Databases Introduction

What is a Database? A DATABASE is a collection of related data. –Data is just another name for information.

Databases are the Most Common Type of Computer Program Used by –Business –Education –Libraries –Even Individuals You use databases almost every day, and don’t even know it!

Examples Phonebook –Even the one in your cell phone! Card Catalog –Paper or electronic Your Student Records Address Book A list of your MP3’s

Databases In many ways a database is similar to a spreadsheet. It can serve some of the same functions. For an end user a database can be easier to use, but is harder to set up.

Updating Databases When you update data in a database (table or form) it is automatically updated everywhere else. No need to do a “save”. –This is common to all database programs.

Database Table A TABLE is a collection of data in a row/column format. Not all programs let you see and edit in this format, but it is there. It looks a lot like a spreadsheet.

Related Tables A special type of database program is called a “Relational Database.” To make tables related you must have ONE common field that is unique to each record. Usually ID numbers serve this purpose. –Example: Driver’s license number.

Related Tables In a relational database the ID field can then be used to pull all of the related data together. –Example: A police officer checks to see if you have any moving violations. –Each ticket is a separate record. Your driver’s license number is the ID field that is used to pull all the records together. –The records could be on the state computer or local municipality’s computers.

Database Form A FORM is a window used to edit or add a record in a table. Normally you can only use ONE record in a form. –The exception is if you have a relational database. A record is a collection of information about one person, item or transaction.

Database Report A REPORT is a print out of specified fields in a table or tables. A REPORT gets it’s data from a Table or Tables.

Examples of a Report Phone Bill Cash register receipt Driver’s License TV Guide Search Engine Results Report Card

ENTERING/EDITING DATA Two methods: –Use a form. –Enter directly onto a TABLE. Tables look a lot like spreadsheets. –We will be learning to enter into a form.

The First Step in Designing a Database Break down your information into fields. For example: –Names are usually broken into 2 fields First Name Last Name –Addresses are broken into 4 or 5 fields Street address (Sometimes 2 fields, one line per field) City State Zipcode

Step 1 Continued Identify each field by type. –NUMBER fields are used in math operations. Grades, Dollar amounts etc. –Most others are TEXT fields Zipcodes and phone numbers would be TEXT fields because you don’t do math with them.

Step 2 Design the FORM –The software automatically does the table for you! –Most software allows you to design the form anyway you like.

Step 3 Start Entering Data! –Reports (Printouts) are a separate process. Reports can be custom or already designed for a particular purpose. A report card or cash register receipt are examples of reports. Even ID cards such as driver’s licenses are reports.

Next Class We will start using Filemaker Pro. It is one of many database programs. It’s easy to set up a database with this program.