Database Competency 7'00

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DatabaseCompetency 7.00
Database Fundamentals

• Objective 7.01
• Demonstrate basic database concepts and functions.

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What is a Database?

• A database is a collection of data organized so
  its contents can easily be accessed, managed, and
  updated. It is an efficient means of storing and
  retrieving data and printing reports from the
  stored data.
• For example, a database is like a file cabinet
  that holds multiple records.

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Examples of Databases

• Telephone book
• Library card catalog
• Student data (NCWISE)
• CD/DVD collection
• Personal address book

• Customer contact list
• Houses for sale
• Hospital/patient data
• Business stock inventory
• Internet search engines database

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Advantages of a Database

• Faster and more efficient than a traditional
  method of maintaining records, such as a manual
  filing system
• Easy to make changes, delete information, and
  insert information
• Print various reports from the same database
• Search data electronically
• Show relationships between different tables in a
  database
• Ex NCWISE attendance/grades/discipline

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Elements of a Databasein Descending Order

• File All records, fields, and entries in a
  database a collection of information treated as
  an individual unit.
• Record A group of related fields of
  information. Everything on ONE ROW is a record.
• Field One item or bit of information in a
  record represented by a column.
• Entry Data and formulas that are typed into a
  field.

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Elements in Descending Order
1. The filename represents a FILE.
3. Columns represent FIELDS.

• File
• Records
• Fields
• Entry

2. Rows represent RECORDS.
4. Each cell holds an ENTRY.
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Steps for Designing a Database

• PLAN and DESIGN the database.
• Determine the FIELDS.
• Determine the SIZE of the fields.
• Determine the TYPE of fields.

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Step 1?Plan and Design the Database

• Determine the purpose of the database file.
• Include all fields necessary to ensure efficient
  sorting and retrieving of specified data.
• Project how the fields may be used for reporting
  purposes.
• Decide which fields would possibly be used in a
  variety of reports.

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Step 2 Create the Database
Starting Point
OPEN a blank database file. What is a blank
database? A database file that does not yet
contain any objects (i.e., tables, queries,
reports, forms).
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Step 2 Create the Database . .
Determine the database FILENAME and drive
location to save before beginning the document.
The default name is db1 for the first database
saved in Access.
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Step 2?Create the Database

• Database programs assign specific file extensions
  to saved files. Access uses .mdb.
• Ask the instructor WHERE files should be saved.

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Step 3?Create a Table Using Design View
One method available for creating a new database
table in this application.
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Step 4?Input and Define Fields
Numbers NOT used in calculations or that contain
symbols should be classified as TEXT, not as
numbers.

• Keyboard Commands
• Arrow keys
• Cursor movement keys
• Enter key
• Tab key
• Shift tab
• Page up/down.

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Step 5?Save the Tableand Create a Primary Key
Save the TABLE with an appropriate filename.
Multiple tables can be saved in ONE database
file.
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Step 5?Save the Table and Create a Primary Key
Set a PRIMARY KEY if multiple tables in a
database will be related to each other.
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Step 6?Define the Primary Key

• Definition of a Primary Key The field that
  uniquely identifies each record in a table. These
  fields cannot be duplicated.
• Examples
• Social security number
• Student ID fingerprints
• Vehicle identification numbers (VINs)
• Product numbers

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Step 7?Input Records
What is Design View? A view for adding, editing,
and deleting fields from the table, changing
field types and descriptions, setting a primary
key, and formatting entries.
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Step 7?Input Records
What is Datasheet View? The table view which
shows the field names for multiple records the
view is set up in rows (records) and columns
(fields). Records can easily be keyed into the
datasheet view.
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Closing the Database

• Close the database file by using the menu command
  of FILE/Close or by clicking the close button.
• A prompt may appear asking if changes should be
  saved.
• Remember, database filenames were created when a
  new database file was opened.

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Alternative Input Devices

• Creating a database, inputting data, or saving a
  database can also be performed by using these
  alternate methods
• Speech recognition input and commands
• Pocket PCs
• Tablet PCs with handwriting recognition.