Use Of Ms Office Word MBA 1st Year Semester Short Questions Answers Notes

Q.17. Write the steps involved in creating a presentation using PowerPoint to perform the following tasks:

1. To include a picture and text on the same slide. 

2. To include a table and text on the same slide. 

3. To add the text as a hyperlink in an object.

(2011-12) 

Ans.                Steps for Creating a Presentation 

1. To include a picture and text on the same slide, do the following:

(a) Open a New slide.

(b) Change the layout of the slide by selecting format; menu → slide layout → title and text. 

2. To include a table and text on the same slide, do the following:

(a) Open a New slide. 

(b) Change the layout of the slide by selecting format; menu → slide layout → table and text

content. 

3. To add the text as a hyperlink in an object, do the following:

(a) Insert an object on the slide. 

(b) To select the object, click on Insert menu. 

(c) Select hyperlink option. 

(d) Locate the path from which you want to make the hyperlink on the selected object, click Ok.

Q.18. What is Database Management System (DBMS)?

Ans. Database Management System: The DBMS is a set of software programs that

management System: The DBMS is a set of software programs that manages he database, controls access to the database, provide database security and perform other tasks. It sccesses the files, updates the records in either batch or single -transaction mode and retrieve data also has the responsibility the database by reassigning storage space to make processing more efficient. 

The DBMS also has the responsibility for data security. In a database environment, data secrurty is a vitally important consideration. One reason is that the database is accessed by many users. The DBMS grants or withhold clearance to the applicatikkons programs and terminal users for acessing the database files. Many of these programs and users are permitted to access certian records (or fields within records) in the databse but not others and the DBMS ensures that only those areas are accessed for which uers are given permission.

DBMS also provides security to the database. It is very important as the centralisation of so much data in one logical file makes the organisation vulnerable to damage to or destruction in whole or in part, can be accurately and quickly reconstructed. To accomplish this, the DBMS contains programmed routines that enable it to determine which records were affected by a malfunction or error and to reconsturct those records.

 Q.19. Write a short note on MS-Access.(2010-11, 15-16) 

Ans. MS-Access: Microsoft Access is a 32 bits Relational Database Management System (RDBMS). It allows for the creation, organisation and manipulation of large quantities of data. MS-Access allows vou to manage all your information from a single database file known as mdb file (a file with the mdb extension). A database is a collection of data related to a particular topic purpose. Within this file, you can divide your data and store in different tables. A relationship between the tables can be built. The data in the tables can be viewed, modified, added or deleted. You can analyse or print data in a specific layout by using reports. You can find and retrieve data that meets certain conditions or criteria using query.

Microsoft Access combines its database capabilities with the ability to build a complete front-end user application. This differs from visual basic and power builder as these programs require additional programming in order to integrate database management facilities into the application.

Access also has the option of allowing you to correct to any database on client server database like an oracle server. 

Q.20. Give some important term definitions used in MS-Access.

Ans.                            Some Important Term Definitions used in MS-Access 

S.No. Term Definition
1. Data access pages A special type of webpage especially designed for viewing and working with data (stored in an Access database, Microsoft SQL. Server dataase or some other type of database or some other type of database) from an internet of Intranet.
2. DDB;ATABASE An organized collection of information.
3. Field A table column that stores specific in\formation and when combined with other field (columns) makes up a record.
4. Foreign key One r mre table fieds that refer to the primar ke field or fields n another table.
5. Form An object desi/gnd primarilyfor the display and/r enty of data into a table, qury or other access oject but that can also be used for other execution prpose.
6. Mcro An action or set of actions used to automat taks.
7. Module An objct that contains a collection of visual Basic Application (VBA) declarations and procedures that are stored together as a unit.
8. Primary key One or more fielss whose value \or value or values uniquely identify each record in a table.
9. Query An object that can allow for the retrieval, display and updation of dta from one or more related tables.
10. Record A row in a table that is a collection of relaed data treatd as a unit.
11. Relational database A management system that allos the definition of data structures, storae and retrival, operations and rules to preserve data quality (integrity constraints).
12. Report An effective way to present data in a printed format from a table, query or SQL statement
13. Table An object comprised of fields (colmns) that collect records (row of data) about a specific topic.

Q.21. How will you start and create a database in Its access? 

Or How can you create a database using MS-Access?(2005-06) 

Ans. Starting MS-Access: To start access, click on the start button on the task bar and place the pointer on the programs item. A submenu of the programs item is displayed. In this menu, click on the item which shows Microsoft Access. A dialog box is displayed with the option of creating a new database or opening an existing database. 

Creating a Database

Selecting blank database will create a new database in the location that you specify and proceed to access main Window.

Selecting database wizard will create a new database in the location that you specify and will start the wizard. The wizard is a step-by-step process that assists you in creating a new database, you pick different items from lists that access will present to you. After selecting all the items, access goes and automatically generates the tables, forms, that are necessary for the database.

Selecting, opening and existing database allow you to open a database that has been already created. The bottom part of the window will list most recent databases that have been used. To open one double click the file name or click the file name once and click the Ok button. If the file is not in the list, double click more files and the open dialog window will allow you to switch to appropriate drive and directly when the database is stored.

Now select the blank database and click the Ok button. The open dialog window appears. Create the database dbl.mdb on the C: drive. 

(a) In the Save In box, click the down arrow and select the entry where the lines ends in (C:). 

(b) For the file name box, highlight the entry (db.mdb) and type in ‘Market (you can leave the mdb extension off and access will add it for you automatically). 

(c) Click the Ok button.

The database has now been created in the C: drive. The main Window for access should be shown now.

Use Of Ms Office Word MBA 1st Year Semester Short Questions Answers Notes

Q.22. How can you create a form in MS-Access and what are the uses of forms? 

Ans. Form: It is an access database object on which you place controls for taking access.

creating Forms with the Form Wizard 

The form wizard is a way to create a form quickly in accrss. The form wazard allows you many different options such as, choosing multiple tables/and /or queries to crearte a form, selecting which fields you want to sppear in the form, choosing the type of layout you want your form to be in (this includes the three that are mentioned with the auto form as well as a justified layout) and what kind of background you want on your form.

How to Use the Form Wizard: The form wizard can be used as: 

1. Click on the Form button on the object bar. 

2. Double-click Create Form by using wizard. 

3. Click on the tables/queries dropdown arrow include in your form.

Note: If you are building a form from a query of related tables with a one-to-many relationship, the wizard asks for it that now you want to view your data (in terms of one table or another 

How to Build the Form: A form with a sub form or two linked forms: 

4. Under the available fields column on the left side, there are several ways you can choose to bring a field into the selected fields column on the right: 

(a) Double-click on each field name. 

(b) Select each field name one at a time and click on the single arrow button.

(c) If you want all of the fields, click on the double arrow button. 

Note: If you want most of the fields then click on the double arrows to pull them all click on the double arrows to pull them all over. Once they are in the selected nelas-list the right, either double-click or click on each field name and click on the single arrow pointing to the left to send back fields you do not want to the available fields-list on the right. This might save your some time.q8

5. Repeat steps 3 and 4 for each table and/or query. 

6. Click on the Next button. 

7. Choose one of the layout for your form: 

(a) Columnar,

(d) Justified. 

(c) Datasheet,

(b) Tabular, 

8. Click on the Next button. 

9. Choose the style or form background you would like. Standard is the plain grey background. 

10. Click on the Next button. 

11. Type in the Title you want for your form. This will be the name of the form that will be displayed in the database window. Click on either one of the following options you want before clicking finish. 

(a) Open the form to view or enter information (default).

(b) Modify the form’s design. 

12. Click Finish. Access will create your form and open it in the view you want to choose. 

Uses of Forms 

1. Forms provide a way to customise the presentation of the data in database.

2. Special controls on forms can be created called command buttons which run a macro or a visual basic procedure. 

3. One can design forms that are used only for entering new data in database.

4. Forms can provide application about how to use your application or about upcoming actions. 

5. Information displayed in a form can be printed. 

Q.23. What do you mean by reports? How the report can be created? 

Ans. Reports: In access, reports are utilised for enhanced record output. They allow you to represent the data through text and /or charts, perform calculations on Information and sort & summarise grouped the data through text and/or charts, perform cal information.

1. Creating Reports

Using Auto Report: There might be times when you want to quickly create a report with all of the fields from a table or query. Making an autoreport can help you to do this. When you create an autoreport, access will automatically add all of the fields to the report from the table or query you create the report from. Here is one way you can create an autoreport in Access.

(a) Click on the Reports button in the object bar in the database window. 

(b) Click on the New button directly above the object bar. 

(C) When the new report dialog box opens, choose which of the autoreport options, you want to create for your new report. The options are as follows:

Use Of Ms Office Word MBA 1st Year Semester Long Questions Answers Notes
Use Of Ms Office Word MBA 1st Year Semester Long Questions Answers Notes

(i) Auto Report: Columnar creates a new report in a column type format for viewing one record at a time. This is the default format.

(ii)  AutoReport: Tabjular: Creates a report where the fields for each record appears on one line with the field labels at the top of the r3eport. 

(d) Next, click in the drop down list, the table or query where the objects data cones from.

(e) Once you choose the table or query you want to base the report of, click Ok.

(f) Access will make the auto report and add all of the fields to the report for you.

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