Access Terminology ISTM 210 Exam 4 Terms in this set (28) Aggregate Query This is used when you wish to calculate summary statistics, the group query results into categories based on the values for a field and then perform calculations for each c

Access Terminology ISTM 210 Exam 4 Terms in this set (28) Aggregate Query This is used when you wish to calculate summary statistics, the group query results into categories based on the values for a field and then perform calculations for each category. Attachment Used to store files for a database record. Attachments can be virtually any type of file including pictures, documents, sounds, and videos. AutoNumber AutoNumber is a Number data type. As the name implies, Access will automatically insert that value for the AutoNumber field when a new record is added to a table. AutoNumber can be set to add 1 to the last number used for the field or it can assign a randomly generated number. In either case, AutoNumber will insert a unique value for each record added. Calculated Used to create a field that is generated by a formula. Often Calculated fields will refer to values in other fields for a record. Currency The Currency data type is a Number data type that places a currency symbol ($) in front of the number. Database Queries They are used to automate the process of extracting the information that we need. Date/Time Used to store date or time information. The Date/Time data type can be formatted to display dates or times several different ways. Default Value This is used to have Access automatically set a starting value for a field when a new record is added to the table. Field Size This determines how large the field will be. For numbers this affects how large the numbers stored in the field can be and the precision (number of digits to the right of the decimal place that will be stored). The field size for a Text field determines how many characters will be stored in that field for each record. Form A window that displays the data in a table to the user. Forms They present the data in a table in a separate window one record at a time. They are used to help with entering new data into a table and to navigate through the records of a table in a user-friendly way. Access Terminology ISTM 210 Exam 4 Input Mask This is used to set rules for how the data will be entered for the field. For example, you can use an input mask to make sure that users enter 10 digits for a telephone number. Long Text Used to store larger amounts of text. The Long Text data type is limited to 65,536 characters and can contain any combination of letters, numbers, and symbols. Lookup Wizard Used to simplify data entry. A lookup-field will present the user a list of items to choose from when entering a new record. These values can even come from another table in the database. Multi-table Query This is used to display results from fields on different tables. Number Used to store positive and negative numbers. The Number data type may contain decimal places. The Number or Currency data type must be used when you expect to perform calculations on the data in a field. OLE Object Used to store files created by other programs such as Word or Excel documents, picture files, or sound files. Generally, it is better to store this type of data as an Attachment data type rather than an OLE Object data type. Optimization Model A model used to find the optimal solution for a problem. The three major elements are (1) the objective, which represents the best possible outcome for the model or optimal solution, (2) decisions, which are the elements of the model that can change to arrive at the optimal solution, and (3) one or more constraints, which must be satisfied by the optimal solution. Parameter Query This allows you to specify a criterion for the query result at the time that the query is executed. Queries They are used to find the specific data you need from the database. A query can be constructed to locate related data across more than one table. Queries can also be used to perform some basic calculations on numeric data. Range A continuous block of cells that are selected in an Excel worksheet. Reports They allow you to organize and present the data in your database. Reports are used to present the data in a meaningful way to aid in managerial decision-making. Reports can be generated from tables or queries. Required This property is used to make sure that a value is entered for a field when a new record is added to a table. Short Text Used to store most data that won't be treated like a number (used in calculations) such as text, telephone numbers, zip codes, etc. The Short Text data type is limited to 255 characters. These characters can be any combination of letters, number, and symbols. Tables They are used to store the data in Access. A table consists of columns, which store data fields, and rows, which store database records. Validation Rule and Validation Text Validation rules and validation text work together. They are used to have Access check values when they are entered into a table to make sure they fit a specific rule. For example, you could use a validation rule to make sure that all of the values entered into a field are greater than 10. Yes/No Used to store data that has only two possible values such as yes or no, true or false, and on or off.