TEST OF PRACTICAL KNOWLEDGE QUESTION
(a) Folders are used for storing files in the computer. List the steps for carrying out the following operations; (i) creating a folder on the desktop (ii) giving name on the folder (iii) sending a file from "My Documents" folder into the folder created in 6 (a)(i), (iv) Changing the name of the folder in 6(a)(ii) to "RESULTS".
(b) The table below shows selected fields and Data Types in MS Access. Use it to answer questions 6(b)(i) and 6(b)(ii)
| Field |
Data Types |
| Full Name |
Text |
| Mat No. |
Text |
| Date of Birth |
* |
| Fees |
* |
| Address |
Memo |
(i) What is the appropriate data type for; (I) Date of Birth (II) Fees Fields
(ii) If MS Access is running, describe the procedure to; I. Create a table with the fields as given above using design view II. Set the Mat. No. Field as the primary key. III. Set the Full Name Fieldto a maximum of 50 characters.
(a) Steps for carrying out the following operations:
(i) Creating a folder on the desktop:
1. Right-click on the desktop.
2. Select "New".
3. Select "Folder".
4. A new folder will be created on the desktop.
(ii) Giving name to the folder:
1. Click on the newly created folder to select it.
2. Right-click on the folder and select "Rename".
3. Type the desired name for the folder and press "Enter" or click outside the folder to save the name.
(iii) Sending a file from "My Documents" folder into the folder created in (i):
1. Open the "My Documents" folder.
2. Select the file you want to move to the newly created folder.
3. Click and hold the left mouse button on the file, drag it to the newly created folder on the desktop, and release the mouse button.
(iv) Changing the name of the folder in (ii) to "RESULTS":
1. Click on the folder to select it.
2. Right-click on the folder and select "Rename".
3. Type "RESULTS" as the new name for the folder and press "Enter" or click outside the folder to save the name.
(b) Answers to the questions:
(i) The appropriate data type for:
- Date of Birth: "*" which means "Date/Time" data type.
- Fees Fields: "*" which means "Number" data type.
(ii) Procedure to create a table with the fields as given above using design view and set the primary key and maximum character limit for fields:
I. Open MS Access and click on "Blank Database".
II. Name the database and select the location to save it.
III. Click "Create".
IV. Click on "Create" in the "Tables" section.
V. Select "Design View" and click "OK".
VI. In the first column, type "Full Name" and select "Text" as the data type.
VII. In the second column, type "Mat. No." and select "Text" as the data type.
VIII. In the third column, type "Date of Birth" and select "*" as the data type.
IX. In the fourth column, type "Fees" and select "*" as the data type.
X. In the fifth column, type "Address" and select "Memo" as the data type.
XI. To set the Mat. No. field as the primary key, click on the field and then click on "Primary Key" in the "Design" tab.
XII. To set the Full Name field to a maximum of 50 characters, click on the field and then set the "Field Size" property to "50" in the "Design" tab.
Explanation: MS Access is a database management system that allows users to create and manage databases. To create a table with the given fields in design view, we first need to create a new database and then create a new table in the "Tables" section. We then select "Design View" to define the table structure and specify the data types for each field. Finally, we can set the primary key and maximum character limit for the fields by clicking on the respective fields and modifying their properties in the "Design" tab.
(a) Steps for carrying out the following operations:
(i) Creating a folder on the desktop:
1. Right-click on the desktop.
2. Select "New".
3. Select "Folder".
4. A new folder will be created on the desktop.
(ii) Giving name to the folder:
1. Click on the newly created folder to select it.
2. Right-click on the folder and select "Rename".
3. Type the desired name for the folder and press "Enter" or click outside the folder to save the name.
(iii) Sending a file from "My Documents" folder into the folder created in (i):
1. Open the "My Documents" folder.
2. Select the file you want to move to the newly created folder.
3. Click and hold the left mouse button on the file, drag it to the newly created folder on the desktop, and release the mouse button.
(iv) Changing the name of the folder in (ii) to "RESULTS":
1. Click on the folder to select it.
2. Right-click on the folder and select "Rename".
3. Type "RESULTS" as the new name for the folder and press "Enter" or click outside the folder to save the name.
(b) Answers to the questions:
(i) The appropriate data type for:
- Date of Birth: "*" which means "Date/Time" data type.
- Fees Fields: "*" which means "Number" data type.
(ii) Procedure to create a table with the fields as given above using design view and set the primary key and maximum character limit for fields:
I. Open MS Access and click on "Blank Database".
II. Name the database and select the location to save it.
III. Click "Create".
IV. Click on "Create" in the "Tables" section.
V. Select "Design View" and click "OK".
VI. In the first column, type "Full Name" and select "Text" as the data type.
VII. In the second column, type "Mat. No." and select "Text" as the data type.
VIII. In the third column, type "Date of Birth" and select "*" as the data type.
IX. In the fourth column, type "Fees" and select "*" as the data type.
X. In the fifth column, type "Address" and select "Memo" as the data type.
XI. To set the Mat. No. field as the primary key, click on the field and then click on "Primary Key" in the "Design" tab.
XII. To set the Full Name field to a maximum of 50 characters, click on the field and then set the "Field Size" property to "50" in the "Design" tab.
Explanation: MS Access is a database management system that allows users to create and manage databases. To create a table with the given fields in design view, we first need to create a new database and then create a new table in the "Tables" section. We then select "Design View" to define the table structure and specify the data types for each field. Finally, we can set the primary key and maximum character limit for the fields by clicking on the respective fields and modifying their properties in the "Design" tab.
