CHAPTER-4

ACCESS : QUERIES, FORMS AND REPORTS

EXERCISES
Q1.SHORT ANSWER QUESTIONS:

1. Define Queries in Access?

Ans: Queries is a Database object used to retrieve data from one or multiple tables depending
on a given conditions.

2. What do you understand by Design Grid?

Ans: Design Grid is the lower portion of the Query Design Window.It contains columns where
you can set up the fields.

3. What are different types of forms?

Ans: There are two types of Forms—

i) Bound Form –It is directly connected to a data source such as a table or a query.

ii) Unbound Form – It is not linked directly to the data source .

4. What are different Report views?

Ans: There are four different Report Views in Access :

i) Report view- This view allows to enter and edit data in the report.

ii) Print Preview- This view is used to preview the report before printing.

iii) Layout View – This is the default view of a report.

iv) Design view – This is used to design the report.

5. What is a Report?

Ans: Report is used to view and print data from the tables in an organized way.

Q2. LONG ANSWER QUESTIONS:

1. Write the steps to create a Query?

Ans: The steps to create a query in Design view are-

i) Click on the Create tab.Select the Query Design option from the queries group.

ii) Select the table from the Show table dialog box .Click on Add button and then Close button.

iii) The Query Design Window will appear. It has two Sections- Design Area and Design Grid.

iv) The selected table will appear in the Object Relationship pane in the Design Grid .

v) Select the desired table field from the Field drop down list.Add other required fields and click
on the Show checkboxes.

vi) Click on the Design tab and then the Run option to run the query.

vii) The query data will appear in a query table.

2. Explain the difference between Reports and Forms?

Ans: The difference between Reports and Forms are-

Reports- Reports are used to view and print data from the tables in an organized way.We can
format and summarize the information in a database .

There are four different Report Views in Access :

i) Report view- This view allows to enter and edit data in the report.

ii) Print Preview- This view is used to preview the report before printing.

iii) Layout View – This is the default view of a report.

iv) Design view – This is used to design the report.

Forms- A form is a database object which is used to create a user interface for a
database.Forms are used to enter, edit or display data in tables.We can also design and format
a form.

There are different form views in Access:

i) Form view- Used to enter, edit and view data.

ii) Design view- Used to provide structure to the form.

iii) Layout view- Used to alter the appearance of the form.

3. Distinguish between Design Area and Design Grid of Query Design window?

Ans: : Design Area- Design Area is the top portion of the Query Design Window.It displays the
fields, tables and queries that can be used in the query.

Design Grid- Design Grid is the lower portion of the Query Design Window.It contains columns
where you can set up the fields.It contains various elements- Fields, Table, Show, Sort, Criteria
and Or.

4. Write the steps to create a Form in Access?

Ans : The steps to create a form are-

i) Select a table or query from the Navigation pane .

ii) Click on the Create tab.Select the Form option from the Forms group.

iii) A New form will open in the Layout view.

iv) To edit or enter data in the form ,click Home tab and choose Form view and can enter the
data in the form.

v) Use the Record Navigation Bar to move through the records in the Form to enter or update
data in the form.

vi) Save the Form.

HOMEWORK QUESTIONS:

Q1. Describe the following :

a) Criteria Field

b) Sort

c) Report view

d) Form view

NOTE:

Dear Students,

Please note down the given exercises and the objective questions mentioned in pdf in your
copy or in pages and learn them.Do the Homework Questions also.