wish to add criteria or sort , you will need to go to which query design?
Design View
A query can be sorted in two orders, name them
ascending or descending order
What allows you to add fields to the grid?
the Show Checkbox
Which data type should be used with a store ID?
auto number
Which data type should be used with your first or last name?
text
Which data type should be used with your address
text
Which data type should be used with your city
text
Which data type should be used with a phone number
text
Which data type should be used with a DOB
date/time
Which data type should be used with a ID pictures
OLE object
Which data type should be used with a Instagram link
hyperlink
Which data type should be used with stock prices
currency
