WHAT IS A DATABASE?A database is an

organized collection of related information.

Familiar Printed Databases• Telephone

Directories

•Address Books

•Encyclopedias & Dictionaries

Familiar Computerized Databases

• SIMS (Student Information

Management System)

•Automated Card Catalog

•CD-Rom Encyclopedi

as

Advantages of Computerized Databases

• Can find a specific file quickly

• Can alphabetize and sort data faster than people

• Is as accurate as the data that is entered

• Can make many different types of reports

WHO USES COMPUTERIZED DATABASES?

• Stores use them to keep track of

inventory• Travel Agents can keep up

with their customers and reservations

•Hospitals track patient

information

PARTS OF A DATABASE

COMPUTER BRAND

PROCESSOR MGHZ RAM

Dell Pentium III 2 256

Gateway Pentium II 550 128

IBM 486 66 16

Compaq Pentium I 75 24

Data Type (Format) – the different Data Type (Format) – the different types of data entered in a database; types of data entered in a database; for example: number, text, date/time, for example: number, text, date/time, etc.etc.

Date and Time – used for storing Date and Time – used for storing dates and times in a specific format dates and times in a specific format to allow you to do such things as to allow you to do such things as aging an account or time an event.aging an account or time an event.

Logical – can be one of two entries, Logical – can be one of two entries, basically YES or NO (ON or OFF -TRUE basically YES or NO (ON or OFF -TRUE or FALSE).or FALSE).

Memo – used for information that Memo – used for information that does not fit easily into a category does not fit easily into a category such as notes or comments.such as notes or comments.

PARTS OF A DATABASEPARTS OF A DATABASE

Parts of a Database - Parts of a Database - cont’dcont’d

Numeric – used to store purely Numeric – used to store purely numeric information.numeric information.

Object – used for other media types Object – used for other media types that might include a picture of an that might include a picture of an employee or product, a sound file, a employee or product, a sound file, a clip-art image, or any other type of clip-art image, or any other type of non-text entry.non-text entry.

Text – used to store alphanumeric Text – used to store alphanumeric information. May also be called a information. May also be called a character field.character field.

Field – a category of information.Field – a category of information.

Parts of a Database - Parts of a Database - cont’dcont’d

Field Name – A label at the top of a Field Name – A label at the top of a database column that describes the database column that describes the kind of information to be stored in the kind of information to be stored in the column.column.

Entry – the information that is entered Entry – the information that is entered in the fields in a database.in the fields in a database.

Record – a complete set of field entries.Record – a complete set of field entries. Record number – the number that Record number – the number that

identifies the sequence of a record in a identifies the sequence of a record in a database.database.

File – a group of records. Also known as File – a group of records. Also known as a table in some database programs.a table in some database programs.

Database ViewsDatabase Views Datasheet/List View – displays the Datasheet/List View – displays the

table data in a row-and-column format.table data in a row-and-column format. Used to enter data.Used to enter data. Displays several records at one time.Displays several records at one time.

Design View – place to create field Design View – place to create field names and data types for a database.names and data types for a database.

Form view – used to display/design one Form view – used to display/design one record at a time and/or to enter record at a time and/or to enter information.information. Can include pictures, borders, or special Can include pictures, borders, or special

formatting.formatting.

DATABASE FUNCTIONSDATABASE FUNCTIONS Database Report – allows one to organize, Database Report – allows one to organize,

summarize, and print selected portions of summarize, and print selected portions of a database.a database.

Sorting – arranging information in Sorting – arranging information in alphabetical or numerical order.alphabetical or numerical order. Ascending – sorting from smallest to Ascending – sorting from smallest to

largest. Example: A – Z or 0 – 9.largest. Example: A – Z or 0 – 9. Descending – sorting from largest to Descending – sorting from largest to

smallest. Example: Z – A or 9 – 0.smallest. Example: Z – A or 9 – 0. Filter/Query/Search – a feature that Filter/Query/Search – a feature that

displays records that meet one or more displays records that meet one or more specific criteria.specific criteria. Connectors – words like OR and AND used Connectors – words like OR and AND used

in searching databases which indicate in searching databases which indicate whether records must satisfy one rule (OR) whether records must satisfy one rule (OR) or if both rules must be satisfied (AND).or if both rules must be satisfied (AND).

MATHEMATICAL OPERATORS MATHEMATICAL OPERATORS

> Greater than> Greater than<< Less than Less than== Equal to Equal to>= Greater than or equal >= Greater than or equal

toto<= Less than or equal to<= Less than or equal to<> <> Not equal toNot equal to

Creating a DatabaseCreating a Database Create field names and data Create field names and data

typestypes Enter dataEnter data

Adjust field widths as Adjust field widths as neededneeded

Add and delete fields as Add and delete fields as neededneeded

Save the databaseSave the database

Manipulating a Manipulating a DatabaseDatabase Retrieve a database fileRetrieve a database file Sort the database fileSort the database file

Use questions that involve Use questions that involve ascending and descending orderascending and descending order

Filter/Query/Search the database Filter/Query/Search the database filefile Use questions that involve one, Use questions that involve one,

two, and three criteriontwo, and three criterion Use questions that change the Use questions that change the

connector term from connector term from andand to to oror

Manipulating continuedManipulating continued

Create a ReportCreate a ReportName ReportName ReportChoose Layout and FormatChoose Layout and FormatChoose Fields to IncludeChoose Fields to IncludeDetermine a Sort OrderDetermine a Sort OrderCreate a FilterCreate a Filter

PRINTING A DATABASEPRINTING A DATABASE Print the DatabasePrint the Database

Choose page orientationChoose page orientation Choose whether you desire to Choose whether you desire to

print gridlines, record, and print gridlines, record, and field labelsfield labels

Preview and adjust as neededPreview and adjust as needed Print the databasePrint the database