Short question answer of DBMS

Database Management System (DBMS)

Short question answer of the DBMS

1) Write the difference between data and information.
Ans: Following are the difference between data and information.

Data Information
Data is the collection of facts. Information is processed data
It doesn't depend on Information. It depends upon data.
It can't be used for decision making It is widely used for decision making.

2) What do you mean by Database? (SEE 2073. 2074) Give Examples. (SLC 2068, supp. 2070, SEE
2072, SEE 2073 supp)
Ans: A database is the collection of data that is organized so that its contents can easily be accessed, managed
and updated.
Examples: Result sheet, Dictionary, Inventory etc..

3) Write the importance of Database.

The importance of database are as follows:
i) Data can be stored in a small area.
ii) Computerized database save time while searching specific data.
iii) Database can store the data for the long time.
iv) Computerized database save data from being lost.

4) Write advantages of computerized database. (SLC 2071)

Ans: Following are the advantages of computerized database:
i) Efficient data access
ii) It provides data integrity and security
iii) Easy in data administration or data management
iv) Provides concurrent access

5) What is Database Management System (DBMS)? (Specification grid – 2065)

Ans: Database management system is a collection of software that manages data stored in database. It is a
collection of software which is used to store data, records, process them and obtained desired information.

6) List some popular database management system software.

Ans: Some popular DBMS software are as here under:
Dbase, FoxPro, Ms-Access, Oracle, Sybase, SQL , My SQL etc..

7) Write the features of DBMS.

Ans: The features of DBMS are as follows:
i) Easy to add new data
ii) Easy to modify the data
iii) Delete existing data
iv) It reduces the data redundancy.
v) It provides data security and privacy.
vi) Sorting and indexing data.
vii) Easy to search the data
viii) Print the formatted report
ix) It can use SQL.

8) Write advantages (SEE 2075) and disadvantages of DBMS.

Advantages:
i) It reduces data redundancy.
ii) It allows sharing data among different users and programs.
iii) Easy for editing, adding and removing of data.
iv) Mass storage of data can be stored in small disc.
v) It provides better interacting environment to the user.
Disadvantages:
i) Costly and time consuming procedures.
ii) Additional hardware and software may be required.
iii) Qualified personal required to operate.
iv) Data security problem may be occurred.

9) Write the different elements of Database.

Ans: Different elements of database are as follows:
Field:
It is the smallest unit of database. It is a place where many type of information are stored. It corresponds to a
column in the physical database. Example: Name, age, phone etc. It is a basic unit of information.
Record:
A record is a collection of multiple related fields, which may give complete information about a person or thing.
It corresponds to a row in a physical database.
Table:
A table is a collection of records or group of records. A table contains a number of rows and columns.
Tuple:
A record row in database is called tuple.
Index:
The index is used to keep the data in organized form and helps faster retrieval data.
Cell:
A cell is a intersection of row and columns.
Character:
A character is a basic unit of data that can be letter or digit or specific symbol.
File:
A file is a group of same type of entities or records.

10) What is Relational Database Management System (RDBMS)?

Ans: RDBMS is the most widely used type of DBMS. In addition to storage and timely retrieval of data it also
preserves the relationship between different set of data.

11) What is relationship?

Ans: A relationship is a link between two or more tables, so that we can work with them much as we do a
single table.

12) Write the importance of relationship in database.

Ans: When we create forms, query and reports we can pull information from more than one tables. This work
can be done by creating suitable relationship among tables.

13) List the different types of relationship in DBMS.

Ans: Foloowing are the different types of relationship in DBMS.
i) One to one eg. Driver and car
ii) One to many eg. Teacher and students
iii) Many to many eg. Books and readers
iv) Many to one eg. Students and school

14) What is Primary key? (SEE 2073)

Ans: A primary key is the field that uniquely identifies each record in a table. Each record in the table must be
unique.

15) Write the importance of primary key. (SEE 2073, SEE 2075)
Ans: A primary key is used to avoid data redundancy or non repletion of data. It does not accept a null value in
primary key field.

16) What is Compound key (Composite key)?

Ans: A compound key is a key that consists of multiple columns because one column is not sufficient
uniqueness.

17) Define Foreign key.

Ans: A foreign key is the linking pin between two tables.

18) What is Microsoft Access?

Ans: Microsoft Access is a desktop database management system, where data are arranged in the form of tables.
It allows the user to create database, add, edit, delete, sort and print the records.

19) List the different Objects of Ms-Access. (SLC 2071)

Ans: In Access all objects of a table are stored in a single file. The file name default extension is .MDB
The objects Ms-Access are as follows:
i) Table
ii) Query
iii) Form
iv) Report
v) Macro
vi) Module

20) Write the Features of Ms-Access.

Ans: The features of Ms-Access are as follows:
i) The table store information.
ii) It is easy to add, edit, delete and display the data.
iii) It provides useful database features table, forms, reports and query.
iv) It store the data with other applications such as word, excel and webpage.
v) It incorporate other language like SQL, Macro and Visual Basic (VB)

21) What is Table? Write the importance of table.

Ans: It is one of the objects of Ms-Access. A table is the collection of data about the specific topic.
i) Importance of table:
ii) To store the data about specific topic.
iii) It holds the main information.
iv) It facilitates grouping and storing the relevant data.

22) In how many ways you can create a table?

Ans: We can create a table in following ways:
i) Design view
ii) Using wizard
iii) By entering data

23) What is Query? (SEE 2072) Write the importance of query. (Specification Grid – 2065)
Ans: Query is one of the most important objects of Ms-Access. It display the data on the basis of specific
condition.
Importance of query:
i) It display the result of different tables.
ii) It sorts and filter the data.
iii) It manipulates the data according the user choice.
iv) It can be used as a source of records for forms and reports.

24) What can you do in query?

i) In what order the field should appear.
ii) To view, change and analyze the data.
iii) To give criteria for each field.
iv) To display the records, joining tables and displaying results.

25) Write the different ways of creating query.

i) Using wizard
ii) Using design view

26) List the different types of query.

i) Select query
ii) Action query
iii) Cross tab query
iv) SQL query

27) Write the different types f action query.

i) Append query
ii) Delete query
iii) Update query
iv) Make table query

28) What is Forms? (SLC 2068, SEE 2073 Supp.) Write the importance of form. (SLC 2070 Supp.)
Ans: A form is a database object which is designed to enter new records and edit existing records easily.
Importance of Form:
i) It is used to make modification or addition of the data directly into the table.
ii) To view the table in user defined manner.
iii) You can control and enhance the way your data looks on the screen.
iv) You can perform extensive editing of data using macros and VB procedures.
v) You can link multiple form or reports by using macros or VB procedures that are run from buttons.

29) Write the Advantages of form over table.

Ans: Following are the advantages of form over table.
i) Forms are easier to enter data than table.
ii) It is easier to make modification than table.
iii) It is easier to focus on just information needed.
iv) In form in your own way you can design on the screen.
v) You can perform editing of data using macros or visual basic procedures.

30) Write the different ways of creating form.

i) Auto form
ii) Using wizard
iii) Using form object

31) List the different controls used in Forms.

i) Selecting control
ii) Moving control
iii) Grouping control
iv) Resizing control
v) Aligning control

32) What is Report? List the importance of report. (SLC 2070)

Ans: It is a very important object of a database. A report is an effective way of presenting your data in a
printed format or on screen softcopy.
Importance of report:
i) It allows complete output of the processing a database.
ii) Reports can compare, summarize and subtotal large set of data.
iii) Reports can be created to produce attractive invoices, purchase order, mailing and labels.
iv) You can view report on your screen before printing it.

33) In how many way you can create a report?

i) Auto report
ii) Report wizard

34) What is Wizard?

Ans: A wizard is a small program that interviews us, asking questions about what we want to accomplish, then
it takes over answers and creates the table, query or whatever according to our specification.

35) Difference between design view and wizard.

Design view Wizard
It is time consuming It saves our time
We can make our own design We can choose formats from pre-mode one.

36) What do you mean by Data type? List the different data types used in Ms-Access. (Spec. grid–2065,
SLC 2070, supp 2070, SEE 2072, SEE 2073, 2074)
Ans: Data type is an attribute for a field that determines what type of data it can contain. Following are the
data types used in Ms-Access:
Setting/
Types of data Size
Data type
Text of combination of text and Up to 255 characters
Text
numbers
Lengthy text or combination of text Up to 65,535 characters
Memo
and numbers
 Numeric data 1,2,4,8,16 bytes
Byte: starts 0 to 255
Integer - 32768 to 32767
Without decimal 2 bytes
Number
Large integer approx. 2 billion
Without decimal 2 billion
Single: stores with 6 digits, 4 bytes
Double stores 10 digits, 8 bytes
Enter date and time for the year 100 8 bytes
Date/time
through 9999
Currency values and numeric values 1 8 bytes
Currency
to 4 decimal
Auto number A unique sequential (increment by 1) 4 bytes
Yes and No values and fields that 1 bit (0 or 1)
Yes/No contain any one of the value (Y/N,
T/F, On/Off)
An object (word, excel, graphics, Up to 1 GB
OLE object
picture, sound etc.)
Text or combination of text and Up to 2048 characters
Hyperlink
numbers.

37) List the different types of Field properties of database:

Ans: Field properties of database.
Property Meaning
Field size Maximum number of characters or value you can enter.
Format It gives the layout for the field.
Input Mask A way/patterned of data to be entered.
Caption The label of field.
Decimal places The number of digit to the right of decimal place.
Default value The value automatically enters for the new record.
Validation rule An expression that limits the value to be entered in the
field.
Required The data should be entered.
Allow zero length Permit the zero length of string
Indexed It speed up the searches and sorting operation
38) Define Sorting (SLC 2068, 2071, SEE 2073 Supp.) and filtering.
Sorting:
Arranging the records in a particular order of a field is known as sorting. The order of sorting may be entered
in ascending order (A-Z) or descending order (Z-A)
Filtering:
Filtering is an activity by which specified records only can be seen on the basis of criteria.

39) Difference between database and DBMS.

Ans: Following are the difference between database and DBMS
Database DBMS
It is a collection of facts or data. It is software to manage database.
 It consists of data. It manages data stored in database.
It is a part of DBMS. It is a software system which contain database
It is not secured. It is secured.
E.g. Result sheet, inventory, salary sheet etc.. E.g. Ms-Access, FoxPro, SQL, Oracal etc..

40) What is Field size?

Ans: Field size property to set maximum size for data stored in a fixed set to the text, number or auto number
data type.

41) Difference between number and autonumber.

Number: It is used to store number in the field
Autonumber: It is used to enter unique number in the row automatically.

42) What is database? Give two examples. (SLC 2069)

Ans: Database is a collection of related data that can be used for multiple purpose. Two examples of
database are telephone directory, students record, Dictionary etc.

43) Write any two uses of primary key? (SLC 2069)

Ans: Two uses of primary key are:
i) Use to uniquely identify the each record in database.
ii) Prevents data redundancy in the primary key field.

44) What is query? (SLC 2069)

Ans: Query is an object of Ms-Access which is used to take different types of action on database. There are
two types of Queries that is Action query and select query.

45) What is data redundancy? How can it be reduced in database? (SEE 2074)
Ans: The repetition of same piece of data in a database in more than one location is called data redundancy.
Data redundancy can be minimized by normalization of database.
46) Write any two functions of form. (SEE 2075)
Ans: Any two functions of form are
i) It allows designing the layout of field on screen in any arrangement.
ii) It shows only the information we want to see.

47) Differentiate between fields and records with an example. (SEE 2075 State 2)
Field Record
A column in a table is called field, and it Collection of multiple related fields is known
contains a specific piece of information as record.
within a record.
E.g.: Name, Address, Telephone E.g.: Ram Chabahil 4468790