Which field in the employee information table should be the primary key and why?

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Terms in this set (218)

Because many of the accounts that PrattLast Associates services are located in Pennsylvania, management would like to minimize any data entry in this field. What property do you need to change and what would you enter in the property box?

You need to change the Default Value property. You would enter =PA in the property box.

PrattLast has just realized that they need to make some additional changes to the Account table. They have asked you to make these changes.

Because PrattLast may move the database to SQL Server, they have decided to delete the Resources Needed field. How do you delete the field?

Click the row selector for the Resources Needed field and then press the DELETE key.

PrattLast Associates has decided to add some additional validation rules to the Account table. They have asked you to create these validation rules.

PrattLast would like to make sure that if a manager enters the letters pa in the State field that it displays in the database as PA. What property do you need to change and what would you enter in the property box?

You need to change the Format property and you would enter the format symbol, > in the box to convert all entries to uppercase.

PrattLast has just realized that they need to make some additional changes to the Account table. They have asked you to make these changes.

Bavant would like to move the Account Type field in the Account table. The field should appear before the Account Manager field. What do you need to do to move the field?

To move the field, click the row selector for the Account Type field and then drag the field to the location immediately above the Account Manager field.

Which aggregate function will find the customer with the largest amount paid?

To find the largest amount paid amount for a customer, select MAX as the entry in the Total row for the Amount Paid column.

What criteria should PrattLast enter in the Start Date column of the design grid?

I would enter the criteria <1/1/2015 to find start dates earlier than January 1, 2015.

The caption for the Start Date field should be Started when the query results display. How can PrattLast change the caption?

Captions are used to display something other than the name displayed so that it is shorter and more readable. Therefore, to change the caption, PrattLast would need to Click on Design View, click Design on the ribbon so that the Query Tools Design Tab is displayed, Click the Start Date field in the design grid, and then click the Property Sheet button in order to show the properties for that column heading. They can then click the Caption box and type in "Started."

Which aggregate function will find the standard deviation?

The aggregate function is a way for Access to perform math functions. To use this function, there must be a Total row in the design grid. To find the standard deviation with an aggregate function, PrattLast should type in STDEV.

Which field in the Project table should be the primary key and why?

The primary key in the Project table should be the project code. This is a unique identifier for each project that the employees are working on and can be easily identified.

What data type should Joe use for the Completion Date field?

Joe should use the Date & Time data type because dates will be stored in the field.

What data type should Joe use for the Social Security Number field? Why?

Joe should use the Short Text data type. Even though the field contains numbers, the field will not be used for arithmetic operations.

Short text because no arithmetic operation will be used.

Which field in the Employee table should be the primary key and why?

The primary key is a unique identifier for the data and records in the table. The primary key in the Employee table should be the Social Security Number. It is a unique code for each person that is assigned to the sheet.

To undo the most recent change to a table structure, tap or click the ____ button on the Quick Access Toolbar.

Undo

A unique identifier is also called a primary key.

True

To print a wide database table, a table whose contents do not fit on the screen, you will need portrait orientation.

False

To preview and then print the contents of a table, use Table Preview.

False

Changing the column width in a datasheet changes the structure of a table.

False

The maximum number of characters allowed in a field whose data type is Short Text is 255 characters.

True

Redundancy means storing the same fact in more than one place.

True

When Access first creates a database, it automatically creates a table.

True

In Datasheet view, a table is represented as a collection of rows and columns called a list.

False

Layout view shows a report on the screen and allows the user to make changes to the report.

True

Fields that contain numbers but will not be used for arithmetic operations usually are assigned a data type of Memo.

False

When you assign a(n) ____ to a field, Access will display the value you assign, rather than the field name, in datasheets and in forms.

Caption

To compact and repair a database, tap or click the ___ button in the Info gallery in the Backstage view.

Compact & Repair

You can place an insertion point by tapping or clicking in the field or by pressing ____.

F2

Landscape orientation means the printout is across the length (height) of the page.

True

To insert a field between existing fields, press and hold or right-click the column heading for the field that will follow the new field, and then tap or click ____ on the shortcut menu.

Insert Field

Access is a ____.

Database management system

A field with a Yes/No data type can store only one of two values. The choices are ____.

-True/False
-On/Off
-Yes/No

To open the Navigation Pane, tap or click the ____ Button.

Shutter Bar Open/Close

A field that has the Calculated data type can store a unique sequential number that Access assigns to a record.

False

To back up the database that is currently open, use the ____ command on the Save As tab in the Backstage view.

Back Up Database

To change the name of a field, press and hold or right-click the column heading for the field, tap or click ____ on the shortcut menu, and then type the desired field name.

Rename Field

____ words are words that have a special meaning to Access and cannot be used for the names of fields.

Reserved

The Character data type is used for a field that can store a variable amount of text or combinations of text and numbers where the total number of characters may exceed 255.

False

To define an additional field in Datasheet view, tap or click the ____ column heading.

Click to Add

The term list database describes a database that consists of a collection of tables, each of which contains information on a specific subject.

False

A(n) ____ contains information about a given person, product, or event.

Record

A field whose data type is ____ can store an OLE object, which is an object linked to or embedded in the table.

OLE object

Each customer has one book rep, but each book rep can have many customers. This is an example of a one-to-many relationship.

True

In a(n) ____ database such as those maintained by Access, a database consists of a collection of tables, each of which contains information on a specific subject.

relational

File names cannot contain a(n) ____.

-colon (:)
-question mark (?)

A(n) ____ data type can store a variable amount of text or combination of text and numbers where the total number of characters may exceed 255.

Long Text

One way to undo changes to a field is to click the Undo button on the status bar.

False

Form view displays a single record at a time.

True

To view the results of a saved query, press and hold or right-click the query in the Navigation Pane and tap or click ____ on the shortcut menu.

Open

In Access, the columns in a table are called records.

False

To delete a field in a table, press and hold or right-click the column heading for the field, and then tap or click ____ on the shortcut menu.

Delete Field

To specify AutoCorrect rules and exceptions to the rules, tap or click FILE to open the Backstage view, tap or click ____ , and then tap or click Proofing in the dialog box that displays.

Options

A field whose data type is ____ can contain any characters.

Short Text

The Navigation Pane contains a list of all the objects in the database.

True

To include all fields in the design grid, double-click the question mark (?) in the field list.

False

To display the entire entry for a calculated field, select the column in the Field row, right-click to display the shortcut menu, and then click ____.

Zoom

To restrict the objects that appear on the Navigation Pane use the Retrieval Bar.

False

Joining tables in a query creates an ad hoc relationship, that is, a relationship between tables created for a specific purpose.

True

To export data from a query to Excel, select the query in the Navigation Pane, click ____ on the ribbon, and then click the Excel button.

EXTERNAL DATA

To view the results of a query, open it by right-clicking the query in the Navigation Pane and clicking ____ on the shortcut menu.

Open

To sort records in a query, specify the sort order in the ____ row of the design grid below the field that is the sort key.

Sort

To change the design of a query that is not currently open, right-click the query and then click ____ on the shortcut menu.

Design View

To create a new query in Design view, click CREATE on the ribbon to display the CREATE tab and then click the ____ button to create a new query.

Query Design

To enter a number in a criterion, type the number without any dollar signs or commas.

True

When you enter text data in a criterion, you must enclose the text in quotation marks.

False

To find all accounts whose current due amounts are greater than $2,500.00 and whose account manager is manager 31, enter each criterion on the same row.

True

The ____ operator allows you to search for a range of values in one field.

BETWEEN

To enter a criterion for a particular field without displaying the field in the results of the query, include the field in the design grid, enter the criterion, and remove the check mark from its Show check box.

True

You cannot create a report for a query.

False

To save a query, click the Save button on the ____.

Quick Access Toolbar

To include calculated fields in queries, enter a name for the calculated field, a(n) ____, and then the expression in one of the columns in the Field row.

Colon (:)

Grouping means creating groups of records that share some common characteristic.

True

To create a crosstab, click the ____ button on the CREATE tab.

Query Wizard

You can include ____ in calculations to indicate which calculation should be done first.

Parenthesis ()

To include the Total row in the design grid, click the ____ button on the DESIGN tab.

Totals

You can export data from Access to the standard Word format.

False

To use the Expression Builder to create a calculated field, select the column in the Field row, right-click to display the shortcut menu, and then click ____.

Build

To change the caption for a field in a query, click the field in the design grid, click the ____ button on the Design tab, click the Caption box, and enter the new caption.

Property Sheet

To order the records in the answer to a query in a particular way, you ____ the records.

Sort

Crosstab queries are useful for summarizing data by category or group.

True

The question mark (?) wildcard represents any collection of characters.

False

To print the results of a query that is open, click FILE on the ribbon, click the ____ tab in the Backstage view, and then click Quick Print.

Print

When you sort data, duplicates are not included.

False

A query that prompts for input whenever it is run is a dialog query.

False

A crosstab query calculates a statistic for data that is grouped by two different types of information.

True

For group calculations, Microsoft Access supports ____ built-in statistics.

a. MAX
b. VAR
d. STDEV

Wildcards are symbols that represent any character or combination of characters.

True

If you specify more than one sort key, the sort key on the left will be the major sort key and the one on the right will be the minor sort key.

True

To use the Report Wizard to create a report for a query, select the query in the Navigation Pane, click ____ on the ribbon, and then click the Report Wizard button.

Create

To view the results of a query, right-click the query in the Navigation Pane and then click ____ on the shortcut menu.

Open

To create a top-values query, use the Top Values box on the DESIGN tab to change the number of records to be included from All to the desired number.

False

To calculate statistics for only those records that satisfy certain criteria, select ____ as the entry in the Total row for the field, and then enter the criterion in the Criteria row.

Where

The special criteria that can be used in queries are ____.

IN
BETWEEN
AND

To omit duplicates from a query, use the property sheet and change the Unique Values property to ____.

Yes

Less than (<), greater than (>), and NOT (not equal to) are examples of ____.

Comparison operators

When you sort data in a query, the records in the underlying table are actually rearranged.

False

The field or fields on which records are sorted is called the sort key.

True

To restrict the objects that appear on the Navigation Pane use the Retrieval Bar.

False

The only calculated fields you can create in Access are those involving addition and subtraction.

False

To find the largest amount paid amount for a client, select ____ as the entry in the Total row for the Amount Paid column.

MAX

To create a parameter query that will prompt users to enter a city name as input, place [Enter City] as the criterion in the City field.

True

A property sheet is a window containing the various properties of the object.

True

To show the Navigation Pane if it is hidden, click the ____ Button.

Shutter Bar Open/Close

A crosstab query calculates a statistic for data that is grouped by two different types of information

True

The asterisk (*) wildcard represents any collection of characters.

True

To organize entries in the Navigation Pane by table, click ____ on the Navigation Pane menu.

Tables and Related Views

To re-use saved export steps, click the Saved Exports button on the ____ tab on the ribbon.

External Data

A summary function is a function that performs some mathematical function against a group of records.

False

Unless you specify otherwise, Access assumes that the criteria you enter involve equality (exact matches).

True

Wildcards are symbols that represent any character or combination of characters.

True

In fixed-width files, each record is on a separate line and the fields are separated by a special character.

False

To create a parameter query, enter a parameter rather than a specific value as a criterion in the design grid. The parameter must be enclosed in ____.

square brackets [ ]

The expression for a calculated field can be typed directly into the Field row.

True

To indicate grouping in Access, select ____ as the entry in the Total row for the field to be used for grouping.

Group By

To filter records using complex criteria, click the ____ button on the HOME tab and then click Advanced Filter/Sort on the menu that appears.

Advanced

To move from Layout view to Form view, click the ____ button on the Access status bar.

Form View

A(n) ____ query adds a group of records from one table to the end of another table.

Append

To save validation rules, default values, and formats, click the Save button on the ____ to save the changes.

Quick Access Toolbar

A multilookup field is a field that contains more than one value

False

To use a common filter to find only those customers whose city begins with G, click the arrow to the right of the field name and point to the ____ command to display the custom text filters.

Text Filters

When you use Advanced Filter/Sort to filter records using complex criteria, create the filter and then click the ____ button on the HOME tab to view the results.

Toggle Filters

To remove a total row that appears in a datasheet, click the ____ button on the HOME tab.

Totals

If the TAB key is used to move from field to field in a record, press F2 to produce an insertion point in a field.

True

To open a form in Form view from the Navigation Pane, right-click the form and click Form View on the shortcut menu.

False

Computations available for the Total row in a column that contains currency include ____.

-Sum
-Average
-Count

Looking for the account whose number is LI268 is an example of searching.

True

When a filter is in effect, you can redisplay all records by clicking the ____ button on the HOME tab.

Toggle Filter

To create a validation rule for the State field to restrict entries to TN or TX, enter ____ in the Validation Rule property box.

T?

To find duplicate records in a table, use the _____ Query Wizard.

Find Duplicates

A default value is a value that Access will display on the screen in a particular field before the user begins adding a record

True

The Unfilter button toggles between filtered and unfiltered displays of the records in a table.

False

Validation rules ensure validity of the data in the database, while entity integrity ensures the validity of the relationships.

False

You can search for a record in Form view but not in Datasheet view.

False

The button on the Access status bar that displays a form in Form view is Form View.

True

A ___ field allows the user to select from a list of values.

Lookup

To change the list of choices in a single or multivalued lookup field, open the table in Design view, select the field to be modified, and click the ____ tab in the Field Properties pane.

Lookup

To use Filter By Form to filter records, click the ____ button on the HOME tab and then click Filter By Form.

Advanced

To delete a field from a table, open the table in ____ view, click the row selector for the field to be deleted, and then press the DELETE key.

Design

To update records using an update query, enter the field to be updated in the design grid, enter any necessary criterion, and then click the ____ button to update the records.

Run

A(n) ____ query adds records from an existing table to a new table, that is, a table that has not yet been created.

Make-table

To add a new record using Form view, click the New (blank) record button on the Navigation bar.

True

To order the records in the Account table in reverse alphabetical order by City, click the ____ button.

Descending

To create a multivalued field, create a ____ field being sure to check the Allow Multiple Values check box.

lookup

Normally, Access prohibits the deletion of a record in which the primary key matches a foreign key in another table.

True

A lookup field allows the user to select from a list of values when updating the contents of a field.

True

To specify that entries in the current due field must be between $0.00 and $30,000.00, enter ____ in the Validation Rule property box.

>=0 and <=30000

A(n) ____ field is a field that can be computed from other fields.

calculated

Filter By Query allows you to filter based on multiple criteria, for example, to find only those accounts whose returns are $0.00 and whose account manager is 38.

False

To include totals and other statistics at the bottom of a datasheet, click the ____ button on the HOME tab to include the Total row in the datasheet.

Totals

Four types of filters are available in Access: Filter By Selection, Common Filters, Filter By Form, and Advanced Filter/Sort.

True

A secondary key is a field in one table whose values are required to match the primary key of another table.

False

To create a split form, select the table in the Navigation Pane, click CREATE on the ribbon, click the ____ button on the CREATE tab to display a menu, and then click Split Form on the menu.

More Forms

If the Account Number field in a record always should display the three characters in the account number in uppercase, then the correct format for this field is ____.

>

Restructuring the database includes adding new fields to a table, changing the characteristics of existing fields, and removing existing fields.

True

To rename a database object, press and hold or right-click the object in the Navigation Pane and then tap or click ____ on the shortcut menu.

Rename

To change the name of a field, press and hold or right-click the column heading for the field, and then tap or click Rename Field on the shortcut menu

True

To add a record to a table, tap or click the ____ record button.

New (blank)

To insert a field between existing fields, press and hold or right-click the column heading for the field that will follow the new field, and then tap or click Insert Column on the shortcut menu.

False

To delete a database object, press and hold or right-click the object in the Navigation Pane and then tap or click ____ on the shortcut menu.

Delete

To import data to a table, tap or click the ____ tab on the ribbon.

External Data

The Access window consists of a variety of components. These include the ____.

Object tabs
Navigation Pane
Quick Access Toolbar

To view the results of a saved query, press and hold or right-click the query in the Navigation Pane and tap or click ____ on the shortcut menu

Open

Changing the column width in a datasheet changes the structure of a table

False

A field that has the Calculated data type can store a unique sequential number that Access assigns to a record

False

A field with the ____ data type can store a unique sequential number that Access assigns to a record. Access will increment the number by 1 as each new record is added.

AutoNumber

To change the design of a query, press and hold or right-click the query in the Navigation Pane and then tap or click ____ on the shortcut menu.

Design View

To print a wide database table, a table whose contents do not fit on the screen, you will need portrait orientation

False

In Access, table and field names can be up to ____ characters in length.

64

____ words are words that have a special meaning to Access and cannot be used for the names of fields

Reserved

The term list database describes a database that consists of a collection of tables, each of which contains information on a specific subject

False

The maximum number of characters allowed in a field whose data type is Short Text is 255 characters

True

Fields that contain numbers but will not be used for arithmetic operations usually are assigned a data type of Memo

False

Each customer has one book rep, but each book rep can have many customers. This is an example of a one-to-many relationship

True

One way to undo changes to a field is to click the Undo button on the status bar

False

Landscape orientation means the printout is across the length (height) of the page

True

The Character data type is used for a field that can store a variable amount of text or combinations of text and numbers where the total number of characters may exceed 255

False

Form view displays a single record at a time

True

A field whose data type is ____ can store text that can be used as a hyperlink address.

Hyperlink

To delete a record, tap or click the record selector for the record, and then press the ____ key(s)

Delete

A field with the ____ data type can contain an attached file, such as an image, document, chart, or spreadsheet

Attachment

To save the changes to the layout of a table, tap or click the Save button on the ____.

Quick Access Toolbar

Wildcards are symbols that represent any character or combination of characters

true

To enter a number in a criterion, type the number without any dollar signs or commas

True

To change the design of a query that is not currently open, right-click the query and then click ____ on the shortcut menu

Design View

A summary function is a function that performs some mathematical function against a group of records

False

To include the Total row in the design grid, click the ____ button on the DESIGN tab

Totals

To create a parameter query, enter a parameter rather than a specific value as a criterion in the design grid. The parameter must be enclosed in ____

Square Brackets []

In fixed-width files, each record is on a separate line and the fields are separated by a special character

False

To re-use saved export steps, click the Saved Exports button on the ____ tab on the ribbon

External Data

When you sort data, duplicates are not included

False

Grouping means creating groups of records that share some common characteristic

True

To show the Navigation Pane if it is hidden, click the ____ Button

Shutter Bar Open/Close

To organize entries in the Navigation Pane by table, click ____ on the Navigation Pane menu

Tables and Related View

To print the results of a query that is open, click FILE on the ribbon, click the ____ tab in the Backstage view, and then click Quick Print

Print

Less than (<), greater than (>), and NOT (not equal to) are examples of ____

Comparison operators

The ____ operator allows you to search for a range of values in one field

BETWEEN

To view the results of a query, right-click the query in the Navigation Pane and then click ____ on the shortcut menu

Open

Unless you specify otherwise, Access assumes that the criteria you enter involve equality (exact matches)

True

A default value is a value that Access will display on the screen in a particular field before the user begins adding a record.

True

To display the Total row in a datasheet, click the Sum button on the ribbon

False

You can add a record to a table by ____

-Clicking the New (blank) record button on the Navigation bar
-Clicking the New button
-Pressing the CRTL + PLUS SIGN (+)

To sort the data that appears in a datasheet on multiple fields, the major and minor keys must be next to each other in the datasheet with the major key on the right

False

You can use a filter in either Datasheet view or Form view

True

To order the records in the Account table by city in alphabetical order, use the ____ button

Ascending

Normally, Access prohibits the deletion of a record in which the primary key matches a foreign key in another table

True

Filter By Query allows you to filter based on multiple criteria, for example, to find only those accounts whose returns are $0.00 and whose account manager is 38

False

To find duplicate records in a table, use the _____ Query Wizard

Find Duplicatesq

To specify that a field is to be required, change the value for the _____ property from No to Yes

Required

The Remove Filter command on the Advanced menu clears all filters

False

The wildcard symbols for use with filters are ____

-Question Mark (?)
-Asterisk (*)

When a filter is in effect, you can redisplay all records by clicking the ____ button on the HOME tab

Toggle Filter

To order the records in the Account table in reverse alphabetical order by City, click the ____ button

Descending

Validation rules can indicate a ____

-Default Value
-Required Field
-Range of Values

When you create a calculated field, users can update the field

False

A(n) ____ field is a field that can be computed from other fields

Calculated

To open a form in Form view from the Navigation Pane, right-click the form and click Form View on the shortcut menu

False

To create a split form, select the table in the Navigation Pane, click CREATE on the ribbon, click the ____ button on the CREATE tab to display a menu, and then click Split Form on the menu

More Forms

To clear a filter, click the ____ button on the HOME tab and then click Clear All Filters.

Advanced

To use Filter By Selection to find all customers located in Granger, click the City field for any record where the city is Granger and then click the ____ button on the HOME tab.

Selection

Validation rules are rules that a user must follow when entering the data

True

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Which is the most suitable primary key field in Employee table and why?

What is the primary key field for the Employees table?

Which field will you make as the primary key and why?

Which field or fields should be designated as the primary key?