End User Computing Unit 5

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Questions and Answers

What is Microsoft Access primarily used for?

Designing graphical user interfaces
Developing web applications
Managing and storing data in a database (correct)
Creating word processing files

What is the name of the database engine used by Microsoft Access?

Microsoft Jet Database Engine (correct)
SQL Server Database Engine
DB2 Database Engine
Oracle Database Engine

What is a key feature of Microsoft Access that allows it to work with other databases?

Its ability to only work with Microsoft Office applications
Its ability to only work with desktop databases
Its ability to import and link data from other databases (correct)
Its ability to store data in a proprietary format

What is the standard that allows Microsoft Access to work with most popular databases?

ODBC (Open Database Connectivity) standard (C) Signup and view all the answers

What is another use of Microsoft Access beyond data management?

Software development (B) Signup and view all the answers

What is the term used to describe the collection of information stored in Microsoft Access?

Database (B) Signup and view all the answers

What is the first step in using MS Access?

Database Creation (C) Signup and view all the answers

What is the term used to describe the process of retrieving information from the database in MS Access?

Query (D) Signup and view all the answers

What is included in an Access desktop database (.accdb) file?

All the major objects related to the stored data, including tables, queries, forms, reports, macros, data macros, and modules (D) Signup and view all the answers

What is the file extension of an Access database in MS Access 2007 and later versions?

*.accdb (A) Signup and view all the answers

What is the primary purpose of a Relational Database Management System (RDBMS)?

To store and manage large volumes of data (B) Signup and view all the answers

What is Data Definition in a RDBMS?

The process of defining the kind of data and how it should be stored (C) Signup and view all the answers

What is the main difference between working with data in a RDBMS and working with data in a word processing or spreadsheet program?

The way data is manipulated and retrieved (A) Signup and view all the answers

What is the purpose of a validation rule in a RDBMS?

To ensure the integrity of the data (D) Signup and view all the answers

What is the term used to describe anything that can have a name in an Access database?

Object (D) Signup and view all the answers

What is the primary function of an Access desktop database (.accdb or.mdb) file?

To store and manage large volumes of data (B) Signup and view all the answers

What is the purpose of a report in End User Computing?

To present components of your database in an easy-to-read format (C) Signup and view all the answers

What is an Access Macro used for?

To define a script for doing some job (C) Signup and view all the answers

What can you use a macro to do in Access?

Open and execute queries, open tables, or print or view reports (B) Signup and view all the answers

What is the purpose of a Module in Access?

To contain custom procedures that you code using Visual Basic (C) Signup and view all the answers

What is the advantage of using a Module over a Macro in Access?

Modules are essential for multi-user environments (C) Signup and view all the answers

What is one of the ways to enter data in MS Access 2016?

Using a form (B) Signup and view all the answers

What is the primary advantage of using an RDBMS over a spreadsheet or word processing document?

It allows multiple users to share and update data simultaneously (A) Signup and view all the answers

What is the purpose of a primary key in a table?

To uniquely identify each record (D) Signup and view all the answers

What is the main difference between a query and a table?

A query retrieves data, while a table stores data (A) Signup and view all the answers

What is the purpose of an index in a table?

To help retrieve data more quickly (C) Signup and view all the answers

What is the primary function of a form in a desktop database?

To guide data entry and control application execution (B) Signup and view all the answers

What is the purpose of a report in a desktop database?

To format, calculate, print, and summarize selected data (D) Signup and view all the answers

What is the benefit of using transactions in an RDBMS?

It ensures that either all or none of the changes appear in the data (C) Signup and view all the answers

What is the purpose of using SQL in an RDBMS?

To define the set of information needed to solve a particular problem (B) Signup and view all the answers

What is the main difference between a query and a form?

A query is used for data retrieval, while a form is used for data entry (B) Signup and view all the answers

What is the benefit of using an RDBMS to share data with others?

It allows multiple users to access the same data simultaneously (A) Signup and view all the answers

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Study Notes

Microsoft Access Overview

Microsoft Access is a Database Management System (DBMS) that combines the relational Microsoft Jet Database Engine with a graphical user interface and software development tools.
It is a member of the Microsoft Office suite of applications, included in the professional and higher editions.
Access stores data in its own format based on the Access Jet Database Engine, similar to relational databases.
It allows linking related information easily, such as customer and order data.

Key Features of Microsoft Access

Can import or link directly to data stored in other applications and databases.
Supports connectivity features, including SQL (Structured Query Language) databases.
Can work with most popular databases that support the Open Database Connectivity (ODBC) standard, including SQL Server, Oracle, and DB2.
Can export data to and import data from word processing files, spreadsheets, or database files directly.

Database Objects in Microsoft Access

Tables: store data, with fields (columns) and records (rows).
Queries: provide a custom view of data from one or more tables, used to search, compile, and manipulate data.
Forms: designed for data input or display, used to customize the presentation of data.
Reports: designed for formatting, calculating, printing, and summarizing selected data.
Macros: structured definitions of one or more actions that respond to defined events.
Modules: contain custom procedures coded using Visual Basic, providing a more discrete flow of actions and error handling.

Data Management in Microsoft Access

Data Definition: defines the kind of data and how it should be stored, with rules to ensure data integrity.
Data Manipulation: works with data in RDBMS, allowing searches, updates, and data retrieval.
Data Control: allows multiple users to share data, with features to ensure data consistency and security.

Practical Applications of Microsoft Access

Designing a database using Microsoft Access.
Creating queries to retrieve specific data, such as student information.
Creating a simple query in Access 2016.

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