Introduction to

4 Microsoft Access 2016

TUK Activity (Page No. 60)
Answer in short.

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1. What is the full form of RDBMS?
Relational Database Management System
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2. Which object allows you to view summarized information from
the database?

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Report
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3. What is a collection of records called?
Table
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4.
database.
Form
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Name the object that allows you to enter, edit or view data in a

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TUK Activity (Page No. 69)
Fill in the blanks.
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Filter feature allow you to view the selected records from the
1. ________
table.
2. To sort data, click on Ascending/Descending button in the
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Home tab.
__________
3. Navigation bar at the bottom allows you to go to the
The _______________
first, last, previous and next record.
4. Create tab.
Form wizard option lies in the _________
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Exercises
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(A) Fill in the blanks with the help of the hints.

Database
1. A collection of interrelated data is called ____________.
fields
2. In a database table, the columns are referred to as ________.
record
3. A Row in database refers to a _________.
Forms are the graphical interface between the user and the
4. ________
database.

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 5. ______
Sort feature lets us organize data in an ascending or
descending order.

(B) Match the following.

1. Tables d. are the collection of records.
2. Reports a. are the summarized and organized result

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from a table.
3. Forms b. are used to view and enter data in tables.

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4. Filters c. are used to view only selected data.

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(C) State whether these statements are True or False. Correct the
False statements also.
1. Queries are the questions asked to the database.
True
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2. A database and a table refer to the same thing.
False. A database is a collection of tables containing
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related data.
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3. A database may consist of multiple tables.
True
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4. Filters are used to arrange data in an order.

False. Filters are used to view only selected data from a table.
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5. .mdb is the extension for the MS Access 2016 database.
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False. .accdb is the extension for the MS Access 2016 database.

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6. Forms can be considered as an electronic version of a paper
application form.
True
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(D) Answer in short.

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1. What is a database?
Ans. A database is a collection of interrelated organised data
that can produce useful information as and when
required.
2. Name basic objects of MS Access.
Ans. Basic objects of MS Access are Tables, Forms, Queries
and Reports.
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 3. What was the extension of database in the earlier versions
of MS Access?
Ans. Extension of the earlier version was .mdb.
4. What is a table?
Ans. A table is a collection of records, containing data in a
row and column format.

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5. What is the full form of DBMS?
Ans. Database Management System

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6. Give examples of any three DBMS Software.
Ans. MS Access, Oracle and dBase are three examples of

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DBMS.
7. What are the two methods of entering data in a table?
Ans. Through Datasheet view or Forms

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(E) Answer the following questions.
What are the advantages of a database?
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Ans. Advantages of a Database are –
Data Security: Keeping the data in database ensures its
security.
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Data Accessibility: Database ensures the availability of

data in the form of useful information as and when
required.
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Data Redundancy: Database ensures that there are no

duplicate entries.
Reduces Cost: Database reduces the cost of data entry,
storage and retrieval.
2. What is a report? How is it helpful?
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Ans. Reports allow the user to view, format and summarise

information from the database. These reports are
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generated from a table or combination of tables to make

meaningful results. A user can generate multiple reports
using different queries, which can be re-arranged and
organised in different formats and then printed.
Reports are the formatted printable data that can be used
to analyse data.
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 3. What is the difference between a form and a report?
Ans. Forms are used to feed in or modify data in a database,
whereas Reports are used as output from the database.
Forms are used as interface for the users, while Reports are
non-editable printed outputs generated as per user need.
Forms are always available on the system as a soft copy
while printed reports are known as hard copies.

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4. Write the steps to create a form.

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Ans. Steps to create a form are as follows –
i. Click on the Form Wizard option from the Forms group

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on Create tab.
ii. Select a table from Tables/Queries drop-down list.
iii. Select fields from the Available Fields box. Selected

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fields will appear in the Selected field box. Click on

iv. Choose the desired format from the given list and click
on Next.
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v. Type a name for the form in the title box and click on
Finish.
The created Form will be displayed in the object window.
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5. Write the steps to generate a report.

Ans. Steps to create a Report are as follows –
i. Click on the Report Wizard option from the Reports
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group on Create tab.

ii. Select tables from Tables/Queries drop-down list.
iii. Select fields from the Available Fields box. Selected
fields will appear in the Selected field box. Click on
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Next.
iv. Add a group level in the report if needed and click on
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Next.
v. Select the field name for sorting data in the report. Up
to 4 fields in ascending or descending order can be
applied for sorting. Click on Next.
vi. Select the page layout of the Report from the available
options and click on Next.

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 vii. Select Preview the report and click on Finish.
6. What is a Filter and how is it helpful?
Ans. Filter feature of MS Access allows a user to view only
selected data, hiding away the other data. It is useful when
the user wants to see the data based on certain conditions.
For example, if a table is used to store data of students

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from class 1 to 5, the user can see the data for each class
separately using the Filter feature of MS Access.

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7. How is sorting different from Filter?

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Ans. Sorting is used to arrange all the data of a table in an
ascending or descending order of a particular field.
Filtering is used to show only selected data based on a

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particular condition applied on a field.

(F) Application based questions

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1. Neeta works as an accountant. The management wants to see
the summary of the accounts. Which object of database should
Neeta use to do so?
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Reports
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2. Ravindra is a store in-charge who takes care of all inventories.
He wants to check the items which are below five in count so
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that he can order in advance. Which feature of database should

he use?
Filter
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