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Databases. A database program can be used to:  sort a file into a different order  Maintain contact with clients  search through the records for a.

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Presentation on theme: "Databases. A database program can be used to:  sort a file into a different order  Maintain contact with clients  search through the records for a."— Presentation transcript:

1 Databases

2 A database program can be used to:  sort a file into a different order  Maintain contact with clients  search through the records for a matching string.  select records which fit certain conditions

3 Ready-made database files are available on:  The cloud  CD-ROM’s  By purchasing CRM or Database software on line.  Within other operating systems than Microsoft e.g. Android

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

5 Common data types used in databases are:  Boolean  Text  Number  Date  Integer  Currency  Logical

6 Data can be collected by recording it on a data capture form. This can be one of the following  questionnaire (form format)  questionnaire (table format)

7 To create a database you would normally have to:  produce a data capture form;  collect and record the data to be keyed it;  run the database program;  name the database file;  key in for each field its name, type and possibly its length;  choose a sort field;  enter the data into the database - one record at a time;  close or save the database.

8 To retrieve information from a file you can set up a query condition. The 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 A sort rearranges a file into a given order. A file can be sorted into ascending or descending order. A database report is a set of results from work on a database put together as a document for printing. A query language is the set of words and symbols which are used to retrieve information from a database.

10 Thank you for your interest in New Forest Back Office training on PowerPoint. We can train individually or in groups either at your work place or at our office training facility. Our fees are based on the task to train and the length of the training course We can train up to 5 people within each group, all training materials are supplied alongside a training booklet you will keep for future referral or


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