Transcript What is a database? - Nowfeek MIT Online Information Source

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Unit 3
3.4 Database
Management System
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What is a database?
It’s an organized collection
of data, related to a
particular subject or
purpose.
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Databases are actually much more
powerful than spreadsheets. You
can manipulate data much more
easily using a database.
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Some of the actions that you can perform on a
database that would be difficult (if not impossible )to
perform on a spreadsheet are:
 Retrieve all records that match certain criteria
 Update records in bulk
 Cross-reference records in different tables
 Perform complex aggregate calculations
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Retrieve all records that match certain criteria
Index
Number
1
Name
Janaka Saman Kumara
District
Galle
Students from Galle
2
Priyantha Ilukdeniya
Hambantota
3
Nirmala Dilrukshi
Anuradapura
4
5
Samanthi Iddamalgoda
Gunarathna Maddumage
Index
Numbe
r
Name
District
Galle
1
Janaka Saman Kumara
Galle
4
Samanthi Iddamalgoda
Galle
6
Bandula Kariyawasam
Galle
Hambanthota
6
Bandula Kariyawasam
Galle
7
Chandrarathna de Silva
Kalutara
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Cross-reference records in different tables
Index
Number
1
2
3
4
Name
Janaka Saman Kumara
Priyantha Ilukdeniya
Nirmala Dilrukshi
Samanthi Iddamalgoda
Index
Number
Qualifications
1
OL
2
AL
3
OL
4
OL
5
GRADE 10
6
BA
7
AL
District
Galle
Hambantota
Anuradapura
Galle
5
Gunarathna Maddumage
Hambanthota
6
Bandula Kariyawasam
Galle
7
Chandrarathna de Silva
Kalutara
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Data Base Management Systems
(DBMS)
• Access
• FileMaker Pro
• Oracle or
• SQL Server
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DBMS
Provides you with the software
tools you need to organize data in a
flexible manner.
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You can
Add data to the database
 Modify or delete data from the
database
 Ask questions (or queries) about
the data stored in the database
and
 Produce reports summarizing
selected contents

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A DBMS contains several objects
 Tables
 Queries
 Forms
 Reports etc.
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Tables allow us to create the
framework for storing information
in a database.
How Access stores data in
Tables
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• Like all other databases, Access 2007 stores
data in tables. They look a lot like the cells
of a spreadsheet with columns and rows.
Each horizontal column represents a table
record, and each vertical column represents
a table field. See Table example below:
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A table organizes data into
columns
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and Rows
No
Name
Sex
DOB
Sunil
Male
05/07/2005
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001
002
003
004
005
A row represent a RECORD
containing all the information
about one item (or entity).
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No
Name
Sex
001
M
002
M
003
M
004
M
005
M
DOB
A column represent a FIELD
containing the same type of
information about every record.
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Number
1
Name
Sunil
District
Galle
Tel.No.
2285462
2
Jagath
Matara
2245231
3
Nishani
Kalutara 2234752
FIELD
FIELD
NAMES
RECORD
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If a database only stores
information it would be useless.
- We need to retrieve information
as well.
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Retrieve information on those living in Galle
Index
Numbe
r
Name
District
1
Janaka Saman Kumara
Galle
2
Priyantha Ilukdeniya
Hambantota
3
Nirmala Dilrukshi
Anuradapura
4
Samanthi Iddamalgoda
Index
Numbe
r
Name
District
Galle
5
Gunarathna Maddumage
Hambanthota
6
Bandula Kariyawasam
Galle
7
Chandrarathna de Silva
Kalutara
1
Janaka Saman Kumara
Galle
4
Samanthi Iddamalgoda
Galle
6
Bandula Kariyawasam
Galle
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If you simply want to recall
the information stored in a
table
 you can open the table and
scroll through the records
contained within it
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Or

You can query the table so
that it can retrieve data
according to your request with
the use of QUERIES
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Forms are user-friendly
interfaces that allow users to enter
information in a graphical form.
That information can be directly
passed to the database.
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Information could be retrieved
from our database through the use
of queries in a tabular form .
-- not exactly the most attractive
marketing material!
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Reports
provide attractively formatted
summaries of the data contained
in one or more tables and/or
queries.
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Reports allow the inclusion of
graphics, attractive formatting
and pagination.
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Offer an organized mechanism
for storing, managing and
retrieving information through the
use of tables
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Microsoft Access
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How to start Microsoft Access
1
2. Click here
1. Click here
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2
1. Select
this
2. Click
this
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3
1. Enter a file
name here
2. Click
here
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4
Microsoft Access Database window
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Database
objects
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To create a table in Design view:
3. Click
1. Select
2. Select
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1. Select
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2. Click
2. Select the Data
Type by clicking
the down arrow
1. Enter
Field Name
here
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3. Type a
descriptio
n
here
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To Save the table
1. Click File
2. Select Save
3. Type a file name
4. Click OK
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We can use two methods to place
information into tables
By opening the table and
adding data
 By using a user friendly
graphical FORM to add data

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To Open the table
1. Select the
table
2. Click
Open
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Data Sheet view
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Record 1
Record 2
Record 3
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Thank You