BUSINESS COMPUTER TECHNOLOGY

1. BUSINESS COMPUTER TECHNOLOGY 006 Utilize Database Software

2. WHAT IS A DATABASE? A database is an organized collection of related information. Microsoft’s database program is called Microsoft Office Access.

3. Familiar Printed Databases • Telephone Directories • Address Books • Encyclopedias & Dictionaries

4. Familiar Computerized Databases • SIMS (Student Information Management System) • Automated Card Catalog • CD-Rom Encyclopedias

5. Databases that might be helpful to your or your family • A database organizing your CD or movie collection • A database of family recipes • A database of your book collection • A database of your baseball card collection Anything that you collect could be entered in a database to help you organize and sort quickly thru.

6. 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

7. 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

8. Fields PARTS OF A DATABASE Record Entry

9. PARTS OF A DATABASE • Data Type (Format) – the different types of data entered in a database; for example: number, text, date/time, etc. • Date and Time – used for storing dates and times in a specific format to allow you to do such things as aging an account or time an event. • Logical – can be one of two entries, basically YES or NO (ON or OFF -TRUE or FALSE). • Memo – used for information that does not fit easily into a category such as notes or comments.

10. Parts of a Database - cont’d • Numeric – used to store purely numeric information. • Object – used for other media types that might include a picture of an employee or product, a sound file, a clip-art image, or any other type of non-text entry. • Text – used to store alphanumeric information. May also be called a character field. • Field – a category of information. (the label for your columns)

11. Parts of a Database - cont’d • Field Name – A label at the top of a database 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. • Record – a complete set of field entries. • Record number – the number that identifies the sequence of a record in a database. • File – a group of records. Also known as a table in some database programs.

12. 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.

13. DATABASE FUNCTIONS • Database Report – allows one to organize, summarize, and print selected portions of a database. • Sorting – arranging information in alphabetical or numerical order. • Ascending – sorting from smallest to largest. Example: A – Z or 0 – 9, shortest to tallest • Descending – sorting from largest to smallest. Example: Z – A or 9 – 0, tallest to shortest • Filter/Query/Search – a feature that displays (looks for) records that meet one or more specific criteria. • Connectors – words like OR and AND used in searching databases which indicate whether records must satisfy one rule (OR) or if both rules must be satisfied (AND).

14. MATHEMATICAL OPERATORS > Greater than < Less than = Equal to >= Greater than or equal to <= Less than or equal to <> Not equal to

15. Creating a Database • Create field names and data types • Enter data • Adjust field widths as needed • Add and delete fields as needed • Save the database

16. Manipulating a Database • Retrieve a database file • Sort the database file • Use questions that involve ascending and descending order • Filter/Query/Search the database file • Use questions that involve one, two, and three criterion • Use questions that change the connector term from and to or

17. Manipulating continued • Create a Report • Name Report • Choose Layout and Format • Choose Fields to Include • Determine a Sort Order • Create a Filter

18. PRINTING A DATABASE • Print the Database • Choose page orientation • Choose whether you desire to print gridlines, record, and field labels • Preview and adjust as needed • Print the database

19. Questions to ask yourself 1-How to you write the mathematical operator “equal to or greater than”? 2-What would be an appropriate filed name for a database that lists your friend’s personal interests? 3-How would you put a class of students in order from shortest to the tallest? 4-What does searching a database mean? 5-Which of these is an example of descending order? A. A to Z B. Last name C. Z to A D. 0 to 9 6-If you had a database of names and phone numbers, what would LAST NAME, FIRST NAME, and PHONE NUMBERS be examples of?

20. Answers 1- => 2-Hobbies 3-Sort by height in ascending order 4-looking for records that meet certain conditions 5-Z to A 6-Fields