DBMS (Database Management System)

Notes related to DBMS

1) Answer the following Questions.
a) Define Data and Information.
Ans: Data: The raw form of any facts, figures, or entities is known as data. Data alone does not
give any meaning. For example, Love, 1000, account, balance etc. are raw data that
individually do not give any meaning.
Information: Information is the data that is retrieved and assigned in a way that is meaningful to
the person viewing it.
b) What do you mean by database?
Ans: A database is the collection of data that is organized so that its contents can easily be
accessed, managed, and updated. The database can be computerized or non-computerized
(manual) A database may have a single table or multiple tables. Some examples of
databases are the Telephone directory, mark ledger, attendance register, dictionary etc.
c) Write the importance of the Database.
Ans: The importance of databases are as follows:
o Data can be stored in a small area.
o A computerized database saves time while searching specific data.
o A database can store the data for a long time.
o Computerized databases save data from being lost.
d) What is a Database Management System (DBMS)?
Ans: A database management system is a collection of software that manages data stored in a
database. It is a computerized system that stores data, processes them and provides
information in an organized form. It deals with the creation of a database, its management
and retrieval process.
Some popular database management system software are:
o MS-Access
o FoxPro
o Oracle
o DBase
o Sybase
e) Write the features of DBMS.
Ans: The features of DBMS are listed below:
o Large volumes of data can be stored and updated easily.
o Easy in data administration or data management.
o Provides the data sharing facility.
o Reduces the data redundancy (duplication of data)
f) Write the advantages and disadvantages of DBMS.
Ans: Advantages
o It reduces data redundancy.
o It provides a better inveractive environment to the user.
o Easy for editing, adding and removing of data.
o It allows sharing of data among different users and programs.
Disadvantages
o Costly and time-consuming procedures.
o Additional hardware and software may be required.
o The qualified person required to operate.
o Data security problems may occur.
g) Write the different elements (objects) of the Database.
Ans: Different elements of the database are as follows:
i) Field: A field or column contains information about a certain type for all records. It is a
place where many types of information are stored. e.g. Name, Class, Address, Phone etc.
ii) Record: A record is a collection of multiple related fields, which may give complete
information about a person or things. A record row in a database is called a tuple.
iii) Table: A table is a collection of records or a group of records. A table contains several rows
and columns. Tables are the building blocks of the database.
iv) Index: The index is used to keep the data in an organized form and helps faster retrieval of
data.
h) What is Microsoft Access?
Ans: MS-Access is a database management system software developed by Microsoft Corporation,
where data are arranged in the form of tables. It allows users to create a database, add, edit,
delete, sort and print the records.
The Access database consists of several different components. Each component is
called an object. Access consists of seven objects. The various objects of MS Access are
Table, Queries, Forms, Reports, Pages, Macros and Modules.
i) Write the features of MS Access.
Ans: The features of MS Access are as follows:
o It allows us to create a database quickly.
o It allows us to analyze and modify data easily with queries.
o It allows us to create customized data entry forms.
o It provides useful database features tables, forms, reports and queries.
j) What is a primary key?
Ans: A primary key is a special field in the table that uniquely identifies each record from the
database. The primary key does not accept duplicate values for a field and it does not allow a user
to leave the field blank or null.
k) List the importance of the Primary Key.
Ans: The importance of the Primary key is listed below:
o It identifies each record of a table uniquely.
o It reduces and controls duplication of the record in a table.
l) What is a Table? Write the importance of the table.
Ans: It is one of the most important objects of MS Access. A table is the collection of data about a
specific topic. Tables are the building blocks of the database. The table stores large volumes of
data in rows called records and columns called fields.
Importance of table:
o It allows to store data about specific topics.
o It holds the main information.
o It facilitates grouping and storing the relevant data.
m) What is Form? Write the importance of form.
Ans: A Form is a database object that is primarily used to create an interface for entering data in a
table or multiple linked tables. Forms are GUI using which users interact with MS Access. Forms
also display complete records one at a time. So, we can view and modify records using the form.
Importance of Form:
  It is used to make modifications or additions to the data directly into the table.
 To view the table in a user-defined manner.
 You can control and enhance the way your data looks on the screen.
n) What is a query? Write the importance of the query.
Ans: Query is one of the most important objects so MS Access. It is a way of retrieving and editing
information according to the condition asked. A query is the question asked for the database.
Importance of Query:
 It displays the results of different tables.
 It sorts and filters the data.
 It manipulates the data according to the user's choice.
o) List the different types of Query.
Ans: They are listed below.
 Select Query
 Action Query
 Delete Query
 Update Query
 Append Query
p) What is a Report? Write the importance of the report.
Ans: It is a very important object of a database. A report is an effective way of presenting your
data in a printed format or on-screen softcopy.
Importance of Report:
 It provides complete output after processing a database.
 Reports can be created to produce purchase orders, mailing and labels.
 You can view the report on your screen before printing it.

q) What is a Wizard?
Ans: A wizard is a small program that interviews (asks) us, asked questions about what we want
to accomplish, then it takes over the answer and creates the form, query or whatever according to
our specifications.
s) What is Data type? List eh different data types used in MS Access.
Ans: Data type is an attribute for a field that determines what type of data it can contain.
The following are the data types used in MS Access:
Data type Description Size
Text User for text or combination of Up to 255 characters.
text and numbers, as well as
numbers that don’t require
calculations, such as phone
number.
Long text (Memo) Lengthy text or combinations Up to 64000 characters.
of text and numbers.
Number Numerical data
Byte: 1 Byte
Integer: 2 Bytes
Long Integer: 4 Bytes
Single: 4 Bytes
Double: 8 Bytes
Date/Time Used for dates and times. 8 Bytes
Currency Used for currency Value 8 Bytes
Auto Number Used for sequential (Increment 4 Bytes
by 1)
Yes/No Used for data that can be only 1 Bit
one of two possible values,
such as Yes/No.
OLE Object Use for OLE objects (such as Up to 2 GB.
MS Word documents, MS
Excel spreadsheets, pictures,
sounds)
Hyperlink Used for hyperlinks Up to 2048 characters.
Attachment To attach any supported type Up to about 2 GB.
of file
Lookup wizard Creates a field that allows you Up to 4 bytes.
to select a value.

t) Differentiate between Database and DBMS.

Database DBMS
It is a collection of facts or data. It is software to manage databases.
It is a part of DBMS. It is a software system which contains a
database.
Example: Result sheet, inventory, salary sheet. Example: MS Access, FoxPro, dBase etc.
u) Differentiate between Design View and Wizard.
Design View Wizard
It takes more time to create. It saves our time.
We can make our own design. We can choose formats from pre-mode one.
We can create any field according to own We can copy fields from any of the simple
requirements. tables.

v) List the different types of Field Properties of the database.

Property Meaning
Field Size Maximum number of characters of value you can enter.
Format It gives the layout for the field.
Input Mask The way/pattern of data to be entered.
Caption The label of field.
Decimal Place The number of digits to the right of the decimal place.
Validation rule An expression that limits the value to be entered in the field.
Required The data should be entered.
Allow zero length Permit the zero length of the string.
Indexed It speeds up the searches and sorting operation.
w) What is Field Size?
Ans: Field size property is used to set a maximum size for data stored in a fixed set to the text,
number etc. data type.
x) What is Field Properties Pane?
Ans: The field properties pane displays a list of properties associated with each field data type. To
control the contents of a field we can set the field size, format, validations rule etc.
y) Define Sorting.
Ans: The process of arranging the records in a particular order of a field is known as sorting. The
order of sorting may be entered in ascending order (A-Z) or descending order (Z-A).
z) Define Filtering.
Ans: Filtering is an activity by which specified records only can be seen based on criteria.
aa) Differentiate between number and auto number.
Ans: Number allows any number to be entered in the field whereas Autonumber will
automatically insert the unique number in the row data.
ab)What is an Input Mask?
Ans: The input mask field property specifies the pattern of data that you wish to enter into the
specific field. It is simply the control over the data entry.
ac) What is the validation Rule?
Ans: It is used to limit the values that can be entered into a field. Data validation in various cases
is explained in the below table.
Expression Examples Description
< <100 The entered value must be less than 100.
> >100 The entered value must be greater than 100.
<> <> 0 The entered value must not be equal to 0.
<= <=100 The entered value must be less than or equal to 100.
Between…. Between 0 and The entered value must be within the range of 0 to 100.
And….. 100