WHAT IS A DATABASE?WHAT IS A DATABASE?

A database isA database is

an organized an organized collection of collection of related related information. information. A DB organizes A DB organizes and stores and stores information.information.

WHAT IS A DATABASE?WHAT IS A DATABASE?

Applications Applications software that acts software that acts like an electronic like an electronic filing cabinet by filing cabinet by organizing organizing information information

• Allows the computer user to sort information

• Can access specific records (complete set of information) easily

What is Database Applications What is Database Applications Software?Software?

Microsoft AccessMicrosoft Access This is a computer This is a computer

program that can program that can retrieve specific retrieve specific information from information from organized dataorganized data

What is the largest What is the largest database in the database in the world?world?

Familiar Printed Familiar Printed DatabasesDatabases

Telephone Telephone DirectoriesDirectories

•Address Books

•Encyclopedias & Dictionaries

(Encarta)

Familiar Computerized Familiar Computerized DatabasesDatabases

EZ Grade EZ Grade ProPro

NCWiseNCWise

•Automated Card Catalog - Destiny

•CD-Rom Encycloped

ias

Advantages of Advantages of Computerized DatabasesComputerized Databases

Can find a specific Can find a specific file quicklyfile quickly

Can alphabetize and Can alphabetize and sort data (RECORDS)sort data (RECORDS)

Is as accurate as the Is as accurate as the data that is entereddata that is entered

Can make many Can make many different types of different types of reports & hold reports & hold millions of recordsmillions of records

Add, delete or edit Add, delete or edit data easilydata easily

Advantages of Advantages of Computerized Databases Computerized Databases Cont. Cont.

Much FASTER than people Much FASTER than people or using paperor using paper

Very ACCURATE, organized Very ACCURATE, organized informationinformation

Can find Can find specific/accurate specific/accurate records that match records that match certain conditions certain conditions (criteria) (criteria)

Fast way to keep an up-Fast way to keep an up-to-date list of friends to-date list of friends and phone numbersand phone numbers

WHAT DO YOU THINK?WHAT DO YOU THINK?

Can you name one Can you name one advantage of using an advantage of using an electronic telephone book electronic telephone book over a printed one? over a printed one?

How can lists be SORTED How can lists be SORTED in a phone book? in a phone book?

Last NameLast Name Zip CodeZip Code StateState Area CodeArea Code

WHO USES COMPUTERIZED WHO USES COMPUTERIZED DATABASES?DATABASES?

Stores use them to keep track of Stores use them to keep track of inventory and to keep lists of loyal inventory and to keep lists of loyal customers. A software company could customers. A software company could keep records on their employees and keep records on their employees and

customerscustomers

• Travel Agents can keep up with their

customers and reservations and to get airline schedules for

clients•Doctors use them to keep appointments with patients

HOW COULD YOU USE A HOW COULD YOU USE A DATABASES? DATABASES?

You could use one to You could use one to organize your families organize your families recipes! Or you could recipes! Or you could

keep track of your friends keep track of your friends names and addressesnames and addresses

•To find specific records that match certain conditions i.e.: All of your friends who have the greatest amount of money

•Schools use databases to maintain an accurate list of students

PARTS OF A DATABASEPARTS OF A DATABASETHERE ARE FOUR COMPONENTS IN A DATABASE (a collection of related information):

•ENTRY: One piece of information

•RECORD: A group of related fields i.e.: Last Name, First Name, Address for Tommy Smith

•FIELD: Each field is one category of information i.e.: City A database usually contains many different categories

•FILE: A collection of related records. Think of it as a file in a filing cabinet – everything in that one file is that same exact paper, related to one piece of information. i.e.: A file about Susie Jones

PARTS OF A DATABASE CONT.PARTS OF A DATABASE CONT.

COMPUTER BRAND

PROCESSOR

MGHZ RAM

Dell Pentium III 2 256

Gateway Pentium II 550 128

IBM 486 66 16

Compaq Pentium I 75 24

PARTS OF A DATABASEPARTS OF A DATABASE

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

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

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

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

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

FieldField – a category of information. – a category of information. If you created a DB of your If you created a DB of your friend’s addresses that could be friend’s addresses that could be sorted by their last name~ ‘last sorted by their last name~ ‘last name’ would be a field.name’ would be a field.

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

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

EntryEntry – one piece of information that – one piece of information that is entered in the fields in a is entered in the fields in a database. database.

RecordRecord – all of the information about – all of the information about one subject or person in a electronic one subject or person in a electronic DBDB Record number – the number that Record number – the number that identifies the sequence of a record in identifies the sequence of a record in a database.a database.

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

MATHEMATICAL OPERATORS MATHEMATICAL OPERATORS

> Greater than> Greater than<< Less than Less than (would help (would help locate students under the age locate students under the age of 21)of 21)

== Equal to Equal to=> Greater than or equal => Greater than or equal to to (answers the question AT (answers the question AT LEAST)LEAST)

=< Less than or equal to=< Less than or equal to

<> <> Not equal toNot equal to**NOTE: There is not an operator for the **NOTE: There is not an operator for the

same assame as

Database Views:Database Views:Design ViewDesign View where you where you designdesign your your databasedatabase

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

Database Views:Database Views:Datasheet/List ViewDatasheet/List View displays the table data in a displays the table data in a row-and-column format.row-and-column format. used to enter dataused to enter data displays several records at one displays several records at one timetime

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

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

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

SortingSorting – arranging information in a – arranging information in a certain order either alphabetically or certain order either alphabetically or numerically. numerically. Ascending – sorting from smallAscending – sorting from smallestest to to larglargestest. Example: A – Z / 0 – 9 . Example: A – Z / 0 – 9 (young(youngestest to old to oldestest))

Descending – sorting from largDescending – sorting from largestest to to smallsmallestest. Example: Z – A or 9 – 0.. Example: Z – A or 9 – 0.

Filter/Query/Search Filter/Query/Search – a feature that – a feature that displays records that meet one or more displays records that meet one or more specific criteria (conditions)specific criteria (conditions) 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 whether records must satisfy one rule (OR) or if both rules must be satisfied (OR) or if both rules must be satisfied (AND).(AND).

Wildcard – use the asterisk * character Wildcard – use the asterisk * character to take the place of a word you do not to take the place of a word you do not know how to spell (unknown)know how to spell (unknown)

Creating a DatabaseCreating a Database Determine its PurposeDetermine its Purpose Name the DatabaseName the Database Create field names and data Create field names and data typestypes

Enter dataEnter dataAdjust field widths as Adjust field widths as neededneeded

Add and delete fields as Add and delete fields as neededneeded

Save the databaseSave the database To access a previously saved To access a previously saved database you must RETRIEVE the database you must RETRIEVE the databasedatabase

Manipulating a Manipulating a DatabaseDatabase Retrieve a database fileRetrieve a database file Sort the database file (…(E)Sort the database file (…(E)ST ST Words!)Words!) Use questions that involve Use questions that involve ascending and descending orderascending and descending order

If books are organized from the If books are organized from the momostst to the lea to the leastst expensive what expensive what sort order has been used $25.99-sort order has been used $25.99-$1.87$1.87

Filter/Query/Search the database fileFilter/Query/Search the database file To find a specific entry you would To find a specific entry you would search the databasesearch the database

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 Report Create a Report Name ReportName ReportChoose Layout and FormatChoose Layout and FormatChoose Fields to IncludeChoose Fields to IncludeDetermine a Sort OrderDetermine a Sort OrderCreate a Filter to display Create a Filter to display records that meet specific records that meet specific criteria in the databasecriteria in the database

If you edit you make If you edit you make changes to the record(s) changes to the record(s) in a databasein a database

PRINTING A DATABASEPRINTING A DATABASE

Print the DatabasePrint the DatabaseFirst you must retrieve the First you must retrieve the filefile

Choose page orientationChoose page orientationChoose whether you desire Choose whether you desire to print gridlines, record, to print gridlines, record, and field labelsand field labels

Preview and adjust as Preview and adjust as needed – if you find a needed – if you find a mistake erase it using the mistake erase it using the delete keydelete key

Print the databasePrint the database