Databasics

Definitions: database

A databases is a collection of data organized to make it easy to search and easy to retrieve in a useful, usable form.

Definitions: table

A single store of related information. A table consists of records, and each

record is made up of a number of fields.

The primary piece in a database are tables.

Tables contain structured information.

Tab

les c

on

stru

ctio

n:

Record

s

Tables are made of records. Each record contains the same structure

as every other record.

Tab

le c

on

stru

ctio

n:

Fie

lds

Records are made of fields. A field is a single piece of information

with a precise description.

Excel vs. Access

Access

Use Access when you:

Require a relational database (multiple tables) to store your data.

Have a very large amount of data (thousands of entries).

Have data that is mostly of the long text string type.

Rely on multiple external databases. Want to run complex queries. Have many people working in the

database.

Excel

Use Excel when you:

Require a flat or non-relational view of your data.

If that data is mostly numeric or calculated.

Know your dataset is manageable in size.

Creating your database

Brainstorming without Excel› What information do I need to record?› What information do I want? › Do I need to “break it down?”

Break it down…

Should I record name or first name and last name.

Who is going to handle data entry? Who is going to fix mistakes?

Possibly with others using the database

80 /20 rule

80 /20 rule

80 /20 rule

80 /20 rule