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Access Chapter 3 Maintaining a Database

TRUE/FALSE
1. Maintaining the database means modifying the data to keep it up-to-date, such as adding new records,
changing the data for existing records, and deleting records.
ANS: T

PTS: 1

REF: AC 138

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

PTS: 1

REF: AC 138

3. Backing up the database as well as compacting and repairing a database are database maintenance
tasks.
ANS: T

PTS: 1

REF: AC 138

4. To add a new record using Form view, click the Add Record button on the Navigation bar.
ANS: F

PTS: 1

REF: AC 144

5. Looking for the client whose number is MH56 is an example of searching.


ANS: T

PTS: 1

REF: AC 145

6. The command on the shortcut menu that displays data in Form view is Form View.
ANS: F

PTS: 1

REF: AC 145

7. You can search for a record in Form view but not in Datasheet view.
ANS: F

PTS: 1

REF: AC 145

8. 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.
ANS: T

PTS: 1

REF: AC 147

9. The Find button is available only in Form view.


ANS: F

PTS: 1

REF: AC 148

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

PTS: 1

REF: AC 148

11. You can use a filter in either Datasheet view or Form view.
ANS: T

PTS: 1

REF: AC 148

12. The simplest type of filter is called Filter By Form.


ANS: F

PTS: 1

REF: AC 149

13. You cannot apply a filter to the results of a query.


ANS: F

PTS: 1

REF: AC 156

14. A change in outside regulations could cause changes to the structure of a table.
ANS: T

PTS: 1

REF: AC 156 | AC 157

15. To add a field to a table structure, click the row selector for the field that will follow the new field, and
then press the INSERT key to insert a blank row.
ANS: T

PTS: 1

REF: AC 157

16. A List field allows the user to select from a list of values.
ANS: F

PTS: 1

REF: AC 158

17. If you plan to move your data to SQL Server at a later date, do not use multivalued fields.
ANS: T

PTS: 1

REF: AC 160

18. Access includes only three types of action queries: delete, update, and append.
ANS: F

PTS: 1

REF: AC 162

19. When you use an update query, you must enter a criterion.
ANS: F

PTS: 1

REF: AC 162

20. You cannot preview the data to be deleted in a delete query before actually performing the deletion.
ANS: F

PTS: 1

REF: AC 163

21. Validation rules are rules that a user must follow when entering the data.
ANS: T

PTS: 1

REF: AC 165

22. When you use a make-table query to add records to a new table, Access creates the table as part of the
process.
ANS: T

PTS: 1

REF: AC 165

23. In the JSP Recruiters database, a one-to-many relationship exists between the Recruiter table and the
Client table.
ANS: T

PTS: 1

REF: AC 185

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

ANS: T

PTS: 1

REF: AC 185

25. One reason to include a foreign key for a table is to eliminate duplicate records.
ANS: F

PTS: 1

REF: AC 191

MODIFIED TRUE/FALSE
1. A multilookup field is a field that contains more than one value. ____________________
ANS: F, multivalued
PTS: 1

REF: AC 160

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

PTS: 1

REF: AC 165

3. Changing a column width changes the format, or design, of a table. ____________________


ANS: F, layout
PTS: 1

REF: AC 175

4. A secondary key is a field in one table whose values are required to match the primary key of another
table. ____________________
ANS: F, foreign
PTS: 1

REF: AC 185

5. When the Recruiter table is related to the Client table, it is possible to view the clients of a given
recruiter when you are viewing the datasheet for the Recruiter table. The clients for the recruiter will
appear below the recruiter in a subdatasheet. ____________________
ANS: T

PTS: 1

REF: AC 190

MULTIPLE CHOICE
1. If a Security Warning appears when you open a database, click the ____ button to display the
Microsoft Office Security Options dialog box.
a. Customize
c. Security
b. Options
d. Warning
ANS: B

PTS: 1

REF: AC 141

2. To create a simple form, select the table in the Navigation Pane, click Create on the Ribbon and then
click the ____ button on the Create tab.
a. Form
c. Tabular Form
b. Simple Form
d. Form View

ANS: A

PTS: 1

REF: AC 142 | AC 143

3. To move from Layout view to Form view, click the ____ button.
a. Open Form
c. Data View
b. Form View
d. Edit View
ANS: B

PTS: 1

REF: AC 143

Figure 3-1
4. To move to the first record using the form shown in the accompanying figure, click the ____ button on
the Navigation bar.
a. Beginning record
c. First record
b. Start record
d. Goto record
ANS: C

PTS: 1

REF: AC 143

5. To add a record using the form shown in the accompanying figure, click the ____ button on the
Navigation bar.
a. Last record
c. Insert record
b. New (blank) record
d. Blank record

ANS: B

PTS: 1

REF: AC 144

Figure 3-2
6. To search for a specific record click the Find button on the Home tab shown in the accompanying
figure to display the ____ dialog box.
a. Search
c. Search and Edit
b. Filter
d. Find and Replace
ANS: D

PTS: 1

REF: AC 146

7. As an alternate to using the Find button shown in the accompanying figure, you can press ____ to
search for a specific record.
a. CTRL+S
c. CTRL+R
b. CTRL+F
d. CTRL+L
ANS: B

PTS: 1

REF: AC 146

8. To delete record EA45 shown in the accompanying figure, click the record selector in the datasheet for
the record on which the client number is EA45 and then press ____.
a. CTRL+D
c. CTRL+DELETE
b. DELETE
d. CTRL+Y
ANS: B

PTS: 1

REF: AC 148

9. To use Filter By Selection to find all clients located in Berridge, click the City field for any record
where the city is Berridge and then click the ____ button on the Home tab shown in the accompanying
figure.
a. Selection
c. Find
b. Filter By Selection
d. Replace
ANS: A

PTS: 1

REF: AC 149

10. To redisplay all records after using a filter, click the ____ button on the Home tab.
a. Remove Filter
c. All
b. Filter
d. Toggle Filter
ANS: D

PTS: 1

REF: AC 151

11. To clear a filter, click the ____ button on the Home tab and then click Clear All Filters.
a. Filter
c. Advanced
b. Remove
d. Select
ANS: C

PTS: 1

REF: AC 151

12. To use Filter By Form to filter records, click the ____ button on the Home tab and then click Filter By
Form.
a. Advanced
c. Selection
b. Filter
d. Find
ANS: A

PTS: 1

REF: AC 153

13. When you use Filter By Form to restrict records that appear, you create the filter and then click the
____ button to apply the filter.
a. Apply Filter
c. Toggle Filter
b. Filter
d. Select
ANS: C

PTS: 1

REF: AC 154

14. To filter records using complex criteria, click the ____ button on the Home tab and then click
Advanced Filter/Sort on the menu that appears.
a. Filter
c. Selection
b. Find
d. Advanced
ANS: D

PTS: 1

REF: AC 155

15. 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.
a. Filter
c. Advanced
b. Selection
d. Toggle Filter
ANS: D

PTS: 1

REF: AC 156

16. 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.
a. Change
c. Design
b. Edit
d. Datasheet
ANS: C

PTS: 1

REF: AC 157

17. A ____ field allows the user to select from a list of values
a. List
c. Combo
b. Lookup
d. Value
ANS: B

PTS: 1

REF: AC 158

18. To create a multivalued field, create a ____ field being sure to check the Allow Multiple Values check
box.
a. List
c. Combo
b. Value
d. Lookup
ANS: D

PTS: 1

REF: AC 161

19. To create an update query, create a new query and then click the ____ button on the Design tab.
a. Query Type
c. Update
b. Action
d. Data Definition
ANS: C

PTS: 1

REF: AC 162

20. To preview data to be deleted in a delete query, click the ____ button after you create the query, but
before you run it.
a. Data
c. Preview
b. View
d. Delete View
ANS: B

PTS: 1

REF: AC 163

21. 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.
a. Run
c. Execute
b. View
d. Update
ANS: A

PTS: 1

REF: AC 163

22. A(n) ____ query adds a group of records from one table to the end of another table.
a. insert
c. add
b. append
d. supplement
ANS: B

PTS: 1

REF: AC 165

23. A(n) ____ query adds records from an existing table to a new table, that is, a table that has not yet been
created.
a. insert-table
c. add-table
b. new-table
d. make-table
ANS: D

PTS: 1

REF: AC 165

24. To specify that entries in the Amount Paid field must be between $0.00 and $100,000.00, enter ____ in
the Validation Rule property box.
a. >=0, <=100,000
c. >=0 and <=100000
b. >=$0, <=$100,000
d. >=$0 and <=$100,000
ANS: C

PTS: 1

REF: AC 166

25. To indicate that the only allowable values for the Client Type field are MED, DNT, and LAB, enter
____ in the Validation Rule property box.
a. =MED or =DNT or =LAB
c. must be MED, DNT, or LAB

b. MED, DNT, LAB


ANS: A

d. =MED, =DNT, =LAB


PTS: 1

REF: AC 167

26. If the Client Number field in a record always should display the two characters in the client number in
uppercase, then the correct format for this field is ____.
a. <
c. %
b. &
d. >
ANS: D

PTS: 1

REF: AC 168

27. To save validation rules, default values, and formats, click the Save button on the ____ to save the
changes.
a. Home tab
c. Quick Access Toolbar
b. status bar
d. Design tab
ANS: C

PTS: 1

REF: AC 169

28. To resize a column in a datasheet, you can double-click the right boundary selector of the field to be
resized or you can right-click the field name and then click ____.
a. Resize
c. Resize Column
b. Change Width
d. Column Width
ANS: D

PTS: 1

REF: AC 176

29. 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.
a. Statistics
c. Insert Total
b. Add Total
d. Totals
ANS: D

PTS: 1

REF: AC 176

30. To remove a total row that appears in a datasheet, click the ____ button on the Home tab.
a. Toggle
c. Statistics
b. Remove
d. Totals
ANS: D

PTS: 1

REF: AC 178

31. To change a query so that each item in a multivalued field occurs on a different row, use the ____
property.
a. Field
c. Unique
b. Value
d. Distinct
ANS: B

PTS: 1

REF: AC 183

32. To order the records in the Client table by city in alphabetical order, use the ____ button.
a. Order Ascending
c. Sort Ascending
b. Sort
d. Ascending
ANS: D

PTS: 1

REF: AC 192

33. To order the records in the Client table in reverse alphabetical order by City, click the ____ button.
a. Order Descending
c. Sort Descending
b. Descending
d. Sort
ANS: B

PTS: 1

REF: AC 192

34. When a database is damaged, you must return the database to a correct state. This process is called
____.
a. saving
c. compacting
b. repairing
d. recovering
ANS: D

PTS: 1

REF: AC 193

35. To back up a database, open the database to be backed up, click the Office Button, point to ____ on the
Office Button menu, and then click Back Up Database on the submenu that appears.
a. Database Tools
c. Manage
b. Database Operations
d. Maintenance
ANS: C

PTS: 1

REF: AC 193

36. To open another database, click the Office Button, click ____ on the Office Button menu, select the
database to be opened, and then click the Open button.
a. Another Database
c. Locate
b. Browse
d. Open
ANS: D

PTS: 1

REF: AC 194

37. To close a database without exiting Access, click the Office Button and then click ____ on the Office
Button menu.
a. Exit Database Only
c. Database Options
b. Close Database
d. Quit Database Only
ANS: B

PTS: 1

REF: AC 194

38. To check for dependent objects, select the object that you want to check, click Database Tools on the
Ribbon, and then click the ____ button on the Database Tools tab.
a. Object Dependencies
c. Database Properties
b. Object Properties
d. Database Dependencies
ANS: A

PTS: 1

REF: AC 194

39. To delete a table or other object, right-click the object and then click ____ on the shortcut menu.
a. Remove
c. Delete
b. Erase
d. Remove Object
ANS: C

PTS: 1

REF: AC 194

40. To quit Access, click the ____ button on the right side of the Access title bar.
a. Quit
c. Close
b. Exit
d. Done
ANS: C

PTS: 1

REF: AC 195

MULTIPLE RESPONSE
Modified Multiple Choice
1. Maintaining a database can include ____.
a. filtering records
b. changing the appearance of a datasheet
ANS: A, B, C, D

PTS: 1

c. backing up the database


d. compacting and repairing a database
REF: AC 138

2. You can add a record to a table by ____.


a. clicking the New (blank) record button on the Navigation bar
b. pressing CTRL+PLUS SIGN (+)
c. clicking the New button on the Ribbon
d. pressing the INSERT key
ANS: A, B, C

PTS: 1

REF: AC 144

3. The wildcard symbols for use with filters are ____.


a. asterisk (*)
c. question mark (?)
b. dollar sign ($)
d. caret symbol (^)
ANS: A, C

PTS: 1

4. Validation rules can indicate a ____.


a. required field
b. default value
ANS: A, B, C

PTS: 1

REF: AC 151
c. range of values
d. Lookup field
REF: AC 165

5. Computations available for the Total row in a column that contains currency include ____.
a. Sum
c. Average
b. Square Root
d. Count
ANS: A, C, D

PTS: 1

REF: AC 177

COMPLETION
1. Maintenance of a database can involve the need to _________________________ periodically; that is,
to change the database structure.
ANS:
restructure the database
restructure
PTS: 1

REF: AC 138

2. When you have created a filter using either Filter By Form or Advanced Filter/Sort, you can save the
filter settings as a query by using the ____________________ command on the Advanced menu.
ANS: Save As Query
PTS: 1

REF: AC 156

3. You can restore filter settings that you previously saved in a query by using the
____________________ command on the Advanced menu.
ANS: Load From Query
PTS: 1

REF: AC 156

4. If you add a field to a table and later realize the field is in the wrong location, you can move the field.
To move the field, click the ____________________ for the field and then drag the field to the new
location.
ANS: row selector
PTS: 1

REF: AC 156

5. To delete a field in a table, the table must be opened in ____________________ view.


ANS:
Design
design
PTS: 1

REF: AC 157

6. To create a Lookup field, select ____________________ from the menu of available data types.
ANS:
Lookup Wizard
lookup wizard
PTS: 1

REF: AC 158

7. If you plan to move your data to SQL Server at a later date, do not use ____________________ fields.
ANS:
multivalued
multi-valued
PTS: 1

REF: AC 160

8. To create a multivalued field, create a ____________________ field being sure to check the Allow
Multiple Values check box.
ANS:
Lookup
lookup
PTS: 1

REF: AC 161

9. A(n) ____________________ query adds, deletes, or changes data in a table.


ANS: action
PTS: 1

REF: AC 162

10. When an update query is created, a(n) _________________________ row displays in the design grid.
ANS:
Update To
update to
PTS: 1

REF: AC 162

11. To add gridlines to a datasheet, open the table in Datasheet view, select the entire datasheet, and click
the ____________________ button on the Home tab.
ANS:
Gridlines
gridlines
PTS: 1

REF: AC 179

12. The property that the value in a foreign key must match another tables primary key is called
_________________________.
ANS: referential integrity
PTS: 1

REF: AC 185

13. A(n) _________________________ is a field in one table whose values are required to match a
primary key in another table.
ANS: foreign key
PTS: 1

REF: AC 185

14. When specifying referential integrity, one way to handle deletions is to


_________________________; that is, have Access allow the deletion but then automatically delete
any related records in other tables.
ANS: cascade the delete
PTS: 1

REF: AC 185

15. When specifying referential integrity, one way to handle the update of a primary key is to
_________________________; that is, have Access allow the update but then automatically make the
corresponding change in any related records in other tables.
ANS: cascade the update
PTS: 1

REF: AC 185

Figure 3-3
16. To open the Relationships window in the accompanying figure, click the
_________________________ button on the Database Tools tab.
ANS: Relationships
PTS: 1

REF: AC 186

17. To add the Client and Recruiter tables to the Relationships window shown in the accompanying figure,
click the Add button in the ___________________ dialog box.
ANS: Show Table
PTS: 1

REF: AC 186

18. In the type of relationship between the Recruiter and Client tables illustrated in the accompanying
figure, the infinity symbol indicates that one recruiter is related to _________________________
clients.
ANS: many
PTS: 1

REF: AC 188

19. The relationship in the accompanying figure was created by clicking the ____________________
check box in the Edit Relationships dialog box.
ANS: Enforce Referential Integrity
PTS: 1

REF: AC 188

20. To print a copy of a relationship, click the _____________________ button shown on the
accompanying figure.
ANS: Relationship Report
PTS: 1

REF: AC 188

MATCHING
Identify the letter of the choice that best matches the phrase or definition.
a. append query
f. validation text
b. delete query
g. required field
c. make-table query
h. default value
d. update query
i. ?
e. validation rules
j. <
1.
2.
3.
4.
5.
6.
7.
8.
9.

Represents an individual character.


The message that will appear if a user violates the validation rule.
Allows you to add the results of a query to an existing table.
A format symbol.
Allows you to delete all the records satisfying some criterion.
Rules that a user must follow when entering data.
A field in which the user actually must enter data.
Allows you to add the results to a new table.
A value that Access will display on the screen in a particular field before the user begins adding a
record.
10. Allows you to make the same change to all records.
1.
2.
3.
4.
5.
6.
7.
8.
9.

ANS:
ANS:
ANS:
ANS:
ANS:
ANS:
ANS:
ANS:
ANS:

I
F
A
J
B
E
G
C
H

PTS:
PTS:
PTS:
PTS:
PTS:
PTS:
PTS:
PTS:
PTS:

1
1
1
1
1
1
1
1
1

REF:
REF:
REF:
REF:
REF:
REF:
REF:
REF:
REF:

AC 165
AC 165
AC 162
AC 168
AC 162
AC 165
AC 165
AC 162
AC 165

10. ANS: D

PTS: 1

REF: AC 162

ESSAY
1. Six guidelines are available for you to use when determining database maintenance tasks. What are
these six guidelines?
ANS:
Six database maintenance guidelines are:
1. Determine when it is necessary to add, change, or delete records in a database.
2. Determine whether you should filter records.
3. Determine whether additional fields are necessary or whether existing fields should be deleted.
4. Determine whether validation rules, default values, and formats are necessary.
5. Determine whether changes to the format of a datasheet are desirable.
6. Identify related tables in order to implement relationships between the tables.
PTS: 1

REF: AC 140

TOP: Critical Thinking

2. Explain what happens if you upsize a database containing multivalued fields to SQL Server.
ANS:
The multivalued field is converted to a memo field that contains the delimited set of values. This may
mean that you need to do some redesign of your database.
PTS: 1

REF: AC 160

TOP: Critical Thinking

3. When you specify referential integrity, you need to decide how to handle the update of the primary
key. What decisions do you need to make?
ANS:
You need to decide if you want to prohibit this type of update or whether you want to cascade the
update. Cascading the update means allowing the change, but making the corresponding change in
the foreign key on all related records.
PTS: 1

REF: AC 185

TOP: Critical Thinking

CASE
Critical Thinking Questions
Case 1
JSP Recruiters has decided to add some additional validation rules to the Client table shown in Design
view in the accompanying figure. They have asked you to create these validation rules.

Figure 3-4
1. JSP would like to make sure that if an employee enters the letters co in the State field that it displays in
the database as CO. What property do you need to change and what would you enter in the property
box?
ANS:
You need to change the Format property and you would enter the format symbol, > in the box to
convert all entries to uppercase.
PTS: 1

REF: AC 168

TOP: Critical Thinking

2. Because most of the clients that JSP services are located in Colorado, 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?
ANS:
You need to change the Default Value property. You would enter =CO in the property box.
PTS: 1

REF: AC 167

TOP: Critical Thinking

Critical Thinking Questions


Case 2
JSP Recruiters has just realized that they need to make some additional changes to the Client table
shown in Design view in the accompanying figure. They have asked you to make these changes.

Figure 3-4.
3. JSP would like to add a telephone number field to the Client table. The field should appear after the
postal code field. What do you need to do to add the field?
ANS:
To add the field, click the row selector for the Client Type field and then press the INSERT key. This
will place a blank row above the Client Type row. Then, type the field name, Telephone Number and
make sure that Text is selected as the data type.
PTS: 1

REF: AC 157

TOP: Critical Thinking

4. Because JSP may upsize the database to SQL Server, they have decided to delete the Specialties
Needed field. How do you delete the field?
ANS:
Click the row selector for the Specialties Needed field and then press the DELETE key.
PTS: 1

REF: AC 157

TOP: Critical Thinking

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