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Understanding Databases: Structure, Uses, and Benefits

A database is an organized collection of related information, exemplified by Microsoft Access. Familiar printed databases include telephone directories and address books, while computerized databases include systems like Student Information Management Systems and automated card catalogs. Key benefits of computerized databases include rapid file retrieval, sorting capabilities, and accurate reporting. This guide covers database components such as fields, records, and views, alongside functions for creating, manipulating, and printing databases, showcasing their practical applications in various fields.

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Understanding Databases: Structure, Uses, and Benefits

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  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

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