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| A file that consists of one or more tables and the supporting objects used to get data into and out of the fields |
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| 2. Relational database software |
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| a computer application, such as Microsoft Access, that is used to store data and convert it into information |
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| 3. Relational database management system |
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| Data are grouped into similar collections, called tables, and the relationships between tables are formed by using a common field |
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| 4. Flat or non-relational data |
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| data contained in a single page or sheet |
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| a basic entity, data element, or category, such as a book title or telephone number |
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| the data field that you assign to group data vertically into columns. Example: First name, last name, address, and phone number |
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| a complete set of all of the data about one person, place, event, or idea. Example: All the fields on my class roster about one student. |
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| the source field that you assign to group data horizontally in a crosstab query |
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| the field that makes each record in a table unique; ex. Student ID number |
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| a field in one table that also is stored in a different table as a primary key. Example: The StudentID (primary key) in the Student table is joined to the EmployeeID (foreign key) in the Employee table in the case of a student worker on campus. |
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| a database object that enables you to ask questions about the data stored in a database and returns the answers in the order from the records that match your instructions |
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| an interface that enables you to enter or modify record data |
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| a printed document that displays information professionally form a database |
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| 15. Microsoft Office applications of Word, Excel and PowerPoint |
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| work primarily from memory |
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| storage as opposed to RAM |
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| 16. Access works primarily from |
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| 17. Practicing good file management in Access: |
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a. Avoid damaging data by copying data and renaming the file.
b. Access speed –the amount of time it takes for the storage device to make the file content available for use
c. Access runs best from a hard drive or network drive because those drives have sufficient access speed to support the software. |
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| the amount of time it takes for the storage device to make the file content available for use |
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a. Backing up databases on a regular basis is critical because the data is the lifeblood of an organization.
b. To back up an Access file: create a duplicate copy of the database
c. All databases have a tendency to expand with use. This expansion will occur whenever the database is being used, such as when new information is added, the database is being viewed, queries are created or run, or filters are applied and removed.
d. Because the database files tend to rather large to start with, any growth creates problems.
e. Compact and Repair Database Utility – Reduces the size of the database and eliminates wasted space.
i. Acts like a disk defragmenter utility. It finds related file sectors and reassembles them in one location if they become scattered from database use.
ii. You should compact and repair your database each day when you close the file.
iii. This step often will decrease the file size by 50% or more. |
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| 18. Backing up, compacting and repairing Access files |
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| – a grid containing columns and rows where you add, edit, and delete records in a database table |
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| displays the infrastructure of a table, form, or report without displaying the data |
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| 21. One-to-many relationship |
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| exists when each record in the first table may match one, more than one, or no records in the second table |
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| permit data changes to travel from one table to another |
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| searches the database and deletes all of the related records; ex. Delete a customer and all his orders will be deleted, too. |
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| connects a primary key change to the tables in which it is a foreign key |
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is a list that relates the field values to the records that contain the field value.
a. Like an index in a book, using an index to find a record in a database reduces retrieval time.
b. All primary keys must be indexed. |
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| occurs when unnecessary duplicate information exists in a database |
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a. Text – stores alphanumeric data, such as a student’s name or address. Example: City
b. Number –contains a value that can be used in a calculation, such as the number of credits a student has earned. Example: Height
c. Autonumber – is a special data type that Access used to assign the next consecutive number each time you add a record. Example: customer account number
d. Date/Time – hold formatted dates or times and allows the values to be used in date or time arithmetic. Example: Library databases that store research papers
e. Currency – can be used in a calculation and is used for fields that contain monetary values. Example: Your checking account balance
f. Yes/No – assumes one of two values, such as Yes or No, True or False, or On or Off. Example: Dean’s list
g. Hyperlink – stores a Web address (URL). Example: www.lsu.edu
h. OLE –contains an object created by another application. Example: Excel workbook
i. Attachment – data type that allows you to attach images, spreadsheet files, charts, and other types of supported files to the records in your database |
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| 27. Data types and usage; example of each |
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| a mathematical expression that calculates elapsed time; Ex. Add one to Today( ) to get tomorrow. |
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| condition that helps you find a subset of data meeting your specifications; Ex. Filter by crash data by parish code |
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| (ascending or descending) – (ascending) provides an alphabetical list of text data or a small-to-large list of numeric data. (Descending) arranges the records with the highest value listed first |
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| These operations can be done in either order. |
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| 31. Which is first? The Sort or Filter? |
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| permits selecting the criteria from a dropdown list, or applying multiple criterion |
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| selects only the records that match the pre-selected criteria |
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| – examines a mathematical relationship such as: |
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| displays a chart of the associated PivotTable view |
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| provides a convenient way to summarize and organize data about groups of records |
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| – displays when you select a query’s Design view; it divides the window into two parts |
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| a tool that facilitates new query development through a series of dialog boxes |
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| searches the underlying tables to retrieve the data that satisfy the query parameters |
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| a field that derives its value from a formula that references one or more existing fields |
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| the process of analyzing large volumes of data to identify patterns and relationships |
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| – are data describing population segments by age, race, education, and other variables. |
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a. Drop zone – an area in the PivotTable or PivotChart design grid where drop fields to organize the data
b. Row field (Row drop zone) – the source field that you assign to group data horizontally into rows
a. Column field (Column drop zone) – the data field that you assign to group data vertically into columns
b. Detail or totals field – the data field that contains individual values to be summarized
c. Drill button – the plus or minus sign that enables you to show or collapse details in a PivotTable
d. Filter field (Filter drop zone) – the data field that you use to create criteria to filter data in a PivotTable
e. Crossfooting – the sum of a total row compared to the sum of a column total to verify that the two totals match |
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| 44. Calculating aggregate statistics |
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| AutoCalc feature in a Pivot table. Know data aggregates and an example of each. |
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| Measures how widely spread the values are from the average when the data describe an entire population |
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| Measures the square of the population standard deviation |
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| classification of data that is measured and quantified in discrete, unique increments; categories; ex. the number of males and females in a class, names of countries, etc. |
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| classification of data in which values fall on a continuum and are easily scaled. Ex. Measurements of time, temperature, money, volume, size, and distance. |
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a. Column Charts - available in 2D and 3D:
i. Column, bar, and stack – charts that display quantitative data and compare data across categories.
ii. Example: Number of volunteers per city
b. Line Charts- a chart that plots data points which are continuously distributed data to compare trends over time. Place time measurements on the X axis.
i. Line in 2D and 3D, Area in 2D and 3D, and XY Scatter
ii. Example: Plot volunteer hours donated by month; Display sales data by quarter
c. Pie Charts:
i. Pie chart – a chart that shows proportion of each category to the whole for a single data series
ii. Doughnut chart – a chart that shows values as percentages to the whole for multiple data series
iii. Example: Shows proportion of last week’s revenue generated by product line
d. Bubble Charts – a variation of a scatter chart to show how sets of things compare according to various factors. The sizes of the bubbles show the relative size of the data being plotted.
i. Example: Salaries by job title with the size of the bubble representing the percentage of the total salary budget. |
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| 47. Chart Families: Know their use and an example. |
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a. Legend – area of the chart that identifies which color represents the data for each data series
b. Axes – the vertical and horizontal scales displaying plotted data in a line, column, bar, or scatter chart
c. Gridlines – the lines that extend across the plot area of a chart
d. Chart title – the area of a chart that displays a name describing the data depicted in a chart
e. Plot area – area of the chart that displays the data points |
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a. Calculated detail field – the portion of a PivotTable or PivotChart that generates a new field and performs the stipulated calculation on all of the detail records
b. Calculated total field – a data field used to customize aggregated data |
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| 49. Calculations in a PivotTable |
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