Microsoft Access Core Concepts and Functions

Fundamental Database Concepts

What is a datasheet?

When you first open a datasheet, Microsoft Access selects the first field value in the first record.

What is a table?

All fields for a specific individual or place can be grouped together as a table.

How can a field be described?

A field can be described as an attribute.

What is a primary key?

A field, or a combination of fields, that has a unique value is a primary key.

What is a requirement for a primary key?

A primary key must contain a unique value for each record within the table.

What is a foreign key?

A field that is defined in one table and is also a primary key in a different table is a foreign key.

What is a requirement for a foreign key?

Every foreign key must match the field value of a primary key in a related table.

Working with Access Objects

How do you ask questions about your data?

Access allows you to ask questions and obtain information about your data using its built-in query language.

How do you find specific information in a table?

To find specific information, such as customers located in Texas, you would create a query.

What is the result of selecting data with a query?

Selecting data with a query displays only the data that matches the query's selection criteria.

How can you reuse a query?

After saving a query, you can recreate its results by opening the query again.

What is the purpose of a form?

A form is used to enter, edit, and view records in a database.

How can you format data for printing?

Data can be formatted before printing by creating a report.

Which item is not a standard Access object?

An example of an item that is not a standard Access object is a Report Tool.

Database Management and Maintenance

What does clicking a record selector do?

Clicking a record selector selects an entire row.

How do you select an entire column?

To select an entire column in an Access table, you click the column selector.

How can you see more fields on the screen?

If you cannot see all fields, click the Maximize button on the database window or the Shutter Bar Open/Close button on the Navigation Pane.

Where is the print command located?

The print command appears on both the Print Preview tab and the Office Button menu.

Why change a report's orientation before printing?

Changing a report's orientation allows more data to be shown on each page.

What is the file extension for an Access 2007 database?

The file extension that identifies a Microsoft Access 2007 database is .accdb.

How do you protect a database from loss or damage?

You can protect your database against loss or damage by making a backup copy.

What does compacting a database do?

Compacting a database rearranges data and objects to reduce its file size.

When is disk space from deleted records freed?

When you delete records, the disk space they occupied is not freed until you compact the database.

What is the first step to copy data between databases?

To copy data from one database to another, you must first open the source of the data.

What is the main control center for a new database?

After a new database is created, the main Access window becomes its control center.