1. Types of data
This presentation differentiates between ICT professional and end users.

2. Data types
Is data always words or numbers?
No. Here are the data types available in Access.
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Text, Memo, Number, Date/Time, Currency, AutoNumber, Yes/No, OLE Object, Hyperlink, Lookup Wizard
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3. Text
In a database, what field names would expect data type text?
Surname
Address line 1
Mode of transport
Telephone number*
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4. Telephone number
Why is treated as text?
Although the data is made up of numbers this is really a code. Telephone numbers used to contain letters as well.
Databases can include calculated fields but calculations cannot be formed with telephone numbers.
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5. Memo
Memo fields enable you to enter continuous, free response text. You do not have to specify the field length as you would with a text field.
The maximum length is 65,535 characters.
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6. Number
This one is very straightforward. It is used to store numerical data.
Remember that Access can use these fields to carry out calculations – a calculated field.
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7. Date and Time
You can set these fields to store a date or time or both. The Input Mask lets you choose how you want it displayed.
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8. Currency
Currency fields are the same as numbers but set to 2 decimal places.
They also display the currency symbol, for example £, €.
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9. Auto number
This field will automatically number your records.
It will not allow duplicates so you could use this field as the key field.
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10. Yes/No
A logical field expects the data to be Yes or No, or True or False. Data entry is done by ticking the box using the mouse. James and Maureen have passed, David has not.
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11. OLE Object
This data type enables you to include pictures or sounds in your database.
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12. Hyperlink
This will put a hyperlink on your reports, perhaps the subject’s address or a webpage.
You may have address as a field but this will enable you to access it.
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13. Lookup
A lookup simplifies data entry as you can select from a drop down box. Here, you select the name of the GP without having to type it in.
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14. Summary
Data on its own has no meaning. 16,31,17,04,20,39 is just a series of numbers. Once processed it becomes information, for example, the data is a string of candidate numbers and marks.
The candidate numbers can be looked up to find candidate name. The marks can be looked up in a table of grade boundaries. So the information would be:
Robinson, B C Grade
Leighton, M U Grade
Ahmed, M B Grade
Data is input to a computer system and, after processing, becomes information.