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Unit 4 ACCESS STUDY GUIDE
1. The following statement best describes a database:
A database is a collection of related information that you can organize in a variety of ways.
2. A database file is similar to a file drawer in an office filing cabinet. The file cabinet is like a database;
each drawer is like a table in the database. The folders within the drawers represent data records.
3. A database structure is also known as anyone of the following:
 The skeleton
 A layout
 The design
4. When you want to bring together information from different tables within the database, it is important to
set a primary key.
5. When creating a report, if you wanted to bring together related records but set them apart from other
records, the feature you would most likely use would be grouping.
6. Facts about Reports:
 Reports allow you to present data in a customized way.
 Standard reports can include a report title, headers and footers, appropriate fields (columns),
graphics (imported objects), and summary statistics.
 You can format reports to make the data more attractive.
7. If you wanted to find multiple records you would use the Filter feature. This isolates specific records in
your table.
8. If you wanted to organize, summarize, and print all or part of database data, you would create a report
object.
9. You can insert worksheet data into an existing database or into a newly created one. To do this:
 You must organize the worksheet data in the same way that you organize the database.
 The column headings in the worksheet must match the field names in the database.
10. Facts about Queries:
 You can use data from more than one table to develop a query.
 Like filters, queries allow you to sort criteria for records you want to display.
 You can use queries for reports.
 The source for a query can be a table or another query.
MORE ACCESS FACTS:
1. A flat file and a relational database are different. A variety of database software programs are
available. Some are considered “flat file” programs; others are considered “relational” databases. A Flat
File can process one file of data at a time.
A Relational database can work with data in two or more files at the same time. Access is a Relational
database software program.
2. Most database programs require that you identify a field by the type of data it will contain.
3. You can change the data type of a field at any time; however, you may lose data. For instance, if you
went from a number data type to a text data type, you could lose the data values.
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4. A text data type identifies entries containing text-based data.
5. Each column in a table represents a field.
6. A database structure or database design refers to the field names, field sizes, and data types of the
data files in the database.
7. It is possible to change the way data is viewed in a database.
8. A primary key or “key field” is a field that uniquely identifies each record in a table.
9. You can change the column widths of a database table.
10. A record is information about one person or one thing.
11. If you do not specify a key field, Access will insert a Record ID number for you.
12. Data entry is the act of adding new records and editing existing records.
13. Information that forms a record usually comes from a source document.
14. When you enter new records into a database table, they are automatically added to the end of the
table.
15. You could use the FIND and REPLACE feature on the EDIT menu to locate a record and replace
one or all occurrences of the search entry.
16. Once you create a database, you can always go back and delete any of the records from the table(s).
17. The FILTER feature allows you to isolate certain records and hide others.
18. You can insert columns anywhere in a database and move them into the order you want at a later
time.
19. When you sort records in ascending order, you organize the records from lowest to highest. (A –
Z), (1 – 10).
20. You can use a Filter to isolate records in a Table; however, a Query is an advanced way to isolate
a group of records. You can use more than one table in a Query, use search criteria, sort, and create
calculated fields.
21. Access allows you to export database data to a spreadsheet or to a word processing file.
22. Exported database data appears in a table format.
23. You can merge database data with a Word document.
24. Generally, Reports, like Queries, are named and saved.
25. Each time you run a Query, you do not have to resave it. The only time you resave a Query is if
you modify its structure in Design View.
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