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ICDL Using Databases Cheat Sheet

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Database Concepts & Application

  • Not published of exam
  • Key Concepts Database Organisation Relationships & Integrity Using the Application

Tables & Design

  • Not published of exam
  • Records & Field Edits Data Types Field Properties Indexes

Queries & Retrieval

  • Not published of exam
  • Search & Filters Query Basics Query Criteria & Operators Query Sort & Edit

Forms & Reports

  • Not published of exam
  • Forms Reports & Export Printing Grouped Reports

Quick Facts

  • Module ICDL Using Databases
  • Questions Not published for current test
  • Time Not published for current test
  • Pass mark 75%
  • Level ICDL Professional
  • Software Vendor-neutral (any DB app)
  • Validity No expiry -- lifetime certification
  • Syllabus Version 6.0 (5.0 also valid)

Core Objects CO

  • Tables store, Queries ask, Forms enter, Reports present
  • Table: store Query: ask Form: enter Report: present

Primary Key vs Foreign Key CO

Primary key

  • Uniquely IDs each record
  • One per table
  • No duplicates or blanks

Foreign key

  • Links to another table's primary key
  • Can repeat
  • Enforces the relationship
  • Identify vs connect

Which Object Do I Need? CO

  • Need to store raw data long-term → Table ( Foundation of the database )
  • Need to answer a data question → Query ( Extract + filter across tables )
  • Need a friendly data-entry screen → Form ( Add, edit, delete records )
  • Need to summarise and present findings → Report ( Print or export ready output )
  • Need to link two related tables → Relationship ( Match primary key to foreign key )
  • Need an instant, one-off record view → Filter ( Temporary, not saved as an object )

Key Concepts CO

  • Database Organised, structured collection of related data
  • Information Processed data with meaning
  • Data Raw, unprocessed facts before processing
  • Table Grid holding one subject's records
  • Record One row -- one subject instance
  • Field One column -- one data element
  • Auto-save Saves automatically; no Save needed

Database Organisation CO

  • Single-subject table One subject type per table
  • Single-subject record One subject instance per record
  • One-element field One data element per field
  • Data type Text, number, date-time, or yes-no
  • Field properties Field size, format, default value
  • Primary key Uniquely identifies each record
  • Index Speeds up search queries

Relationships & Integrity CO

  • Relationship purpose Minimise duplication of data
  • Matching fields Unique field links two tables
  • Foreign key Matches another table's primary key
  • One-to-many One parent links many children
  • Referential integrity Maintains valid, non-orphaned linked records
  • Delete relationship Removes link between two tables

Using the Application CO

  • Open/close app Start or exit the database application
  • Open/close database Load or shut a database
  • Create & save database New database saved to a drive
  • Toolbars & ribbon Show, hide, restore, or minimise
  • Help resources Use built-in application help
  • Open/save/close object Table, query, form, or report
  • Switch view modes Toggle Design vs Datasheet/Layout view
  • Delete object Removes table, query, form, or report
  • Navigate records/pages Move between records or report pages
  • Sort records Sorts records ascending or descending

Data Types TA

  • T-N-D-Y: Text, Number, Date/Time, Yes/No
  • T: Text N: Number D: Date/Time Y: Yes/No

Table vs Query TA

Table

  • Stores raw data
  • Physical structure
  • Source of truth

Query

  • Extracts + filters data
  • Virtual result set
  • Built from table(s)
  • Store vs retrieve

Which Data Type? TA

  • Storing names, addresses, free text → Text ( Non-calculated characters )
  • Storing values used in calculations → Number ( Supports arithmetic )
  • Storing calendar dates or times → Date/Time ( Enables date sorting and filtering )
  • Storing a true/false condition → Yes/No ( Boolean field )
  • Storing monetary amounts → Currency ( Application-specific formatted number )
  • Needing a guaranteed unique row ID → AutoNumber ( Application-generated, auto-incrementing )

Records & Field Edits TA

  • Add/delete record Insert or remove a table row
  • Modify field data Edit a value inside a record
  • Field vs record Field = column; record = row
  • Add field Insert a new table column
  • Column width Adjusts a field's display width

Field vs Record TA

Field

  • One column
  • One data element
  • Has a data type

Record

  • One row
  • One subject instance
  • Made of many fields
  • Column vs row

Data Types TA

  • Text Letters and words, non-calculated
  • Number Numeric values used in calculations
  • Date/Time Calendar date or clock time
  • Yes/No Boolean true/false field
  • Currency Formatted monetary values App
  • AutoNumber Application-generated, auto-incrementing ID App
  • OLE/Attachment Embedded file or object App

Sort vs Index TA

Sort

  • Changes display order
  • Ascending or descending
  • Temporary view choice

Index

  • Speeds up searches
  • Table-level property
  • Works behind the scenes
  • Display order vs search speed

Field Properties TA

  • Field size Maximum length or precision
  • Number format Display style for a numeric field
  • Date/time format Display style for date/time field
  • Default value Value auto-filled for new records
  • Validation rule Simple rule limiting numeric entries
  • Index (duplicates OK) Speeds up search, allows repeated values
  • Index (no duplicates) Speeds up search, enforces unique values
  • Required field Must not be left blank App

Logical Operators QU

  • AND narrows, OR widens, NOT excludes
  • AND: narrows OR: widens NOT: excludes

Filter vs Query QU

Filter

  • Temporary view
  • Applied to an open table/form
  • Not saved as an object

Query

  • Named, saved object
  • Reusable criteria
  • Can join multiple tables
  • Quick look vs saved tool

Query Criteria Picker QU

  • Need an exact match → = operator ( Equal to )
  • Need to exclude one value → <> operator ( Not equal to )
  • Need a numeric or date boundary → < <= > >= ( Comparison operators )
  • Both conditions must be true → AND ( Narrows results )
  • Either condition can be true → OR ( Widens results )
  • Need to exclude matching rows → NOT ( Negates a condition )
  • Know only part of text → Wildcard * or % ( Matches multiple characters )
  • Know all but one character → Wildcard ? or _ ( Matches a single character )

Search & Filters QU

  • Search: word Finds a specific word
  • Search: number/date Finds a number or date
  • Apply filter Temporarily shows matching records
  • Remove filter Restore the full, unfiltered record view

Wildcards QU

  • * or % = many chars, ? or _ = one char
  • * or %: many characters ? or _: one character

Query Basics QU

  • Query purpose Extract and analyse data
  • Single-table query Named query on one table
  • Two-table query Named query joining two tables
  • Run query Executes a query for results

Query Criteria & Operators QU

  • = Equal to
  • <> Not equal to
  • < Less than
  • <= Less than or equal to
  • > Greater than
  • >= Greater than or equal to
  • AND Both conditions true; narrows results
  • OR Either condition true; widens results
  • NOT Excludes rows matching the condition
  • Wildcard * or % Matches any number of characters
  • Wildcard ? or _ Matches exactly one character

Query Sort & Edit QU

  • Sort ascending (query) Low-high or A-Z order
  • Sort descending (query) High-low or Z-A order
  • Modify criteria Change an existing query condition
  • Remove criteria Delete a query condition
  • Add/remove/move field Change which fields appear, order
  • Hide/unhide field Toggle a field's visibility in results

Form vs Report FO

Form

  • Data entry + editing
  • Interactive
  • On-screen input

Report

  • Presentation only
  • Read-only output
  • Print/export ready
  • Input vs output

Forms FO

  • Form purpose Display, add, and edit records
  • Create form Build and name a simple form
  • Insert record (form) Adds a new record via form
  • Delete record (form) Remove a record using a form
  • Modify field data (form) Edit record content using a form
  • Header/footer text (form) Edits form header/footer text

Reports & Export FO

  • Report purpose Present selected table/query information
  • Simple report Based on one table/query
  • Grouped report Sorted groups with summary calculations
  • Summary calculations Sum, minimum, maximum, average
  • Edit report layout Rearrange data fields and headings
  • Header/footer text (report) Edits report header/footer text
  • Export table/query Spreadsheet, text, CSV, or XML format
  • Export report PDF format only

Printing FO

  • Orientation Portrait or landscape layout
  • Paper size Change the printed page size
  • Print table Prints page, selection, or full table
  • Print form Prints records via form layout
  • Print query Print the result of a query
  • Print report Prints specific or complete report

Common Traps

Deleting a record != deleting a field

  • Deleting a record removes one row ≠ Deleting a field removes a column

Sort != Filter

  • Sort reorders all visible records ≠ Filter temporarily hides non-matching records

Primary key != Index

  • Primary key uniquely identifies each record ≠ Index only speeds search; duplicates OK

Query != Filter

  • Query is a saved, reusable object ≠ Filter is a temporary, unsaved view

Form != Report

  • Form is for entering/editing records ≠ Report is read-only, for print/export

Relationship != Referential integrity

  • Relationship links two tables via fields ≠ Referential integrity blocks invalid/orphaned links

AND != OR

  • AND: every condition true; narrows ≠ OR: one condition true; widens

Last Minute

  • 1. Pass mark: 75% on all modules
  • 2. Table→store; Query→ask; Form→enter; Report→present
  • 3. PK=unique ID; Index=search speed
  • 4. 4 types: text, number, date-time, yes-no
  • 5. 1-to-many links a unique field
  • 6. Referential integrity blocks orphaned records
  • 7. Comparison + AND/OR/NOT operators
  • 8. * / % = many; ? / _ = one
  • 9. Filter=temporary view; Query=saved object
  • 10. Grouped reports show sum-min-max-avg
  • 11. Tables→CSV/XML; reports→PDF only
  • 12. Confirm count-time-syllabus with centre

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