Access 2007 Unit A: Getting Started with Access 2007

TRUE/FALSE 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. More than one person can be entering, updating, and using an Access database at the same time. T An Access database may be as large as 200 gigabytes. F Tables contain all of the data in the database. T The [F2] key switches between Edit and Navigation modes. T The Navigation buttons on a datasheet display the total number of fields in the datasheet. F Field names appear in the top row of a datasheet. T Values in an AutoNumber field cannot be edited. T You can move datasheet columns by dragging the field name left or right. T The [Esc] key will only affect the current field being edited. T Once you have created and named a field, you cannot resize the width of the field in a datasheet. F The focus refers to which data you would edit if you started typing. T Pressing [Ctrl][;] will insert the current date. T

MULTIPLE CHOICE 1. Microsoft Office Access can best be described as ____ software. a. Spreadsheet c. Database b. Presentation d. Systems 2. Which is NOT a feature of Access reports? a. Multiple headers b. Multiple footers c. Calculations on groups of records d. The ability to enter data through a data entry screen 3. Which is NOT true about Access? a. It can be used to arrange data in a variety of ways. b. It allows links between lists of information. c. It is able to store any number of records up to 20 gigabytes. d. Multiple users can simultaneously enter and update data within Access. 4. Which of the following is NOT a way to open Access? a. From the Start menu c. From My Computer b. From Internet Explorer d. From a shortcut on the desktop 5. A specific category of data such as a customer's name, city, state, or phone number is called a(n) ____. a. Object c. Field b. Record d. Table 6. A group of related fields, such as all the demographic information for one customer, is called a(n) ____. a. Record c. Database b. Table d. Object 7. A collection of records for a single subject, such as all of the customer records, is called a(n) ____. a. Table c. Element b. Control d. Object 8. Tables, queries, and modules are examples of Access ____.

a. Entities b. Objects

c. Values d. Controls

9. The term ____ database comes from the fact that two or more tables are linked by a common field. a. Hierarchical c. Schematic b. Network d. Relational 10. This Access object contains all of the raw data within the database. a. Query c. Table b. Form d. Module 11. This Access object provides an easy-to-use data entry screen. a. Macro c. Table b. Form d. Module 12. Which of the following is not a Data Type? a. Number b. Formula c. Date/Time d. Text

13. A(n) ____ is a collection of tables associated with a general topic such as sales of products to customers. a. Database c. Record b. Field d. Object 14. In Navigation mode, press [Tab] or this keystroke to move to the next field within the same record. a. [End] c. [Down Arrow] b. [Page Down] d. [Enter] 15. Press this keystroke combination to move focus to the last field of the last record. a. [Alt][Ctrl][Up Arrow] c. [Ctrl][End] b. [Ctrl][Up Arrow] d. [Ctrl][Page Up] 16. In a datasheet, which mode assumes that you are trying to change the value of a particular field? a. Edit mode c. Update mode b. Navigation mode d. Form mode 17. Which shortcut key moves focus to the previous field of the current record? a. [Home] c. [Up Arrow] b. [Shift][Tab] d. [F5] 18. Which shortcut key moves focus to the first field of the current record? a. [Home] c. [F4] b. [End] d. [F5] 19. While editing a record, pressing [Esc] a second time ____. a. Deletes the current field b. Deletes the current datasheet c. Removes all data from the current record d. Removes all changes made to the record you are currently editing 20. Which of the following keys will help you delete unwanted data in Edit mode? a. [Insert] c. [Ctrl] b. [Home] d. [Backspace]

21. Which editing keystroke deletes one character to the right of the insertion point? a. [Backspace] c. [F2] b. [Delete] d. [F7] 22. Which data type is used to sequentially order each record added to a table? a. Hyperlink c. Lookup Wizard b. Web d. AutoNumber 23. Which data type stores only one of two values? a. OLE object c. Yes/No b. Hyperlink d. Null 24. Which data type links files created in other programs such as pictures, sound clips or documents? a. Lookup c. Yes/No b. OLE object d. Link Wizard 25. Which data type stores Web addresses? a. Lookup Wizard b. Hyperlink c. www address d. HTML

26. Item 7 in the figure above is the: a. Record selector box b. Navigation bar 27. Item 8 in the figure above is: a. The date/time b. A record 28. Item 5 in the figure above is:

c. Navigation pane d. Focus c. A field name d. The focus

a. Where a new record would be entered b. Where a new field would be entered

c. A field name d. The navigation pane

29. In the figure above, template 5 represents an example of: a. Sales pipeline c. Events b. Marketing projects d. Tasks 30. In the figure above, template 8 is an example of: a. Tasks c. Issues b. Events d. Assets COMPLETION 1. __________ software is used to manage data that can be organized into lists of related information such as customers, products, vendors, employees, projects, or sales. ANS: Database 2. An Access database is able to store any number of records up to ____________________ gigabytes.

ANS: two 3. A(n) ____________ relationship describes when a record from one table is related to several records in another table. ANS: one to many or 1 to many

4. The _______________ View is used to modify and define field properties that are not available in Datasheet View. ANS: Design 5. A(n) ____________________ object allows a user to select a subset of fields or records from one or more tables. ANS: query 6. A(n) ____________________ object provides an easy-to-use data entry screen. ANS: form 7. An Access database is called a(n) __________ database because more than one table can share information through a common linked field. ANS: relational 8. A(n) ____________________ is a spreadsheet-like grid that displays a table's fields and records. ANS: datasheet 9. When you move around the fields and records of a datasheet but do not change data, you are working in ______________ mode. ANS: Navigation 10. A(n) ____________________ field automatically assigns a new number each time you add a record. ANS: AutoNumber ESSAY 1. What are the advantages of database software such as Access over spreadsheet software such as Excel? ANS: 1. Data entry is faster and easier. 2. Information is more accurate, reliable and consistent. 3. Information can be viewed and sorted in multiple ways. 4. Information is more secure. 5. Information can be shared among several users. 6. Duplicate data entry is minimized. 2. The Database window displays the Tables, Queries, Forms, and Reports. Describe what these four objects represent. ANS: A table contains all of the raw data within the database. A query is a method of asking questions about the data. A form provides a convenient way to enter data. A report is a customized format for printing data from one or more tables.

MODIFIED TRUE/FALSE 1. When creating a database using an Access template, you must remember that field names cannot be altered later. _________________________ ANS: F, can be altered at any time 2. The navigation bar is found at the top of the datasheet. _________________________ ANS: F, bottom 3. You cannot undo a record deletion operation. _________________________ ANS: F, can 4. If Access assumes that you are attempting to make changes to a field value, you are in Navigation mode. _________________________ ANS: F, Edit 5. In Access, data entry screens are called forms. _________________________ ANS: T MATCHING Match the shortcut keystrokes to the correct action. a. [left arrow] e. [Home] b. [Tab] f. [End] c. [up arrow] g. [down arrow] d. [Ctrl][End] h. [Ctrl][Home] 1. 2. 3. 4. 5. 6. 7. 8. First field of the current record E Next field of the current record B Last field of the current record F Previous field of the current record A Last field of the last record D Current field of the previous record C First field of the first record H Current field of the next record G

CASE Matt wants to create a record keeping system to track the inventory needed to efficiently run his lawn and landscape business, such as spare parts, gas cans, string trimmers, etc. His crew manager will also be using the system. 1. Matt is considering whether to use Excel or Access. Which one of the following is NOT a benefit of using Access? a. More data storage b. Multiuser capability

c. Better charting features d. More reporting features ANS: C 2. A Purchase Price field should be which data type? a. b. c. d. Text Number Monetary Currency

ANS: D 3. He has written a paragraph about each instruments tonal quality. Which data type should he use to define the field that will store this information? a. Text b. Date/Time c. Memo d. Number ANS: C A(n) Data Base is a collection of tables associated with a general topic such as sales of products to customers.