Access CW and In-Textbook Refernece

Chapter – 2 Introduction to MS Access
Q.1) What is a database? Explain with the help of an example.

Ans: Database is a systematic collection of data in the form of fields, records and files that are organized so that it can be
easily accessed, managed and updated. Your name is an example for data. Database is actually a place where related
pieces of information are store and various operations can be performed on it. For example – Airtel, which is an ISP
(Internet Service Provider) also has the satellites which have call services. So even those Airtel company managers will
also be having a data of the users of Airtel, along with their phone number and address.
Q2. What do you understand by DBMS? Write three advantages of DBMS.
Ans: DBMS stands for Data Base Management system. This is a collection of programs which enables it’s users to access
database, manipulate data, reporting or representation of data. The DBMS provides and efficient way for retrieval of data
and reduces the chance of errors in the data entered. Examples for the tools which use DBMS are ATMs, flight
reservations, people entered in a library etc.
The three advantages of DBMS are:
i. Provides better data security: Easy accessibility of data, create a greater risk of security breaches. A
DBMS provides a framework for better implementation of data privacy.
ii. Data sharing: DBMS helps to create an environment in which it is easier to help transfer data or share
data to others. This structured and easy access of data make it easy for the end users (which are us) to
respond quickly to the change in environment.
iii. Inconsistency can be avoided – An inconsistent database is capable of supplying incorrect data. So, there
should be no inconsistency in database. DBMS helps to reduce the data inconsistency.
Q3. What are the types of database objects? Explain with example.
Ans: Database is made up of different types of objects such as tables, queries, forms and reports.
i. Tables – A table is a collection of related data and records. Each table column represents a field, and each
row represents a record.
ii. Queries – A query is a question about the data stored in tables. You use queries to select or to perform an
action on a subset of data.
iii. Forms – Forms are generally based on data from tables or queries. By using forms, you can view, enter,
change and print data. In an Access form, you can display data, pictures and graphs.
iv. Reports – You can use reports to display information from tables and queries in a way that may be more
meaningful and readable than just looking at a series of records in a table. You can create a report by the
‘Report Wizard’ in MS access.
Q4. Define data types. What are the various data types available in MS access?
Ans: Data types define the value of a cell and are used to format data so that it can be used and managed. You may know
that a table stores different types of data. These types vary according to the fields of a table.
Some of them are:
 Text Field – Text field contains text such as a last name or a street address. Various numbers in a Text
Field are considered as text but not used for calculation. It stores up to 255 characters of text.
 Numeric Field – Numeric field contains only numbers. It doesn’t accept letters and symbols.
 Currency field - It contains symbols for currency, decimals and commas wherever needed along with
numbers. ($%^&*!@#)
 Data / Time field – As the name states, this contains the date, and the time. You can perform
mathematical calculations on this field.
 Memo field – Memo field contains long BLOCKS of text. A typical use of Memo field would be to
describe a product in detail.
 Yes / No field – Yes/No contains characters to represent Yes/No and fields that contain only one of two
values.
5. Write the steps to create a table in access using design view. \
Ans: The steps to create a table using design view:
 Click on create tab.

 Click on table design from the Tables group. The new table’s design view appears.
Q6. What is a primary key in database? Give an example.
Ans: The unique values in a column that will be helpful in completely retrieving a record is called as primary key.
Primary key is the unique identifier for the table. For example, from the database of students, managed by a school, the
database table is – Roll no. in the students column can be the primary key.

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Chapter – 2 Introduction to MS Access

Q.1) What is a database? Explain with the help of an example.

Some of them are:

5. Write the steps to create a table in access using design view. \

Ans: The steps to create a table using design view:

 Click on create tab.

Q6. What is a primary key in database? Give an example.

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