CHAPTER 2

Access 2013: Design View, Queries, Forms and Reports

Objective Type Questions

1. Fill in the blanks:-

a. Design b. Form c. Print d. Tables e. Description

2. Write True or False: -

a. False b. False c. True d. False e. False

3. Choose the correct option:-

a. 255 characters b. Required c. href d. Long Text e. >=1 AND <=500 Descriptive Type Questions

a. Describe the four parts of the Field Definition Grid.

The Field Definition Grid is there in the Design View. It allows us to specify the field names and data types for the table. We can also give an optional description of each field.

The first column is the field selector column. The second column gives any valid Fieldname. The data type corresponding to the field name is given in the third column. The fourth column Description is optional. We can describe the field name here. b. What are the different ways of setting field as Primary key?

There are two ways of setting the primary key. The first method is as follows:

i. Select the field to be set as primary key. ii. Click Primary key in the Tools group on the Design

The second method is:

i. Right click the field selector of the column that will be the primary key. ii. Select Primary Key from the context menu.

After you set the primary key, a key icon will appear in the grey selector area to the left of the field’s name. c. Why is a form preferred over the Datasheet View for entering data?

Form is preferred over the Datasheet View for entering data because forms provide an easy way to enter, edit, delete and view data in a table. One is told or reminded what information has to be supplied. There is uniformity, for convenience in processing. d. How will you switch from Datasheet View to Design View and vice-versa?

When working with tables, there are two views available: Datasheet and Design. One easy way to switch between the views is by clicking the down arrow next to the View button on the toolbar (it's the leftmost button). Then select the required view you want from the drop- down list that appears. e. What do you understand by the AutoNumber field in Access? Can you change the data type of any field to AutoNumber?

AutoNumber is a type of data used in Microsoft Access tables to generate an automatically incremented numeric counter. It may be used to create an identity column which uniquely identifies each record in a table. Only one AutoNumber field is allowed in each table.

We can't change to AutoNumber when data is already there. We would have to add a new column, assign its data type as AutoNumber and then delete the old column and then rename the new column as the old column name. f. Give a validation rule such that a user can enter only the values 1,2 or 3?

The validation rule is 1 or 2 or 3.