WHAT IS A DATABASE? A database is an organized collection of related information. A DB organizes and stores information. an organized collection of related information. A DB organizes and stores information.

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

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

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

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

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

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

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

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 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

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 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

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

PARTS OF A DATABASE CONT. COMPUTE R BRAND PROCESSO R MGHZRAM DellPentium III2256 GatewayPentium II IBM CompaqPentium I7524

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

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. 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. 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 – 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. 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. File – a collection of related records. Also known as a table in some database programs.

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

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

Database Views: Datasheet/List View displays the table data in a row-and- column format. displays the table data in a row-and- column format. used to enter data used to enter data displays several records at one time displays several records at one time

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

DATABASE FUNCTIONS Database Report – allows one to organize, summarize, and print selected portions of a database. 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. 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) 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. 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) 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). 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) Wildcard – use the asterisk * character to take the place of a word you do not know how to spell (unknown)

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

Manipulating a Database Retrieve a database file Retrieve a database file Sort the database file (…(E)ST Words!) Sort the database file (…(E)ST Words!) Use questions that involve ascending and descending order 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 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 Filter/Query/Search the database file To find a specific entry you would search the database To find a specific entry you would search the database Use questions that involve one, two, and three criterion Use questions that involve one, two, and three criterion Use questions that change the connector term from and to or Use questions that change the connector term from and to or

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

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