Introduction to Ms-Access by gcsc


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									Q1. What is a DATABASE?

Ans. - A Database is a collection of related information or data. It contains a set of related
records and fields. A record is a collection of different types of information about the same
subject. A field is a category of information. A database not only allows you to store data, but
also allows you to organize it.

Q2. What is DBMS (Database Management Software)?

Ans. A database Management System (DBMS) is software that is used both to create databases
and manage the information stored within them. The architecture of the DBMS will frequently
determine or limit the possible uses of the database it creates. Some DBMS’s work best for
creating single-user databases, while others can build databases that accommodate multiple users
in large corporate environment.

Q3. What are the benefits of using Database?

Ans. As a database is an organized collection of related information; it can serve the following

1. Database reduces the data redundancy to a large extent.

Data redundancy means duplication of data. Non-database systems maintain a separate copy of
data for each application which leads to data inconsistency.

2. Databases can control data inconsistency to a large extent.

As a database can control data redundancy to a large extent then it is very possible that it will
minimize the risk of entries associations about the same data do not agree.

3. Database facilitates sharing of data.

In a centralized database, facilitates the sharing of data among the different users in their own
way but the basic data format remains the same.

4. Database enforces standards

The centralized control of the database can apply certain standards in data representation.

5. Database can ensure data security

The database administrator has a complete control over the database. He/she can ensure the
access to the database is only through permission of the authority.

6. Database can maintain integrity
Some data integrity constraints can be applied with a database to accept only the valid data

Q4. What is a Primary key and Composite key?

Ans. Primary Key – The primary key is an attribute or filed that uniquely identifies each record
in a relational table.

Composite Key – A primary key made up of more than one attribute is called Composite key.

Q5. What are the different objects of database in Ms-Access? Write about them in brief.

Ans. In Ms-Access, all objects are stored in a single file with the file name extension as .mbd.
These objects are manageable through a single Database window. The various types of database
objects in Ms-Access are –

Table – Table is a primary building block of the Access database. All data are stored in tables.
Every table in the database focuses on one subject.

 Queries – A query is a question that we ask about the data that is stored in the table or a request
to perform an action on the data.

Forms – Forms are the printed results of the data.

Pages – Pages in Ms-Access refers to data access pages in the database that are used to entering
or viewing data from a web page.

Macros/Modules – Macros are the small program used to automate a repetitive task or set the
database to startup and exit code.

Q6. What are the object naming conventions or rules in Ms-Access?

When you create an Access database you should have a standard naming convention in mind.

General Rules

Names should be concise but meaningful. Whenever practical avoid abbreviations.

Do not include any spaces in your names. Use a convention which capitalizes the separate words
or separate them by an underscore. Like so:


However, Access will accept names with spaces by enclosing them in square brackets. For
example: [Last Name]. But this can cause maintenance problems later.

Access object names are typically prefixed with three characters that denote the type of object.
This makes the type of object easy to spot in the expression builder, etc. What follows are the
prefixes by object.


First, give your database a meaningful name which relates to the application. Something like -
ShopControl or EmployeeBenefits. Not db1.


Table names should be meaningful to the application whenever possible. Table names should be
plural where it makes sense. I.e., employees, customers, products, etc.


Prefix query names with qry as shown below.


If you like add an underscore.


Use frm. Example: frmWorkOrders. Subforms can be be prefixed with the four characters: sfrm.
Some people use frmsub.


Use rpt. Example: rptLaborSummary. As with forms, subreports can be prefixed with srpt or


Use mcr. Example: mcrCreateLaborHistory.

Q7. In how many ways a Ms-Access table can be opened?

Ans. A table in Ms-Access can be opened in two ways:

In design View
In Datasheet View

Q8. What is the difference between Datasheet View and Design View?

Datasheet view shows the data in the database. It also allows you to enter and edit the data. It
does not let you change the format of the database, other than minor changes (such as displayed
column widths).

Design view allows you to create or change the table, form, or other database object, and
configure the fields. You can also set keys and restrict the values entered here. But you can't
change the database data in design view.

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