Access Chapter 1 – Flashcards
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Records
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Contains information about a given person, product, or event.
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Field
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Contains a specific piece of information within a record.
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Unique identifier
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A field used to uniquely identify each record in the database.
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Database design
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The arrangement of data into tables and fields in a database.
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Redundancy
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The storing of a piece of data in more than one place in a database.
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?, ", /, , :, *, |, >, <
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These characters cannot be used in a file name.
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Reserved words
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Words that have a special meaning to Access, and cannot be used as field names.
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64
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Maximum number of characters in a table and field name.
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., !, ', [, ]
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These characters cannot be used when naming fields or tables.
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Fields
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The same name cannot be used for two different ____ in the same table.
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Data type
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Indicates the type of data that can be stored in the field.
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Text, Number, Currency
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Three of the most commonly used data types
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Text
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The data type in which the field can contain any characters, a maximum of 255.
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Number
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The data type in which the field can contain only numbers, positive or negative, usually used for arithmetic operations.
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Currency
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The data type in which the field can contain only monetary data, in which values appear with currency symbols and with two digits following the decimal point.
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Blank
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If you already know the tables and fields you want in your database, you would use this database option.
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template
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If you do not already know the tables and fields you want in your database, you would use a ____.
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Access window
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This consists of a variety of components to make your work more efficient and documents more professional.
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Access Window
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Consists of the Navigation Pane, Access work area, Ribbon, shortcut menus, and Quick Access toolbar.
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Access work area
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Where you work on objects such as tables, forms, and reports
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Object tabs
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Appears at the top of the Access work area to indicate objects that are open.
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Navigation Pane
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Contains a list of all the objects in the database, used to open an object, you can customize the display of objects.
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Status bar
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Located at the bottom of the Access window, presents information about the database object, the progress of current tasks, the status for certain commands and keys, and viewing options.
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Primary key
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To create a table, you must describe all of the fields that make up the table and their characteristics, and indicate the ____ ____.
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Datasheet view and Design view
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The two views that you can use to create a table in Access.
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Datasheet view
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The view in which the data in the table is presented in rows and columns, like a spreadsheet, used to update data and modify the structure of the table.
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Design view
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The view that is only used to create a table or modify its structure.
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Design view
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Out of datasheet view and design view, which one has more functionality for creating a table?
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Click to Add
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To define an additional field, click this column heading to select the data type and enter the field name.
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Dim
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If there is nothing to undo in Access, the Undo button on the Quick Access toolbar will be this.
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right-click
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Do this to the column heading to get a shortcut menu to delete the column or change the name.
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Insert Field
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To insert a field between existing fields, right-click the column heading for the field that will follow the new field and click this on the shortcut menu
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drag
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To move a field, click the column heading and then do this.
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Create
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Click this on the ribbon and then click the Table button to create a table.
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Shutter Bar
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Click the _______ ______ Open/Close Button to close the Navigation Pane.
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right-click
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Do this to the table in Navigation Pane that you wish to open and then select the desired view in which you wish to view it.
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Backspace
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If you make a mistake when typing, correct it by pressing this key.
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Primary key
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Access will reposition new records(table rows) automatically based on this.
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Record
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A row in a table.
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Delete
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To delete a record, click the record selector and press this key.
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screen
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To change the contents of one or more fields in a record, the record must be on the _____.
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INSERT
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You can use this key to switch between Insert and Overtype mode while editing fields in records.
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stuck
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When you are "this" on the record, Access neither allows you to move to another record nor allows you to close the table until you have made the correction.
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ESC
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To remove from the screen the record you are trying to add if you get "stuck", press this key.
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Green computing
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This involves reducing the environmental waste generated when using a computer.
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Portrait orientation
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The orientation in which the printout is across the width of the page.
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Landscape orientation
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The orientation in which the printout is across the height of the page.(sideways)
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list
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The form that data is stored in in which the first row contains column headings describing the data in each of the columns, and the remaining rows contain the data.
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Import
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To make a copy of data from another source in a table in the Access database.
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Table
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When importing data, you have two choices: create a new ____, or add the records to an existing _____. (Same word)
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wizard
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The process of importing into an Access database uses this, which takes you through basic steps.
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Import Spreadsheet
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If the data is imported from an Excel worksheet, the process will use the _____ ______ Wizard.
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External Data
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To import an Excel worksheet, click this on the Ribbon and then click the Excel button.
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Queries
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Simple questions, the answers to which are in the database.
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Simple Query
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When you are creating a query, if there are no restriction involved in the query, you can use the ____ ______ Wizard.
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Query Wizard
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To create a query, select the appropriate table in the Navigation Pane, click Create on the Ribbon, and then click the ______ _____ button to display the New Query dialog box.
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Recovery
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The process in which invalid data in the database is returned to a correct state.
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backup copy
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The copy of data created while backing up a data base.
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Backing up
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The simplest approach to the recovery process, involving periodically making a copy of the database.
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live database
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If a problem occurs while backing up a database, you can correct the problem by copying this backup copy over the actual database, called this.
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