CMPS100B Lecture 2: Introduction to Access

Questions and Answers

What is the relationship between students and courses?

Many to many relation (correct)

One to many relation

Many to one relation

One to one relation

What is the purpose of the 'register' table in a many to many relation?

To enforce data integrity

To keep track of student grades

To store course details

To link students and courses (correct)

What must be checked when creating relationships in a database?

All tables must be open

Primary key must be unique

Foreign keys do not need to match

Cascade delete related records (correct)

What indicates how tables relate in a database relationship?

Foreign keys Signup and view all the answers

What action must be taken before changing a primary key in a relationship?

Delete the relationship Signup and view all the answers

What differentiates data from information?

Data is raw facts, while information is processed data. Signup and view all the answers

Why is information important for individuals and organizations?

For decision making and strategic planning. Signup and view all the answers

Which of the following best describes a database?

A structured set of accessible data. Signup and view all the answers

What kind of data can be included in a hospital database?

Medicine and Staff. Signup and view all the answers

Which view is NOT mentioned as a way to create tables in a database?

List view. Signup and view all the answers

What is typically set as the primary key in a database?

A unique identifier for records. Signup and view all the answers

Which of the following best describes the purpose of creating relationships in a database?

To define how different tables relate to each other. Signup and view all the answers

Which of the following is an example of data that could be included in a university database?

Student data, courses, and employees. Signup and view all the answers

What is a primary key in a database?

A combination of fields that contain no duplicates and no blank values Signup and view all the answers

What is the purpose of grouping fields into tables in a database?

To ensure information about one subject is in one place Signup and view all the answers

Which of the following best describes a field in a database?

A specific category of information within a record Signup and view all the answers

Why is it important to define a primary key for each table in a database?

To uniquely identify each record to prevent confusion Signup and view all the answers

What is the primary benefit of using a separate table for each topic in a database?

It limits data-entry errors and increases efficiency Signup and view all the answers

Which statement accurately describes a record in a database?

It is a collection of data about a specific entity Signup and view all the answers

What is the first step in creating a new database in Access 2016?

Locate and click Blank Desktop Database Signup and view all the answers

In the context of databases, what should fields contain?

The smallest meaningful values for efficient information generation Signup and view all the answers

What should be avoided when determining the number of tables in a database?

Having too many tables as it complicates data management Signup and view all the answers

Which data type can store both text and numbers in Access?

Short Text Signup and view all the answers

What role does a Primary Key play in a database table?

Uniquely defines records and prevents duplicates Signup and view all the answers

Which of the following is a function you can access from the Ribbon in Access 2016?

Creating a table Signup and view all the answers

What is the purpose of the AutoNumber data type in Access?

Stores unique sequential numbers for each record Signup and view all the answers

Which of the following data types can store a combination of characters and numbers?

Short Text Signup and view all the answers

When setting up fields in a new table, which step comes first?

Add fields' names Signup and view all the answers

What happens if you designate a Primary Key for a table in Access?

Data entry is controlled to prevent duplicates and null values Signup and view all the answers

What is the function of a primary key in a database?

To uniquely identify records in a table Signup and view all the answers

Which of the following correctly describes a one-to-many relationship?

One record in one table can relate to many records in another table Signup and view all the answers

What should you do to define a primary key in a database table?

Click the 'Primary Key' button on the Design tab Signup and view all the answers

In a many-to-many relationship, which action is typically required?

Create a junction table to manage the relationship Signup and view all the answers

What is indicated by the key icon on a field in a database table?

The field is designated as a primary key Signup and view all the answers

What type of relationship exists when one student has one advisor but an advisor can have many students?

One-to-many relationship Signup and view all the answers

What is a characteristic of a multiple-field primary key?

It consists of two or more fields to ensure uniqueness Signup and view all the answers

What is required to save records after adding them to a database table?

Click the Save button and provide the name of the table Signup and view all the answers

Study Notes

Introduction to Databases

Databases are organized collections of data structured for easy access, management, and updates.
Essential for effective decision-making in various fields such as technology, healthcare, and finance.

Importance of Information

Vital for everyday and strategic decision-making.
Information needed varies across contexts, e.g., purchasing a phone or managing a hospital.

Database Structure

Comprises related tables.
Tables consist of records (data entries) and fields (attributes of the records).

Definitions

Table: A collection pertaining to a specific subject, like student records.
Record: Information about a specific entity.
Field: Categories of information in a table.

Primary Key

A unique identifier for table records, preventing duplicates or blanks.
Each table requires a primary key for unique record identification.
Can be a single field (e.g., ID number) or multiple fields for complex identities.

Planning a Database

Identify database objectives and data types.
Organize fields into tables, each focused on one subject.
The primary key must uniquely define records.

Creating a New Database

Begin by using Access 2016 to create a new blank database.
Utilize the design view for creating tables, adding fields, and defining data types.

Data Types

Short Text: Up to 255 characters.
Number: Numeric data for calculations.
Date/Time: Date and time data.
Currency: Monetary values.
AutoNumber: Automatically generated unique values.

Types of Relationships

One-to-One: One record in a table corresponds to one record in another (e.g., students and advisors).
One-to-Many: A record in one table relates to multiple records in another (e.g., one student can have many courses).
Many-to-Many: Records in both tables can correspond to multiple records in the other (e.g., students enrolled in multiple courses).

Creating Relationships

To establish relations, the primary key from one table becomes a foreign key in another.
Enforce referential integrity to maintain consistent data across tables.
Use cascading options for updates and deletes to manage related records easily.

Relationship Management

Relationships work through matching fields, usually the primary key of one table and the foreign key of another.
Any changes to the primary key must first remove the existing relationship to prevent data issues.

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Description

This quiz focuses on Lecture 2 of CMPS100B, which introduces Microsoft Access as part of the Introduction to Technical Computing for the Sciences course. Students will learn fundamental concepts and functionalities of Access relevant to scientific applications. Perfect for those aiming to enhance their technical computing skills.