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Cis145 Final Review
1.
2. CIS145 Final
100 points
Open book, open notes, open computer
True-false, multiple choice, fill-in, short answer
3. Databases
Collection of related information
Scope is based on what information we need to
complete tasks
Access uses objects to organize and manage data
Tables, queries, forms, reports, macros, modules
All objects are in one file
4. Tables
Fields are individual data elements/values - columns
Records are the collection of data for one occurrence –
rows
Table should be about one thing or idea
Primary key uniquely identifies each record
5. Table Design
Include all necessary data
Store data in smallest parts
Don’t include calculated fields
6. Field Data Types
What kind of data will be Common Types
stored in the field? Number
Currency
Numbers not used for Text
calculations should
Yes/No
usually be text.
Date/Time
7. Properties
Set specific characteristics and behaviors of objects
(fields, controls, or other objects)
Properties set for a field are inherited by controls that
refer to that field
Drag field from field list in form design view
8. Data Validation
Need to make sure we have good data - proper type
and values
Properties can help with validation:
Field Size: How much data to accept
Input Mask: How or what data is entered
Format: How data is displayed
Validation Rules: What data is acceptable
Required: value must be entered
9. Relational Databases
Have more than one table where tables are related to
each other
One to one
One to many
Many to many
A combination of fields may be used for the table’s
primary key
10. One to Many Relationships
Each table contains data about a specific subject
(customers, loans)
Each table on the ‘one’ side has a primary key
Primary key of the “one” table is used to create a
foreign key in the “many” table
11. Many to Many Relationships
Two tables are related, but can have many records in
each table in common
One student can attend many courses; one course can be
attended by many students
Implement a many to many relationship by creating a
pair of one to many relationships with a third (join)
table
12. Foreign Key
A foreign key points to a record in another table
Foreign key “looks like” the related primary key
Same number of fields
Data types for each field must match
Field names don’t matter
13. Referential Integrity
Makes sure that the records in related tables are
consistent
Must have a customer in the customer table for an order
to be assigned that customer ID
Avoids “orphans”
Can’t delete a record or change the primary key in the
one table when associated records are in the many
table, unless have cascade delete and cascade update
enabled
14. Relationships Window
Where relationships between tables are created and
defined
Related fields must have the same data type
Autonumber is related to number field with long integer
field size
The one table has a 1 next to it; the many has a next
to it
15. Select Queries
Select Queries represent a question and an answer
Question is created in design view
Design view creates a Structured Query Language (SQL)
statement
Answer is shown in datasheet view
Answer is a dynaset - dynamic subset of a table
16. Query Design
Specify data source - table or another query (FROM)
Determine which rows to include (WHERE)
Identify groups (GROUP BY)
Specify groups to include in result (HAVING)
Identify fields to include in result (SELECT)
Specify how to sort the answer (ORDER BY)
18. Wildcards
‘*’ is for a group of characters (0, 1 or more characters)
‘?’ is for a single character (and there must be a
character)
“S*ND” will return sand, sound, send, stand, spend
“S?ND” will return sand, send
19. Total Queries
Select query with results summarized by one or more
fields
Find value(s) that records share and summarize
information
Similar to Groups in a Report
20. Multi-table Queries
Can use multiple tables in a query
If tables are not already related, can connect tables in
the query itself
Drag the connecting field from the one table to the
many table
“Joins” describe how rows in one table match rows in
the other table(s)
21. Joins
When using multiple tables, need to connect through a
join
Inner-join is most common and requires matching values
in both tables
Outer-join includes all rows from one table and any
matching records from second table that exist
Cartesian Join matches all rows from one table with all
rows from 2nd table
22. Autolookup Queries
Use queries to automatically look up data from related
tables
Must contain the foreign key from the many table
Value entered in foreign key is matched to value in
related primary key to “look up” data
Can add, change or delete data in the source tables
Many side will determine where a new row is added or
existing row deleted
23. Parameter Queries
Parameter queries allow entry of criteria when query is
run
A “place holder” allows the criteria to be saved without a
specific value
Behaves like an argument in other programming
languages
Allows query to be used with different values without
having to go into design view
24. Action Queries
Action queries are about change
Can change data
Update: change an existing value
Append: add rows to a table
Delete: remove rows from a table
Can change database
Make-table: create a new database object
25. Forms
Basic use is to enter and display information from a
table
Forms can also help to change data stored in table by
being bound (record source is a table or query)
Forms can help others use an application
Typically an unbound form (no record source)
Forms use controls: bound, unbound, calculated
26. Forms - 2
Forms have sections: header, footer, and detail
Detail section is used to display data from one row in a
table or query
Tab order controls how the cursor moves through
controls on a form
27. Forms & Subforms
Main form is based on the primary (“one”) table
Subform is based on the many table
Subform shows records associated with the current
record in the primary table
Each form has its own status bar, record selector, and
navigation buttons
28. Subforms
Main form and subform are linked through specific fields;
fields don’t have to be shown, but must be in data source
(record source)
A main form can have several subforms
Subforms can be displayed as a data sheet, single form or
continuous forms
Display is set through the form’s default view in the
properties window
29. List Controls
A list or combo box can be bound to a field in one
table, and display data from fields in a second table
Good choice for selecting a value for a foreign key, if the
primary and foreign keys are single fields
Rowsource property specifies the list of choices, bound
column specifies the value to save
Can show/not show different columns in the list
30. Reports
Displays information from a table or query
Cannot change data
A report shows the data at the time of printing or print
preview
Each time a report is displayed or printed, it recalculates
and re-reads the data from tables, so one report can
show different values
31. Reports - 2
Reports have sections: report, page, and group headers
and footers; and detail
Controls are used to display data, information,
calculations
The most common controls are text boxes, labels, and
lines
32. Sorting & Grouping
Groups help to organize data into information for
records that have something in common
Can summarize information for subgroups (for example,
showing subtotals by location)
Sorting controls the order that information is shown
33. Subreports
Allow main report to include all records, regardless of
whether there are related records
Subreports are similar in function to subforms, finding
related rows for the current row in main report
Can include several subreports, if a query would create
incomplete or duplicating results
34. Getting & Using Data in Forms and
Reports
Forms and reports have a recordsource property
Can get data from a table or query
Bound controls use the controlsource property to
connect to a field
Field for controlsource must be in form recordsource
Controlsource is also used for calculations
