Q 1. What is the definition of MS Access?

Answer: Microsoft Access is a database management system (DBMS) that combines the relational
Microsoft Jet Database Engine with a graphical user interface and software-development tools.

Q 2. What are the uses of MS Access?

Answer: MS Access can be used to develop application software and is generally used by data architects,
software developers and power users. Following are the major uses of MS Access:

Manage accounts and bills

Store data in the form of tables and edit or customise them later as per the requirement of the user

It can be used to make our websites

Comparing data or finding a relationship between the existing data can be done using Access

Q 3. What are the major components of MS Access?

Answer: The major components of MS Access are as follows:

Tables

Queries

Relationships

Macros

Forms

Reports

Module

Q 4. How many types of databases are there in MS Access?

Answer: There are two types of database in MS Access:

Flat File Database: When the data is stored in the form of a plain text file and cannot incorporate
multiple tables.

Relational Database: When the data is stored in a form that the data items are related to one another. It
supports multiple tables which organise the text in rows and columns.

The above-mentioned details will help one understand the basics of Microsoft Access. One must know
that generally, it is not pre-installed in the computer, however, the option to download it from Microsoft
website is always available.

Also, there are various computer terms and programs which have either been considered the same or
the difference between them has not been studied by one. Thus, given below are a few difference
between articles for reference:

Difference Between Search Engine and Web Browser

Difference Between MS Excel and MS Word

Difference Between RAM and ROM

Difference Between Hardware and Software

Difference Between Notepad and WordPad

Difference Between IPV4 and IPV 6

Difference Between Firewall and Antivirus

Difference Between WWW and Internet

Difference Between Virus and Malware

Components of MS Access

The main usage of MS Access is for accounting. Since it is Microsoft’s primary accounting database, it
can be used to manage invoice/bills, manage accounts, keep an eye on credit and debit, etc.
When we create a document of Access, data can be stored and accessed easily through multiple
components. There are seven major components of MS Access database. Discuss below are the same in
brief:

Tables: A table in Access is similar to any other tabulated data in the form of rows and columns.
However, when adding data to a program to create a table, all the information entered must be correct
as if any incorrect data is entered the processing may become slow or may not give the correct answer.
The appearance of the table may look similar to the one formed in Excel with column heading and titles

Queries: Once a table is created and the user or programmer is looking for a calculated output, then it is
called queries. This may include filtering, calculating, sorting, updating, etc.

Relationships: As the name suggests, when more than one table is added, the relation or connection
between them can be achieved. There three ways in which the connection between the tables can be
determined:

One to one

One to Many

Many to Many

Macros: The tool using which predefined actions which can automate tasks on an Access report is called
macros. Multiple tasks can be assigned and they will function whenever the macros option is selected on
a report

Forms: A user interface for a database application can be created using forms. Forms can further be
divided into two: bound and unbound forms

Report: Once all the information is entered into the database, it can be reviewed or analysed using a
report. A report can then be customised or modified as per the user’s requirement

Module: This allows a set of pre-defined instructions to be created by a programmer in the database.
They can be used throughout the database

Given below are links to the other programs which are included in the Microsoft Office suite. You can
review the functions and overview the aspects of the following:

Microsoft Excel Microsoft Word

Microsoft PowerPoint Components of Computer

Benefits and Limitations of using MS Access

It was Microsoft’s first database software, and came along with a lot of advantages and convenience for
its users. At the same time, there were limitations to it. Discussed below are the benefits and limitations
which came along with MS Access usage.

Benefits:

Easy to create database within lesser time duration

Used a very comprehensive programming language which made it user friendly

With each revised version, new options and features were made available to the users for their
convenience

It is easy to install and then easy to understand its working

Importing data was easy

Graphical user interface made it easy to use

Limitations:

Not too many people can use the same database at a single time. This may affect its speed and
efficiencyThe same database was tough to use with different Operating systemsetter database
systems can be used for confidential data
Q 1. Which of the following is not a component of MS Access?

1. Tables
2. Forms
3. Module
4. Worksheet
5. Report

Answer: (4) Worksheet

Q 2. ______ is another name for columns in Microsoft Access tables.

1. Records
2. Fields
3. Datafields
4. Cells
5. None of the above

Answer: (2) Fields

Q 3. What is the size of yes/no fields?

 1. 1 KB
2. 1 Byte
3. 1 Bit
4. 1 MB
5. 1 GB

Answer: (3) 1 Bit

Q 4. The tool using which predefined actions which can automate tasks on an Access
report is called _________

1. Form
2. Fields
3. Macros
4. Tables
5. Module

Answer: (3) Macros

Q 5. The first version of MS Access database management system launched by

Microsoft was released in the year _______

1. 1991
2. 1992
3. 1993
4. 1994
5. 1995

Answer: (2) 1992

Questions similar to the pattern given above may be asked in Government exams in the
computer section. Candidates must thus keep themselves well prepared.

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linked article and start their preparation accordingly.

For any further assistance with latest exam updates, syllabus, study material or
preparation tips, visit BYJU’S.

Frequently Asked Questions on Basics of MS Access

Q1
Q 1. How to define MS Access?
Ans. The basic definition of MS Acces is that it a database management system that combines a
graphical user interface, software development tools, and jet database engine.
Q2

Q 2. What are “objects” in MS Access?

Ans. The “objects” in MS Access help the user list and manage the given information, and organise it
in a manner that it can be used to make strategic reports.
Q3

Q 3. What are the disadvantages of using MS Access?

Ans. Given below are the five main disadvantages of using MS Access:

 Cannot be used over the internet. User must have it downloaded in the system
 Recommended for small database only
 More functional when too many users are not working together on the same database
 Not recommended to save confidential data
 Not all operating systems can open MS Access files

Q4

Q 4. Do I need the training to use MS Access?

Ans. The basic functions of MS Access can easily be understood while working on it. People looking
for specialisations can opt for professional training.
Q5

Q 5. What are the four objects in Microsoft Access?

Ans. The four main objects of MS Access are tables, queries, forms, and reports.