Transcript 7.01 - South Columbus High School

Database
Competency 7.00
Objective 7.01
Demonstrate basic database
concepts and functions.
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.
Examples of Databases
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Telephone book
Library card catalog
Student data (NCWISE)
CD/DVD collection
Personal address book
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Customer contact list
Houses for sale
Hospital/patient data
Business stock inventory
Internet search engines
database
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
Elements of a Database
in 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.
Elements in Descending Order
1. File
2. Records
3. Fields
4. Entry
2. Rows represent
RECORDS.
4. Each cell holds an
ENTRY.
3. Columns
represent
FIELDS.
Steps for Designing a Database
1. PLAN and DESIGN the database.
2. Determine the FIELDS.
3. Determine the SIZE of the fields.
4. Determine the TYPE of fields.
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.
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).
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.
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.
Step 3Create a Table Using Design View
One method
available for
creating a
new database
table in this
application.
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.
Step 5Save the Table
and Create a Primary Key
Save the TABLE with an
appropriate filename.
Multiple tables can be saved in
ONE database file.
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.
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
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.
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.
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.
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.