1. Databases

2.  A database is simply a collection of information stored in an orderly manner.  A database can be as simple as a birthday book, address book or telephone directory.  However, the term database is generally used to mean a collection of information which is stored on a computer.  In order to create and use your collection of information, you need to use a database application.  An example of a database application is Microsoft Access.

3. A database can be used for:  sorting records into a particular order e.g. by surname, starting at A;  searching through the records to find a particular one e.g. Mr Andrews  selecting records which fit certain conditions e.g. ‘All of the females who live in Warwickshire’

4. Before you can create your own database file you have to:  decide what data you will require to solve the problem;  think of a name for your database file;  plan what fields you are going to have;  decide on a key field;  plan how to collect and record the data before it is typed in.

5. Common data types used in databases are:  alphanumeric or text  number  date/time  currency  logical or yes/no

6. You will need to create a data capture form. Here is an example

7. To create a database you would normally have to:  produce a data capture form;  collect and record the data using your form;  create your database table;  choose the correct data types and field sizes  choose your field sizes  apply appropriate validation methods

8. To retrieve information from your database you can create a query condition. The database program then selects all records which match the condition. Query conditions can include:  comparisons based on  = (equal to)  < (less than)  > (greater than)  <>, >=,, >=, <=  the logical operators AND, OR and NOT;  comparisons with sub-strings.

9. You can sort the data in your file. This rearranges all of the records in relation to one particular field either into ascending or descending order. You can create a report. This is a professional way of displaying a set of records either in a table or obtained from one of your queries.