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Access > Midterms 2 > Flashcards

Midterms 2 Flashcards

1
Q

Record

A

A set of field values. A row.

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2
Q

Primary Key

A

A field or a collection of fields that uniquely identifies each record in a table. Should be unique, minimal, and static.

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3
Q

What is a good example of a good primary key option

A

SS#

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4
Q

Foreign Key

A

A field or a collection of fields in one table in which each field value must match the value of the primary key of some table or must be null

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5
Q

Referential Integrity

A

The constraint specifying that each nonnull foreign key value must match a primary key value in the primary table

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6
Q

Referential Integrity Rules

A

You can;t add a row containing an unmatched foreign key value and you can’t change or delete a primary key

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7
Q

Entity Integrity

A

The constraint that says that the primary key can’t be null. For a composite key, none of the individual fields can be null.

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8
Q

Domain Integrity

A

A rule you specify for a field. Ex: when you choose a data type you impose a constraint on the set of values allowed for a field

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9
Q

Domain

A

A set of values from which one or more fields draw their actual values

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10
Q

Lookup Field

A

Lets the user select a value from a list of possible values. You can set the field to only allow values that you specify (That the user can select or from a related table)

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11
Q

Lookup Wizard

A

Used to create a lookup field and hide columns, select what it displays, select how the values are sorted, and select what is sorted in the field

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12
Q

Where can you find the lookup wizard

A

In the data type section of the field in design view

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13
Q

Parameter Query

A

Displays a dialogue box that prompts a user to enter one or more criteria values when the query is run

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14
Q

What would a parameter query used for a report based on a time frame between certain points look like?

A

[Enter a start date] [Enter an end date]

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15
Q

What happens if you misspell criteria or press ok without entering criteria in a parameter query prompt?

A

You will get a datasheet without results (blank. No records)

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16
Q

Why would you get a prompt in a query that is not a parameter query and how do you fix it?

A

If you misspell a field name in a calculation. Fix the calculation to get rid of the prompt

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17
Q

Write a pattern match criteria that will diaply results if a user only enters a letter or doesn’t enter anything

A

Like “” & [Please enter a city] & “”

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18
Q

=

A

An exact Match. (optional, this is Access default

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19
Q

Comparison operators

A

<>, =, , <=, >=, Between…And, In, Like

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20
Q

How would you write a Between…And

A

Between 10 and 100 (this will include both 10 and 100)

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21
Q

How do you write an In operator?

A

In(“pit bull”, “yorkie”, “poodle”)

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22
Q

*

A

A wild card that will match any string of characters before or after the letter you specify

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23
Q
  • example
A

Like “S*” (Starts with S)

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24
Q

?

A

Matches any one character

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25
Q

? Example

A

Like “Sa????” (Starts with Sa and has 6 letters total)

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26
Q

#

A

Matches any single digit

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27
Q

Logical Operators

A

Multiple selection criteria

AND and OR

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28
Q

AND operator

A

Narrows down the record selection

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29
Q

OR operator

A

expands the record selection

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30
Q

Totals queries

A

Allow you to do summarized data and view it in aggregate form

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31
Q

Aggregate functions

A

SUM, AVG, MIN, MAX, COUNT, Group by’s

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32
Q

TRUE or FALSE: You can update data in a total’s query

A

FALSE

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33
Q

Concatenated fields

A

Allow you to combine the contents of two or more text fields into one

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34
Q

Example of how you would concatenate FirstName and LastName

A

FullName: FirstName & “ “ & LastName

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35
Q

How would you concatenate a FirstName and City field to say that a person is from a city

A

Info: FirstName & “ is from “ & City

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36
Q

Data Types

A

Short Text, Long Text, Number, Date/Time, Currency, AutoNumber, Yes/No, Hyperlink

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37
Q

Short Text

A

Letters, digits, spaces, and special characters. Used for names, addresses, descriptions, and fields containing digits that are not used in calculations.

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38
Q

Short text field size

A

0 to 255 characters

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39
Q

Long Text

A

Letters, digits, spaces, and special characters. Used for long comments and explanations

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40
Q

Long Text Field Size

A

1 to 65, 535 characters

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41
Q

Number

A

Positive and negative numbers, digits, a decimal point, commas, a plus sign, and a minus sign. Used for fields that will be used in calculations, except for those involving money

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42
Q

Number field size

A

1 to 15 digits

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43
Q

Date/Time

A

Allows field values containing valid dates and times. You can perform calculations and you can sort them

44
Q

Date/Time Field Size

A

8 bytes

45
Q

Currency

A

Similar to number, but used for storing monetary values

46
Q

Currency field size

A

Accurate to 15 digits on the left side of the decimal point and 4 digits on the right

47
Q

AutoNumber

A

Consists of integer values created automatically by Access each time you create a new record. Can specify sequential numbering or random numbering (Good for primary key!)

48
Q

Autonumber field size

A

9 digits

49
Q

Yes/No

A

Limits field values to yes and no, on and off, or true and false

50
Q

Yes/No field size

A

1 character

51
Q

HyperLink

A

Consists of text used as a hyperlink address

52
Q

HyperLink Field size

A

up yo 65,535 characters total for the four parts of the hyperlink

53
Q

When does Access save changes to a record

A

When you move to a new record and when you close the table/form

54
Q

Compacting and repairing a database

A

Rearranges the data and objects in a database to decrease its file size, thereby making more storage space available and enhancing the performance of the database

55
Q

Backing up a database

A

The process of making a copy of the database file to protect your database against loss or damage

56
Q

How to back up a database

A

Click file tab, click Save As, click Backup Database in the Advanced section of the Save Database As pane, then click the Save As button

57
Q

Default Values

A

You add a default value to a table or field or form control whenever you want Access to enter a value in a new record automatically

58
Q

Example of when to use a default value

A

When you want to always add the current date to new orders

59
Q

Where to add default values

A

In the default Value property for the field in design view

60
Q

Caption Property

A

Specifies how the field name is displayed in database objects

61
Q

What happens if you don’t set the Caption?

A

Access will display the field name as the column heading or label

62
Q

Input Mask Property

A

A predefined format used to enter and display data in a field like a phone number to make sure all of the pone number formatting is consistant

63
Q

What does a 9 represent in Input Mask

A

A numeric value that is not required

64
Q

What does a 0 represent in input mask

A

A numeric value that is required

65
Q

What does an L represent in Input Mask

A

A letter that is required

66
Q

Input mask example for JES213 format with a # used as a placeholder

A

LLL000;;#

67
Q

Field Validation Rule

A

Validates data being input so that it meets the criteria you specify

68
Q

Validation Text

A

A message that pops up when a user enters a wrong amount that tells them what they did wrong

69
Q

Example of Validation rule and corresponding Validation Text if an invoice amount has to be more than 5

A

Validation Rule: >5

Validation Text: Invoice amount must be greater than 5

70
Q

Date()

A

Uses your computer system to determine todays date

71
Q

What does the pencil symbol in a datasheet indicate?

A

That the record is being edited

72
Q

How do you modify a lookup value property to hide column values?

A

Write it as 0” under column width and make sure there are as many widths as there are columns (0”;2” is 2 columns)

73
Q

How do you modify a lookup value property to sort columns? (Example)

A

 Originally: SELECT [tblOwner].[OwnerID], [tblOwner].[FirstName], [tblOwner].[LastName] FROM tblOwner
 SELECT [tblOwner].[OwnerID], [tblOwner].[LastName] &”, “ & [tblOwner].[FirstName] FROM tblOwner ORDER BY [tblOwner].[LastName];

74
Q

How do you fix referential integrity between tables when a “can’t create this relationship” error message occurs?

A

Use an unmatched query to find which record in the second table does not have a match in the primary table

75
Q

IIF Function

A

Immediate If function. Returns a value based on a test condition.

76
Q

IIF function format

A

IIF(part 1 [test condition], part 2 [value if true], part 3 [value if fales]

77
Q

Example of an IIF Function

A

InvoiceAge: IIF (InvoiceDate > 1/1/2016, “New Invoice”, “Old Invoice”)

78
Q

DatePart

A

Returns the numeric value of a specified date part (d, m, y)

79
Q

DatePart Example

A

MonthNumber: DatePart(“m”, InvoiceDate)

If the invoice date is 1/1/2012 the MonthNumber will be 1

80
Q

Crosstab query

A

Allows you to view data in aggregate format grouped by category and type.
Type is shown in each row and categpry typically refers to a time frame (month, order, or year)

81
Q

Form Naming tag

A

frm

82
Q

Macro Naming Tag

A

mcr

83
Q

Module Naming Tag

A

bas

84
Q

Query Naming Tag

A

qry

85
Q

Report Naming Tag

A

rpt

86
Q

Table Naming Tag

A

tbl

87
Q

Check Box Naming Tag

A

chk

88
Q

Combo Box Naming Tag

A

cbo

89
Q

Command button Naming Tag

A

cmd

90
Q

Image Naming Tag

A

img

91
Q

Label Naming Tag

A

lbl

92
Q

Line Naming Tag

A

lin

93
Q

List box Naming Tag

A

lst

94
Q

Option Button Naming Tag

A

opt

95
Q

Rectangle Naming Tag

A

shp

96
Q

Subform/subreport Naming Tag

A

sub

97
Q

Text Box Naming Tag

A

txt

98
Q

A table is in 3NF if…

A

Every determinant is a candidate key

99
Q

A table is in 2NF if…

A

It does not contain any partial dependencies

100
Q

A table is in 1NF if…

A

It does not contain any repeating groups

101
Q

Normalization

A

The process of identifying and eliminating anomalies

102
Q

Anomalies

A

Problems caused by data redundancy and by partial and transitive dependencies

103
Q

Insertion Anomaly

A

Occurs when you cannot add a record to a table because you do not know the entire primary key value

104
Q

Deletion Anomaly

A

Occurs when you delete data from a table and unintentionally lose other critical data

105
Q

Update anomaly

A

Occurs when a change to one field value requires the DBMS to make more than one change to the database, and a filure by the database to make all the changes result in inconsistant data

106
Q

Partial dependency

A

A functional dependency on part of the primary key instead of the entire primary key

Access (2 decks)

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