1. Databases and Speadsheets
Lesson 4
Databases and Speadsheets
Lesson Objective: Understand the main features and differences between Database and Spreadsheet software.
Learning Outcome: Clearly identify the uses of both types of software and use the correct terminology when describing their functions.

2. Question
What’s the point of today’s lesson?

3. Which software do we use?
Database…
Microsoft Access
Spreadsheet…
Microsoft Excel
NB In the exam DO NOT mention specific software products like those above. Always refer to them as Database and Spreadsheet applications.

4. Table (FILE) structure
NB The exam board prefer to call these things FILES as and not Data Tables … try not to get confused
This is the FIELD NAME
This is a RECORD
Each Record contains at least one FIELD

5. Key features of databases
Storing large amounts of structured data (using data types and validation)
Searching for items (queries)
Sorting items (queries)
Producing Reports

6. Each table usually has a KEY FIELD.
File and Key Field
Each table usually has a KEY FIELD.
The Key Field is UNIQUE to the record.
The Key Field is used to refer to the record in other data tables (FILES)

7. Two features of key fields
They are UNIQUE to the record
They are used to REFER to the record in other files

8. Foreign key when in another table
Example
Key Field
PersonID
Name
Phone
Gender
SMIC001
Chris Smith M
JONA001
Angela Jones F
SMIC002
Charlie Smithers
WILB001
Barry Williams
OrderID
PersonID
ProductID
Date
Dispatched?
100
SMIC001
109
11/9/2008 Y
101
SMIC002 45
13/10/2008
102
JONA001 89
16/10/2008 N
103
125
26/10/2008
Key Field
Foreign key when in another table

9. Flat file / relational database
A flat file database does not make use of keys, the same data is often typed in repeatedly (in this example, the continent name)
A Relational database uses keys and foreign keys across the different data tables.

10. Queries
Queries are used to limit the number of fields, the number of records and to sort in order.
E.g:
[Continent] = ‘Europe’ AND [Population] >

11. Key features of spreadsheets
Formulas to make calculations
Appearance using features like cell fill and conditional formatting
Graphs and charts to display data.

12. Spreadsheets =B16*C16 Column Cell Row
Cells can contain Text, Numbers or Formulae. What is the formula in Cell D16?
=B16*C16

13. Conditional Formulas
What formula would you put in cell C3 to indicate a retake if the exam mark is below 40?
=IF( B3
< 40
,”Yes”
,”No” )

15. Graph plotting and charts
What would you do to create a chart to show the cost of feeding the animals?
Select the relevant data in columns, then apply the chart wizard