CBSE Class 10 Foundation of Information Technology: Microsoft Access NCERT Solutions

Reviewed by NCERT Help Editorial Team · Updated on 29 Jul 2026

NCERT Solutions PDF Class 10 PDF

This chapter provides comprehensive NCERT Solutions for Class 10 Foundation of Information Technology, focusing on Microsoft Access. Students will learn about the fundamental concepts of databases, including the default file extension for MS Access databases (.accdb). The solutions explain the differences between various data types such as NUMBER, DATE/TIME, Text, and Memo, and when to use them for specific data storage needs, like student admission numbers. Key field properties like Default Value, Field Size, Required, and their applications are detailed. The chapter also covers database templates and the utility of the AutoNumber data type for unique record identification. These solutions are designed to help students understand the practical aspects of database management in MS Access, aiding in their exam preparation by clarifying core functionalities and properties.

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Quick info

Board	CBSE
Class	Class 10
Subject	Foundation of Information Technology
Session	2026
Language	English
Type	NCERT Solutions
Chapter	4. Microsoft Access

Chapter summary

Chapter 4, Microsoft Access, offers NCERT Solutions covering essential database concepts for Class 10 Foundation of Information Technology. It details MS Access file extensions, differentiates between data types (Number, Date/Time, Text, Memo), and explains the appropriate use of each, including for specific fields like student admission numbers. The solutions also elaborate on crucial field properties such as Default Value, Field Size, and Required, and introduce the AutoNumber data type and database templates. This chapter focuses on building a foundational understanding of database management within MS Access.

Learning outcomes

Understand the default file extension for MS Access databases.
Differentiate between various data types in MS Access (e.g., Number, Date/Time, Text, Memo).
Identify the appropriate data type for specific fields like student admission numbers.
Explain the purpose and application of field properties like Default Value, Field Size, and Required.
Recognize the function of the AutoNumber data type.
List examples of database templates available in MS Access.

Topics covered

Paper topics

MS Access Default Extension
Database Data Types
Number Data Type
Date/Time Data Type
Text Data Type
Memo Data Type
Field Properties
Default Value Property
Field Size Property
Required Property
AutoNumber Data Type
Database Templates

Important topics

Understanding and differentiating MS Access data types
Application of field properties (Default Value, Required, Field Size)
Appropriate use of Text vs. Memo data types
Functionality of AutoNumber fields
Purpose of Default Value property

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Questions and Solutions

Question 1

What is the default extension of a MS-Access database?

Solution: The default file extension used for Microsoft Access databases is

.accdb

. This extension is standard for Access 2007 and later versions, indicating a database file created by the application.

Question 2

How NUMBER and DATE/TIME type fields are different in Access? Give any one difference.

Solution: The primary difference lies in the type of data they are designed to store. A NUMBER data type field is specifically used to store numerical values, which can include integers and decimals, and are suitable for calculations. In contrast, a DATE/TIME data type field is exclusively used to store date and time values, allowing for date-based operations and formatting.

Question 3

Give five names of database templates used in MS-Access 2007.

Solution: MS-Access 2007 provides several built-in database templates to help users get started quickly. Five examples of these templates are: Assets, Contacts, Events, Faculty, and Issues.

Question 4

What happens when you enter numbers in a Text data type field?

Solution: When numbers are entered into a field designated with the Text data type in MS-Access, they are accepted and stored as text characters. This means that while the numbers are visible, they cannot be directly used for mathematical operations like addition or subtraction because Access treats them as strings of characters rather than numerical values.

Question 5

Name the data type that should be used to store Student's Admission numbers. [Examples of Admission number; S100, S101, S102]

Solution: For storing student admission numbers like 'S100', 'S101', 'S102', the Text data type should be used. This is because the admission numbers contain both alphabetic characters ('S') and numeric digits, and they are not intended for mathematical calculations. The Text data type can accommodate alphanumeric entries.

Question 6

Give the names of five data types used in MS-Access.

Solution: Microsoft Access supports various data types to manage different kinds of information effectively. Five common data types used in MS-Access are: Text, Memo, Date/Time, Yes/No, and Currency.

Question 7

What happens when text is entered in a Number type field?

Solution: When you attempt to enter text into a field that has been defined with the Number data type in MS-Access, the system will not accept the input as a valid number. Upon pressing Enter or moving to another field (e.g., by pressing the Tab key), MS-Access will display an informative message indicating that the value entered does not conform to the Number data type specified for that column.

Question 8

Is it necessary to define a field type for a field in MS-Access?

Solution: Yes, it is essential to define a field type for every field in MS-Access. Specifying the data type ensures that the field can store the intended information correctly, helps maintain data integrity, and allows Access to perform appropriate operations on the data.

Question 9

Write one example of data for which Memo data type is used.

Solution: The Memo data type is ideal for storing large amounts of text. An excellent example of its use is to store the complete resume of an employee within an 'Employee' table. This allows for detailed biographical information, work experience, and skills to be recorded comprehensively.

Question 10

Which property should be set, if it is required that 'Delhi' is automatically entered in the city field when a new record is created?

Solution: To have 'Delhi' automatically populated in the 'City' field every time a new record is created, you should set the

Default Value

property for that field to 'Delhi'. This ensures that the city is pre-filled, simplifying data entry and maintaining consistency.

Question 11

Which field property sets limits on the data that is entered?

Solution: The

Field Size

property is used to set limits on the amount of data that can be entered into a field. For Text fields, it defines the maximum number of characters, while for Number fields, it specifies the type and range of numbers that can be stored. This helps in controlling data input and optimizing storage.

Question 12

For which type of field, "Default Value" property is not applicable?

Solution: The "Default Value" property is not applicable for certain field types in MS-Access, primarily those that automatically generate values or handle complex objects. Examples of such field types include Attachment, AutoNumber, and OLE Object.

Question 13

What is the use of AutoNumber type field used in MS-Access? or Define the AutoNumber data type in MS- Access.

Solution: The AutoNumber data type in MS-Access is used to automatically generate a unique sequential number for each new record added to a table. It starts with a number for the first record and increments automatically by a predefined value (usually 1) for subsequent records, ensuring that each record has a unique identifier without manual input.

Question 14

Which field property specifies whether the field can be left empty when entering data into a record?

Solution: The

Required

property specifies whether a field must contain a value. If the Required property is set to 'Yes', the user must enter data in that field before saving the record. If it is set to 'No', the field can be left empty.

Question 15

What are two areas of the Design View of the table?

Solution: In the Design View of a table in MS-Access, two primary areas are the Field Grid (where you define field names and data types) and the Field Properties pane (where you set specific properties for the selected field, such as Field Size, Default Value, and Required).

Common mistakes

Using the Text data type for purely numerical data that requires calculations.
Not understanding the limitations of the Text data type when entering numbers.
Confusing the purpose of Field Size and Required properties.
Incorrectly applying the Default Value property to inappropriate data types.

Revision tips

Review the differences between data types and practice assigning the correct type to sample fields.
Understand how field properties like 'Default Value' and 'Required' control data entry.
Memorize the default file extension for MS Access databases.
Practice identifying scenarios where Memo or AutoNumber data types are most suitable.

Practice MCQs

Q1. What is the default file extension for a Microsoft Access database?

Q2. Which data type is best suited for storing long descriptions or notes, such as an employee's resume?

Q3. If you want 'New Delhi' to be automatically entered into the 'City' field whenever a new record is created, which property should you set?

Q4. What happens if you try to enter text into a field designated with the Number data type?

Q5. Which property determines whether a field must contain a value before a record can be saved?

Frequently asked questions

What is the primary purpose of Microsoft Access?

Microsoft Access is a database management system used for creating and managing databases, allowing users to store, organize, retrieve, and report on data efficiently.

What is the default file extension for MS Access databases?

The default file extension for MS Access databases is.accdb.

Can I store numbers in a Text data type field in MS Access?

Yes, numbers can be stored in a Text data type field, but they will be treated as text characters and cannot be used for mathematical calculations.

What is the difference between Text and Memo data types?

The Text data type is used for shorter text entries (up to 255 characters), while the Memo data type is used for longer text entries, such as descriptions or notes.

How does the 'Default Value' property help in MS Access?

The 'Default Value' property automatically inserts a specified value into a field when a new record is created, saving time and ensuring consistency.

Why is it important to define a field type in MS Access?

Defining a field type ensures data integrity by specifying what kind of data can be stored in a field, preventing errors and enabling proper data handling and analysis.

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