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Chapter 6

Database and DBMS - An Introduction

Class 7 - APC Understanding Computer Studies


Fill in the blanks

Question 1

MS Access is a Database Management System.

Question 2

The collection of related records is called table.

Question 3

Rows in a table represent records.

Question 4

The process of retrieving relevant information from a database is called query.

Question 5

A field in MS Access that identifies each record uniquely is called primary key.

Question 6

The number of primary key in a table in MS Access can be one.

Question 7

A Database Management System is an application software.

Question 8

The columns in a table represent fields.

Question 9

You can't delete the column of ID in a table.

Question 10

The special characters are not allowed as a field name in a table.

Identify the valid and invalid field names giving reasons

Question 1

Name

Answer

Invalid because 'name' is a keyword in MS Access.

Question 2

Father's name

Answer

Invalid because it has a special character in it.

Question 3

Date of birth

Answer

Valid because it has no special character in it.

Question 4

Admission No.

Answer

Invalid because it has a special character (.) in it.

Question 5

Blood Group

Answer

Valid because it has no special character in it.

Question 6

Postal Address

Answer

Valid because it has no special character in it.

Question 7

Contact No.

Answer

Invalid because it has a special character (.) in it.

Question 8

E-mail ID

Answer

Invalid because it has a special character (-) in it.

Mention the data type (text or number) of the fields and also indicate the primary key

FieldData Type
Index No
Name
English
Science
Hindi
HCG
Maths
Computer
Total
SUPW

Answer

FieldData Type
Index NoNumber
NameText
EnglishNumber
ScienceNumber
HindiNumber
HCGNumber
MathsNumber
ComputerNumber
TotalNumber
SUPWText

Index No will be the Primary Key.

Write short notes on

Question 1

Primary Key

Answer

Primary key is a unique field by which records are identified in a table. For example, In a table of student's record, the 'Registration Number' can be called as the primary key.

Question 2

Field

Answer

The columns in a table contain a number of headings such as first name, last name, address etc. These headings are known as fields.

Question 3

Report

Answer

The end product of data manipulation in DBMS as per the user's choice is known as 'Report'. Report can be obtained as a hard copy or a soft copy. Reports are usually created after making the queries on the database.

Question 4

Record

Answer

A set of fields comprises a record and a set of similar records make a table.

Short Answer Questions

Question 1

What is Database Management System?

Answer

A collection of programs required to store and retrieve data from a database is called Database Management System. It is an application package which arranges all records in an orderly manner so that the information can be accessed easily. For example, MS Access.

Question 2

What are the advantages of Database Management System?

Answer

The advantages of Database Management System are as follows:

  1. It minimizes duplication of data by integrating and sharing data files.
  2. It saves storage space.
  3. The user can rely on the results, as they are generated by the computer.
  4. It also allows the user to make different types of queries depending upon the situation.
  5. The file can be easily updated if changes are made.

Question 3

Distinguish between 'Datasheet view' and 'Design view' in a table.

Answer

Datasheet viewDesign view
It is the default view of the table. It shows all the fields and the records as entered by the user.In this view, the records are not visible. Only the field names and their data types are visible.

Question 4

Can you delete multiple records from a table? Justify.

Answer

Yes, we can delete multiple records from a table.

To delete multiple records, we can select multiple records by using the Shift key and mouse pointer. Once the desired records are selected, we can use the Delete key to delete the records.

Question 5

Can you create more than one table in the same Database? Explain.

Answer

Yes, we can create more than one table in the same database.

We can close one table and create another table in the same database. To create another table, we can select 'Table' from the 'Tables' group from the 'Create' tab on the menu bar. The new table will open.

How will you perform these tasks in MS Access?

Question 1

To view a table of a database

Answer

To view a table of a database, follow these steps:

Step 1: Click 'File' and select 'Open' option from the drop-down menu. Open window will appear.

Step 2: Browse and select your database. Click Open button. The database will open.

Step 3: All the tables of the database are shown in the left pane. Double click on the desired table.

The table will open on the right pane.

Question 2

To add a field name in a table

Answer

To add a field name in a table, follow these steps:

Step 1: Open the table in Datasheet view.

Step 2: Double click 'Click to Add' heading and rename the field with an appropriate data type.

A new field is added to the table. Data can be entered in the field.

Question 3

To delete a record in a table

Answer

To delete a record in a table, follow these steps:

Step 1: Open the required table in Datasheet view.

Step 2: Place the pointer and select the record which is to be deleted. The record will be highlighted.

Step 3: Right click the selected record nd click 'Delete Record'. The system asks for confirmation from the user before deleting it permanently from the table.

Step 4: Click 'Yes' to confirm, otherwise 'No'.

On clicking 'Yes', the selected record gets deleted from the table permanently.

Question 4

To create a table with field names

Answer

To create a table with field names, follow these steps:

Step 1: Click on 'Create' tab on the ribbon. Under the 'Tables' group, select 'Table'. A new table will be created and opened in Datasheet view.

Step 2: By default, the field name ID is already added in the table. Other fields can be added by clicking 'Click to Add'.

Step 3: Double click 'Click to Add' heading and rename the field with an appropriate data type.

Step 4: Continue Step 3 till the table has all the required fields.

Now you can enter records in the table.

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