Grade 8 SBHS: MS Access Q&A

aned, de-duplicated, and fully numbered list of MS Access questions and answers, organized by category:

What is a field name?
A: A label for a column in a table.
Can field names have spaces?
A: Yes, but it’s better to avoid them.
What is the maximum length of a field name?
A: 64 characters.
Can two fields in the same table have the same name?
A: No.
Are field names case-sensitive?
A: No.
Give an example of a good field name.
A: StudentName
Can a field name start with a number?
A: Not recommended.
What characters are not allowed in field names?
A: Periods (.), exclamation marks (!), and square brackets ([]).
Should field names be descriptive?
A: Yes.
Can numbers be used in field names?
A: Yes.

What are field properties?
A: Settings that control how data is stored and displayed.
What does the "Field Size" property do?
A: Sets the maximum number of characters or digits (255 for Short Text).
What is the purpose of the "Format" property?
A: It controls how data appears.
What does the "Default Value" property do?
A: Sets a value that appears automatically in the field.
What does the "Required" property do?
A: Ensures the field must be filled.
What does the "Validation Rule" property do?
A: Restricts the type of data entered.
What does the "Validation Text" property do?
A: Displays a message if the rule is broken.
What does the "Indexed" property do?
A: Speeds up searches and sorting.
Can a field have a default value?
A: Yes.
What is the maximum field size for Short Text?
A: 255 characters.

What is a form in MS Access?
A: A user-friendly way to enter and view data.
Can you enter data using a form?
A: Yes.
Which tab contains the Form option?
A: Create tab.
What is a Form Wizard?
A: A tool that helps create forms step-by-step.
What view is used to design a form?
A: Design View.
What view allows you to use a form?
A: Form View.
Can a form show more than one record?
A: Yes.
Can a form include buttons and images?
A: Yes.
What is a label in a form?
A: A text box that shows field names or instructions.
Can a form be based on more than one table?
A: Yes, using queries or subforms.

What is a table in MS Access?
A: A collection of rows and columns storing data.
What is a record?
A: A row in a table.
What is a field?
A: A column in a table.
What is a primary key?
A: A field that uniquely identifies each record.
Can a table have more than one Primary Key?
A: No, but it can have a composite key.
Why is a primary key important?
A: It prevents duplicate records.
What is a query?
A: A question to search/filter data.
What is a report?
A: A formatted display or print of data.
What is a subform?
A: A form inside another form.
What happens if you change data in a form?
A: The table updates too.
What is the difference between a Validation Rule and a Validation Text?
A: A Validation Rule sets the condition data must meet. A Validation Text is the error message shown when the rule is broken.
Write a Validation Rule for a "Marks" field where the marks should only be between 0 and 50. Also write a suitable Validation Text.
A:
- Validation Rule: >=0 And <=50
- Validation Text: "Please enter a value between 0 and 50."
A database has a field "Joining Year". Write a Validation Rule that allows only years from 2020 to 2025.
A:
- Validation Rule: >=2020 And <=2025
- Validation Text: "Year must be between 2020 and 2025."

What is a Database?
A: A database is an organized collection of data that is stored electronically.
What is MS Access?
A: MS Access is a database management system (DBMS) that helps users store, manage, and retrieve data easily.
What is the file extension of MS Access?
A: .accdb (for newer versions) and .mdb (for older versions).
What is a Table in MS Access?
A: A collection of data arranged in rows and columns.
What is a Record?
A: A single row in a table that contains related information.
What is a Field?
A: A column in a table that stores specific information about each record.
What is the use of MS Access?
A: To create and manage databases for businesses, schools, and organizations.
What are the objects in MS Access?
A: Tables, Queries, Forms, Reports, and Macros.
What is the purpose of a Primary Key?
A: To uniquely identify each record in a table.
Can a table have more than one primary key?
A: No, but it can be made up of multiple fields (composite key).

What are Data Types in MS Access?
A: Data types define the kind of data a field can store, such as Short Text, Number, Date/Time, Currency, Yes/No.
What is a Query in MS Access?
A: A tool used to retrieve and filter specific data from tables.
What is the difference between a Form and a Report?
A: Form is used to enter/edit data; Report is used to format/print data.
What is Sorting in MS Access?
A: Arranging records in ascending or descending order.
What is Filtering?
A: Displaying only specific records based on certain criteria.
What is a Relationship in MS Access?
A: A link between two tables using a common field.
What is a Foreign Key?
A: A field in one table that refers to the primary key of another table.
What is Referential Integrity?
A: It ensures data in related tables remains consistent.

What is an Input Mask?
A: A format that controls how data is entered (e.g., phone numbers, dates).
What is a Macro in MS Access?
A: A set of commands that automate tasks.
What is a Report used for in MS Access?
A: To format, summarize, and print data.
What is the difference between a Table and a Query?
A: A Table stores raw data permanently; a Query retrieves or filters data temporarily.
What is Data Validation?
A: Ensuring only correct and meaningful data is entered.
What is the use of a Combo Box in MS Access?
A: A drop-down list to select from preset values.
How does MS Access help businesses?
A: By efficiently managing data like customer records, sales, and employees.

Grade 8 SBHS