Chapter 3. Database Management : Queries, Forms and Reports.

QD Short Answers
1)

OR Criteria : While one specifies multiple criteria on alternative criteria lines in the Access query design
grid area, these criteria are identified with OR. For a row to contribute to the result of the query, the
row must satisfy at least one criteria to be true and then the row will be displayed.

If for some row either one or both of the sub- expressions evaluate to true, then the row will be
selected for display. This will result with more records being displayed from your Access query.

2)

In Microsoft Access, a form is a database object that allows users to view, enter, and edit data in a
database. Forms are used to make data easier to work with by presenting it in a more organized way
than working directly with tables.

Here are some purposes of forms in Access:

• Data entry : Forms allow users to enter data more easily by presenting data from a single
record at a time.

• Data protection : Forms can be designed to show only certain fields and allow only certain
operations to be performed, which helps to protect data and reduce errors.

• User interface : Forms create a user interface for a database application.

• Multiple users : Well-designed forms are important for efficiency and data entry accuracy
when a database is used by multiple users.

• Automation : Forms can contain buttons that automate tasks, such as printing a report or
opening other objects.

Forms can be created in Access using the Form commands on the Ribbon, the Form Wizard, or Design
view.

3)

In Microsoft Access, forms can be displayed in three views:

• Form view: Used to enter, edit, and view data

• Layout view: One of the three views in which a form can be displayed

• Design view: Used to create or modify the structure of the form, such as adding new controls
and fields
4)

n Microsoft Access, reports are used to view, format, and summarize data from a database. Reports
can be used to:

• Share information : Reports can be used to share information from a database with someone
without giving them access to the database itself.

• Present data in a visually appealing format : Reports can be used to organize and present data
in a way that is easy to read.

• Create detailed reports : Reports can be customized to include advanced features like SQL-
based queries, embedded sub-reports, and charts.

• Export reports : Reports can be exported in various formats, such as Excel and PDF.

5)

To print a report in Microsoft Access, you can do the following:

1. Open the report in any view or select it in the Navigation Pane

2. Click File > Print > Print

3. In the Print dialog box, enter your choices for options like printer, print range, and number of
copies

4. Click OK

You can also right-click the report in the Navigation Pane and click Print to send it to your default
printer.

If you want to preview the report before printing, you can:

1. Right-click the report in the Navigation Pane and click Print Preview

2. On the Print Preview tab, in the Print group, click Print

3. Select your print options, and then click OK to print your report

You can use the page arrows to page through the report and the zoom buttons to see a larger or smaller
preview.

QE Long Answers
1)

A database query is a request for data from a database that can be used for a variety of purposes,
including:

• Finding data: Queries can help you find specific data in a database by filtering or providing
criteria. For example, a sales specialist might query a database to find out how many products
were sold in a given quarter.
 • Analysing data: Queries can help you analyse data from multiple tables to answer questions
and make conclusions. For example, a data analyst might query a database to find the average
age of a company's customers.

• Manipulating data: Queries can be used to add, change, or delete data from a database. For
example, a delete query can be used to quickly remove a large amount of data by selecting all
the data to be deleted.

• Automating data management: Queries can automate data management tasks.

• Summarizing data: Queries can help you summarize data.

Queries are written in a query language that the database understands. There are many types of
queries, and the type of query you use depends on the task you want to accomplish.

3)

The query design grid has several components that help you create queries, including:

• Field row : Displays the fields from the selected table

• Table row : Displays the name of the table
• Sort row : Used to filter the data in ascending or descending order
• Alias : An alternate name for a field that appears as the column heading in the query output
• Tota l: A value that specifies how output will be grouped
• Relationships line : A line that connects two tables, causing Access to join pairs of rows

You can also include an expression as an output field to perform calculations or use a function to
produce query output.

4)

Queries and reports are both used to work with data, but they have different purposes and structures:

Queries

Find specific data in a database by filtering or providing criteria. Queries can also perform calculations,
combine data from different tables, and add, change, or delete data. Queries can be saved and used
again later.

Reports

Analyse data and present it in a formal design. Reports can be used to inform, educate, and provide
recommendations for future action. Reports can be written or oral, and can be informational or
analytical.
5)

To create a new record in a table through a form in Microsoft Access, you can do the following:

• Open the form in Form View

• Click New in the Records group on the Home tab
• Enter your data in the fields
• Press Tab to move to the next field in the same row
• When you're done, Access saves the record and moves you to a new one

You can also:

• Press Ctrl + Plus Sign (+) to add a new record

• Use the Right or Left arrow keys to move to the next field in the same row
• Use the Up or Down arrow keys to move to the next cell in a column
• Press Shift + Enter to explicitly save changes to the current record

6)

Forms and reports differ in how they are used, what they display, and how they are designed:

• Purpose : Forms are primarily used for entering data, while reports are used for presenting
data.
• Content : Forms typically contain data from one record, while reports often contain data from
multiple records.
• Design : Forms are designed to be used on screen, while reports are designed to be printed.
• Structure : Reports often include a title page, table of contents, summary, introduction,
methods, results, main body, conclusion, recommendations, appendices, and bibliography.
• Flexibility : Reports offer more flexibility in how data is displayed, and can be presented
graphically.
• Purpose of a report : Reports are used to inform, educate, and present options and
recommendations for future action.

For example, a job application form is a type of form that is used to collect accurate data from
applicants during the formal hiring process.