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Microsoft Access Database Management: Key Concepts and Queries, Exams of Nursing

Walden UniversityNursing

This overview of Microsoft Access focuses on key database management features. It covers the Access menu ribbon, object navigation, compact/repair tool, and object types: tables, queries, forms, and reports. It explains object, design, and layout views, plus database concepts like relations, entities, attributes, records, and fields. The document details table creation using the Prometheus approach, field naming, data types, properties, primary/foreign keys, normalization, and relationship types. It also covers form creation, the external data menu, database queries (wizard and design), sorting, distinct records, record selection based on criteria, parameter queries, multi-table queries, aggregate queries, calculated fields, and crosstab queries. Useful for students and professionals learning database management with Access.

Typology: Exams

2024/2025

Available from 06/09/2025

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ISTM 210 Exam 3 Access actual solution
Access Menu Ribbon - correct ans-At the top of the window
Provides access to all of the features
Access Object Navigation Pane - correct ans-At the side of the window
Provided to help users interact with the various objects in database files
Compact and Repair tool - correct ans-In the Database Tools Menu Tab
Analyzes the database and reduces the size of the database file
(Compact on Close)
Four types of objects in Access - correct ans-1. Tables
2. Queries
3. Forms
4. Reports
Tables - correct ans-Used to store the data in Access
Consists of columns, which store data fields, and rows, which store database records
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Download Microsoft Access Database Management: Key Concepts and Queries and more Exams Nursing in PDF only on Docsity!

ISTM 210 Exam 3 Access actual solution

Access Menu Ribbon - correct ans-At the top of the window Provides access to all of the features Access Object Navigation Pane - correct ans-At the side of the window Provided to help users interact with the various objects in database files Compact and Repair tool - correct ans-In the Database Tools Menu Tab Analyzes the database and reduces the size of the database file (Compact on Close) Four types of objects in Access - correct ans-1. Tables

  1. Queries
  2. Forms
  3. Reports Tables - correct ans-Used to store the data in Access Consists of columns, which store data fields, and rows, which store database records

Queries - correct ans-Used to find the specific data you need from the database Can be constructed to locate related data across more than one table Can be used to perform some basic calculations on numeric data Forms - correct ans-Used to present the data in a table in a separate window one record at a time Used to help with entering new data into a table and to navigate through the records of a table in user-friendly way Reports - correct ans-Used to organize and present the data in your database Used to present the data in a meaningful way to aid in managerial decision making Can be generated from tables or queries Different Views - correct ans-1. Object view

  1. Design View
  2. Layout View Object View - correct ans-Displays the finished object (Maybe a finished table) Design View - correct ans-Used to edit the object Allows you to add and configure the field in a table Allows you to add elements to the form or report and change the appearance of those elements

Naming fields - correct ans-1. Should be meaningful and descriptive

  1. Allows you to use spaces, but not recommended
  2. Use only letters and numbers, no symbols or special letters Data types for fields - correct ans-1. Short Text (up to 255 characters)
  3. Long Text (up to 65,536 characters)
  4. Number (positive or negative)
  5. Date/Time
  6. Currency (number data type starting with $)
  7. AutoNumber (Access automatically generates a number when a new record is added to the table)
  8. Yes/No
  9. OLE Object (stores files, recommended to use attachment instead)
  10. Hyperlink (links to websites or folders/files on computer)
  11. Attachment (stores files for a database record, could be virtually any format)
  12. Calculated (creates a field generated by a formula, often refers to values in other fields)
  13. Lookup Wizard (simplifies data entry, presents the user with a list of items to choose from when entering new record) Field properties - correct ans-1. Field size (how large the field will be, how many characters, numbers, and precision)
  14. Input Mask (sets rules for how the data will be entered in the field)
  15. Default value (have an automatic starting value for the field when a new record is added)
  16. Validation rule/validation text (checks values to make sure they fit a specific rule)
  1. Required (makes sure that a value is entered for a field when a new record is added to a table) Primary Key - correct ans-uniquely identifies each record in a table Often is the first field of the table Indicated by a small gold key to the left of the field Foreign Key - correct ans-When a field is used to link two tables Normalization - correct ans-The process of organizing tables and relationships between tables
  2. We want each table to contain data about very specific things
  3. We want to limit duplicated or redundant information as much as possible Types of relationships between tables in a database - correct ans-1. One to One (1:1)
  4. One to Many (1:M)
  5. Many to Many (M:M) One to One relationship - correct ans-Represents a situation where a record from one table can only be associated with one record from the other table One to Many relationship - correct ans-Most common type of relationship Means that a single record from one table could be associated with more than one record from the second table, but a record from the second table can only be associated with one record from the first table

Questions the data to get relevant information Two ways to create a query in Access - correct ans-1. Query Wizard

  1. Query Design Query Wizard - correct ans-walks you through the process of creating a query by asking you a series of questions about what you want the query to include. Creates the query based on your answers. Simplifies the process of creating a query, but it gives you less control over your query than the Query Design approach. Query Design - correct ans-Query by Example (QBE) Graphical drag and drop the elements of your query until it is the way you want it Sorting Query Results - correct ans-1. Ascending or descending order
  2. Multi-level sort Show/Hide Query Fields - correct ans-Uncheck the box to hide a field Showing distinct records - correct ans-1. Right click an open area of the query design canvas and select "Properties..." from the menu
  3. Change "Unique Values" to Yes Selecting records that meet a single criterion - correct ans-Type the exact number into the "Criteria" box of the design grid, or the exact string in "", or the exact date in between ##

Selecting records that fit within a range of values - correct ans-Use operators in the "Criteria" box with the values Operators for Criteria - correct ans-1. <

  1. <=

  3. =

  4. = Selecting records based on multiple criteria - correct ans-1. AND, separate criteria with an "And" (no quotes) in the same box (can also construct an AND query from multiple fields)
  5. OR, separate criteria with an "Or" (no quotes)
  6. OR, type 1 criteria, and another in the "or" box (can construct an OR query from multiple fields) Using criteria to exclude records - correct ans-Use "Not" (without quotes) before a criteria to create an exclusion query Using criteria to return records with empty values - correct ans-In "Criteria", use the phrase "Is Null" (without quotes) Using criteria to search within a field - correct ans-In "Criteria", use the keyword LIKE before a string or number
  • is used as a wildcard character

Crosstab queries - correct ans-1. Like PivotTables in Excel

  1. Used to create a multidimensional view of the data, by summarizing the data in a query on two dimensions at the same time Creating a crosstab query - correct ans-1. Add the tables and relationships in the query canvas
  2. Click the crosstab icon in the Query Type group in the Design menu tab
  3. Crosstab: option will appear as a drop down menu
  4. Choose the Row Headings, Column Headings, and Values Reports - correct ans-Used to present the data in a table or the results of a query in professional ways Views for a report - correct ans-1. Report View (see the finished report, but not able to modify)
  5. Print Preview (see the report as it will appear when printed or in PDF file, not able to modify)
  6. Design View (can change the report, is flexible, but can be difficult to visualize)
  7. Layout View (compromise between Design View and Report View, can be changed, and can see what the report will look like when finished) Report Wizard - correct ans-1. Allows you to select fields available on report
  8. Allows you to group the report
  9. Allows you to sort the report Adding totals to reports - correct ans-1. Must use Design View
  10. Be in the "Grouping & Totals section of the Design menu tab", and click "Group & Sort"
  1. Options will appear below the report design canvas, click "More"
  2. Use the drop-down menu to add totals Exporting Data from Access - correct ans-Identify the data you wish to export and find it in the External Data tab