BUSINESS COMPUTER TECHNOLOGY 006 Utilize Database Software

WHAT IS A DATABASE? A database is an organized collection of related information. A computer program that can retrieve specific information from organized data.

Familiar Printed Databases Telephone Directories DISADVANTAGE OF A PRINTED TELEPHONE BOOK: You can NOT sort the listings(records) by any field but you can in an electronic telephone book! Address Books Encyclopedias & Dictionaries

Familiar Computerized or Electronic Databases SIMS (Student Information Management System) Electronic Mailing List Automated Card Catalog or library system The media center eliminated the card catalog with this version of computerized database. CD-Rom Encyclopedias & Electronic Dictionaries

Advantages/Benefits of Computerized Databases Speed Can hold MORE than 100 records Search to find a specific records that match certain conditions Keep an up-to-date listing of friends’ phone numbers Organizing your family’s favorite recipes Can save many records on a small diskette Can alphabetize and sort data faster than people Sorts information alphabetically or numerically Listings (records) can be sorted by any field (can easily change the sort order) Keeps accurate records of almost any type Is as accurate as the data that is entered Can make many different types of reports Can add, delete or edit data easily Can save many records on a small diskette

Who Uses computerized Databases? Stores use them to keep track of inventory Travel Agents can keep up with their customers’ appointments and reservations Hospitals track patient information.

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.

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.

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.

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.

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. 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. 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).

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

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

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

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

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