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. A DB organizes and stores information.

3. WHAT IS A DATABASE? • Allows the computer user to sort information • Can access specific records (complete set of information) easily • Applications software that acts like an electronic filing cabinet by organizing information

4. What is Database Applications Software? • Microsoft Access • This is a computer program that can retrieve specific information from organized data • What is the largest database in the world?

5. Familiar Printed Databases • Telephone Directories • Address Books • Encyclopedias & Dictionaries • (Encarta)

6. Familiar Computerized Databases • EZ Grade Pro • NCWise • Automated Card Catalog - Destiny • CD-Rom Encyclopedias

7. Advantages of Computerized Databases • Can find a specific file quickly • Can alphabetize and sort data (RECORDS) • Is as accurate as the data that is entered • Can make many different types of reports & hold millions of records • Add, delete or edit data easily

8. Advantages of Computerized Databases Cont. • Much FASTER than people or using paper • Very ACCURATE, organized information • Can find specific/accurate records that match certain conditions (criteria) • Fast way to keep an up-to-date list of friends and phone numbers

9. WHAT DO YOU THINK? • Can you name one advantage of using an electronic telephone book over a printed one? • How can lists be SORTED in a phone book? • Last Name • Zip Code • State • Area Code

10. WHO USES COMPUTERIZED DATABASES? • Stores use them to keep track of inventory and to keep lists of loyal customers. A software company could keep records on their employees and customers • 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

11. HOW COULD YOU USE A DATABASES? • You could use one to organize your families recipes! Or you could keep track of your friends names 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

12. PARTS OF A DATABASE • THERE 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

13. PARTS OF A DATABASE CONT. Fields Record Entry

14. PARTS OF A DATABASE • Data Type (Format) – the different types of data entered in a database; for example: number, text, date/time • 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.

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

16. 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 – one piece of information that is entered in the fields in a database. • Record – all of the information about one subject or person in a electronic DB • Record number – the number that identifies the sequence of a record in a database. • File – a collection of related records. Also known as a table in some database programs.

17. MATHEMATICAL OPERATORS > Greater than < Less than (would help locate students under the age of 21) = Equal to => Greater than or equal to (answers the question AT LEAST) =< Less than or equal to <> Not equal to **NOTE: There is not an operator for the same as

18. Database Views:Design View • where you design your database • place to create field names and data types for a database.

19. 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

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

21. DATABASE FUNCTIONS • Database Report – allows one to organize, summarize, and print selected portions of a database. • Sorting – arranging information in a certain order either alphabetically or numerically. • Ascending – sorting from smallest to largest. Example: A – Z / 0 – 9 (youngest to oldest) • Descending – sorting from largest to smallest. Example: Z – A or 9 – 0. • Filter/Query/Search – a feature that displays records that meet one or more specific criteria (conditions) • 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). • Wildcard – use the asterisk * character to take the place of a word you do not know how to spell (unknown)

22. Creating a Database • Determine its Purpose • Name the Database • Create field names and data types • Enter data • Adjust field widths as needed • Add and delete fields as needed • Save the database • To access a previously saved database you must RETRIEVE the database

23. Manipulating a Database • Retrieve a database file • Sort the database file (…(E)ST Words!) • Use questions that involve ascending and descending order • If books are organized from the most to the least expensive what sort order has been used $25.99-$1.87 • Filter/Query/Search the database file • To find a specific entry you would search the database • Use questions that involve one, two, and three criterion • Use questions that change the connector term from and to or

24. Manipulating continued • Create a Report • Name Report • Choose Layout and Format • Choose Fields to Include • Determine a Sort Order • Create a Filter to display records that meet specific criteria in the database • If you edit you make changes to the record(s) in a database

25. PRINTING A DATABASE • Print the Database • First you must retrieve the file • Choose page orientation • Choose whether you desire to print gridlines, record, and field labels • Preview and adjust as needed – if you find a mistake erase it using the delete key • Print the database