Practice for your first summative

Topics in Microsoft Access:

Database Basics:
 What is a database?
an electronic data collection that is arranged and ordered and is usually kept in a computer
system

 Why is a database important for managing information?

assist companies in operating efficiently and enable them to reduce overall expenses

Creating a Database:
 How do you create a new database in MS Access?
Free Entry. If Access is open already, choose File > New. Either choose a template or
choose Blank database. After choosing a location and entering the database's name, click
Create.

 What are the different data types you can use when creating tables?
Information such as text, numbers, dates, and hyperlinks.

Designing Tables:
 Explain the concept of fields and records.
A record is a set of particular data, such as details about a certain employee or product. A
domain: includes information about a single feature of the table subject, like the email
address or first name.

 How do you set the primary key for a table, and why is it important?
The column or columns with values that uniquely identify each row in a table are known as
primary keys. For Optim to insert, update, restore, or remove data from a database table,
the table needs a primary key.

Data Entry and Validation:

 How can you ensure data accuracy by setting validation rules?
Validation rules in Microsoft Access restrict the type and range of data that can be entered
into a field. For instance, you can set a validation rule to accept only numerical values
between 1 and 100. By enforcing these rules, you prevent the input of incorrect or
inappropriate data, ensuring the accuracy and integrity of your database.
 What is data validation, and why is it important?
Data validation in Access involves defining rules for data entry. It's vital because it prevents
the input of invalid or irrelevant data, maintaining data integrity and accuracy. Validation
rules minimize errors and enhance the reliability of information stored in the database.
Relationships:
 How do you establish relationships between tables in Access?
To establish relationships between tables in Access, go to the Database Tools tab, select
Relationships, and drag the common field (e.g., StudentID) from one table to another. This
establishes a link between the tables, allowing them to work together.
  Explain the difference between one-to-one and one-to-many
relationships.
One-to-One Relationship: In this type of relationship, one record in Table
A corresponds to only one record in Table B, and vice versa. For example,
each employee has only one employee ID card.

One-to-Many Relationship: In a one-to-many relationship, one record in

Table A can be related to multiple records in Table B, but each record in
Table B is related to only one record in Table A. For example, one customer
can make multiple orders, but each order is associated with only one
customer.

Queries:
 How do you create a query in Access to retrieve specific information from a
table?
1. Open your database and go to the "Create" tab.
2. Click on "Query Design" in the "Queries" group.
3. Double-click on the table you want to query. The table will appear in the
design grid.
4. Drag the field(s) you want to include in the query to the grid.
5. To set criteria, enter your conditions in the criteria row below the field(s) you
want to filter.
6. Save your query and run it to see the results.
 What are some common query operators (e.g., AND, OR)?
AND: Returns records that meet multiple criteria. For example, "Age > 25 AND
City = 'New York'" finds records where age is over 25 and the city is New York.

OR: Returns records that meet at least one of the specified criteria. For
instance, "Category = 'Electronics' OR Category = 'Appliances'" retrieves
records where the category is either Electronics or Appliances.

NOT: Excludes records that meet a specific criterion. For example, "NOT
Status = 'Completed'" finds records where the status is not Completed.

LIKE: Searches for a specified pattern in a field. For instance, "Product Name
LIKE 'app*'" finds products with names starting with "app."

BETWEEN: Retrieves records within a specific range. For example, "Price

BETWEEN 50 AND 100" finds records where the price is between $50 and
$100.

Forms:
 Describe the purpose of forms in Access.
To collect information in a logical, meaningful fashion and pass it to another
entity.
 How can you create a simple data entry form for a table?
Select the Create tab, locate the Forms group, then click the Form command.
 Your form will be created and opened in the Layout view.
To save the form, click the Save command on the Quick Access Toolbar.

Reports:
 What are reports, and why are they useful in a database?
A database report is a document that summarizes the data stored in a database.
It is an excellent way to organize, analyze, and present data in an easy-to-
understand format.

 How do you create a report in Access based on a table or query?

On the Create tab, in the Reports group, click Report. Access builds the report
and displays it in the Layout view. For more about viewing and printing your report,
see the section View, print, or send your report as an e-mail message.

Practical Evaluation Questions:

Create a Database:
 Demonstrate how to create a new database in MS Access.
 Explain the purpose of your database.
Table Design:
 Design a table for tracking student information, including fields like "Student ID," "First
Name," "Last Name," and "Grade."
 Set the "Student ID" field as the primary key.
Data Entry and Validation:
 Enter a new student record into the table you designed.
 Apply a validation rule to ensure that the "Grade" field only accepts values between 1
and 12. Table Relationships:
 Create two tables, "Students" and "Courses," and establish a one-to-many relationship
between them.
 Explain the purpose of this relationship.
Query Creation:
 Create a query that retrieves a list of students who have a grade of 10 or
higher.  Run the query and display the results.
Form Creation:
 Design a data entry form for the "Students" table. 
Show how to add a new student record using the form.
Report Generation:
 Generate a report that lists all students and their
grades.  Print or display the report.