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Chapter Review
Key Terms
analytical database a database used by an organization for analytics and decision-making
columnar layout a form layout that shows a single record
criteria expressions that a database management system uses to limit the results of a query based on
matching field values
dark data data that is typically not used for analysis and therefore may or may not be valuable to an
organization
data lake a place to store data that keeps raw copies of the original documents
data landscape the entirety of data storage and sharing in an organization
data mart a subset of a data warehouse, optimized for specific workgroups or functions
data warehouse a large store of data within an organization, often holding historical information and used
for decision-making
database a structured set of data stored in a way that allows us to make use of it
datasheet layout a form layout that lists all records as they would appear in a datasheet
Datasheet View view that shows the result of a query in table form
Design View view that shows a query in the form of a QBE (query by example) grid
development database a database used for experimental testing so that problems can be found and
resolved before being pushed to the production database
digital database a computerized file that stores data in a structured or organized way and also allows users
to make changes to transform data
digital platform a place where users can interact with and explore the products and services offered by a
company
flat files individual digital files that have a tabular structure, such as spreadsheets, tables, and lists
group heading that organizes data items that have something in common
join a clause used to create a relationship or connection between two records in a table
justified layout a layout showing a record-by-record form, arranged across the screen
key field a field in a table that serves as a unique identifier for an individual record in a table
multiple-item form a form that displays information about more than one record or item at a time
navigation form a form that allows you to add formatting, text, and commands to act as an interface, or
navigation area, for your database
NoSQL database database that stores large amounts of data, including documents and images, in their
original format, not in tables
object an item in a relational database
page footer the bottom section of a document page, which typically repeats across pages and contains
information useful to the report reader
page header the top section of a document page, which typically repeats across pages and contains
information useful to the report reader
predefined queries queries used to answer frequently asked questions that meet specific organizational
needs
production database a database that runs transactions related to an organization’s core business functions
query a structured data request
record navigation buttons options that open whenever records are shown, enabling users to execute
commands in a database
relational database a database whose design and structure enable it to communicate with other systems
that hold data
relational database management system (RDBMS) computer software that provides the functions for a
relational database
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relationship the association between two or more tables based on common fields or columns. It represents
the way data is related and connected across different tables within the database
report formatted summary of specific information in a database
report detail the area where data from the Access database is displayed for each record
report footer the bottom section of a report that does not typically repeat across pages and contains the
name and dates of the report
report header the bottom section of a report that does not typically repeat across pages and contains the
number of pages in the entire report
simple form a form that displays and allows editing of a single record at a time
single point of truth (SPOT) the idea that there is one place storing information that all business units agree
is factual
split form a form that has two functions; for example, it might display a single record as well as a view of the
datasheet in which the record is held
SQL View a view that shows a query in structured query language form
structured query language (SQL) language used to create and run queries in many relational databases
table the structure that holds individual data records in a database
tabular layout a form layout that shows all records listed in columns, similar to a datasheet
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Summary
13.1 What Is a Database?
• Databases are storage areas for data, small bits of information that are collected all around us.
Organizations typically have production systems, which run and store the transactions necessary for the
organization itself, and analytical systems, which store historical data that can be analyzed and used for
business intelligence.
• Databases consist of objects, including tables, queries, forms, and reports. These objects can be used for
data manipulation and for applications within a business.
13.2 Microsoft Access: Main Features and Navigation
• Access is a relational database management system that can work with other systems.
• Access contains typical database objects such as tables, queries, forms, and reports.
• Closing and saving your work in Access is an important process, as only one database can be open at a
time.
13.3 Querying a Database
• Queries can return data from one or more tables and can sort, limit, or calculate values from tables. SQL is
a universal language used for queries; however, it is not necessary in Access.
• Access queries can be set up using either the Query Wizard or the QBE grid.
• Joins, representing relationships between fields across tables, can be created, changed, or removed.
13.4 Maintaining Records in a Database
• Microsoft Access can be used to locate and review records.
• You will likely add records to a database by importing from other data sources.
• It is possible to edit or delete records in a database, but these functions are less common.
13.5 Creating Reports in Microsoft Access
• Reports compile and summarize data in actionable, useful formats that can be used for business decision-
making. Reports update with current information each time we open them and can be modified to show
only the information most useful to a reader.
• We can use the Report Wizard to create new reports that we can later customize.
• Reports can be customized to include images and custom text, like logos.
13.6 Creating Forms in Microsoft Access
• Forms provide an easy-to-use interface with a database. Most websites use forms for inputting,
requesting, and accessing information.
• Forms can be created and edited using the Form Wizard.
• Forms can be customized in either Layout View or Design View.
Review Questions
1. Data must be ___________ to be useful for digital transformation.
a. unorganized
b. inaccessible
c. actionable
d. live
2. The most common type of database used to power transactional systems is __________.
a. NoSQL
b. RDBMS
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c. SQL
d. analytical database
3. ________ link objects together.
a. Relationships
b. Flat files
c. Joins
d. Queries
4. Which database system should be used for testing and experimentation?
a. production database
b. development database
c. transactional database
d. relational database
5. Which object in Access stores data for use?
a. report
b. query
c. table
d. form
6. When would you use Access instead of Excel?
a. to store data in multiple tables
b. to perform complex numerical analysis
c. to create visualizations
d. to create a PivotTable
7. How many databases can be open in Access at one time?
a. one
b. two
c. three
d. four
8. Queries are used in databases to __________.
a. access and prepare records
b. raise questions in business discussions
c. manage simple datasets
d. write questions forpresentations
9. In a(n) ______ join, the common fields and data between the two tables are looked at and only displays the
matches.
a. QBE
b. outer
c. foreign key field
d. inner
10. The parts of an Access query include __________.
a. field names and criteria only
b. table names, field names, and other detail
c. table names, field names, and sort order
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d. criteria and sort questions only
11. When would you navigate through a database using the navigation buttons on the datasheet?
a. when you have many records to look at
b. when you want to see thousands of records at a glance
c. when you do not want to take the time to create a query
d. when you are looking at a small set of records (e.g., from a query)
12. Which statement best explains the process of manually adding a record to a database?
a. You never add a record manually to a database because this is not a function in Access.
b. You are unlikely to add a record manually but can do so when necessary.
c. You are likely to add records to ensure that the database matches the production database.
d. You will scan records but will not manually input them to update the production database.
13. What is the keyboard shortcut to save a record manually?
a. Ctrl+Enter
b. Shift+Enter
c. Ctrl+S
d. There is no shortcut, you have to use the Home tab.
14. Why should you use reports when working with a database?
a. because data is confusing
b. because data is ugly
c. because reports are attractive
d. because reports provide data in a more usable form
15. If you want an image to show up at the top of each page of the report, where do you put it?
a. detail section
b. in the page header
c. in the footer
d. in the report header
16. Reports in Access are best used to summarize what type of information?
a. record detail
b. header code
c. total code
d. summary header
17. Which tab may not be available unless you select multiple items in the form?
a. Form Design
b. Format
c. Arrange
d. Create
18. What tool provides an efficient way to create a form?
a. Form Wizard
b. Form Code
c. Form Grid
d. Form SQL
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	Chapter 13 Understanding and Using Databases
	Chapter Review