1. End Show 3.4 Database Management System Unit 3

2. End Show What is a database? It’s an organized collection of data, related to a particular subject or purpose.

3. End Show Databases are actually much more powerful than spreadsheets. You can manipulate data much more easily using a database.

4. End Show Some of the actions that you can perform on a database that would be difficult (if not impossible )to perform on a spreadsheet are: Retrieve all records that match certain criteria Update records in bulk Cross-reference records in different tables Perform complex aggregate calculations

5. End Show Index Number NameDistrict 1Janaka Saman KumaraGalle 2Priyantha IlukdeniyaHambantota 3Nirmala DilrukshiAnuradapura 4Samanthi IddamalgodaGalle 5Gunarathna MaddumageHambanthota 6Bandula KariyawasamGalle 7Chandrarathna de SilvaKalutara Index Numbe r NameDistrict 1Janaka Saman KumaraGalle 4Samanthi IddamalgodaGalle 6Bandula KariyawasamGalle Retrieve all records that match certain criteria Students from Galle

6. End Show Index Number NameDistrict 1Janaka Saman KumaraGalle 2Priyantha IlukdeniyaHambantota 3Nirmala DilrukshiAnuradapura 4Samanthi IddamalgodaGalle 5Gunarathna MaddumageHambanthota 6Bandula KariyawasamGalle 7Chandrarathna de SilvaKalutara Index Number Qualifications 1OL 2AL 3OL 4 5GRADE 10 6BA 7AL Cross-reference records in different tables

7. End Show Data Base Management Systems (DBMS) Access FileMaker Pro Oracle or SQL Server

8. End Show Provides you with the software tools you need to organize data in a flexible manner. DBMS

9. End Show Add data to the database Modify or delete data from the database Ask questions (or queries) about the data stored in the database and Produce reports summarizing selected contents You can

10. End Show A DBMS contains several objects  Tables  Queries  Forms  Reports etc.

11. End Show Tables allow us to create the framework for storing information in a database.

12. End Show How Access stores data in Tables Like all other databases, Access 2007 stores data in tables. They look a lot like the cells of a spreadsheet with columns and rows. Each horizontal column represents a table record, and each vertical column represents a table field. See Table example below:

13. End Show A table organizes data into columns

14. End Show and Rows

15. End Show A row represent a RECORD containing all the information about one item (or entity). 004Sunil Male 05/07/2005 No 001 002 003 005 No 001 002 003 005 NameSexDOBNameSexDOB

16. End Show A column represent a FIELD containing the same type of information about every record. NameSexDOBNameSexDOB 004 No 001 002 003 005 No M M M M M

17. End Show 2234752KalutaraNishani3 2245231MataraJagath2 2285462GalleSunil1 Tel.No.DistrictNameNumber RECORD FIELD NAMES

18. End Show If a database only stores information it would be useless. - We need to retrieve information as well.

19. End Show Index Numbe r NameDistrict 1Janaka Saman KumaraGalle 4Samanthi IddamalgodaGalle 6Bandula KariyawasamGalle Retrieve information on those living in Galle Index Numbe r NameDistrict 1Janaka Saman KumaraGalle 2Priyantha IlukdeniyaHambantota 3Nirmala DilrukshiAnuradapura 4Samanthi IddamalgodaGalle 5Gunarathna MaddumageHambanthota 6Bandula KariyawasamGalle 7Chandrarathna de SilvaKalutara

20. End Show If you simply want to recall the information stored in a table you can open the table and scroll through the records contained within it

21. End Show You can query the table so that it can retrieve data according to your request with the use of QUERIES Or

22. End Show Forms are user-friendly interfaces that allow users to enter information in a graphical form. That information can be directly passed to the database.

23. End Show Information could be retrieved from our database through the use of queries in a tabular form. -- not exactly the most attractive marketing material!

24. End Show Reports provide attractively formatted summaries of the data contained in one or more tables and/or queries.

25. End Show Reports allow the inclusion of graphics, attractive formatting and pagination.

26. End Show Offer an organized mechanism for storing, managing and retrieving information through the use of tables

27. End Show Microsoft Access

28. End Show 1. Click here 2. Click here How to start Microsoft Access 1

29. End Show 2 1. Select this 2. Click this

30. End Show 1. Enter a file name here 2. Click here 3

31. End Show 4 Microsoft Access Database window

32. End Show Database objects Database objects Database objects Database objects

33. End Show To create a table in Design view: 1. Select 2. Select 3. Click

34. End Show 1. Select

35. End Show 2. Click

36. End Show 1. Enter Field Name here 2. Select the Data Type by clicking the down arrow 3. Type a descriptio n here

37. End Show To Save the table 1.Click File 2.Select Save 3.Type a file name 4.Click OK

38. End Show We can use two methods to place information into tables By opening the table and adding data By using a user friendly graphical FORM to add data

39. End Show 1. Select the table 2. Click Open To Open the table

40. End Show Data Sheet view

41. End Show Record 1 Record 2 Record 3

42. End Show Thank You