Databases

Ms. Scales

What is a Database?Database

A collection of data organized for fast search and retrieval

Examples:Telephone DirectoriesHospital RecordsCatalog Mailing ListsOnline EncyclopediasGoogle

Who Uses Computer Databases?

• Stores use them to keep track of inventory

• Travel Agents can keep up with their customers and reservations

•Hospitals track

patient information

• Customers online when shopping

• Students online when Researching information for school

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

DatabasesDatabase application

A program used to create databases and programs to track and manage information

Ex. Microsoft AccessDatabase Objects

The parts of a database, such as tables, forms, reports and queries

Table a collection of data about specific subjects

arranged in rows and columns Query

a set of instructions that retrieves data from one or more tables

Databases

Form an onscreen display where data can be added

or changed Report

a presentation of data formatted and organized for printing

Databases

Parts of a DatabaseFile

A collection of recordsRecord

Is a database file, containing multiple fields.

Parts of a Database Field

A category of information, the label at the top of the column that describes the kind of information to be stored in the column

Entry the information that is entered in the fields in a

database Layout

refers to the specific order and manner in which information is presented

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

Parts of a DatabaseRecord Number

the number that identifies the sequence of a record in a database

Data Type defines the type of information

which may be stored in a field.

Data Types Date and Time

used for storing dates and times in a specific format to allow you to know the age of an account or the time of an event

Logical can be one of two entries, Ex. YES or

NO, TRUE or FALSE, ON or OFF

Data TypesMemo

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

Numeric stores only numeric information

Data TypesText

stores alphanumeric information, also called a character field

Objectstores media information such as a

picture, clip art, a sound file, or any other non-text information

DatabaseFiles

RecordsFields Data Types

Entry Logical

Memo

Date and Time

Numeric

Text

Object

Using a DatabaseData Entry

the process of manually inputting data into a database program.

Can create field names and data types

Add and delete fields as neededOrganize information as desired

Searching a Database Search

to ask the database to look at all records which contain certain information or meet certain criteria.

Retrieve to find one or more specific records

Sort organizes the information in either ascending

or descending order

Mathematical Operators

> Greater than

< Less than

= Equal to

>= Greater than or equal to

<= Less than or equal to

<> Not equal to

How to Search Boolean

A particular way of searching a database. Boolean uses the words AND, OR, NOT. Ex. Cat AND Maine Coon

Keywords the terms you are searching for when you use

a database

How to Search

CriteriaConditions that are set in a Query

Filter To separate out and show records that have a

specific value

Creating a Database

Create Field Names and Data Types Enter Data Adjust Fields widths as needed Add or Delete Fields as needed Save the Database

Manipulating a Database

Retrieve a Database File Sort the Database File Filter/Query/Search the Database

Use questions that involve one to three criteria

Use questions that change the connecter from AND to NOT to OR

Manipulating a Database

Create a Report Name a Report Choose a Layout Choose Fields to Include Determine Sort Order Create a Filter

Database Views

Datasheet/List View – displays the table data in a row-and-column format. Used to enter data. Displays several records at one time.

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

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

formatting.

Printing a Database

Print the DatabaseChoose page orientationChoose whether you desire to print

gridlines, record, and field labelsPreview and adjust as neededPrint the database