**Database Notes** New Unit Plan Microsoft Access - known as a database management system or DBMS Database – a collection of organized information. Can be: - electronic (pizza hut) - manual (asst. principal’s office) Table - is used to store data in records and fields (like a spreadsheet) 1

Topic: Databases (Access) EQ: What is a database and what are the objects used in MS Access? 4 Parts of a Database: 1. File – collection of records  Google, Amazon, AP discipline records, Customers 2. Record – collection of fields and entries.  A website in Google, an item in Amazon, your folder in AP office. 2

4 parts of a database…….cont’d 3. Field – specific category of information. 4. Entry – Data put in to a field. Name: Address: DOB: Phone #: Gender: Jon Bon Jovi 1254 Music Dr. March 2, Male 3

Database Notes Most Important Thoughts in Setting up a Database: 1. What is the purpose? File Name & Records 2. What information is needed? Fields & Entries 3. How do you want to display the information? Forms, Sorts, Queries, Reports Primary Key – The field in a table that makes each record unique (ID field) – Student ID, Soc Sec # 4

Main Features of a Database - NOTES A. Contains large amounts of information. B. Arranged into categories. (fields) C. Organizes information so it can be used and analyzed efficiently. (Sorting) D. Retrieves information. (Query) E. Sorts information. 5

Access Database Objects: Table, Form, Report, Query Object Wizard – step-by-step process for creating objects in a database. Table Design View – a view in which you can add, edit, and delete fields and data types. Topic: Databases (Access) EQ’s: 1. What are examples of databases used at school and in our society? 2. What is a database and what are the objects used in MS Access? 3. Explain the difference between FILE, RECORD, FIELD, AND ENTRY in a DB. 6

Database Notes Data Type – the type of data that a field is designed to hold (i.e. Text, number, Look up Wizard, date, etc.) Form – shows the fields for one record on one screen. Created from a table. – Label – text box that identifies field name (form design view) – Field Box – field name where entries are typed (form design view) Report – a document set up to print records from a table or query. 7

Sort – To arrange records in a certain order (Ascending or Descending). Query – To search for specific info in a database. DATABASE QUIZ very soon!! Topic: Databases (Access) EQ’s: 1. What are examples of databases used at school and in our society? 2. What is a database and what are the objects used in MS Access? 3. Explain the difference between FILE, RECORD, FIELD, AND ENTRY in a DB. 8

Queries Query – To search for specific information in your database Query Design view – View that allows you to choose the fields in a query, to sort, and to set criteria Boolean Operators Common Query Symbols – see Unit Plan <> = Like And Or Is Null Is Not Null * is WILD 9

Database Notes Filter – To display only certain records. Filter by Selection – To filter based on the data in a current field. (selecting) Filter by Form - To show a form that allows you to enter criteria for the filter. (entering) Apply or Remove Filter - 10