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Bit 1400 Database Question and Answers

This document, prepared by Justine Tembo, serves as an educational guide for students studying database management systems using Microsoft Access. It includes various sections with questions and answers related to database concepts, definitions, and practical applications for creating tables, forms, queries, and reports. The content emphasizes academic integrity and responsible use of the material.

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dorothychitalu09
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2 views3 pages

Bit 1400 Database Question and Answers

This document, prepared by Justine Tembo, serves as an educational guide for students studying database management systems using Microsoft Access. It includes various sections with questions and answers related to database concepts, definitions, and practical applications for creating tables, forms, queries, and reports. The content emphasizes academic integrity and responsible use of the material.

Uploaded by

dorothychitalu09
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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ICT 1400 – DATABASE MANAGEMENT SYSTEMS TEST (Justine Tembo Edition)

DISCLAIMER: This document has been prepared by Justine Tembo for educational purposes
only. It is intended to help fellow students understand the format, structure, and expected
responses in a database systems test based on Microsoft Access. Please use it responsibly and do
not submit this as your own work. Always follow your institution’s rules regarding academic
honesty and collaboration.

SECTION A – One-word/Short Answer (1 mark each)

1. What is the name of the file extension for a Microsoft Access database?
Answer: .accdb
2. Which data type is used to store dates in Access?
Answer: Date/Time
3. What field can be used to uniquely identify each record in a table?
Answer: Primary Key
4. What is the default data type used when creating a Lookup Wizard?
Answer: Short Text
5. What field size would you set for a student number like "JTU1"?
Answer: 4
6. Which Microsoft Access object is used to filter and display specific data?
Answer: Query
7. What type of Access object allows you to visually enter and display data?
Answer: Form
8. What is the name of the object used to summarize or present data in a printable format?
Answer: Report
9. In a STUDENT table, what is the most appropriate data type for storing the student's first
name?
Answer: Short Text
10. Give one example of a data validation tool in Access.
Answer: Validation Rule

SECTION B – Definitions & Explanations (2 marks each)

11. Define the following terms as used in database design:

a) Field: A column in a table that holds specific data for each record.

b) Record: A row in a table that contains related data about one item.

c) Primary Key: A unique identifier for each record in a table.


d) Report: An object that presents data in a structured, printable format.

e) Lookup Wizard: A tool used to create a dropdown list of values in a field.

12. Differentiate between a form and a query in Microsoft Access.


Answer: A form is used for data entry and viewing data in a user-friendly format, while a
query is used to search, filter, or retrieve specific data from a table.
13. State two advantages of using a form for data entry over using a table directly.
Answer:

• Easier and more organized data entry


• Reduces chances of input errors

14. Briefly explain the purpose of using a report in a database system.


Answer: A report organizes and summarizes data for printing and presentation. It is
commonly used for displaying filtered information.
15. What is the importance of setting the correct field size when designing a table?
Answer: Setting the correct field size optimizes storage and prevents unnecessary space
usage or data truncation.

SECTION C – Descriptive / Application (5–10 marks each)

16. Describe the steps you would follow to create a table named STUDENT with the
following fields:
SN (Short Text, size 4), Surname (Text, 15), First_Name (Text, 15), D.O.B (Date/Time),
Duration (Number), Class (Lookup Wizard), Town (Text, 20), Gender (Lookup
Wizard).
Answer:

• Open Access > Create > Table Design


• Enter field names and select data types
• For Class and Gender, use Lookup Wizard to define dropdown values
• Save table as STUDENT

17. Explain how to set a Primary Key in Microsoft Access. Include its purpose and how to
apply it in the STUDENT table.
Answer: A Primary Key ensures each record is unique. To apply it, right-click the SN
field in design view, select "Primary Key," and save the table.
18. You are given records for 7 students. Describe how to enter this data into the STUDENT
table after creating it.
Answer: Open the STUDENT table in Datasheet View and type each student's record
manually or copy and paste from a prepared list.
19. Explain the process of adding 7 book records into a table named BOOK. What fields
would you use and what data types are appropriate?
Answer: Use fields: SN (Short Text), Book Title (Short Text), Cost (Number), Author
(Short Text), Category (Short Text), Publisher (Short Text). Open in Datasheet View and
enter the records.
20. Explain how to create a query named “BORROW” that filters and displays only records
of students in class R10.
Answer: Go to Create > Query Design, add the STUDENT table, enter "R10" in the
criteria row for Class, and save the query as BORROW.
21. Describe the steps involved in creating the following forms using the Form Wizard:
a) BOOK FORM
b) STUDENTS FORM
Answer: Go to Create > Form Wizard, select the table and all fields, follow the wizard
steps, and save each form with the respective name.
22. A new book titled “Bible” must be added to the BOOK table using a form. Describe step-
by-step how to do this using the BOOK FORM.
Answer: Open BOOK FORM, fill in Book Title as "Bible," Author as "Gideons," SN as
"JTU8," etc., then save the record by moving to the next row or closing the form.
23. Explain how to create a report named “BOOK REPORT” from the STUDENT table to
display the following fields: SN, Surname, First_Name, Class, Town.
Answer: Go to Create > Report Wizard, choose the STUDENT table, select the
mentioned fields, follow prompts, name it "BOOK REPORT," and finish.

Prepared By: Justine Tembo

Whatsapp _+260779071487

Justinetembo34@gmail.com

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