WHAT%20IS%20A%20DATABASE?

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BUSINESS COMPUTER TECHNOLOGY
006 Utilize Database Software
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WHAT IS A DATABASE?

• A database is
• an organized collection of related information.

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Familiar Printed Databases

• Telephone Directories

• Address Books

• Encyclopedias Dictionaries

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Familiar Computerized Databases

• SIMS (Student Information Management System)

• Automated Card Catalog

• CD-Rom Encyclopedias

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Advantages of Computerized Databases

• Can find a specific file quickly
• Can alphabetize and sort data faster than people
• Is as accurate as the data that is entered
• Can make many different types of reports

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WHO USES COMPUTERIZED DATABASES?

• Stores use them to keep track of inventory

• Travel Agents can keep up with their
  customers and reservations

• Hospitals track
• patient information

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PARTS OF A DATABASE
Fields
COMPUTER BRAND PROCESSOR MGHZ RAM
Dell Pentium III 2 256
Gateway Pentium II 550 128
IBM 486 66 16
Compaq Pentium I 75 24
Entry
Record
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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.

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Parts of a Database - contd

• 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.

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Parts of a Database - contd

• 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.

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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.

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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).

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MATHEMATICAL OPERATORS

• gt Greater than
• lt Less than
• Equal to
• gt Greater than or equal to
• lt Less than or equal to
• ltgt Not equal to

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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

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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

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Manipulating continued

• Create a Report
• Name Report
• Choose Layout and Format
• Choose Fields to Include
• Determine a Sort Order
• Create a Filter

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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