1. What is a Database?
- Stores data in a structured way using tables, fields, and records.
- Helps organise, find, update, and manage data efficiently without redundancy.
- Microsoft Access is a Relational Database Management System (RDBMS).
2. Flat-File vs Relational
Flat-File Database
Single table only. No relationships. Less secure and flexible (e.g., CSV file).
Relational Database
Multiple linked tables. Uses primary & foreign keys. More secure & efficient (e.g., MS Access).
3. Data Types & Field Properties
Crucial settings for accurate data entry and storage validation in ICT 0417.
| Data Type | Use in ICT 0417 | Key Properties |
|---|---|---|
| Short Text | Names, codes, emails, categories | Field Size, Required, Indexed |
| Long Text | Comments, long descriptions | Usually no indexing |
| Number | Quantity, counts, numeric identifiers | Field Size (Integer/Long), Decimal Places |
| Date/Time | DOB, order date, deadline | Format (Short Date), Input Mask |
| Currency | Price, fee, cost | Format Currency, Decimal Places (2) |
| Yes/No | Flags like Paid / Active | Default Value (if specified) |
4. Primary Key
- Must be unique and stable for every single record.
- Prefer the provided ID field given in the task specifications.
- If no ID field exists, create a surrogate key only if allowed.
- Avoid using names, towns, or categories as primary keys due to possible duplication.
5. Relationships
- Connect Primary Key in parent table → Foreign Key in child table.
- Linked fields must be of the exact same data type and meaning.
- Enable Enforce Referential Integrity when prompted.
- Save and capture clear evidence screenshots of your relationship window.
How to Insert Data into Microsoft Access
Follow this step-by-step procedure to create tables, define attributes, and input data seamlessly into your Access database.
Create Database & Table
Open MS Access, click Blank Database. Go to the Create tab, click Table Design to build your structure from scratch.
Define Fields & Data Types
Enter your field names in column one, choose appropriate data types from the dropdown, and set your Primary Key using the key icon on the top ribbon. Save the table.
Switch to Datasheet & Insert
Switch from Design View to Datasheet View by clicking the View icon. Type or paste your records row by row carefully ensuring proper formatting.
6. Creating New Field
Define field name and data type. Set brackets and order of operations for calculated results like totals.
7. Queries
Use correct criteria rows. Same row = AND, separate rows = OR. Use wildcards like * correctly.
8. Sort & Filter
Check which field is being sorted. Use secondary sorts if specified. Ensure records match exact subsets.
9. Reports & Forms
Design clean reports with grouping and sorting. Create intuitive forms with validation rules and input masks.
Key Exam Tips from Tr. Wai Lin Htet
Follow instructions precisely. Avoid structural mistakes and capture clear evidence screenshots. Don't just make the final output look correct — the database structure and settings must also be accurate!