DatabasesCompetency
Explain advanced database concepts and functions.
Retrieving Data1. Open the database program
2. Select the desired database file and click open.
Open a Table in a Database File
Select the proper table to open
Displaying Database Tables
Example: DATASHEET VIEW of the MusicFun Table from the TUNES database
Use Filters to Select Data Filter: Displays records in a database that match
specified criteria. Advantages of using filters
Easier to use than query Fast
Disadvantages of filters All fields are displayed when using a filter Cannot save filters like queries
Types of filters By Form (key criteria into a form; more flexible because criteria can
be set for more than one field) By Selection (quick/easy option by highlighting a cell as criteria) Excluding Selection (excludes data highlighted in cell) Advanced Filter/Sort (works like a query)
Advanced Filter/Sort Menu
Choose the RECORDS Menu,
FILTER command,
Advanced filter/sort
Build a Query
Query: A database object that allows the user to select records/data from a database using multiple criteria (comparison operators) and arrangement (sorting) standards. Advantages
Queries can be saved Each table can be associated with multiple queries
Set Conditions for Query
Field Affected
Sort Order
Criteria: ‘Release Date’ > ‘7/01/2004’
Comparison Operators for Queries and Filters
Equals = Does not equal<> Between and between and Less than < Greater than > Equal to or less than <= Equal to or greater than >=
Query: Advanced Criteria AND Condition: Uses the same row in the
Query Design window The AND condition reduces the number of
records because both conditions must be met.
OR Condition: Uses different rows in the Query Design window The OR condition increases the number of
records because records are selected if either condition is met.
Query: AND Condition
Criteria: Genre = “Rock”
AND
Release Date after 2002
Results
AND condition listed on ONE line
Query: OR ConditionResults
Genre = Country OR Rock
And Release Date Greater than 01/01/2000
OR Condition takes 2 lines!
Search Records
To search for specific records, select Find command from the Edit menu.
Key the search string (data) in the dialog box. Key “where” to find the records (which table).
Similar to Find/Replace commands in other programs Not case sensitive
Sorting To sort is to arrange data in a specific order.
Ascending sort: Alphabetical order (A to Z) or numerical order (1 to 9)
Descending sort: Reverse alphabetical order (Z to A) and largest to lowest number (9 to 1)
Simple sort: Arranges by only one field Complex sort: Arranges data by multiple fields (first
field, primary; second field, secondary)
Sort Using the ToolbarAscending
Descending
Complex Sort
Multiple field sort:
Primary sort – first field chosen
Secondary sort – second field chosen
Datasheet View Sort
In Datasheet View, sorted fields must be highlighted and adjacent (sides touching). Sort priority: sort left to right
Leftmost column (field) = primary sort Next field = secondary sort
The Database ReportA database object used to organize, summarize, and print all or some of the data in a database.
Advantages of a Report Data is viewed in an attractive format
Allows variations in fonts, colors, shading, and borders
Allows page layout design Allows images to be inserted
Shows specific fields or selected records rather than an entire table
Allows records to be grouped/sorted with summaries and totals
Displays fields from multiple tables
Plan and Create a Report Determine the table/queries to be used in
the report Determine what fields/data will be desired
in the report Plan the groupings and summary totals if
desired Enhance the appearance and design
before printing
Determine the Fields Required Using the Report Wizard, select the desired fields for the report from the table or query.
Organize the Report with GroupingThis report will be “grouped” by name.
Sort Data in the Report Sorting a field within the selected group will further organize the report.
Design the Appearance
Follow the Wizard’s Next Steps to format the design, style, and appearance of the report.
Name and preview the completed report.
Insert Pictures/Customize Database Reports
Insert pictures, labels, text boxes, and other graphic elements while in Design View.
Database Relationships
Relationship - A linked connection between two tables that share a common field. Join Line - graphically represents the
relationship between two tables The related field between the two tables must
be of the same data type and size
Establishing Relationships
One record in the Student Table is related to one record in the Participation Table
Relationship established between two tables