Ms Access — Part 1 MCQs with Explanations

To open a new database in Microsoft Access, you can use the keyboard shortcut CTRL+N . This combination of keys will create a new, blank database. It's important to note that CTRL+O is typically used to open an existing database, not to create a new one. ALT+F4 is a general Windows shortcut to close the currently active window, and it would not be used to open a new database. Therefore, the correct option is Option A: CTRL+N .

To save a database object in Microsoft Access, you can use either the keyboard shortcut CTRL+S or SHIFT+F12 . These combinations of keys will trigger the saving process for the currently active object. CTRL+P is typically used for printing, not for saving. P or CTRL+P is not the correct option for saving. F12 is generally used to open the "Save As" dialog, but it is not the direct shortcut for saving the object. Therefore, the correct option is Option C: CTRL+S or SHIFT+F12 .

In Microsoft Access, when you press the TAB key, it is used to exit the currently active combo box or list box. This is especially helpful when you are navigating through forms or data entry fields. It allows you to move to the next field or control after making a selection in a combo box or list box without needing to use the mouse. TAB is not used to move up or down lines or pages. Therefore, the correct option is Option C: Exit the combo box or list box .

Microsoft Access is classified as a Relational Database Management System (RDBMS) . An RDBMS is a type of database management system that stores and organizes data in a structured manner using tables with predefined relationships between them. In Microsoft Access, data is stored in tables, and you can create relationships between these tables using keys. Access follows the principles of a relational database by allowing you to establish connections between tables, ensuring data integrity, and supporting SQL (Structured Query Language) for querying and managing data. Option B: Object-Oriented Database Management System (OODBMS) refers to a type of database system that stores data in the form of objects, which are instances of classes. Microsoft Access does not primarily fall under this category. Option C: Object-Relational Database Management System (ORDBMS) combines features of both relational and object-oriented databases. While Microsoft Access has some object-oriented features, it is primarily categorized as an RDBMS. Option D: The Network Database Model is a type of database model that represents data in a network-like structure of records and sets. Microsoft Access doesn't primarily adhere to the network database model. Therefore, the correct option is Option A: RDBMS .

You can sort records in a table in Microsoft Access using different methods. All of the provided options are valid ways to achieve sorting: Option A: Open the table, click on the field on which you want to perform sorting, and then click the Sort button on the database toolbar. This method allows you to sort the table based on the selected field in ascending order. Option B: Open the table and click the Sort button on the database toolbar. A dialog will appear where you can choose the field based on which you want to sort. After selecting the field, click OK to apply the sorting. This method provides you with more control over the sorting options. Option C: Clicking on the field heading allows you to sort the data in ascending order by default. Clicking the same field heading again will change the sorting to descending order. Option D: All of the above options are valid ways to sort records in a table. Depending on your preference and the complexity of the sorting criteria, you can choose the most suitable method. Therefore, the correct option is Option D: All of above .

A database is a structured collection of data that is organized and stored in a way that allows for efficient retrieval, management, and manipulation of the data. It can include various types of information and can serve different purposes. All of the provided options are examples of databases: Option A: An address book containing the contact details of all the suppliers of a company can be considered a database. It stores structured information about suppliers, allowing easy access and management of their contact information. Option B: A salary sheet containing the salary details of all employees of a company is also an example of a database. It stores data related to employee salaries, which can be organized and manipulated for payroll processing and analysis. Option C: The records of daily sales transactions of a company represent a database as well. This type of database stores information about sales transactions, which can be used for tracking sales performance and generating reports. Option D: All of the above options are valid examples of databases. They each involve storing structured data for specific purposes, making them organized collections of information that can be queried, updated, and managed efficiently. Therefore, the correct option is Option D: All of above .

In Microsoft Access, pressing the F11 key serves to Toggle the Navigation Pane . The Navigation Pane is a side panel that helps users navigate through various objects in the database, such as tables, queries, forms, and reports. When you press F11 , it will either show or hide the Navigation Pane, making it easier to switch between different objects in your database without the need to manually navigate through menus. Option B: Pressing F6 is typically used to cycle between open windows, allowing you to switch focus between different elements of the user interface. Option C: Pressing ALT+TAB is the common keyboard shortcut to switch between open windows, and it can restore a minimized window if you select it. Option D: This action is not associated with the F11 key in Microsoft Access. The described behavior seems more relevant to window management in general, rather than a specific action triggered by F11 in Access. Therefore, the correct option is Option A: Toggle the Navigation Pane .

In Microsoft Access, pressing SHIFT+F10 is used to Display the shortcut menu . The shortcut menu, also known as the context menu, is a menu that provides options related to the selected object or area. It typically contains commands that are relevant to the current context, allowing you to perform various actions without navigating through multiple menus. Option A: Pressing ALT+SPACEBAR typically displays the Control menu, which allows you to move, size, minimize, maximize, or close the active window. Option C: Pressing CTRL+F4 is often used to close the active window or tab, but this behavior is not associated with SHIFT+F10 . Option D: The described action, SHIFT+F10 , does have a specific function in Microsoft Access, which is to display the shortcut menu. Therefore, the correct option is Option B: Display the shortcut menu .

You can display relationships in a database in Microsoft Access using multiple methods, all of which are mentioned in the options: Option A: To display relationships, you can select View > Relationships from the menu. This will open the Relationships window where you can view and manage the relationships between tables. Option B: Clicking the Relationships button on the toolbar also allows you to display relationships. This button typically resembles a set of linked tables and provides a convenient way to access the Relationships window. Option C: While not the most common method, you can also select Edit > Relationships from the menu to open the Relationships window and view the database's relationships. Option D: All of the above options are indeed true. Each of these methods serves the purpose of displaying the relationships in a database, allowing you to visualize and manage how tables are connected to each other. Therefore, the correct option is Option D: All the above are true .

To open an existing database in Microsoft Access, you can use the keyboard shortcut CTRL+O . This combination of keys opens the Open dialog where you can browse and select the database file you want to open. The CTRL+N shortcut is used to create a new, blank database instead of opening an existing one. ALT+F4 is a general Windows shortcut to close the currently active window , and it is not used to open databases. Therefore, the correct option is Option B: CTRL+O .

In Microsoft Access, there are multiple ways to create queries, and all of the provided options are valid methods: Option A: You can create queries by dragging and dropping fields onto query builders. Access provides a graphical interface that allows you to visually design queries by selecting fields, specifying criteria, and defining relationships between tables. Option B: You can also create queries by typing SQL commands directly in the SQL view . This gives you more control and flexibility over the query's logic and allows you to write complex queries using SQL (Structured Query Language). Option C: Access offers a Query Wizard that guides you through the process of creating queries step by step. It helps you define criteria, select tables and fields, and specify the results you want to see. Additionally, you can use the Design View to visually create and modify queries by specifying criteria, sorting orders, and other properties. Option D: All of the above options are true. Depending on your familiarity with SQL and your preferred workflow, you can choose the most suitable method for creating queries in Microsoft Access. Therefore, the correct option is Option D: All of above .

To exit Microsoft Office Access 2007 (and most Windows applications), you can use the keyboard shortcut ALT+F4 . Pressing ALT and F4 together will close the active window or application, in this case, it will close Microsoft Office Access 2007. Option A: CTRL+N is used to create a new database, not to exit the application. Option B: CTRL+O is used to open an existing database or file, not to exit the application. Option C: ALT+F4 is the standard Windows keyboard shortcut to close the active application or window. Option D: None of the provided options is used specifically to exit Microsoft Office Access 2007, but ALT+F4 is the correct shortcut to close the application. Therefore, the correct option is Option C: ALT+F4 .

In Microsoft Access, pressing CTRL+N is used to open a new database . This keyboard shortcut creates a new, blank database, allowing you to start working on a fresh project. It's important to differentiate this from opening an existing database, which would typically involve using a different keyboard shortcut or menu option. Option B: CTRL+N is not used to open an existing database. It's used to create a new database as explained above. Option C: CTRL+N does not exit Microsoft Office Access 2007. The correct keyboard shortcut to exit an application is ALT+F4 . Option D: CTRL+N is indeed used to open a new database in Microsoft Access, so this option is accurate. Therefore, the correct option is Option A: Open a new database .

The Cascade update option in the context of database relationships refers to the behavior that occurs when you modify a record in the parent (or primary) table. Both of the provided options are accurate descriptions of the cascade update option: Option A: When you enable the cascade update option, it means that if you change the value in the primary key field of a record in the parent table, the related records in the child tables will also be updated to reflect the changes in the parent table. This ensures that the relationships between records remain consistent even when the primary key values change. Option B: Similarly, enabling the cascade update option will change all the related records in child tables when the record in the parent table is changed. This ensures that any changes made to the parent table's primary key values are propagated to the related child records. Option C: Both of the above options are true. Enabling cascade update means that changes to primary key values are propagated to related records in child tables, and this applies to both the parent and child records. Option D: Neither option A nor option B is false. Therefore, the correct answer is Option C: Both of above . In summary, the cascade update option maintains data integrity by ensuring that changes to primary key values in the parent table are reflected in the related records of the child tables.

The sort order of a table in Microsoft Access is primarily determined by the Index field or fields. An index is a database object that improves the speed of data retrieval operations on a table. It provides a quick way to look up data based on the values in one or more columns. When you create an index on a field or combination of fields, the database system uses this index to organize the data in a way that makes searching and sorting more efficient. Option A: An AutoNumber field is used to automatically generate unique numeric values for each record added to a table. While it can help ensure data uniqueness, it does not directly determine the sort order of the table. Option C: The field order, or the sequence in which fields appear in the table's design, does not inherently determine the sort order of the table. Sorting is generally based on the values within the fields. Option D: The Primary key is a field (or set of fields) that uniquely identifies each record in a table. While a primary key can also create an index, not all indexes are based on primary keys. An index can be created on any field or combination of fields to improve data retrieval performance. Therefore, the correct option is Option B: Index field . An index field's values determine the order in which records are sorted when querying the table.

In Microsoft Access, pressing CTRL+V is used to Paste the contents of the Clipboard in the upper-left corner of the selected section. This action is commonly used to copy and paste data from one location to another within a form or report, or even between different applications. When you press CTRL+V , the data stored in the Clipboard is inserted at the current cursor position or selected area. Option A: CTRL+C is used to Copy selected data to the Clipboard. Option B: CTRL+X is used to Cut selected data, removing it from its current location and storing it in the Clipboard for pasting elsewhere. Option C: CTRL+V is used to Paste the data stored in the Clipboard into the active selection. Option D: None of the provided options are completely accurate. The correct option for pasting data from the Clipboard is Option C: CTRL+V . Therefore, the correct option is Option C: CTRL+V .

In Microsoft Access, pressing the LEFT ARROW key or CTRL+LEFT ARROW is used to Move the selected control to the left . This action is applicable to controls within a form or report, allowing you to adjust the position of the selected control to the left, aligning it with other controls. Option A: Pressing the RIGHT ARROW key or CTRL+RIGHT ARROW is used to Move the selected control to the right , aligning it with other controls on the form or report. Option B: The correct option. Pressing the LEFT ARROW key or CTRL+LEFT ARROW moves the selected control to the left within the form or report. Option C: Pressing the UP ARROW key or CTRL+UP ARROW is used to Move the selected control up , adjusting its position vertically. Option D: None of the provided options are completely accurate. The correct option for moving a selected control to the left is Option B: Move the selected control to the left (except controls that are part of a layout) . Therefore, the correct option is Option B: Move the selected control to the left (except controls that are part of a layout) .

In Microsoft Access, a form is an input screen designed to make the viewing and entering of data easier for users. Forms provide a user-friendly interface for interacting with the data stored in the underlying tables of a database. They are used to input, edit, and view data in a more organized and structured manner. Option A: This description does not accurately define a form in MS Access. A form is not necessarily a printed page for users to physically write on. Option B: The correct option. A form is indeed an input screen designed to facilitate data entry and viewing within a database application. Option C: While a form can be used to present data in a more user-friendly way for analysis, it is not primarily used by analysts to draw conclusions. Forms are more focused on data interaction by users. Option D: None of the provided options correctly describe a form in MS Access. The accurate description is Option B: It is an input screen designed to make the viewing and entering data easier . Therefore, the correct option is Option B: It is an input screen designed to make the viewing and entering data easier .

The correct keyboard shortcut to Move the selected control to the right (except controls that are part of a layout) is CTRL+RIGHT ARROW . This action adjusts the position of the selected control to the right, aligning it with other controls. Option A: CTRL+C is used to Copy selected data or controls to the Clipboard. Option B: CTRL+X is used to Cut selected data or controls, removing them from their current location and storing them in the Clipboard for pasting elsewhere. Option C: CTRL+V is used to Paste the data or controls stored in the Clipboard into the active selection. Therefore, the correct option is Option D: None of these .

To display a database object in design view in Microsoft Access, you can use the following method: Option A: Clicking the view button on the toolbar is not the typical method to switch to design view. The view button is used to switch between different view modes (such as Datasheet View, Form View, and Report View) for a database object. Option B: The correct option. To display a database object in design view, you should select the object in the database window (such as a table, query, form, or report) and then click the design button on the database window's toolbar. This will open the selected object in design view, allowing you to modify its design and structure. Option C: Pressing Ctrl + V is generally used to paste copied content from the clipboard and is not related to switching to design view. Option D: The Tools > Design view option does not typically exist in the Access interface for switching to design view. The correct method is to use the design button on the database window. Therefore, the correct option is Option B: Selecting the database object and clicking the design button on the database window .

In Microsoft Access, queries serve multiple purposes, as described in the options: Option A: Queries can be used to view, change, and analyze data in different ways. You can create queries that extract specific data based on criteria you define, sort and filter data, perform calculations, and join data from multiple tables. Queries help you retrieve and present data in a way that meets your requirements. Option B: Queries can also be used as a source of records for forms and reports. Forms and reports are designed to provide user-friendly interfaces for data entry and presentation, respectively. Queries allow you to extract the necessary data from tables and present it in forms for data entry or in reports for printing and analysis. Option C: This option seems incomplete, but from the context, it's not accurate. Queries can serve more than just one purpose. Option D: Both options a and b are accurate. Queries can be used to view, change, analyze data and also serve as sources of records for forms and reports. Therefore, the correct option is Option D: Both A and B . Queries in Microsoft Access are versatile tools that offer both data manipulation and data presentation capabilities.

In Microsoft Access, you can edit a relationship between tables using both of the provided methods: Option A: To edit a relationship, you can right-click on the relationship line that connects two tables in the Relationships window. From the context menu that appears, you can choose the Edit Relationship option. This will open the Edit Relationships dialog box, where you can make changes to the relationship's properties and join fields. Option B: Alternatively, you can double-click on the relationship line between two tables in the Relationships window. This action will also open the Edit Relationships dialog box, allowing you to modify the relationship settings. Option C: Both options a and b are accurate. You can use either the right-click method or the double-click method to edit a relationship between tables in Microsoft Access. Option D: None of the provided options are completely accurate. The correct answer is Option C: Both of above , as both methods are valid ways to edit relationships in Access. Therefore, the correct option is Option C: Both of above .

In Microsoft Access, an action query is a type of query that performs an action on the data in a database, such as adding, deleting, or updating records. Each of the provided options represents a type of action query except for Option C: make-table . Option A: Add action query is used to add new records to a table in the database. Option B: Delete action query is used to remove records from a table in the database. Option C: Make-table is not an action query. It's actually a query type that creates a new table based on the results of a query. It doesn't directly modify or affect existing data like the other action queries do. Option D: Update action query is used to modify the data in existing records within a table. Therefore, the correct option is Option C: make-table . It is not considered an action query in Microsoft Access as it doesn't perform actions on existing data but rather creates a new table based on query results.

An enterprise solution with data storage, a client interface, and a security system is commonly referred to as a 3-tier system . In this architecture, the system is divided into three main layers or tiers, each with specific responsibilities: 1. Data Storage Tier: This is the first tier where the data is stored, typically in a database management system (DBMS) such as Microsoft Access, SQL Server, or Oracle. It includes the storage and management of the actual data used by the application. 2. Client Interface Tier: This is the second tier where the client-side interface or user interface (UI) is located. It's the layer that users interact with, and it provides the user-friendly interface for accessing and interacting with the data. This can be a desktop application, web application, or mobile app. 3. Security System Tier: This is the third tier responsible for managing security and access control to the application and its data. It ensures that authorized users have appropriate access to the system while maintaining data security and privacy. Option A: A 2-tier system typically consists of a client interface and a database server, without an intermediary security system layer. Option B: The correct answer. A 3-tier system consists of data storage, client interface, and security system layers, which are described in the question. Option C: A 4-tier system would include additional tiers beyond those described in the question, such as application logic or business logic tier. Option D: An n-tier system refers to a general term for systems with multiple tiers or layers. It can encompass any number of tiers beyond three, including more complex architectures. Therefore, the correct option is Option B: 3-tier .

In Microsoft Access, Referential Integrity is a database property that enforces the relationship between tables in a relational database. It ensures that the relationships between records in different tables are maintained accurately. The options presented describe the effects of enabling referential integrity between tables: Option A: This option is incorrect. Referential integrity does not allow entering a value in the foreign key field of a child table unless that value exists in the primary key of the parent table. In other words, it enforces the rule that the foreign key value must have a corresponding value in the primary key of the related table. Option B: The correct option. Referential integrity does not allow entering a value in the foreign key field of a child table if that value exists in the primary key of the parent table. This ensures that relationships are maintained accurately and prevents the creation of orphaned records in the child table that do not have a corresponding parent record. Option C: This option is incorrect. The description provided is not accurate. Referential integrity primarily concerns the relationship between a foreign key in a child table and the primary key in a parent table, not the other way around. Option D: None of the provided options accurately represent the effects of referential integrity. Therefore, the correct option is Option B: It does not allow to enter a value in the foreign key field of a child table if that value exists in the primary key of the parent table . This ensures that data integrity is maintained by preventing inconsistent relationships between tables.

A Table is a collection of related records in a database. It organizes data into rows and columns, where each row represents a record, and each column represents a field or attribute. Unlike a file, which is a collection of data without any inherent structure, a table in a database is designed to store structured and related information. A table is a fundamental component of a relational database, providing a systematic way to organize and manage data. Therefore, the correct option is Table .

A Table is a collection of related records in a database. It organizes data into rows and columns, where each row represents a record, and each column represents a field or attribute. Unlike a file, which is a collection of data without any inherent structure, a table in a database is designed to store structured and related information. A table is a fundamental component of a relational database, providing a systematic way to organize and manage data. Therefore, the correct option is Table .

The correct answer is Option C: Select query . In Microsoft Access, a Select query is used to retrieve and display data from one or more tables based on certain criteria. It is the most commonly used type of query for finding and displaying specific information from a database. To answer the question "Which employees earn more than $5000 a month," you would create a Select query that specifies the condition to filter the results. The query would look something like this: SELECT EmployeeName, Salary FROM Employees WHERE Salary > 5000; Explanation of why other options are incorrect: Option A: Search query is not a standard type of query in MS Access. Option B: Cross tab query is used to summarize data and create a pivot table-like view, which is not suitable for answering a question about individual records. Option D: Update query is used to modify existing data in a table, not for retrieving or filtering data. Therefore, the most appropriate type of query to use for finding employees earning more than $5000 a month is a Select query .

None of these is the correct answer to “In Access to reduce the height of the selected control”. This question is standard in competitive examination syllabi for Ms Access.

close an object is the correct answer to “The content and application of the Search tool CANNOT be retained when you ______.”. This question is standard in competitive examination syllabi for Ms Access.

Select is the correct answer to “It is most common type of query. It retrieves records from one or more tables and then displays the”. This question is standard in competitive examination syllabi for Ms Access.

Query is the correct answer to “When using Access Database, use this feature to have Access select only certain records in the database to prepare form letters.”. This question is standard in competitive examination syllabi for Ms Access.

Tables is the correct answer to “Which of the following database object hold data”. This question is standard in competitive examination syllabi for Ms Access.

flat-file is the correct answer to “This database has only one table.”. This question is standard in competitive examination syllabi for Ms Access.

A and B both are true is the correct answer to “Switch from the Visual Basic Editor back to form or report Design view in Access press”. This question is standard in competitive examination syllabi for Ms Access.

report is the correct answer to “A _______ is a major database object used to display information in a printable page format.”. This question is standard in competitive examination syllabi for Ms Access.

Option group button is the correct answer to “Which of the following options is NOT a part of an option group”. This question is standard in competitive examination syllabi for Ms Access.

Sorting is the correct answer to “The arranging of data in a logical sequence is called”. This question is standard in competitive examination syllabi for Ms Access.

Sub-schema is the correct answer to “the way a particular application views the data from the database that the applicaton uses is a”. This question is standard in competitive examination syllabi for Ms Access.

CTRL+X is the correct answer to “In Access press . . . . . . . . to Cut the selected control and copy it to the Clipboard”. This question is standard in competitive examination syllabi for Ms Access.