Work with simple Databases

Work with simple Databases

Access Chapter – Database Basics

What is a Database?
The Four Main Objects in a Database
Database Design
Creating a Table
Primary and Foreign Keys
Table Relationships
Entering and Editing Records
Creating Forms

1. What is a database and what is it used for?

A database is an organized collection of data stored electronically. It's used to store, manage, retrieve, and manipulate data efficiently.

2. What type of database would a hospital typically use?

A hospital would typically use a Relational Database Management System (RDBMS), such as Oracle, MySQL, or MS SQL Server, for managing patient records, staff, inventory, and billing.

3. To host a sporting event would require what type of system?

A Database Management System (DBMS) paired with an Event Management System that can handle registration, scheduling, results tracking, and participant data.

4. Which program can be used to capture a lot of information in an easy and faster way?

Microsoft Access, Google Forms with Sheets, or Excel can be used. MS Access is more suited for handling relational data efficiently.

5. What type of database would a bank typically use?

Banks use high-performance relational databases like Oracle, IBM Db2, or PostgreSQL, due to the need for security, transaction support, and large-scale operations.

6. Describe a FIELD in terms of its purpose and relation to MS Access

A field is a column in a table. It represents one type of data (e.g., Name, Age) and holds one piece of information per record.

7. Describe a RECORD in terms of its purpose and relation to MS Access

A record is a row in a table. It represents a complete set of related fields, like all the information about one patient or customer.

8. Describe a TABLE in terms of its purpose and relation to MS Access

A table is where data is stored in Access. It consists of fields (columns) and records (rows) and represents a specific entity (e.g., Employees, Products).

9. Describe an INDEX in terms of its purpose & use within Access

An index helps speed up searches and queries. It's similar to an index in a book—helping Access locate data faster.

10. Describe FIELD PROPERTY in terms of its purpose & relation to MS Access

Field properties define how a field behaves, such as field size, default value, validation rules, and input mask.

11. Describe a DATA TYPE in terms of its purpose and relation to MS Access

A data type specifies the kind of data stored in a field, such as Text, Number, Date/Time, Currency, etc.

12. Describe a RECORD in terms of its purpose & relation to MS Access

(Repeated) A record is a complete set of data fields stored in a row. It represents one item or person.

13. How to open Microsoft Access?

Click Start Menu → Search "Microsoft Access"
Or, double-click the Access icon on the desktop/start menu.

14. Open an existing database, create a new database, Save the Database and Close a database

Open existing: File → Open → Select DB file
New DB: File → New → Blank Database
Save: File → Save or Ctrl+S
Close: File → Close

15–19. Describe the following features of MS Access:

Menu Bar: Contains options like File, Edit, View, Tools, etc. for managing the database.
Toolbar: Shortcut buttons for quick actions like Save, Undo, Redo.
Status Bar: Displays information about the current task or selected object.
Scroll Bar: Used to navigate through data in tables or forms.

20. How to open an existing database

Open MS Access → File → Open → Browse and select the database (.accdb or .mdb file)

21. How do you open a new database table in Access?

Create a new table: Create tab → Table
Or design one using Table Design

22. Move a field in Access

In Design View, click and drag the row selector to a new position.

23. Resize a row

Hover between row headers and drag to resize.
Or, right-click → Row Height

24. How do you update or change information in a table?

Open the table in Datasheet View, click on the cell, and edit directly.

25. How do you delete data in a Table?

Select the cell or text → Press Delete

26. How do you delete a record in a Table?

Select the entire row → Right-click → Delete Record

27. How do you change the field type in a table?

Go to Design View, change the Data Type from the drop-down next to the field name.

28. Move a text field from a Table

In Design View, click and drag the field to a new location in the list.

29. Add a text field in a Table

In Design View, add a new row, name the field, and set the Data Type to Short Text.

30. Delete a field from a Table

In Design View, right-click the row selector of the field → Delete Row

31. Explain the consequences of changes made to data types, field sizes and field properties

Data loss may occur (e.g., truncating text).
Validation errors may happen if rules change.
Reports/forms dependent on the field might break.

32. What can happen when you change a field size?

If you reduce the field size, data may be truncated.
Some data might be lost permanently.

33. Open an existing database, Delete an allocated / assigned field

Open in Design View → Select field → Delete Row

34. Sort your table in ascending order using a specified field

Open in Datasheet View → Click the drop-down in the field header → Choose Sort A to Z

35. Filter your table, using the filter option

In Datasheet View, click the drop-down arrow in the column → Choose Filter by Selection or Criteria

Create a Lesson Plan Example Using MS Access:

Create a Table called "LessonPlans"
- Fields: LessonID, Subject, Topic, Date, Teacher, Duration, Status
Add Sample Data
Filter Example:
- Use the Filter by Form to show all lessons by a specific teacher or upcoming lessons only.

Would you like a printable version of this as a document or worksheet?

1. What is a database and what is it used for?

A database is an organized collection of data stored electronically. It's used to store, manage, retrieve, and manipulate data efficiently.

2. What type of database would a hospital typically use?

A hospital would typically use a Relational Database Management System (RDBMS), such as Oracle, MySQL, or MS SQL Server, for managing patient records, staff, inventory, and billing.

3. To host a sporting event would require what type of system?

A Database Management System (DBMS) paired with an Event Management System that can handle registration, scheduling, results tracking, and participant data.

4. Which program can be used to capture a lot of information in an easy and faster way?

Microsoft Access, Google Forms with Sheets, or Excel can be used. MS Access is more suited for handling relational data efficiently.

5. What type of database would a bank typically use?

Banks use high-performance relational databases like Oracle, IBM Db2, or PostgreSQL, due to the need for security, transaction support, and large-scale operations.

6. Describe a FIELD in terms of its purpose and relation to MS Access

A field is a column in a table. It represents one type of data (e.g., Name, Age) and holds one piece of information per record.

7. Describe a RECORD in terms of its purpose and relation to MS Access

A record is a row in a table. It represents a complete set of related fields, like all the information about one patient or customer.

8. Describe a TABLE in terms of its purpose and relation to MS Access

A table is where data is stored in Access. It consists of fields (columns) and records (rows) and represents a specific entity (e.g., Employees, Products).

9. Describe an INDEX in terms of its purpose & use within Access

An index helps speed up searches and queries. It's similar to an index in a book—helping Access locate data faster.

10. Describe FIELD PROPERTY in terms of its purpose & relation to MS Access

Field properties define how a field behaves, such as field size, default value, validation rules, and input mask.

11. Describe a DATA TYPE in terms of its purpose and relation to MS Access

A data type specifies the kind of data stored in a field, such as Text, Number, Date/Time, Currency, etc.

12. Describe a RECORD in terms of its purpose & relation to MS Access

(Repeated) A record is a complete set of data fields stored in a row. It represents one item or person.

13. How to open Microsoft Access?

Click Start Menu → Search "Microsoft Access"
Or, double-click the Access icon on the desktop/start menu.

14. Open an existing database, create a new database, Save the Database and Close a database

Open existing: File → Open → Select DB file
New DB: File → New → Blank Database
Save: File → Save or Ctrl+S
Close: File → Close

15–19. Describe the following features of MS Access:

Menu Bar: Contains options like File, Edit, View, Tools, etc. for managing the database.
Toolbar: Shortcut buttons for quick actions like Save, Undo, Redo.
Status Bar: Displays information about the current task or selected object.
Scroll Bar: Used to navigate through data in tables or forms.

20. How to open an existing database

Open MS Access → File → Open → Browse and select the database (.accdb or .mdb file)

21. How do you open a new database table in Access?

Create a new table: Create tab → Table
Or design one using Table Design

22. Move a field in Access

In Design View, click and drag the row selector to a new position.

23. Resize a row

Hover between row headers and drag to resize.
Or, right-click → Row Height

24. How do you update or change information in a table?

Open the table in Datasheet View, click on the cell, and edit directly.

25. How do you delete data in a Table?

Select the cell or text → Press Delete

26. How do you delete a record in a Table?

Select the entire row → Right-click → Delete Record

27. How do you change the field type in a table?

Go to Design View, change the Data Type from the drop-down next to the field name.

28. Move a text field from a Table

In Design View, click and drag the field to a new location in the list.

29. Add a text field in a Table

In Design View, add a new row, name the field, and set the Data Type to Short Text.

30. Delete a field from a Table

In Design View, right-click the row selector of the field → Delete Row

31. Explain the consequences of changes made to data types, field sizes and field properties

Data loss may occur (e.g., truncating text).
Validation errors may happen if rules change.
Reports/forms dependent on the field might break.

32. What can happen when you change a field size?

If you reduce the field size, data may be truncated.
Some data might be lost permanently.

33. Open an existing database, Delete an allocated / assigned field

Open in Design View → Select field → Delete Row

34. Sort your table in ascending order using a specified field

Open in Datasheet View → Click the drop-down in the field header → Choose Sort A to Z

35. Filter your table, using the filter option

In Datasheet View, click the drop-down arrow in the column → Choose Filter by Selection or Criteria

Create a Lesson Plan Example Using MS Access:

Create a Table called "LessonPlans"
- Fields: LessonID, Subject, Topic, Date, Teacher, Duration, Status
Add Sample Data
Filter Example:
- Use the Filter by Form to show all lessons by a specific teacher or upcoming lessons only.

Would you like a printable version of this as a document or worksheet?

1. What is a database and what is it used for?

A database is an organized collection of data stored electronically. It's used to store, manage, retrieve, and manipulate data efficiently.

2. What type of database would a hospital typically use?

A hospital would typically use a Relational Database Management System (RDBMS), such as Oracle, MySQL, or MS SQL Server, for managing patient records, staff, inventory, and billing.

3. To host a sporting event would require what type of system?

A Database Management System (DBMS) paired with an Event Management System that can handle registration, scheduling, results tracking, and participant data.

4. Which program can be used to capture a lot of information in an easy and faster way?

Microsoft Access, Google Forms with Sheets, or Excel can be used. MS Access is more suited for handling relational data efficiently.

5. What type of database would a bank typically use?

Banks use high-performance relational databases like Oracle, IBM Db2, or PostgreSQL, due to the need for security, transaction support, and large-scale operations.

6. Describe a FIELD in terms of its purpose and relation to MS Access

A field is a column in a table. It represents one type of data (e.g., Name, Age) and holds one piece of information per record.

7. Describe a RECORD in terms of its purpose and relation to MS Access

A record is a row in a table. It represents a complete set of related fields, like all the information about one patient or customer.

8. Describe a TABLE in terms of its purpose and relation to MS Access

A table is where data is stored in Access. It consists of fields (columns) and records (rows) and represents a specific entity (e.g., Employees, Products).

9. Describe an INDEX in terms of its purpose & use within Access

An index helps speed up searches and queries. It's similar to an index in a book—helping Access locate data faster.

10. Describe FIELD PROPERTY in terms of its purpose & relation to MS Access

Field properties define how a field behaves, such as field size, default value, validation rules, and input mask.

11. Describe a DATA TYPE in terms of its purpose and relation to MS Access

A data type specifies the kind of data stored in a field, such as Text, Number, Date/Time, Currency, etc.

12. Describe a RECORD in terms of its purpose & relation to MS Access

(Repeated) A record is a complete set of data fields stored in a row. It represents one item or person.

13. How to open Microsoft Access?

Click Start Menu → Search "Microsoft Access"
Or, double-click the Access icon on the desktop/start menu.

14. Open an existing database, create a new database, Save the Database and Close a database

Open existing: File → Open → Select DB file
New DB: File → New → Blank Database
Save: File → Save or Ctrl+S
Close: File → Close

15–19. Describe the following features of MS Access:

Menu Bar: Contains options like File, Edit, View, Tools, etc. for managing the database.
Toolbar: Shortcut buttons for quick actions like Save, Undo, Redo.
Status Bar: Displays information about the current task or selected object.
Scroll Bar: Used to navigate through data in tables or forms.

20. How to open an existing database

Open MS Access → File → Open → Browse and select the database (.accdb or .mdb file)

21. How do you open a new database table in Access?

Create a new table: Create tab → Table
Or design one using Table Design

22. Move a field in Access

In Design View, click and drag the row selector to a new position.

23. Resize a row

Hover between row headers and drag to resize.
Or, right-click → Row Height

24. How do you update or change information in a table?

Open the table in Datasheet View, click on the cell, and edit directly.

25. How do you delete data in a Table?

Select the cell or text → Press Delete

26. How do you delete a record in a Table?

Select the entire row → Right-click → Delete Record

27. How do you change the field type in a table?

Go to Design View, change the Data Type from the drop-down next to the field name.

28. Move a text field from a Table

In Design View, click and drag the field to a new location in the list.

29. Add a text field in a Table

In Design View, add a new row, name the field, and set the Data Type to Short Text.

30. Delete a field from a Table

In Design View, right-click the row selector of the field → Delete Row

31. Explain the consequences of changes made to data types, field sizes and field properties

Data loss may occur (e.g., truncating text).
Validation errors may happen if rules change.
Reports/forms dependent on the field might break.

32. What can happen when you change a field size?

If you reduce the field size, data may be truncated.
Some data might be lost permanently.

33. Open an existing database, Delete an allocated / assigned field

Open in Design View → Select field → Delete Row

34. Sort your table in ascending order using a specified field

Open in Datasheet View → Click the drop-down in the field header → Choose Sort A to Z

35. Filter your table, using the filter option

In Datasheet View, click the drop-down arrow in the column → Choose Filter by Selection or Criteria

Create a Lesson Plan Example Using MS Access:

Create a Table called "LessonPlans"
- Fields: LessonID, Subject, Topic, Date, Teacher, Duration, Status
Add Sample Data
Filter Example:
- Use the Filter by Form to show all lessons by a specific teacher or upcoming lessons only.

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