1. BUSINESS COMPUTER TECHNOLOGY
006 Utilize Database Software

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

3. 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

4. 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

5. 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

6. 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.

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