Free ICDL Using Databases Exam Flashcards

An organised collection of related data that can be stored, maintained, and retrieved systematically. The organisation makes it possible to find and analyse records without treating every item as an unrelated file.

Data consists of raw facts; information is the meaningful output produced by processing or organising those facts. A list of sale amounts is data, while a monthly sales total is information.

A table stores one subject type, each row is a record about one subject instance, and each field holds one attribute of that record. For example, one Customer record can contain Name and Phone fields.

It keeps each record structurally consistent and avoids mixing unrelated entities. Customers and Orders belong in separate tables because one customer can have multiple orders.

Atomic values can be searched, sorted, validated, and updated independently. Combining city and postal code in one field makes both values harder to query and maintain.

It controls the kind of value the field accepts and which operations are valid. Numbers support arithmetic, dates support date operations, and yes/no fields restrict input to two logical states.

The data type defines the kind of data; properties refine how that field behaves or appears. Field size, display format, and default value are properties rather than separate data types.

It uniquely identifies each record in a table. A stable unique key prevents two records from being indistinguishable and provides a dependable value for table relationships.

An index speeds searches and query retrieval on the indexed field. It is a performance aid; it does not replace a primary key or define the meaning of the data.

Relationships let tables share a matching key instead of repeating the same descriptive data. This reduces duplication and makes consistent updates easier to maintain.

Closing the database ends work on that data file while the database program may remain open. Closing the application exits the program and closes any open database objects with it.

The location determines where the database file is stored and later found, backed up, or shared. A clear filename and appropriate folder reduce the risk of editing the wrong copy.

It increases the workspace available for database objects without deleting commands. Restoring the interface brings the commands back when they are needed.

Use it to locate a command, understand an option, or resolve an unfamiliar task within the installed application. It is more reliable than guessing through design changes that may affect stored data.

Tables, queries, forms, and reports are separate database objects. Closing one object does not close the database, and saving an object's design does not mean every other object was changed.

Data-oriented views display or edit records, while design-oriented views change an object's structure or layout. Confusing them can lead to editing content when you intended to change design, or vice versa.

Deleting an object removes an entire table, query, form, or report definition. Deleting a record removes one row of stored data, so the scope and consequences are very different.

Deleting a record removes the entire row and all of its values. Clearing a field changes only one value in an otherwise existing record.

Use a numeric type when the stored value must participate in calculations. An identifier that merely looks numeric, such as a telephone number, is usually text because arithmetic on it has no meaning.

It limits how many characters the field can store. A sensible limit helps reject overlong entries, while a limit that is too small can truncate or block valid data.

Normally, format changes how the value is displayed, not the underlying value. The same date can appear in different layouts while remaining the same stored date.

It supplies an initial value for new records when the user enters nothing else. It speeds consistent entry but can still be replaced when the new record requires a different value.

Existing values may not convert to the new type and can be rejected, altered, or lost. Check compatibility and make a backup before changing a populated field's definition.

It rejects values outside an allowed condition, such as a quantity below zero. Validation protects new or edited data; it is not merely a display format.

Disallow duplicates when each indexed value must be unique, such as an assigned membership number. Allow them when repeated values are legitimate, such as many customers sharing a city.

One record in the parent table can match several records in the related table, while each related record points back to one parent. One Customer linked to many Orders is the standard pattern.

It prevents related records from referring to a parent key that does not exist. This avoids orphan records and preserves the consistency of the relationship between tables.

Searching moves to a matching value, while filtering temporarily displays only records that meet a condition. A search locates; a filter narrows the visible set.

Records hidden by the filter become visible again. Removing a filter does not delete those records because filtering changes the view, not the stored data.

A query is a named database object that can select fields, combine tables, apply criteria, and be run again. A filter is usually a temporary restriction on records shown in a table or form.

The query needs related fields or a defined relationship that connects the tables' matching values. Without a valid match, results may omit records or produce meaningless combinations.

The operator is <>. It returns values different from the criterion; it should not be confused with > or <, which compare size or order.

Every condition joined by AND must be true for a record to match. AND normally narrows results because each additional condition adds another requirement.

At least one condition joined by OR must be true. OR normally broadens results because a record may qualify through any listed alternative.

NOT excludes records that satisfy the stated condition. It reverses the condition's inclusion logic rather than comparing two values for inequality by itself.

A multi-character wildcard such as * or % can stand for any sequence of characters; a single-character wildcard such as ? or _ stands for exactly one. The accepted symbol depends on the application.

No. Sorting changes the order of returned records, while criteria determine membership in the result. A descending sort does not act as a filter.

A form provides a controlled layout for displaying, adding, and editing records. It is an interface to stored data, not a separate copy of every record it shows.

A descriptive name communicates the form's task or data source and helps users distinguish it from other forms. The name identifies the object; it does not become record data.

The underlying record is deleted from its data source; only the form's layout remains. A form is not a disposable view that shields stored data from record deletion.

Header or footer text labels or explains the form and usually stays constant across records. Field controls display values that change as the user moves between records.

A report presents selected database information in a structured output for viewing, printing, or distribution. Unlike a form, it is designed mainly for presentation rather than routine record entry.

A query can preselect fields, combine related tables, and restrict records before the report formats them. This separates data selection from presentation.

Grouping organises records into categories based on a shared value, such as orders by customer. It enables group headings and group-level summaries rather than one undifferentiated list.

Syllabus 6.0 includes sum, minimum, maximum, and average. Choose the summary that answers the reporting need; for example, use average for a typical value and sum for a total.

The presentation order and layout change, not the underlying table or query values. Rearranging fields can improve readability without redesigning the data source.

Use it for repeated context such as a title, date, page number, or explanatory label. Record-specific values belong in the report's detail or group sections.

Tables and query results may be exported to spreadsheet, text, CSV, or XML; report output may be exported to PDF. Data-oriented formats support reuse, while PDF preserves a report's presentation.

Landscape is useful when an output is too wide for portrait, such as a table with many columns. Orientation and paper size affect page layout, not the stored database records.

Database objects allow different scopes, such as selected records, a query result, specific report pages, or a complete report. Confirming scope prevents omitted data and unnecessary pages.