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Answers to common questions about data types, field properties and table creation?

Question-1. What is data type?

Answer: In our daily life we ​​have to work with a lot of data. That is why the use of database for personal and institutional needs is increasing day by day. And the database means a collection of many different types of data. Different types of data are divided into categories according to application or use. These different types of data are called data types. When creating a database in Microsoft Access, it is necessary to determine what type of data will be stored in which field. Database programs perform different operations based on the type of data. Any data entry cannot be done in any field. For example - text for data like letters or letters, numbers for data like numbers or numbers etc.

Question-2. What are field properties? Or, what are field properties?

Answer: Database has some properties for each field of data table. Field properties are displayed depending on the data type. These data properties determine the shape of the field, how the data will be displayed and controlled.

Question-3. What is sorting?

Answer: A database is created by creating a data structure and entering a lot of data in it. Consistency is not respected when entering data into the database. It is not even possible to arrange numerous data in order. Millions of data can be sorted or indexed in a database based on one or more fields. Sorting is the process of arranging the database in order of higher or lower value.


Question-4. How many types of fields and what are they?

Answer : Field types are nine types, viz

(i) Field size

(ii) Format

(iii) Input mask

(iv) Caption

(v) Default value

(vi) Validation rules and validation text 

(vii) Required

(viii) Allow zero length

(ix) Index.


Question-5. What are the advantages of indexing?

Answer: Advantages of sorting records by indexing are mentioned:

(i) It takes less time to sort the data.

(ii) The data file is automatically sorted when new records are added after indexing.

(iii) After indexing the data file an index file is created and the original table file remains unchanged.

(iv) Creating relationships between multiple files is easier.


 Question-6. What is input mask?

Answer: There is Input Mask property for data like Text, Number, Data/Time and Currency. How data is inputted in all these fields can be controlled by Input mask.


Question-7. What is the default value?

Answer: Default value for all fields except Auto number and OLE object can be determined. If there is any common data for a field, it can be specified as Default value, so that the Default value will be automatically input in that field while inputting the record.

Question-8. What is the validation rule? Or, what is data validation rule?

Answer: Each field has its own Validation rule property. Validation rule for inputting any data in the field confirms the data. Validation Rule is displayed as Validation text message if no data is confirmed.

Question-9. What is validation text?

Ans- Each field has its own Validation rule and Validation text properties. Validation rule confirms the data while inputting the data in the field. Validation text is displayed as an error message if the validation rule does not confirm any data.

Question-10. What is the field size?

Answer- How many characters the size of the field should be determined here. For example, the size of text type data is 50 and for number type 256 is set as default value. Field size can be changed as desired.

Question-11. How to insert data into database?

 Answer- Create a database and create a data table under it and enter the data in it, save it and exit the data table, later if you want to insert the data into the data table again, you have to take the following steps:

(i) Open the database.

(ii) Double click on the data table from the list displayed by clicking on Tables tab and open it

(iii) Enter new data by clicking on the first field of the row below all last records of the table.

(iv) After closing the data table, the entered data should be automatically saved


Question-12. List data types in Microsoft Access.

Answer: List of Microsoft Access data types:

There are ten different data types in Microsoft Access. They are as follows:

(i) Text

(ii) Memo

(iii) Number

(iv) Date / Time

(v) Currency

(vi) Auto number

(vii) Yes/No

(viii) OLE Object

(ix) Hyperlink

(x) Lookup wizard.


Question-13. Describe the number field ? 

Answer: It is mathematical field. All the data with which mathematical operations such as addition, subtraction, need to be done, all those data numbers have to be typed, such as - price, received number, amount and currency symbol, decimal symbol etc. can be added to the data. Fields can be divided into different categories based on the range of data values, viz

(i) Byte

(ii) Integer

(iii) Long integer 

(iv) C (Single)

(v) Double

(vi) Replication ID

(vii) Decimal

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