CGS Access Flashcards

Questions and Answers

What is the method to add the Services table to the Relationships window?

Relationship Tools Design tab, Relationships group, show table, double click services, close.

How do you change the data type for the LastName field to Short Text?

Table Tools Fields tab, formatting group, expand data type list, short text.

What steps do you follow to switch a report to Design view?

Home tab, views group, view arrow, design view.

How do you create a parameter query for the InsuranceType field with the prompt 'Enter Insurance Type'?

Click criteria row under InsuranceType column, type [Enter Insurance Type], click Query Tools Design tab, results group, click Run, type dental in Enter Insurance Type prompt, click ok. Signup and view all the answers

What is the process to modify the IncreaseType field to use a lookup list?

Expand the Data Type list for IncreaseType field, select Lookup Wizard, click I will type in the values that I want, click Next, type Merit and COLA, check Limit to List, click Finish. Signup and view all the answers

How can you create a new table in Datasheet view and save it as 'InsurancePlans'?

Create tab, tables group, click table, click Table from the left, click save, type InsurancePlans in Table Name. Signup and view all the answers

What steps are involved in importing fields from the Staff worksheet into a new table while setting StaffID as the primary key?

On External Data tab, click New Data Source, select From File and click Excel, Browse for Staff file, check First Row Contains Column Headings, choose my own primary key, click Finish. Signup and view all the answers

How do you add automatic totals to the Premium column in Layout view?

Click any value in the Premium column, go to Report Layout Tools Design tab, in Grouping & Totals group, click Totals button and select Average. Signup and view all the answers

What is the method to delete the Attachments field from the table in the current view?

Click in the Attachments field, go to Table Tools Design tab, click Delete Rows button, and click Yes. Signup and view all the answers

What criteria should be added to return records where the value in the InsuranceType field is Dental or Vision?

Type Dental and Vision in the Criteria rows of the InsuranceType column, then run the query. Signup and view all the answers

How do you preview a query's results for printing and change the preview to show two pages?

Go to File, then Print, select Print Preview, use zoom group to choose two pages. Signup and view all the answers

What steps do you follow to add the Name Quick Start to the end of the table?

On the Table Tools Fields tab, in Add & Delete group, click More Fields, scroll to Quick Start section, click Name. Signup and view all the answers

How can you create a new blank database named 'Payroll'?

Go to File, click New, select Blank Database, type Payroll in name box, and click Create. Signup and view all the answers

What is the process to apply the Medium Date format to the IncreaseDate field from Datasheet view?

Table Tools Fields tab, formatting group, format drop down, select Medium Date. Signup and view all the answers

How do you rename the table 'Work Logs' to 'Time Sheets'?

Right click Work Logs, select Rename, type Time Sheets, and press Enter. Signup and view all the answers

What steps should be taken to create a new database from the Time card template without changing the location?

Go to File, click New, search for Time card, select it, name the database 'Time Sheets', then click Create. Signup and view all the answers

How do you change the Navigation Pane grouping option to Object Type?

Click down arrow next to All Dates in the access group, then select Object Type from the Category/Group menu. Signup and view all the answers

What are the steps to add the image 'MedicalInsurance' to the form header as a logo without switching views?

Go to Format Layout Tools Design tab, in Header/Footer group, select Logo, click MedicalInsurance, then click OK. Signup and view all the answers

What is the instruction to create a new query in Design view using fields from the InsurancePlans table?

Go to Create tab, select Query Design, and choose fields from InsurancePlans table. Signup and view all the answers

Study Notes

Adding and Modifying Tables and Queries

Services table can be added to the Relationships window via the Relationship Tools Design tab.
Change the data type of the LastName field to Short Text in the Table Tools Fields tab.
Parameter queries allow user input for criteria; use prompt "Enter Insurance Type" for query execution with "dental".

Working with Reports and Fields

Switch report views using the Home tab's views group; select design view.
Automatic totals in reports can calculate averages, e.g., average premium in the Premium column.
In Design view, modify fields such as IncreaseType using a lookup wizard for predefined values (e.g., Merit, COLA).

Data Import and Management

Import data from an Excel worksheet efficiently by selecting the appropriate options in the External Data tab.
Create new tables in Datasheet view; naming conventions are important (e.g., InsurancePlans).
Field management includes adding new fields, renaming tables, and ensuring primary key selection during data import.

Formatting and Previewing Data

Format date fields by selecting options from the Table Tools Fields tab.
Use the print preview feature to visualize query results, adjusting settings to display multiple pages.
Ensure proper criteria are in place for queries to filter results based on specific field values (e.g., "Dental" or "Vision").

Adjust Navigation Pane grouping settings to better organize and access database objects.
Customizing form headers can enhance user experience, such as adding a logo without changing views.

Database Creation and Structure

Establish new databases through the file menu with proper naming conventions to maintain organization (e.g., Payroll, Time Sheets).
Utilize templates for quick setup (e.g., Time card template for Time Sheets), keeping the default location.

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Description

Test your knowledge of Microsoft Access with these handy flashcards. Each card presents a key concept or instruction related to Access, along with a clear definition to enhance your understanding. Perfect for students and professionals looking to improve their database skills.