DBMS (Ms-Access 2007 or above)

 

1. Define data and information?

The Unprocessed raw information is known as data. It can be number, letter or symbols representing fact and figure may not have significant meaning by itself.

The collection of organized related processed data which has significant meaning is called information.

2. What is database? Give some example.

The collection of organized interrelated data/information to any subject or purpose is known as database. Telephone directory, mark ledger, attendance register, dictionary etc. are some example of database.

3. Write some objective of database systems.

The objectives of database system are:

·         To provide huge storage or space for relevant data.

·         To allows many users to access the database at a time.

·         To maintain integrity in data.

·         To provide maximum protection to data.

4. Define DBMS (database management system)? List some advantage of DBMS.

DBMS is a method that store data process them and provide information in an organized form using database management software. Ms-Access, Oracle, FoxPro, SQL (structure query language) are some example of DBMS software.

 The advantages of computerized database over manual database are:

·         It provides high data security. Unauthorized person can not access or use database.

·         Large volume of data can be stored and updated easily.

·         It provides the data sharing facility.

·         Data redundancy (duplicate data) is checked and controlled

·         It ensures data to be stored in database must be as specific range.

·         Record can be sorted easily on the basis of key field.

Disadvantages:

·         Cost of purchasing and developing software

·         Chances of data leakage and hacking.

5. Define RDBMS. Name any two RDBMS software.

 A relational database management system is most widely used software or program that stores database in multiple tables on the basis of a key field. It allows a user to view or retrieve records from the multiple linked tables continuously at a time. Ms-Access, Oracle, My SQL are the example of RDBMS software.

6. What is Ms-Access? List the some object of Ms-Access.

Ms-Access is a RDBMS which is used to store and manipulate large amount of data in the form of table. It allows the user to create database and store in multiple tables.

The objects of Ms-Access are:

a. Table      b. Query           c. Form            d. Report

e. Pages      f. Macro           g. Modules

7. List some feature of Ms-Access.

·         It allows storing records using tables.

·         It allows adding, editing, deleting and displaying the related data.

·         It allows viewing and entering the records using table.

8. Who is DBA (database administrator)? Write his/her responsibilities.

A DBA is a person who has a responsibility to manage and control overall resources such as planning, implementation, operation and security on the database.

The responsibilities of a DBA are:

• Managing Data activities.
• Managing database structure
• Managing database user and provide security
• Performing backup and recovery duties.

9. Define field and record?

A column of a table which stores a particular type of data is known as a field. It is the smallest unit of the database. It is also known as attribute.

The collection of multiple related fields in a row is known as record. It is also known as tuple.

10. What is table? Write the different ways of creating a table.

Table is primary object or building block of database that stores large volume of data in the form of row and column. Different ways to create a table in Ms-Access are:

• Create table in design view
• Create table by wizard
• Create table by entering data

11. What is primary key? Why it is use.

The primary key is a special field or group of field in the table that has a unique value for each record.

Use of primary key

• To identify each record of a table uniquely within very short time.
• To reduce and control duplication of the record in a table.
• To set the relationship between table.

12. What is foreign key and composite key?

A unique field of combination of field in a linked table whose value matches with a primary key in another table is known as foreign key.

The group of primary key that consist of two or more attributes is called composite key.

13. What is data type? List the different data type of Ms-Access.

A data type is a characteristic of a field that determines the kind of data that can be stored in field.

The different data types of Ms-Access are

s.n	Data type	Max data/ space occupies
1	Text	Up to 255 char 50 default
2	Number	1, 2, 4 or 8 byte
3	Memo	Up to 65,536 char
4	Date/ Time	8 byte
5	Currency	8 byte
6	Auto Number	4 byte
7	Yes/No	1 bit
8	OLE object	Up to 1 GB
9	Hyperlink	Up to 64,000 char
10.	Look up Wizard	4 byte

14. What is relationship? List its types.

The logical linkage between two or more than two tables with the help of unique key field is known as relationship. The types of table relationship are:

a. One-to-One  b. One-to-Many            c. Many-to-many

15. What do you mean by sorting and filtering?

The process of arranging all the record in a table either ascending or descending order based on field or fields is known as sorting.

The process of viewing required record of a table that matches the specific criteria is known as filtering.

16. What do you mean by formatting the table?

The process of changing the appearance of a table using different option is known as formatting the table. eg change the column width, row height, changing the font, style, size and border etc.

 17. What is referential integrity?

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

18. Define validation rule and validation text.

Validation rule is a field property that allows the user to limit and specify the value that can be entered into the field. It checks and control data to be entered in the field according to the set criteria.

Validation text is also field property that specifies the message to be displayed to the user when the data enter in the field is not matched with the validation rule.

19. Write short note on

Table: It is one of the important objects of ms –access which are used to store record and information in the form of row and column. Where row is considered as record and column is called fields.

Ways of creating table in ms-access are as follows:

1.       Creating table by using design view

2.       Creating table by using wizards

3.       Creating table by entering data

Form: It is a type of database objects that is primarily used to create as interface for entering data in a table or multiple linked tables. A form displays a complete record at a time, so it is more convenient to view and modify record through the form.

Ways of creating form in ms-access are as follows:

1.       Creating form by using design view

2.       Creating form by using wizards

Importances of form are:

1.       Easier to enter record in table

2.       Easier to modification

3.       Easier to focus on just needed information

4.       We can design on own format that we needed

Report: It is a type of database object that present data in effective way in a printed format. It allows a user to print document according to the user specification of the summarize information through queries or table.

Ways of creating report in ms-access are as follows:

1.       Creating report by using design view

2.       Creating table by using wizards

Importance of reports:

1.       We can view report on the screen before print it.

2.       So it is simple to modify before print in the permanent form

3.       Easy to read report even at the time of failure of electricity

Query: It is an object of database that is used to view, retrieve, change and analyzed record from a table or multiple linked tables based on specified condition. When a user changes data in query, the data in the table also changes. It can use as a source of record for form and report. The types of query are

Types of query:

1.       Select query

2.       Parameter query

3.       Cross tab query

4.       Action query

i.                    Delete query

ii.                  Update query

iii.                Append query

iv.                 Make –table query

Select query: It is most common types of query that retrieves data from one or more tables and displays the result in a datasheet.

Action query: It is also type of query that makes changes or updates many records in just one operation. The different types of action query are

a. Delete query         b. Update query    c. Append query   d. Make-Table query

Importance of query:

1.       Easy to search required data

2.       Easy to modify the existing records

3.       Easy to sort and filter the required

4.       Easy to update the records

20. Define input mask and format field properties.

Input mask: It is a field property that specifies a pattern and controls the value of a record for all data to be entered in the field. It determines what kind of data can be entered in the field as well as where data can enter and how many characters are allowed.

Format: It is field property that specifies the appearance of the value when displayed. It allows a user to display data in different formats.

21. Why table is frame work of ms-access:

   Table is one of the importance objects of ms- access where all the record and information are stored in the form of row and column. And for other object of ms –access such as form, query and report which required records to run and such record can be taken from table so that table is called object of ms-access.

22. For what purpose field size is used

Field size is used to fix the number of character for text field. For number filed.

23. What is index?

A database index is a data structure that improves the speed of data retrieval operations on a database.

Field properties of ms –access

1.       Field size             2. Format         3. Caption        4. Default value

5. Validation rule       6. Validation text          7. Input mask

Entity: the name of object is called entity

Attribute: the properties of entity is called attribute.

Caption: It is the alternative name for the fields. The name of caption can be declared up to 2048 character.

Input mask: it is field properties which determine what kind of data and where data can be entered in the field.

Data redundancy: it means repetition of data

Validation rule: It is an expression that limits the fields’ value to specific value or range of value

Validation text: The text display when the field violates the validation rule.

Default value: automatically insert the specified value in the fields. Default for a text is empty string: for number and currency is 0.

Cell: it is intersection of row and column