Quiz 3: Creating and Using Queries

When importing from an Excel file,the first row of the Excel file must contain the names of all of the fields in the Access table.

If the first row of the Excel file does not contain column headings,Access assigns field names of Field1,Field2,etc.

When importing a worksheet into a new table,the original Excel file is not changed in any way during the process.

If a table already exists in the database,use the import option to append the data to an existing table.

A linked table contains records that you can see and edit.

A linked table provides read-only capabilities within Access.

In the Excel file,if you want to make modifications,the linked table must be open in access when you open the Excel file.

If the data in an Excel column contains some text and some numbers,the #Num! error may display in some cells.

If the data in an Excel column contains mostly numbers,but also includes some dates,every cell in the column will display in the date format.

Microsoft Word is the default text editor in Windows.

Typically a fixed-width file does not include the field names in the first row.

For fixed-width files,or delimited files that do not include field names,Access assigns field names of Field1,Field2,etc.

If you saved the steps to an import action,you can use the Saved Imports button to run the import in the future.

The process for importing a fixed-width text file is the same as the process for importing a delimited text file.

If an import process fails completely,the table is not created or updated.

Some import errors are recorded in an error log table that is automatically created by Access.

In Access,you use the Save As command to save a copy of your data.

When you export forms with a subform or reports with a subreport,the results can be inconsistent.

When exporting from Access to Excel,formulas used in expressions are exported.

Sometimes data you export from Access needs to be formatted as a text file instead of an Excel file.

Once you create an RTF file,you can edit it in Word.

XML is the primary language used to build web pages.

One of the simplest ways to create and view an HTML file is in a text editor,such as Notepad.

Like other markup languages,XML uses tags to define the structure of the data.

The combination of the .xml and the .xsd files makes XML a powerful data transfer tool.

If changes are made to the XML file after the import process is completed,the changes are automatically carried forward into the Access database.

Because XML is an industry standard,you may choose to transfer,or export,data from your Access database using an XML format.

Using the XML and XSD files prevents you from having to modify the field properties in the new table,which saves time.

When you initiate a mail merge,Access opens the Microsoft Access Mail Merge Wizard.

With labels,Microsoft Word automatically inserts a next record (< < NextRecord > >)merge field code.

If the first row of an imported Excel file doesn't contain column headings,what field names does Access assign? A) Heading1,Heading2,etc. B) Field1,Field2,etc. C) Title1,Title2,etc. D) Label1,Label2,etc.

If importing Excel data into a new table,how does Access determine what data type to assign for a particular column of data? A) by looking at the first five rows of data B) by looking at the first six rows of data C) by looking at the first seven rows of data D) by looking at the first eight rows of data

If an Excel file contains multiple worksheets,how many worksheets can you import from at once? A) one B) two C) three D) four

What do you need to do to import only some of the data in an Excel worksheet? A) define a named range in Excel B) sort the Excel worksheet C) group the records in the Excel worksheet D) delete those records you don't want to import

Which of the following modifications to an imported Excel table might be necessary? A) creating field validation rules and validation text B) creating record validation rules and validation text C) create a lookup field or define an input mask D) all of the above

Which of the following statements is not true about establishing a link between Access and Excel? A) A linked table can be edited directly within Access. B) If changes are made to the Excel file after the import process is completed,the changes automatically carry forward into the Access database the next time the table is opened. C) Linking saves space by not having the data stored both in an Excel file and again in an Access table. D) A linked file does not actually contain any records.

When is it useful to establish a link between Excel and Access? A) when you database contains many files B) when the data will be primarily used in Excel C) when you want to use the query and reporting capabilities of Access D) both B and C

If you want to make modifications to an Excel file that is linked to an Access database,what must be true? A) Access and Excel must be open at the same time B) you need to use the Import Spreadsheet Wizard C) the datasheet must be displaying in Access D) the linked table must not be open in Access when you open the Excel file

When importing Excel data to a new Access table,which of the following error occurs when the import process fails completely? A) error with importing the file B) subscript out of range C) primary key error D) truncated text value

When creating a linked table,which of the following are possible errors that may occur? A) truncated text values B) numbers display instead of dates C) dates display instead of numbers D) all of the above

When linking to a table in Excel,what is the maximum number of characters that can be stored in a field? A) 55 B) 155 C) 255 D) 355

Which of the following may display in Access when you import data from an Excel column that contains mixed values? A) #Num! B) ***** C) 11111 D) Error!

Which of the following displays in Access if the imported Excel column contains mostly numbers,but also includes some dates? A) three-digit numbers B) four-digit numbers C) five-digit numbers D) six-digit numbers

Which of the following characters are not allowed in text files? A) letters A-Z B) numbers 0-9 C) bolded characters D) common punctuation marks

Which of the following can you use to create text files? A) Notepad B) Wordpad C) Microsoft Word D) both A and B

Which of the following options are available to you in the Get External Data - Text File dialog box? A) import the source data into a new table in the current database B) append a copy of the records to the table C) link to the data source by creating a linked table D) all of the above

Which of the following refers to a very common delimited file type? A) CSV B) TXT C) XML D) XSD

Which of the following statements is true about text files? A) In a delimited file,the first row of the text file must contain the names of all of the fields in the Access table. B) In a fixed-width file,include field names in the first row. C) In a fixed-width file,ensure that all values are entered in their correct positions in the file. D) all of the above

Which of the following statements is not true about importing a delimited file into a new table? A) If the database table does not already exist,use the import option to create a new table and copy all of the records into the table. B) The original text file is not changed in any way during the process. C) If changes are made to the text file after the import process is completed,the changes automatically carry forward into the Access database. D) Once the delimited text file is ready,you are ready to import the data into the database.

Which of the statements is true about importing a delimited file into an existing table? A) If the database table already exists,use the append option. B) The original text file is not changed in any way during the process. C) If changes are made to the text file after the import process is completed,the changes do not automatically carry forward into the Access database. D) all of the above

Which of the following are common errors that occur when you are creating a new table or appending to an existing table? A) missing-data values B) error with importing the file C) missing fields D) all of the above

Which of the following fields are included in an error log table? A) Error B) Field C) Row D) all of the above

Using Access,which of the following can you export to? A) PDF files B) XPS files C) Sharepoint Lists D) all of the above

When exporting a table or query to an Excel file,which of the following describe some common issues? A) images are not exported B) data displays in the wrong Excel columns C) formulas used in expressions are not exported,only the result of the calculation is exported D) all of the above

How can you export specific records from Access to Excel? A) Open the table or query in Datasheet view. B) Select the records you want to export. C) Start the export process after selecting records. D) all of the above

How can you export Access data to Word? A) export to PDF format B) export to RTF format C) export to CSV format D) export to HTML format

Which of the following is not true of RTF files? A) An RTF file preserves the formatting of the data. B) The default extension of an RTF file is .rtf. C) While you can export tables,forms,reports,and queries,it works best to limit your selection to objects that have a tabular format. D) all of the above

How is data that has been exported to Word formatted in Word? A) on separate lines B) into paragraphs C) with commas D) as a Word table

In HTML,which of the following is always used in an end tag? A) p tag B) tags C) / D) start tag

In HTML,which of the following defines a paragraph and is used to display text on the web page? A) p tag B) tags C) / D) start tag

Which of the following provides a simple means to create and view an HTML file? A) Microsoft Word B) Microsoft SharePoint C) Notepad D) all of the above

What must you do in order to export specific records from Access? A) copy the records you want to export B) select the records you want to export C) move the records you want to export to a separate table D) delete unwanted records before exporting

Which of the following is XML used for? A) to describe data B) to store data C) to transfer data D) all of the above

Which of the following does XML use to define the structure of the data? A) root tag B) dataroot tag C) tags D) XML tag

In an XML file,which of the following tells the program what version of XML is being used? A) root tag B) dataroot tag C) tags D) XML tag

In an XML file,which of the following appears second after the XML tag? A) root tag B) dataroot tag C) tags D) schema

Which of the following are defined by the XML Schema Definition file? A) details of the table B) details of the field sizes C) details of the field data types D) all of the above

Which of the following extensions is given to schema files? A) .xsd B) .xml C) .xls D) .mdb

Which of the following statements is true about importing XML data? A) You can import an XML data file to append records to an existing table. B) You can import an XML data file to create a new table. C) If changes are made to the XML file after the import process is completed,the changes do not automatically care forward into the Access database. D) all of the above

What happens when you choose to export the schema file? A) an XSD file is created B) an XML file is created C) an XLS file is created D) an MDB file is created

Which of the following statements is true about exporting XML data? A) You can choose to export a form or report. B) You can choose to export a table or query. C) You can export a selected record. D) all of the above

Which of the following can you merge together using mail merge? A) letters B) labels C) envelopes D) all of the above

Which of the following is a main step required to perform a mail merge? A) select document type B) select starting point C) select recipients D) all of the above

Which of the following does Access open when you initiate a mail merge? A) Microsoft Word Mail Merge Wizard B) Microsoft Access Mail Merge Wizard C) main document D) data source

Which of the following is a starting document in a mail merge? A) mail merge B) merge fields C) main document D) data source

In a mail merge,which of the following is the table or query used in the merge? A) mail merge B) merge fields C) main document D) data source

Which of the following specify what information from the data source to include in the document? A) mail merge B) merge fields C) main document D) data source

Which of the following allows you to merge documents? A) mail merge B) merge fields C) main document D) data source

In a Word document,which of the following are merge fields surrounded by? A) < > B) < < > > C) [ ] D) ( )

Which of the following is true when merging number and date fields from Access? A) the formatting may not transfer B) the data may not transfer C) incomplete data may transfer D) all of the above

Which of the following field code characters displays a comma? A) number sign (#) B) dollar sign ($) C) comma (,) D) .00

Which of the following field code characters informs the document that number formatting should be applied to the merge field? A) number sign (#) B) dollar sign ($) C) comma (,) D) .00

Which of the following field code characters informs the document to format a number with two decimal places? A) number sign (#) B) dollar sign ($) C) comma (,) D) .00

With labels,which of the following field codes does Word automatically insert at the beginning of each record? A) < < NewRecord > > B) < < NextRecord > > C) < < NewField > D) < < NextField > >

Which of the following can you use mail merge to create? A) name badges B) product tags C) project folder labels D) all of the above

When linking to an Excel worksheet,it is best to open the worksheet in __________________ to ensure that the linking process works as you intend. A) Design view B) Datasheet view C) Report view D) Print Preview view

Which of the following errors occurs when you attempt to add records where the primary key column contains inconsistent,missing,or duplicated data? A) error with importing the file B) subscript out of range C) primary key error D) truncated text value

When is it a good idea to link to a text file? A) when you will primarily work with the data in the text file B) when you want to use Access's query capabilities C) when you want to use Access's reporting capabilities D) all of the above

What do you need to do prior to importing an Excel file? A) display Datasheet view B) launch the Import Text Wizard button C) review the XML tags D) ensure that the formatting of the Excel file is correct

What rules should you keep in mind when you are appending data into an existing table?

What is a linked table and why might you want to link to a table instead of import it?

What are the characteristics of a text file? What is the import process for text files?

What is the error log? How is an error log useful?

Why might you want to export Access data into Excel? What should you consider when exporting to Excel?

What is XML and how does it compare to HTML?

What is mail merge? What steps does the Microsoft Word Mail Merge Wizard walk you through?

Explain what you know about creating mailing labels using data from Microsoft Access.

What are some common errors that occur when creating a new table or appending to an existing table?

Explain what you know about delimited and fixed-width file formats.