Database

Objective

Demonstrate basic database concepts and functions.

What is a Database? A database is a collection of data organized so its contents can easily be accessed, managed, and updated. It is an efficient means of storing and retrieving data and printing reports from the stored data.

For example, a database is like a file cabinet that holds multiple records.

Examples of Databases Telephone book Library card catalog Student data (NCWISE) CD/DVD collection Personal address book

Customer contact list Houses for sale Hospital/patient data Business stock inventory Internet search engines

database

Advantages of a Database Faster and more efficient than a traditional method of

maintaining records, such as a manual filing system

Easy to make changes, delete information, and insert information

Print various reports from the same database

Search data electronically

Show relationships between different tables in a database

Elements of a Databasein Descending Order

File – All records, fields, and entries in a database; a collection of information treated as an individual unit.

Record – A group of related fields of information. Everything on ONE ROW is a record.

Field – One item or bit of information in a record; represented by a column.

Entry – Data and formulas that are typed into a field.

1. File

2. Records

3. Fields

4. Entry

4. Each cell holds an ENTRY.

2. Rows represent RECORDS.

3. Columns represent FIELDS.

Elements in Descending Order

1. The filename represents a FILE.

Steps for Designing a Database

1. PLAN and DESIGN the database.

2. Determine the FIELDS.

3. Determine the SIZE of the fields.

4. Determine the TYPE of fields.

Step 1Plan and Design the Database Determine the purpose of the database file.

Include all fields necessary to ensure efficient sorting and retrieving of specified data.

Project how the fields may be used for reporting purposes.

Decide which fields would possibly be used in a variety of reports.

Step 2: Create the Database

Starting Point

OPEN a blank database file.What is a blank database? A database file that does not yet contain any objects (i.e., tables, queries, reports, forms).

Step 2: Create the Database . .

Determine the database FILENAME and drive location to save before beginning the document. The default name is “db1” for the first database saved in Access.

Step 2Create the Database …

Database programs assign specific file extensions to saved files. Access uses .mdb.

**Ask the instructor WHERE files should be saved.

Step 3Create a Table Using Design View

One method available for creating a new database table in this application.

Step 4Input and Define Fields

Numbers NOT used in calculations or that contain symbols should be classified as TEXT, not as numbers.

Keyboard Commands •Arrow keys •Cursor movement keys •Enter key •Tab key•Shift tab •Page up/down.

Step 5Save the Tableand Create a Primary Key

Save the TABLE with an appropriate filename.

Multiple tables can be saved in ONE database file.

Step 5Save the Table and Create a Primary Key …

Set a PRIMARY KEY if multiple tables in a database will be “related” to each other.

Step 6Define the Primary KeyDefinition of a Primary Key: The field that uniquely identifies each record in a table. These fields cannot be duplicated.

Examples:

•Social security number

•Student ID fingerprints

•Vehicle identification numbers (VINs)

•Product numbers

Step 7Input Records

What is Design View? A view for adding, editing, and deleting fields from the table, changing field types and descriptions, setting a primary key, and formatting entries.

Step 7Input Records…

What is Datasheet View? The table view which shows the field names for multiple records; the view is set up in rows (records) and columns (fields). Records can easily be keyed into the datasheet view.

Closing the Database

Close the database file by using the menu command of FILE/Close or by clicking the close button.

A prompt may appear asking if changes should be saved.

Remember, database filenames were created when a new database file was opened.

Alternative Input Devices Creating a database, inputting data, or saving a

database can also be performed by using these alternate methods:

Speech recognition input and commands

Pocket PCs

Tablet PCs with handwriting recognition.