Download presentation
Presentation is loading. Please wait.
1
BUSINESS COMPUTER TECHNOLOGY
006 Utilize Database Software
2
WHAT IS A DATABASE? A database is
an organized collection of related information.
3
Familiar Printed Databases
Telephone Directories Address Books Encyclopedias & Dictionaries
4
Familiar Computerized Databases
SIMS (Student Information Management System) Automated Card Catalog CD-Rom Encyclopedias
5
Advantages of Computerized Databases
Can find a specific file quickly Can alphabetize and sort data faster than people Is as accurate as the data that is entered Can make many different types of reports
6
WHO USES COMPUTERIZED DATABASES?
Stores use them to keep track of inventory Travel Agents can keep up with their customers and reservations Hospitals track patient information
7
PARTS OF A DATABASE Fields Record Entry COMPUTER BRAND PROCESSOR MGHZ
RAM Dell Pentium III 2 256 Gateway Pentium II 550 128 IBM 486 66 16 Compaq Pentium I 75 24 Record Entry
8
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.
9
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.
10
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.
11
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.
12
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).
13
MATHEMATICAL OPERATORS
> Greater than < Less than = Equal to >= Greater than or equal to <= Less than or equal to <> Not equal to
14
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
15
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
16
Manipulating continued
Create a Report Name Report Choose Layout and Format Choose Fields to Include Determine a Sort Order Create a Filter
17
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
Similar presentations
© 2025 SlidePlayer.com. Inc.
All rights reserved.