DBMS: Complete Notes

Ms-Access
1) What is database? Give two examples.
Ans:Database is a collection of related and organized information that can be used
for different purpose.
Two examples of database are:
i) Dictionary
ii) Telephone Directory
2) State the advantages of managing database information in access.
Ans: The advantages of managing database information in access are:
i) It controls data redundancy which means duplication of data.
ii) It allows sharing the existing data by different programs.
iii) It maintains accurate data.
iv) Information retrieval is easier and faster.

3) Differentiate between database and database management system

Ans:

Database Database Management System

i) Database is a collection of related and i) DBMS is software which is used to manage
organized information that can be used for data in an organized way.
different purposes
ii E.g.: Telephone directory, Dictionary, ii)E.g.: MS-Access, Oracle
etc.

4) Differentiate between computerized and non-computerized database.

Ans:

Computerized Non-Computerized
i) It can store large volume of data. i) It is limited by physical storage available.
ii) It is very fast to find a specific record. ii) It can take a while to manually search through
all of the records.
iii) Data can be sorted into ascending or iii) Difficult to sort data on more than one criteria
descending order on multiple criteria.
iv) The database can be kept secure by use of iv) The only security would be locking up the
passwords. records.
5) What is data? Write with examples.
Ans: Data can be numbers, letters or symbols representing facts and figures which
may or may not give any sense.
E.g.: Ram, student, 20, etc.

6) Differentiate between data and information.

Ans:
 Data Information
i) Data can be numbers, letters or symbols i) Information is an organized collection of
representing facts and figures which may or related data which gives a complete sense.
may not give any sense.
ii) E.g.: Ram, student, 20, etc. ii) E.g.: Ram is a student. He is 20 years
old., etc.
7) What is MS-Access?
Ans: MS-Access is a relational database management system developed by
Microsoft Corporation which is used to store and manipulates large volume of data
in the form of table.

8) Define DBMS with example.

Ans: DBMS is a software which is used to manage data in an organized way.
E.g.: MS-Access, Oracle, etc.

9) 11. Define RDBMS with example.

Ans: It is a database management system that is based on the relation model in
which data is stored in the form of tables and the relationship among the data is
also stored in the form of tables.
E.g.: SQL, MS-Access, Oracle, etc.

10) List any four featured of DBMS.

Ans: The four features of DBMS are:
i) It controls data redundancy which means duplication of data.
ii) It allows sharing the existing database by different programs.
iii) It maintains accurate database.
iv) Information retrieval is faster and easier.

11) List any four features of MS-Access?

Ans: The four features of MS-Access are:
i) It provides the flexible ways to add, edit, delete and display the related data.
ii) Queries help to view, change and analyse the data indifferent ways.
iii) Forms are used for viewing and editing the information.
iv) Reports are used for summarizing and printing the data.

12) Define the term of input mask and relationship.

Ans:
Input mask: It is a field property that controls the value of a record and sets in a
specific format.
Relationship: It is an association among several entities(table).

13) What is caption?

Ans: Caption is a field property which displays an alternate name for the field to
make the field name more explanatory. It can contain up to 2048 characters.

14) What are the different objects of MS-Access?

Ans: The different objects of MS-Access are:
 i)Table
ii)Form
iii)Query
iv)Report

15) What is data type?

Ans: It is an attribute for a field that determines what type of data it can contain.

16) Write any four data types of MS-Access.

Ans: Any four data types of MS-Access are:
i)Text
ii)Number
iii)Memo
iv)Currency

17) List any four types of field properties used by MS-Access.

Ans: The four types of field properties of MS-Access are:
i)Caption
ii)Format
iii)Validation rule
iv)Input mask

18) What is validation rule? Define validation text.

Ans:
Validation rule: A field property which enables to limit values that can be accepted
into a field is known as validation rule.
Validation text: A field property which allows type text to be displayed if the user
input value is prohibited by the validation rule is known as validation text.

19) Differentiate between text and memo.

Ans:
Text Memo
i) It is used for storing text or combination i) It is used for storing lengthy text and
of text and numbers. numbers.
ii) It can store up to 2055 characters. ii) It can store up to 65,535 characters.
20) What is field size? What is the use of ‘Format’ field property?
Ans: Field size is a field property that specifies the maximum number of characters
allowed in the field.
The use of ‘Format’ field property is to display data in a different format.

21) Write down the use of Lookup Wizard and Hyperlink data types.
Ans: The use of Lookup Wizard is that it creates a field that allows choosing a value
from another table or from a list of values by using a list box or combo box.
The use of Hyperlink is that it stores hyper like addresses like email addresses,
websites, database objects or other field.
22) Define indexing.
Ans: Indexing is one of the important properties of database that speed up
searching and storing of records using on the field.

23) Define relationship with its types.

Ans: Relationship is an association among several entities (table).
Its types are:
i)One to one relationship
ii)One to many relationship
iii)Many to many relationship

24) What is referential integrity?

Ans: Referential integrity is a set of rules used by RDBMS to make sure that the
relationships between tables are valid and that the related data is not accidentally
changed or deleted.

25) Define field.

Ans: A column in a table is called field, and it contains a specific piece of
information within a record.

26) Differentiate between field and record.

Ans:
Field Record
i) A column in a table is called field, and it i) Record is a collection of multiple related
contains a specific piece of information fields in a row which gives complete
within a record. information about a person or thing.
ii) E.g.: Name, Address, Telephone ii)E.g.: Ram Chabahil 4468790
27) While designing table structure which data types are suitable to store information
about teacher’s name, address, salary and date of birth.
Ans:
Teacher’s name - Text
Address – Text
Salary – Currency
Date of birth – Date/Time

28) What happens when we enter text in a numeric field?

Ans: If we enter text in a numeric field then it displays the errors.

29) What is Primary key? Why is it needed?

Ans: Primary key is a field that uniquely identifies the record. It is needed because
it neither accepts duplicate values now null values.

30) Write any two uses of Primary key?

Ans: The uses of Primary key are:
i) To reduce and control duplication of record in a table.
ii) To set the relationship between tables.
31) What is composite and foreign key?
Ans: The group of primary key that consists of two or more attributes is called
composite key.
Foreign key is a unique field or combination of fields in linked table whose value
matches with a primary key in another table.

32) Define sorting and filtering in MS-Access

Ans: Sorting means grouping all the records in a table either in ascending or
descending order based on a key field of the record
Filtering is an option that selects the required records and displays the result.

33) How is sorting different from filtering?

Ans: Sorting arranges the record either in ascending or descending order whereas
filtering selects the required records and displays the result.

34) What are the advantages of sorting?

Ans: The advantages of sorting are:
i) It helps to find specific information quickly.
ii) It helps to arrange data in alphabetical order.

35) What are the advantages of form over table?

Ans: The advantages of form over a table are:
i) It allows to design the layout of field on screen in any arrangement.
ii) It shows only the information we want to see.
iii) It can display one complete record at a time.

36) How can data redundancy be controlled in MS-Access?

Ans: Data redundancy can be controlled in MS-Access by the use of “Primary Key”.

37) Define table. Write different ways to create a table.

Ans: Table is an object of database that stores large volume of data in the form of
rows and columns.
The different ways to create table are:
i) Using design view
ii) Using wizard

38) What is form? Mention the methods to create a form

Ans: Form is an object of database which provides graphical interface to enter data
into the tables or multiple linked tables.
Methods to create a form are:
i) By using auto forms features.
ii) By using the form wizard features.
iii) By using your own in design view.

39) What are the different controls used in form?

Ans: The different controls used in form are text box, combo box, list box, check
box, label, command bottom, tab control, etc.
40) Define query. Mention different types of query.
Ans: Query is an object of a database which extracts and arranges information from
a table.
The different types of query are:
i) Select query
ii) Action query
In action query, we have update query, append query, delete query and make-table
query.

41) What are the advantages of query?

Ans: The advantages of query are:
i) We can filer, perform calculations and summarize data.
ii) Large volume of records can be updated or deleted at a same time.
iii) It retrieves and display records including some fields or all the fields of a table
or multiple linked tables.

42) What are the purposes of query in MS-Access?

Ans: The purpose of query in MS-Access are:
i) To view records including some fields or all the fields of a table or multiple linked
tables.
ii) To perform mathematical calculation of a data.
iii) To sort the records on the basis of one or more key fields.
iv) To perform mass update, delete or append new records to a table.

43) What is select query? For what it can be used?

Ans: A select query is the most common categories and is used for extracting
specific information from one or more tables in a database.
We use select query to group records and calculate sums, counts and average,
minimum and maximum.

44) What is update query?

Ans: Update query is a type of action query which make global changes in data of a
table or more linked tables.

45) Write the append query?

Ans: The use of append query is to add a group of records from one or more tables
to the end of one or more tables.

46) Differentiate between select query and action query.

Ans:
Select query Action query
i) It is a query which extracts specific i) It is a query which makes changes to
information from one or more tables. many records in just one operation.
ii) It cannot make changes in tales. ii) It can do changes in tables by update,
append.
47) What is report? List any two methods to create report.
Ans: Report is an object of database which displays the output in an effective way to
present the data in a printed format.
The methods are:
i) Using design view
ii) Using report wizard

48) What is the importance of report?

Ans: The importance of report are:
i) It displays the information the way we want to view it.
ii) It presents the information retrieved through queries or tables.
iii) It presents the information in designed layouts by adding necessary titles,
setting font colour or font size, etc.

49) Why is report created?

Ans: Report is created to print documents according to users specifications of the
summarized information through query or table.

50) What is the data source for report?

Ans: The data sources for report are table and query.

51) Differentiate between form and report.

Ans:

Forms Report
i) Forms are used to enter, view, and edit i) Reports are used only to view
information. information.
ii) Forms are usually displayed on the ii) Reports can be previewed on the screen,
screen. but they are usually printed.
iii) Forms generally provide a detailed took iii) Reports are often used to group and
at records and usually for the people who summarize data, and are often for the
actually work with the database. people who don’t work with the database
but who use its information for other
business task.

MS ACCESS[TRUE/FALSE]
1. A fields name refers to the category of information about a subject.False
2. You cannot delete a field in a database once they have been defined.False
3. A primary key is an optional field in MS Access table.True
4. The primary key in a table is a field that contains information unique to the records.True
5. Many related fields make up of records and many records make up table.True
6. Freezing the column enables scrolling the selected columns.False
7. A query is used to select fields and records from one or more table.True
8. Once a column is hidden, the data stored in fields are deleted.False
9. A select query retrieves one or more table using criteria you specify.True
10. Form is a graphical interface through which data can be printed or displayed in a specified form.False
11. Forms allow you to select specific data from one or more tables.False
12. The default field size for a field with a data type of text is 50 characters.True
13. An input mask is a field property that determines what data can be entered in the field, how the data looks, and
the format in which it is stored.True
14. The allow zero length property, when set to No permits zero-length strings.False
15. Referential integrity is a set of rules used by access to ensure that the relationships between tables are valid and
that the related data is not accidentally changed or deleted.True
16. The information can be used as data for the further processing.True
17. A database can be managed manually.True
18. DBMS is a application software.True
19. Data redundancy is controlled by primary key in Ms-access.True
20. A database file created in Ms-Access has .DBM extension.False
21. A row of a table is known as field.False
22. A field name can be up to 40 characters long.False
23. The auto-number data type generates random number automatically whenever a new record is added to a
table.False
24. A query can be created without tables.False
25. A report can be used to modify data of a table.False
26. Collection of any data can be a database.False
27. Ms-Access is RDBMS.True
28. Every record in a table is unique.True
29. A group of related field that describe a person, place, earthing is called a field.False
30. Deleting a field does not delete data in the field. False
31. Field names are used to define properties for a database.False
32. Look-up wizard is a tool that automates many database tasks.True
33. Default field size of text type of data is 65535 characters.False
34. Date/time type of data requires 8 bytes of memory.True
35. Removing a primary key does not delete a field.True
36. FORMAT property allows us to delete data from the database.False
37. Maximum length for validation text property setting is 25 characters.False
38. Subtype of number data type is integer.True
39. Deleting a field does not delete data in the field.False
40. Validation rule is used to specify whether a value is required in a field.False
41. Index field property speeds up searching and sorting of records based on a field.True
42. We cannot change the structure of a table once it’s made.False
43. We can enter the data using datasheet view.True
44. You cannot unhide the hidden columns in a table.False
45. Data can be modified in a datasheet view.True
46. Field with memo, hyperlink and OLE objects data types cannot be sorted.True
47. A query is used to select field and record from one or more tables.True
48. You can select all or part of data from a single or multiple linked tables using query.True
49. An append query deletes a record or group or records from one or more tables.False
50. Update query can even make changes to the auto number field.False
51. The framework for entering records in database is called form. True
52. Forms can be used to enter, retrieve and display information.True
53. Forms can be created without table or query.False
54. Data changed using form gets changed into a table.True
55. User interface of a form can be changed as per user’s choice.True
56. The framework for viewing for viewing desired information in a specific format in database is report.True
57. Reports can be used to enter retrieval and display information.False
58. Reports are only created with table.False
59. A report can be used to modify a data of a table.False
60. Reports are the method of retrieving information in meaningful way.True
61. A database file of ms-access can have only one table.False
62. The extension of ms-access database file is .MDB.True
63. A field name can have maximum of 64 characters.True
64. New field cannot be added in access after designation of table.False
65. Picture can store in the access database.True
66. A field cannot be declared without data type.True
67. Query is used for printing record.False
68. The table of ms-access has .TBL extension.False
69. A text data type can store maximum of 155 characters for field records.False
70. Record is a collection of information.True
71. Logical value can also be stored in database.True
72. Hyperlink field type is used to store photographs.False
73. A query cannot be the source of a form.False
74. Primary key field may contain the same value in two records.False
75. A report can be used to delete records from a table.True
76. Index accelerates the query and sort operators. True
77. Only one table can be created in ms access.False
78. Memo data type can store 64000 characters.True
79. The default field size of auto-number field is long integer in Ms-Access.True
80. We can enter data in the table without any primary key.True
81. We can enter duplicate data in the field with primary key.False
82. Forms are used to display records on screen to make them easier to add new records and to make changes in
existing record.True
83. The caption field property displays the message if the entered data fails the validation rule.False

[MS ACCESS FILL IN THE BLANKS]

1. A collection of related data of a person or anything is known as database.
2. A field which uniquely identifies a record of a table is primary key.
3. A column in a table is called field and row in a table is called record.
4. Primary key must not be null.
5. The default value size of text field is 50.
6. dBase is example of DBMS.
7. Memo is the field type used to store text that is more than 255 characters.
 8. Auto number field type automatically enters number in a field which increases by
1 for every new record.
9. We can change data type of a field in design view.
10. Action query is used to change records on a table at the single operation.
11. Parameter queryis used to make sure that the data entered in a field is within the
criteria set by the user.
12. Deletequery is used to delete record(s) from the table.
13. A query is a database object that creates a data sheet of selected fields and
records from one or more table.
14. A calculated field displays the results of a calculation in a query.
15. A form is a database object used primarily to display records on screen, to make it
easier to enter new records and to make changes to the existing records.
16. Report is an access database object that presents information in a printed format.
17. The report design view window is the place where you design reports from a
scratch or add your own touches to reports you create with report wizard.
18. DBMS is a complex set of software programs that controls the organization,
storage, management, and retrieval of data in database.
19. The smallest unit of data organization is called field.
20. MS-Access is a relational database management system where data is arranges in
the form of tables.
21. A primary key is a field that uniquely identifies each record.
22. DBMS is a computer program designed to manage adatabase.
23. Oracle, MS-SQL, MS-Access, etc. is DBMS.
24. SQL stands for Structures Query Language.
25. Primary key value cannot occur twice in one table.
26. A primary key field cannot contain the null values.
27. Compound/Composite key consists of multiple columns.
28. Foreign key is the linking pin between two tables.
29. A text field contains up to 255 characters.
30. Tables, queries, forms and reports are objects of MS-Access.

MS ACCESS [Select the best answer]

1. A(n) _________ is an organized collection of related information.
i. Object
ii. Database
iii. Property
iv. Document
Database
2. Field size, format, input mask, caption and default values are
i. Key elements
ii. Field properties
iii. Navigating modes
iv. Data type
Field properties
 3. The storage size of date/time data type is ___________.
i. 4 bytes
ii. 1 byte
iii. 8 bytes
iv. 16 bytes
8 bytes
4. The _________ key uniquely identifies each record.
i. Primary
ii. Database
iii. Object
iv. Premier
Primary
5. ______________ is a set of rules used by Access to ensure that the relationship between tables is valid and
that the related data is not accidentally changed or deleted.
i. Relationship
ii. Referential integrity
iii. Query
iv. Form
Referential integrity
6. ____________ is an Access database object that presents information in a printed format.
i. Table
ii. Query
iii. Form
iv. Report
Report
7. Which is not the database?
i. Phone diary
ii. Mark ledger
iii. Attendance register
iv. Report card
Report card
8. MS-Access is ______________ software.
i. Utility
ii. Application
iii. System
iv. None of the above
Application
9. Which is DBMS?
i. Database
ii. Metabase
iii. dBASE
iv. MS-Access
dBASE
10. _____________ uniquely identifies records of a table.
i. Foreign key
ii. Primary key
iii. Field name
iv. Composite key
Primary key
11. The object of MS-Access that stores data is known as ________.
i. Query
ii. Table
iii. Form
iv. Report
Table
12. Which of the following is not data type used in MS-Access?
i. Data/Time
ii. Counter
iii. Hyperlink
iv. Caption
Counter
13. The object of MS-Access that is used to prepare ready to print document is _______.
i. Query
ii. Table
iii. Form
iv. Report
Report
14. The date/time field of data type occupies ____ bytes of memory.
i. 4
ii. 8
iii. 2
iv. 16
8
15. The extension of database file in MS-Access is ________.
i. .DBF
ii. .DBM
iii. .MDB
iv. .DMB
.MDB
16. A field property that limits the data to be entered in field is _________.
i. Validation rule
ii. Format
iii. Input mask
iv. Indexed
Validation rule
17. Which is the sub type of number data type?
i. Integer
ii. Byte
iii. Single
iv. All of the above
All of the above
18. _______ allows MS-Access to query and sort record faster.
i. Sorting
ii. Editing
iii. Filtering
iv. Indexing
Indexing
19. The maximum number of character that can be stored in a field is determined by _______.
i. Field type
ii. Field size
iii. Field length
iv. Field width
Field size
20. The logical field data type of MS-Access is _________.
i. Yes/No
ii. True/False
iii. On/Off
iv. All of the above
Yes/No
21. The field size of logical field data type is ____ in MS-Access.
i. 1 bit
ii. 1 byte
iii. 2 bytes
iv. 2 bits
1 bit
22. A database is the ______________________________.
i. Tool for editing document
ii. Way to automate common task
iii. Collection of related information
Collection of related information
23. A collection of records for a single subject, such as all of the customer records is called ________.
i. Field
ii. Record
iii. Table
Table
24. Which of the following is not a data type?
i. Text
ii. Currency
iii. Hypertext
Hypertext
25. __________ are webpages that allows you to view and work with data is stored in an Access database on
the internet.
i. Forms
ii. Data Access Pages (DPA)
iii. Module
 Data Access Pages
26. ________ defines a standard pattern for the appearance of all data entered in a field.
i. Format
ii. Input mask
iii. Default value
Input Mask
27. A _______ key is a field that uniquely identifies each record.
i. Candidate
ii. Alternate
iii. Primary
Primary
28. A report is a ________________________________.
i. Printed version of the data in a database.
ii. Way of sorting and filtering data
iii. Tool that deletes information in your database
Printed version of the data in a database
29. _____________ is the raw form of any facts and figures.
i. Information
ii. DBMS
iii. Records
iv. Data
Data
30. ____________ is DBMS software.
i. MS-Access
ii. MS-Excel
iii. BDASE
iv. None of them
MS-Access
31. A ________ is a collection of data about a specific topic.
i. DBMS
ii. Database
iii. Table
iv. All of them
Database
32. _________ is the table creating option to create custom table design
i. Datasheet
ii. Design view
iii. Wizard
iv. Link table
Design view
33. A field name can be up to ______ characters long.
i. 40
ii. 64
iii. 46
iv. 2048
64
34. _________ is a data type used for lengthy text and numbers
i. Text
ii. Long text
iii. OLE object
iv. Memo
Memo
35. Data type that requires 8 bytes of storage.
i. Yes/No
ii. Currency
iii. Long integer
iv. All of them
Currency
36. The name of caption can be declared up to ___ characters.
i. 1024
ii. 2024
iii. 2048
iv. 2005
2048
37. Memory space used by an auto number data type is _____.
i. 1 byte
ii. 2 bytes
iii. 4 bytes
iv. 8 bytes
4 bytes
38. The primary key contains ______ value.
i. Null
ii. Not null
iii. Number
iv. Auto number
Not null
39. Which specifies an expression that checks for invalid data?
i. Validation rule
ii. Validation text
iii. Input mask
iv. Required
Validation rule
40. __________ is not a field property of MS-Access.
i. Caption
ii. Index
iii. Colour
iv. Format
Colour
41. Format symbol that convert all character to uppercase:
i. @
ii. &
iii. <
iv. >
>
42. The framework for viewing the records with some criteria in database is _______.
i. Query
ii. Form
iii. Report
iv. Table
Query
43. Which query do you use to answer the question “which employee on more than $5000 a month?”.
i. Search query
ii. Append query
iii. Select query
iv. Update query
Select query
44. Which criteria in query return only those name beginning with the letter ‘S’.
i. Name = “S”
ii. Name = ”S*”
iii. Name = “S?”
iv. Name = “S#”
Name = “S*”
45. ___________ query is used to display the relevant data from the database without making any changes.
i. Select
ii. Parameter
iii. Crosstab
iv. Append
Select
46. A(n) _____________ query makes entire changes to a record or group of records in a table or more tables.
i. Select
ii. Update
iii. Append
iv. Make table
Update
47. ____________ is not a data type of MS-Access
i. Number
ii. Text
iii. Memo
iv. Form
 Form
48. Primary key does not accept _____________.
i. Text
ii. Number
iii. Null value
iv. None of them
Null value
49. In MS-Access data are stored in _________.
i. Form
ii. Query
iii. Table
iv. All of them
Table
50. The default value size of text field is ____.
i. 40
ii. 50
iii. 256
iv. 64
50
51. Which component of MS-Access is used to enter data?
i. Query
ii. Form
iii. Report
iv. Both i. & ii.
Form
52. ______________ is a database management system.
i. dBASE
ii. MSAV
iii. Excel
iv. All of them
dBASE
53. A column in Access table is _______.
i. Field
ii. Query
iii. Database
iv. Record
Field
54. Which is the example of database?
i. dBASE
ii. MS-Access
iii. Telephone directory
iv. All of the above
Telephone directory
55. Which component of MS-Access does not allow entering data?
i. Table
ii. Query
iii. Form
iv. None of the above
Query
56. What kind of data is kept in memo field?
i. Hyperlink
ii. Software
iii. Data
iv. Pictures
Data
57. Which component of MS-Access is used to enter data?
i. Query
ii. Forms
iii. Reports
iv. Both i. & ii.
Forms
58. MS-Access is a ____________.
i. DBMS
ii. RDBMS
iii. Database
iv. Metabase
RDBMS
59. A row in a table is known as _________.
i. Field
ii. Record
iii. Content
iv. Text table
Record
60. What is the database?
i. Data of SLC exam
ii. Oracle
iii. MS-Access
iv. Excel
Data of SLC exam
61. A key which uniquely identifies each record of a table is _____________.
i. Primark key
ii. Foreign key
iii. Both i. & ii.
iv. None of them
Primary key
62. MS-Access is used to create ____________.
i. Database
ii. DBMS
iii. Record
iv. Table
Database
63. Number field is used for sorting only ____________.
i. Number
ii. Text and number
iii. Number and time
iv. Number and year
Number
64. ______________ is not DBMS.
i. Oracle
ii. dBASe
iii. FoxPro
iv. Paint
Paint
65. Report is the printed output we generate from _____________.
i. Table
ii. Query
iii. Forms
iv. Both i. & ii.
Both i. & ii.
66. Which of them is not a data type?
i. Memo
ii. Yes/No
iii. Data/Time
iv. Caption
Caption
67. What is the sub type for the number data type?
i. Hyperlink
ii. Bit
iii. Index
iv. Integer
Integer