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Access Tutorial 1: Creating a Database TRUE/FALSE 1. A collection of fields describing a person, place, object, event, or idea is a table. ANS: T PTS: 1 REF: AC 2 2. A single set of field values within a table is a record. ANS: T PTS: 1 REF: AC 2 3. A database is a collection of related tables. ANS: T PTS: 1 REF: AC 3 4. A collection of related tables is called a relational database. ANS: T PTS: 1 REF: AC 3 5. When two tables are related by a common field, users can tie together facts from the two tables. ANS: T PTS: 1 REF: AC 3 6. A primary key in one table cannot be used as a foreign key in a different table. ANS: F PTS: 1 REF: AC 4 7. A DBMS controls the storage of databases on disk by carrying out data creation and manipulation requests. ANS: T PTS: 1 REF: AC 4 8. Although a field has unique values in the table in which it is the primary key, it does not have to have unique values in the table in which it is the foreign key. ANS: T PTS: 1 REF: AC 4 9. Like spreadsheets, a DBMS can handle massive amounts of data and can easily form relationships among multiple tables. ANS: F PTS: 1 REF: AC 5 10. More than one user can enter data into a database. ANS: T PTS: 1 REF: AC 5 11. To launch Access, click the Start button, point to All Programs, point to Microsoft Office, and then click Microsoft Office Access 2007. ANS: T PTS: 1 REF: AC 5 12. Only one user can retrieve and analyze data that was entered into a database by others. ANS: F PTS: 1 REF: AC 5 13. A database defined in Access can be as large as you want it to be. ANS: F PTS: 1 REF: AC 5 14. The Access window is the first window that appears when you launch Access. ANS: F PTS: 1 REF: AC 5 15. The navigation buttons allow you to step through a table record by record, or to quickly go to the first or last record in the table. ANS: T PTS: 1 REF: AC 22 | AC 23 16. Query results automatically are stored in the database. ANS: F PTS: 1 REF: AC 26 17. The fastest way to display all fields from an open table on a form is to use the Form Wizard. ANS: F PTS: 1 REF: AC 27 18. Records in a database can be displayed in a custom format by creating a form. ANS: T PTS: 1 REF: AC 27 19. A form allows you to view and maintain your data in a customized format. ANS: T PTS: 1 REF: AC 27 20. By defining a report, you can create a formatted printout or display of the data contained in one or more tables. ANS: T PTS: 1 REF: AC 29 MODIFIED TRUE/FALSE 1. Defining a(n) primary key in a second table creates a relationship between that table and the table where the primary key was first defined. ____________________ ANS: F foreign Foreign PTS: 1 REF: AC 4 2. One benefit of a relational database management system is that contains a built-in query language, which lets you obtain immediate answers to the questions you ask about your data. ____________________ ANS: T PTS: 1 REF: AC 4 3. A(n) relational database management system provides protection for your data through the use of security, control, and recovery facilities. ____________________ ANS: T PTS: 1 REF: AC 4 4. The item shown in the above figure is the Groups bar. ____________________ ANS: F navigation pane Navigation Pane PTS: 1 REF: AC 33 5. Databases you create in Access 2007 use the Access 2003 database file format. ____________________ ANS: F Access 2007 access 2007 PTS: 1 REF: AC 6 6. Most of the Database window screen components are the same as the components in other Windows programs. ____________________ ANS: T PTS: 1 REF: AC 7 7. Access saves changes to the active database when a record is changed or added and when you close the database. ____________________ ANS: T PTS: 1 REF: AC 15 8. Queries that you create and save appear in the Queries list of the Database window. ____________________ ANS: F Navigation Pane navigation pane PTS: 1 REF: AC 33 9. The Form window contains display buttons, similar to those available in Datasheet view, which you can use to display different records in the form. ____________________ ANS: F navigation Navigation PTS: 1 REF: AC 28 10. Access does not have a button or option you can use to save the active database. ____________________ ANS: T PTS: 1 REF: AC 19 11. To back up your database, click the Home tab, point to the Manage option, and then choose Back up Database. ____________________ ANS: F Office button Office Button office button PTS: 1 REF: AC 35 12. Backing up a database rearranges the data and objects in a database to decrease its file size, thereby making more space available on your disk and letting you open and close the database more quickly. ____________________ ANS: F Compacting compacting PTS: 1 REF: AC 33 13. In Design view, you can make design changes to the form while it is displaying data, so that you can see the effects of the changes you make immediately. ____________________ ANS: F Layout layout PTS: 1 REF: AC 28 14. A template is a predesigned database that includes professionally designed tables, reports, and other database objects that can make it quick and easy for you to create a database. ____________________ ANS: T PTS: 1 REF: AC 6 15. A field name can consist of up to 255 characters. ____________________ ANS: F 64 sixty four sixty-four PTS: 1 REF: AC 9 MATCHING Identify the letter of the choice that best matches the phrase or definition. a. field g. foreign key b. table h. DBMS c. field value i. report d. relational database j. backing up e. common field k. compact f. primary key l. query 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Organizes data as a collection of tables A collection of related tables The specific content of a field Connects the records in separate tables A single characteristic or attribute of a person, place, object, event, or idea A primary key from one table that is used to form a relationship with a second table A collection of fields that describe a person, place, object, event, or idea A field or collection of fields whose values uniquely identify each record in a table A question you ask about data stored in a database A formatted printout (or screen display) of the contents of one or more tables To rearrange the data and objects in a database file, to decrease its file size The process of making a copy of the database file to protect your data against loss or damage 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. ANS: ANS: ANS: ANS: ANS: ANS: ANS: ANS: ANS: ANS: ANS: ANS: H D C E A G B F L I K J PTS: PTS: PTS: PTS: PTS: PTS: PTS: PTS: PTS: PTS: PTS: PTS: 1 1 1 1 1 1 1 1 1 1 1 1 REF: REF: REF: REF: REF: REF: REF: REF: REF: REF: REF: REF: AC 4 AC 3 AC 2 AC 3 AC 2 AC 4 AC 2 AC 3 AC 4 AC 29 AC 33 AC 35 MULTIPLE CHOICE 1. The Save button on the Quick Access Toolbar is used to ____. a. save the database file to your disk b. save the database file with a new name c. save the design of an Access object d. none of the above; this is a setting determined by the user. ANS: C PTS: 1 REF: AC 19 2. A ____ is a question you ask about data stored in a database. a. report c. query b. form d. macro ANS: C PTS: 1 REF: AC 4 3. You can click the ____ button on the Query Datasheet toolbar to sort records in ascending alphabetical order by the values in a selected field. a. Ascending c. Ascending Order b. Alpha Sort d. Select Sort ANS: A PTS: 1 REF: AC 41 4. In Datasheet view, clicking a row selector selects an entire ____. a. field c. array b. record d. attribute ANS: B PTS: 1 REF: AC 12 5. In Datasheet view, the star symbol that appears in the record selector area always identifies the ____ in the database. a. first field c. first record b. current field d. next available row for a new record ANS: D PTS: 1 REF: AC 13 6. When you first open a(n) ____, Access selects the first field value in the first record. a. object c. query b. datasheet d. macro ANS: B PTS: 1 REF: AC 18 7. The first step in organizing data into a database is to define the ____. a. records c. fields b. formats d. reports ANS: C PTS: 1 REF: AC 2 8. A database is a convenient way to ____ related data. a. enter c. maintain b. retrieve d. all of the above ANS: D PTS: 1 REF: AC 1 9. The three basic steps to creating a database, in order, are: ____. a. group fields in a table, identify individual fields, enter field values for each record b. identify the individual fields, group fields in a table, enter field values for each record c. enter field values for each record, group fields in a table, identify individual fields d. group fields in a table, identify the individual fields, enter field values for each record ANS: B PTS: 1 10. The content of any given field is the ____. a. database REF: AC 2 c. field value b. table ANS: C d. entity PTS: 1 REF: AC 2 11. All fields for a specific individual or place can be grouped together as a(n) ____. a. table c. element b. database d. object ANS: A PTS: 1 REF: AC 4 12. Which of the following could be defined as a field in a database? a. customer name c. phone number b. order number d. all of the above ANS: D PTS: 1 REF: AC 2 13. A field can be described as a(n) ____. a. object b. record ANS: C PTS: 1 c. attribute d. table REF: AC 2 14. A field, or a combination of fields, that has a unique value is a ____. a. foreign key c. table b. primary key d. relation ANS: B PTS: 1 REF: AC 3 15. Data from two or more tables can be connected by specifying a ____. a. common field c. field value b. hyperlink d. primary key ANS: A PTS: 1 REF: AC 3 16. A relational database is a collection of ____. a. field values b. records ANS: C PTS: 1 c. related tables d. common fields REF: AC 3 17. A primary key ____. a. consists of only one field b. has the same value for all records c. must contain a unique value for each record within the table d. is not usually necessary ANS: C PTS: 1 REF: AC 3 18. A relational DBMS allows you to create database structures containing ____. a. fields c. table relationships b. tables d. all of the above ANS: D PTS: 1 19. Every foreign key must ____. a. be unique b. be numeric REF: AC 4 c. match the field value of a primary key in a related table d. be defined in all tables within the database ANS: C PTS: 1 REF: AC 4 20. A field that is defined in a table and that is also defined as a primary key in a different table is a(n) ____. a. invalid definition c. relational database b. primary key d. foreign key ANS: D PTS: 1 REF: AC 4 21. A relational database management system’s data is organized as a collection of ____. a. tables c. records b. elements d. common fields ANS: A PTS: 1 22. An example of a relational DBMS is ____. a. Word b. Excel ANS: D PTS: 1 REF: AC 4 c. PowerPoint d. Access REF: AC 4 23. Most current database management systems are called ____ database management systems. a. elemental c. relational b. hierarchical d. linked ANS: C PTS: 1 REF: AC 4 24. Access allows you to ask questions and obtain information about your data through use of a built-in ____. a. inquisitor c. table generator b. query language d. report generator ANS: B PTS: 1 REF: AC 4 25. An Access database can contain up to ____ objects. a. 23,768 c. 10,000 b. 32,768 d. 1,000,000 ANS: B PTS: 1 REF: AC 5 26. The maximum size of an Access database is ____. a. two gigabytes c. one hundred kilobytes b. two megabytes d. unlimited ANS: A PTS: 1 REF: AC 5 27. When you first start Access, the program window that appears is the ____ window. a. Database b. Getting Started with Microsoft Office Access c. Open Database d. Navigation Pane ANS: B PTS: 1 REF: AC 5 28. Which of the following is NOT an example of an Access object? a. report c. form b. query d. Report tool ANS: D PTS: 1 REF: AC 28 29. You open a table, or any Access object by double-clicking the object name in the ____. a. Views group on the Ribbon c. Navigation Pane b. Home tab d. Office Button ANS: C PTS: 1 30. The navigation buttons allow you to ____. a. delete records b. relocate records ANS: C PTS: 1 REF: AC 17 c. move to the next record in the table d. all of the above REF: AC 23 31. The total number of records in an opened table is displayed ____. a. in the menu bar b. in the row selector c. in the Specific Record box d. between the two sets of navigation buttons ANS: D PTS: 1 REF: AC 22 32. A table’s contents are displayed as rows and columns (similar to a spreadsheet) in ____. a. the Query window c. Datasheet view b. a database form d. the export window ANS: C PTS: 1 REF: AC 7 33. Clicking a field selector ____. a. allows you to change the field name b. selects an entire column c. advances the database to the next record d. selects an entire row ANS: B PTS: 1 REF: AC 12 34. Clicking a record selector ____. a. selects an entire column b. allows you to change the field name c. advances the database to the next record d. selects an entire row ANS: D PTS: 1 REF: AC 12 35. The Print command displays on what menu(s)? a. Home tab c. Office Button b. Print Preview tab d. both b and c ANS: D PTS: 1 REF: AC 30 | AC 31 36. Diane is working in the customer table and needs to know if any customers are located in Texas. To find this information, she would ____. a. define a new table b. create a query ANS: B PTS: 1 c. define a new form d. access the Database Wizard REF: AC 23 37. Selecting data by means of a query ____. a. deletes all nonqualifying data from the table b. locks all other users out of the database c. displays only the data that matches the query selection criteria d. none of the above ANS: C PTS: 1 REF: AC 23 38. Access can guide you through the steps to create a query by using the Query ____. a. Generator c. Creator b. Wizard d. Manager ANS: B PTS: 1 REF: AC 24 39. You can move to each subsequent step in any wizard dialog box by clicking the ____ button. a. Advance c. Finish b. Next d. New ANS: B PTS: 1 REF: AC 25 40. After all selection and field information has been entered in the Simple Query Wizard, you complete the query definition by clicking the ____ button. a. Save c. Design b. Next d. Finish ANS: D PTS: 1 REF: AC 25 41. If you are unable to see all of the fields on your display, click the ____ to display more of the available data . a. Maximize button on the Database window b. scroll bar c. Shutter Bar Open/Close Button on the Navigation Pane d. either a or c ANS: D PTS: 1 REF: AC 15 42. A form is used to ____. a. select records that meet specific criteria b. enter, edit, and view records in a database c. automate the retrieval and update process d. none of the above ANS: B PTS: 1 REF: AC 27 43. The fastest way to create a form is to use the ____. a. Form tool c. Create form tab b. Form Wizard d. Form Design view ANS: A PTS: 1 REF: AC 27 44. After saving a query, you can recreate its results when you ____. a. reenter the query b. start the Query Wizard ANS: D PTS: 1 c. click the Print button d. open the query again REF: AC 26 45. Data can be formatted prior to printing by creating a ____. a. table c. new database b. spreadsheet d. report ANS: D PTS: 1 REF: AC 29 46. ____ a database rearranges data and objects in a database to make its size smaller. a. Compressing c. Realigning b. Compacting d. Customizing ANS: B PTS: 1 REF: AC 33 47. In the figure above, each column represents a ____. a. record c. table b. field d. primary key ANS: B PTS: 1 48. In the figure above, Owen is a ____. a. field b. field value ANS: B PTS: 1 REF: AC 2 c. record d. key REF: AC 4 49. In the figure above, the last row of data shown (11053, Hwan, Tang, etc.) is a ____. a. table c. record b. field d. key ANS: C PTS: 1 REF: AC 2 50. In the figure above, there are ____ fields shown. a. 3 c. 5 b. 4 d. 6 ANS: B PTS: 1 REF: AC 2 51. A(n) ____ places all the fields from a selected table (or query) on a report. a. AutoReport Wizard c. Report tool b. Report Template d. New Report button ANS: C PTS: 1 REF: AC 29 52. Which extension identifies a file as a Microsoft Access 2007 database? a. .acc c. .adb b. .mdb d. .accdb ANS: D PTS: 1 REF: AC 6 53. In the figure above, the large arrow labeled 1 is used to ____. a. navigate to the next record c. select all the records in the table b. select the current record d. copy the records in the table ANS: C PTS: 1 REF: AC 21 54. In the figure above, the large arrow labeled 2 shows the ____. a. current field value c. field name b. name of the table d. scroll bar ANS: B PTS: 1 REF: AC 21 55. In the figure above, the large arrow labeled 3 is used to ____. a. switch to design view c. close Access b. save the data in the table d. close the table ANS: D PTS: 1 REF: AC 21 56. In the figure above, the large arrow labeled 4 is pointing to a circled area used to ____. a. see how many records are in the table c. see the number of the current record b. move to the next record d. all of the above ANS: D PTS: 1 57. The Create tab has options to create ____. REF: AC 21 a. reports b. forms ANS: D c. tables d. all of the above PTS: 1 REF: AC 8 | AC 24 | AC 27 58. You can make a(n) ____ copy of a database file to protect your database against loss or damage. a. master c. restore b. backup d. secure ANS: B PTS: 1 REF: AC 35 59. When you delete records, the space that had been occupied on the disk by the deleted records does not become available until you ____ the database. a. initialize c. compact b. format d. integrate ANS: C PTS: 1 REF: AC 33 60. If you want to copy data from one database to another you must first ____. a. use the Clipboard to copy the data c. use the datasheet selector b. open the source of the data d. none of the above ANS: B PTS: 1 REF: AC 20 61. In Datasheet view, the pencil symbol indicates the ____. a. next available row for a new record c. first record b. record is being edited d. current field ANS: B PTS: 1 REF: AC 13 62. After a new database has been created, the ____ window becomes the main control center for that database. a. Access c. Control b. Wizard d. Database ANS: A PTS: 1 REF: AC 7 63. The default view in the Navigation Pane arranges objects by ____. a. object type c. date created b. tables d. all of the above ANS: B PTS: 1 REF: AC 33 64. If you want to see how many pages are likely to print in a report, you must use ____. a. Report view c. Design view b. Layout view d. Print Preview ANS: D PTS: 1 REF: AC 29 65. To restore a database that has been damaged beyond repair, ____. a. use Compact and Repair Database b. transfer the backup file (if necessary) to your hard drive c. open the backup file and start working d. both b and c ANS: D PTS: 1 REF: AC 35 66. The ID column that Access automatically adds ____. a. is created by default c. can be renamed b. inserts a primary key field d. all of the above ANS: D PTS: 1 REF: AC 8 67. Use the ____ key(s) to move to the next column in a table. a. Enter c. Shift b. Tab d. both a and b ANS: D PTS: 1 REF: AC 8 68. In the figure above, the arrow labeled 1 is pointing to a symbol used to ____. a. move a field to the Selected Fields list b. move all fields to the Available Fields list c. remove a field from the query d. remove all fields from the query ANS: A PTS: 1 REF: AC 24 69. In the figure above, the arrow labeled 2 is pointing to a symbol used to ____. a. move a field to the Selected Fields list b. move all available fields to the Selected Fields list c. remove a field from the query d. remove all fields from the query ANS: B PTS: 1 REF: AC 24 70. When you create a query, the records are listed ____. a. in ascending order c. in order by the primary key field b. in whatever order they are in the table d. in the order you selected them ANS: C PTS: 1 Case-Based Critical Thinking Questions REF: AC 26 Case 1 Pine Hill Music School After giving private piano lessons from her home for several years, Yuka Koyama founded the Pine Hill Music School in Portland, Oregon. Because of her popularity as a music teacher, Yuka attracted top-notch students, and her school quickly established a reputation for excellence. During the past two years, other qualified teachers have joined Yuka to offer instruction in voice, violin, cello, guitar, percussion, and other instruments. As her school continues to grow, Yuka wants to use Access to keep track of information about students, teachers, and contracts. You’ll help Yuka create and maintain an Access database to store data about her school. 71. If Yuka sees information in rows and columns in a query that look similar to a table, what view is she in? a. Datasheet view c. PivotChart view b. Design view d. PivotTable view ANS: A PTS: 1 REF: AC 7 TOP: Critical Thinking 72. As Yuka plans her database, she will use the Text data type for fields that will contain all but ____. a. identifying numbers b. letters, digits, and other characters c. numbers that are never used in calculations d. dates ANS: C PTS: 1 REF: AC 7 TOP: Critical Thinking 73. If Yuka discovers that she wants to delete a column she doesn’t need, she would select an entire column of an Access table by clicking the ____ selector. a. column selector c. record selector b. row selector d. datasheet selector ANS: A PTS: 1 REF: AC 12 TOP: Critical Thinking Case 2 Parkhurst Health & Fitness Center After years working in various corporate settings, Martha Parkhurst decided to turn her lifelong interest in health and fitness into a new business venture and opened the Parkhurst Health & Fitness Center in Richmond, Virginia. In addition to providing the usual fitness classes and weight training facilities, the center also offers specialized programs designed to meet the needs of athletes—both young and old—who participate in certain sports or physical activities. Martha’s goal in establishing such programs is twofold: to help athletes gain a competitive edge through customized training, and to ensure the health and safety of all participants through proper exercises and physical preparation. Martha wants to use Access to maintain information about the members who have joined the center and the types of programs offered. She needs your help in creating this database. 74. To make sure that Martha’s database is protected against loss, damage, or file corruption, what should she do? a. Compact and repair the database on the hard drive. b. Convert the database to Access 2002. c. Make a back-up copy on the hard drive. d. Set a database password. ANS: C PTS: 1 REF: AC 35 TOP: Critical Thinking 75. Why would Martha change the orientation of a report or query before printing? a. The printout will have more white space. b. Some report and query formats require a particular orientation. c. More of the data can be shown on each page. d. Some printers can only print in one orientation. ANS: C PTS: 1 REF: AC 43 TOP: Critical Thinking 76. If Martha only needs to print the first two pages of a six page report, she should click File, and then click Print. Then she should click ____. a. Quick Print c. Selected Records b. the pages, one by one d. Print Preview ANS: C PTS: 1 REF: AC 43 TOP: Critical Thinking Case 3 Rossi Recycling Group The Rossi Recycling Group is a not-for-profit agency in Salina, Kansas that provides recycled household goods to needy people and families at no charge. Residents of Salina and surrounding communities donate cash and goods, such as appliances, furniture, and tools, to the Rossi Recycling Group. The group’s volunteers then coordinate with local human services agencies to distribute the goods to those in need. The Rossi Recycling Group was established by Mary and Tom Rossi, who live on the outskirts of Salina on a small farm. Mary and Tom organize the volunteers to collect the goods and store the collected items in their barn for distribution. Tom wants to create an Access database to keep track of information about donors, their donations, and the human services agencies. 77. Tom would like to print receipts for donations. How could he print just the current record showing an individual’s donations when he is in a form? a. Just click the Print button. b. Use the Print dialog button. c. Click the Selected Record(s) option button in the Print dialog button. d. Click the Office button. ANS: C PTS: 1 REF: AC 43 TOP: Critical Thinking 78. Why would Tom change the data type for an ID field added automatically by Access? a. Because you want a different sort order for the table b. Because the data won’t fit otherwise c. To use a specific format that may already exist such as Social Security number d. There is no ID field added automatically by Access ANS: C 79. PTS: 1 REF: AC 10 TOP: Critical Thinking To sort query results to show the most expensive item donated in Tom’s query listed first, he would use the ____ button on the Ribbon. a. Sort c. Descending b. Sort Ascending d. Sort Numbers ANS: C PTS: 1 REF: AC 41 TOP: Critical Thinking 80. What field type(s) should Tom use to trigger an automatic total in a report created with the Report tool? a. Text c. Currency b. AutoNumber d. Data/Time ANS: C PTS: 1 REF: AC 31 TOP: Critical Thinking COMPLETION 1. A set of data such as first name, last name, address, etc. for a specific person is a(n) ____________________. ANS: record PTS: 1 REF: AC 2 2. The content of a field is the ____________________. ANS: field value PTS: 1 REF: AC 2 3. In the figure above, the field EmployerID is a(n) ____________________ field. ANS: common PTS: 1 REF: AC 3 4. In the figure above, PositionID uniquely identifies each record in the Position table; it is a(n) ____________________ key. ANS: primary PTS: 1 REF: AC 3 5. In the figure above, EmployerID in the Position table is a ____________________ key. ANS: foreign PTS: 1 REF: AC 3 6. In the figure above, the columns in Datasheet view contain the ____________________ for each field in the table. ANS: field values PTS: 1 REF: AC 2 7. In a given table, a field is defined as a(n) ____________________ when its values uniquely identify each record in the table. ANS: primary key PTS: 1 REF: AC 3 8. A group of related tables is called a(n) ____________________ database. ANS: relational PTS: 1 REF: AC 4 9. Data in one or more tables can be related to each other by means of a(n) ____________________ field. ANS: common PTS: 1 REF: AC 3 10. A relational DBMS provides protection of ____________________ through security, control, and recovery facilities. ANS: databases PTS: 1 REF: AC 4 11. Access has a built-in ____________________ language that allows you to ask questions and obtain answers about your data. ANS: query PTS: 1 REF: AC 4 12. The maximum size of an Access database is ____________________. ANS: 2 gigabytes 2 GB two gigabytes two GB 2 gb two gb PTS: 1 REF: AC 5 13. Tables, queries, reports, and forms are all examples of ____________________ groups. ANS: object PTS: 1 REF: AC 5 14. The ____________________ window provides buttons for quickly creating, opening, and managing objects. ANS: Access PTS: 1 REF: AC 7 15. The Navigation Pane provides a list of ____________________ that you can double-click. ANS: objects PTS: 1 REF: AC 33 16. The ____________________ allows you to organize different types of database objects into groups. ANS: Navigation Pane PTS: 1 REF: AC 33 17. Each object in the Navigation Pane has a unique ____________________ to indicate the type of object. ANS: icon PTS: 1 REF: AC 33 18. To view data fields that are not visible on your display you can use the vertical or horizontal ____________________. ANS: scroll bars PTS: 1 REF: AC 22 19. The ____________________ displays the number of the current record as well as the total number of records in the table. ANS: Current record box current record box PTS: 1 REF: AC 18 20. A defined query for an open database can be selected by double-clicking in the ____________________ of the Database window. ANS: Navigation Pane navigation pane PTS: 1 REF: AC 33 ESSAY 1. Why is it important for the tables in a database to be related by common fields? ANS: It is important for the tables in a database to be related by common fields because: 1. Tables can be combined for queries, forms, and reports. 2. Data can be stored only once so updating information is easier and more likely to be correct. 3. The unique value of the primary key for each record makes locating a record easy. 4. Since data is only stored once, the database takes up less space on the hard drive. PTS: 1 REF: AC 3 | AC 35 2. What ways can you use to display more fields from a table or query? ANS: You can display more fields from a table or query by: 1. Using short field names. 2. Using abbreviations for common terms. 3. Closing the Navigation Pane. 4. Adjusting the width of each field to the smallest possible width. PTS: 1 REF: AC 9 | AC 15 3. What are the steps (in order) to create a new detail query using the Simple Query Wizard? ANS: To create the query using the Simple Query Wizard: 1. Click the Create tab on the Ribbon. 2. In the Other group on the Create tab, click the Query Wizard button. 3. Click OK to select the Simple Query Wizard. 4. If necessary, select the table or query as the source for the fields for the query. 5. Click on the first field in the Available Fields list that you want in your query. 6. Use the select field button to move the field to the Selected Fields list (or double click the field). 7. Repeat until all desired fields are moved to the Selected Fields list. 8. Click Next. 9 If you have number or currency fields in the Selected Fields list, the second Simple Query Wizard dialog box opens and asks if you want a detail or summary query. This dialog box only opens when the values in one of the fields selected for the query could be used in calculations. 10. Select Detail. 11. Click the Next button. 12. Choose a name (title) for your query. Access will suggest a name. 13. Either accept it by clicking Finish or delete the suggested name and type your own. Then select Finish. 13. Click the Finish button to complete the query. PTS: 1 REF: AC 25