MS Access Notes for exam with MCQ QUESTION

 

Chapter-Wise MS Access Notes

📌 Chapter 1: Introduction to MS Access

MS Access is a Relational Database Management System (RDBMS) developed by Microsoft.

It stores data in tables and allows users to create forms, queries, and reports.
Uses the .accdb file extension (older versions used .mdb).

✅ Features

Table creation

Query generation using SQL or query design
Form design for easy data entry
Report generation for printing/sharing
Macros and VBA support

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🧩 Key Objects in MS Access

Object	Description
Table	Stores data in rows and columns
Query	Retrieves specific data using criteria
Form	User-friendly interface for data entry
Report	Used to print or view summarized data
Macro	Automates tasks in the database
Module	Holds VBA code for advanced programming

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🧠 Important Technical Points

Primary Key: Uniquely identifies each record.

Foreign Key: Field in one table that links to the primary key of another.
Normalization: Organizing data to reduce redundancy.
Relationships: Define how tables are connected (One-to-One, One-to-Many, Many-to-Many).
Data Types: Short Text, Number, Date/Time, Currency, Yes/No, etc.

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🖼️ Explanation of Icons in MS Access

Icon	Function
	Opens table in row-column format
	Allows designing the table structure
	Sets a field as the primary key
	Shows how tables are linked
	Opens query builder
	Step-by-step form creation
	Step-by-step report creation
	Opens macro editor
	Executes the selected query

(Note: Actual icons vary slightly by version.)

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⌨️ Important Shortcut Keys

Shortcut	Function
Ctrl + N	New object
Ctrl + S	Save
Ctrl + P	Print
Ctrl + F	Find
F5	Refresh/Run a form/report
Ctrl + ;	Insert current date
Ctrl + Shift + :	Insert current time
Alt + F11	Open VBA editor
F2	Zoom box for field
Shift + Enter	Move to previous field

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📝 Sample MCQs on MS Access

1. Which of the following is not a valid data type in MS Access?
   A. Memo
   B. Currency
   C. Picture
   D. AutoNumber
   ✅ Answer: C. Picture

2. What is the default file extension of MS Access 2016?
   A. .mdb
   B. .xlsx
   C. .accdb
   D. .docx
   ✅ Answer: C. .accdb

3. Which object is used to retrieve information from one or more tables?
   A. Form
   B. Report
   C. Query
   D. Macro
   ✅ Answer: C. Query

4. Which key is used to uniquely identify each record?
   A. Foreign Key
   B. Primary Key
   C. Candidate Key
   D. Alternate Key
   ✅ Answer: B. Primary Key

5. In MS Access, relationships are defined between —
   A. Fields
   B. Records
   C. Tables
   D. Queries
   ✅ Answer: C. Tables

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📚 Previous Year Questions (PYQs)

[SSC CGL 2020]
🔹 In MS Access, which feature is used to connect tables with each other?
✅ Answer: Relationships

[RRB NTPC 2019]
🔹 What is the default data type for a new field in MS Access?
✅ Answer: Short Text

[Bank PO 2018]
🔹 Which Access object is used to create a printable layout of data?
✅ Answer: Report

[UGC NET 2021]
🔹 Which of the following is used to automate tasks in MS Access?
✅ Answer: Macros

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🧾 Best Practices in Access

Always define primary keys.

Normalize tables to avoid redundancy.
Use parameterized queries to filter data dynamically.
Use forms for secure data entry (avoid direct table edits).
Regularly backup the database.

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📂 Follow Home Academy YouTube channel 

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✅ MS Access MCQs with Answers

🔹 General MCQs

1. MS Access is a type of —
   A. Word Processor
   B. DBMS
   C. Spreadsheet
   D. Operating System
   ✅ Answer: B. DBMS

2. Which of the following is not a database object in MS Access?
   A. Table
   B. Form
   C. Chart
   D. Report
   ✅ Answer: C. Chart

3. Which object is used to store data in MS Access?
   A. Table
   B. Form
   C. Query
   D. Report
   ✅ Answer: A. Table

4. The primary key is used to —
   A. Enter data
   B. Sort data
   C. Uniquely identify a record
   D. Link two tables
   ✅ Answer: C. Uniquely identify a record

5. Which of the following is used to view, add, delete, or edit data?
   A. Form
   B. Report
   C. Query
   D. Macro
   ✅ Answer: A. Form

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🔹 Queries and Relationships

6. Which object retrieves data from one or more tables based on criteria?
   A. Table
   B. Query
   C. Report
   D. Macro
   ✅ Answer: B. Query

7. Which key establishes a relationship between two tables?
   A. Primary Key
   B. Foreign Key
   C. Composite Key
   D. Candidate Key
   ✅ Answer: B. Foreign Key

8. Which relationship is most common in databases?
   A. One-to-One
   B. Many-to-Many
   C. One-to-Many
   D. None
   ✅ Answer: C. One-to-Many

9. What type of query prompts for input before executing?
   A. Action Query
   B. Parameter Query
   C. Crosstab Query
   D. Append Query
   ✅ Answer: B. Parameter Query

10. Which query is used to update existing records?
    A. Select Query
    B. Update Query
    C. Delete Query
    D. Make Table Query
    ✅ Answer: B. Update Query

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🔹 Forms, Reports, Macros

11. Which object creates a user-friendly interface to input data?
    A. Table
    B. Query
    C. Form
    D. Macro
    ✅ Answer: C. Form

12. Which object is best suited for printing data in a formatted layout?
    A. Table
    B. Form
    C. Query
    D. Report
    ✅ Answer: D. Report

13. Which object automates repetitive tasks?
    A. Form
    B. Macro
    C. Report
    D. Query
    ✅ Answer: B. Macro

14. Which object can execute VBA code in Access?
    A. Macro
    B. Module
    C. Query
    D. Form
    ✅ Answer: B. Module

15. Which object is not required for data entry in Access?
    A. Form
    B. Table
    C. Report
    D. Query
    ✅ Answer: C. Report

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🔹 Data Types and Fields

16. Which of these is not a valid data type in MS Access?
    A. Short Text
    B. Memo
    C. Long Integer
    D. Picture
    ✅ Answer: D. Picture

17. Which data type is used to store hyperlinks in Access?
    A. Short Text
    B. Memo
    C. Hyperlink
    D. Attachment
    ✅ Answer: C. Hyperlink

18. What is the default size of a short text field?
    A. 255 characters
    B. 100 characters
    C. 50 characters
    D. 512 characters
    ✅ Answer: A. 255 characters

19. Which data type is best for currency values?
    A. Number
    B. Text
    C. Currency
    D. Memo
    ✅ Answer: C. Currency

20. Which field property ensures data uniqueness?
    A. Format
    B. Validation Rule
    C. Indexed (No Duplicates)
    D. Input Mask
    ✅ Answer: C. Indexed (No Duplicates)

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🔹 Shortcut Keys

21. Shortcut to open a new database:
    A. Ctrl + N
    B. Ctrl + D
    C. Ctrl + Shift + N
    D. Ctrl + O
    ✅ Answer: A. Ctrl + N

22. Shortcut to save the current object:
    A. Ctrl + Z
    B. Ctrl + S
    C. Ctrl + A
    D. Ctrl + P
    ✅ Answer: B. Ctrl + S

23. To open VBA editor:
    A. Ctrl + V
    B. Alt + V
    C. Alt + F11
    D. Ctrl + Shift + V
    ✅ Answer: C. Alt + F11

24. To insert current date:
    A. Ctrl + D
    B. Ctrl + ;
    C. Ctrl + :
    D. Ctrl + Shift + ;
    ✅ Answer: B. Ctrl + ;

25. Zoom box for field in datasheet view:
    A. F1
    B. F2
    C. F5
    D. Alt + Z
    ✅ Answer: B. F2

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🔹 Previous Year Based MCQs

26. [JKSSB 2022] What is the purpose of using a primary key?
    ✅ Answer: To uniquely identify each record

27. [SSC CGL 2021] Which object is used to automate tasks in MS Access?
    ✅ Answer: Macro

28. [RRB NTPC 2019] Default file extension for MS Access is —
    ✅ Answer: .accdb

29. [Bank PO 2018] MS Access is best defined as —
    ✅ Answer: Database Management System

30. [UGC NET 2021] A parameter query in MS Access —
    ✅ Answer: Asks user input during execution