Lesson 13 Databases Unit 2—Using the Computer

Computer Concepts BASICS - 22 Objectives Define the purpose and function of database software. Identify uses of databases. Identify and define the components of a database. Plan a database. Create a table using a wizard.

Computer Concepts BASICS - 33 Objectives (cont.) Enter records in a table. Add a form using a wizard. Create a query using a wizard. Create a report using a wizard.

Computer Concepts BASICS - 44 Database Software Defined A database is a collection of related data. Address lists Membership lists Customer files Inventory files You can merge Database files with other documents, such as letters and labels.

Computer Concepts BASICS - 55 Database Structure Database structure Field: Individual piece or item of information Record: Collection of related fields Table: Group of records

Computer Concepts BASICS - 66 Creating a New Database Start Access and click Blank Database. The database is given a name when Access starts. The database is made up of objects. Tables Queries Forms Reports

Computer Concepts BASICS - 77 Creating a Table Enter field information. Field names can have up to 64 characters and spaces. Keep field names short and descriptive. Identify data type. Identify the type of data to be entered. Data types include text, number, memo, currency, and Yes/No.

Computer Concepts BASICS - 88 Creating a Table (cont.) Include a description. Describe information in the field; a description is not always necessary. Complete the Field Properties items. This section is for any special formatting that may be needed, such as the size of the field.

Computer Concepts BASICS - 99 Creating a Table (cont.) Identify the primary key field. This uniquely identifies a field for each record. Save the table.

Computer Concepts BASICS Adding Records to a Table Two options to enter data Enter data in Datasheet view. Enter data in Form view. Navigating in Datasheet view:

Computer Concepts BASICS Printing a Table Print from Datasheet view. Print in landscape orientation. Print all records or selected records.

Computer Concepts BASICS Sorting a Table Arrange records in order. Ascending order arranges records from A to Z or smallest to largest. Descending order arranges records from Z to A or largest to smallest.

Computer Concepts BASICS Modifying the Table Structure Insert or delete fields. When a field is deleted, all data in the field is deleted. Change formatting features. Change data types.

Computer Concepts BASICS Data Types

Computer Concepts BASICS Creating and Using Forms A form is an object you use to input, maintain, view, and print records in a database one record at a time. You can format a form with graphics.

Computer Concepts BASICS Querying a Database A query is a question you ask about data stored in a database. Search for specific records that meet given criteria. Comparison operators are used to match criteria.

Computer Concepts BASICS Querying a Database (cont.) Comparison operators Equal Not equal Greater than Greater than or equal to Less than Less than or equal to Between and And

Computer Concepts BASICS Creating and Using a Report Reports provide the contents of a database in customized formats. Reports summarize data. Reports may include all or selected records.

Computer Concepts BASICS Summary Databases allow for organizing, storing, maintaining, retrieving, and sorting data. The components of a database are objects. These include tables, queries, forms, and reports. You should plan the database structure first and then create it.

Computer Concepts BASICS Summary (cont.) After the table structure is created, you add records to the table. Records can be sorted in ascending or descending order. You can create a form to enter records in a table. Forms are designed to simplify data entry.

Computer Concepts BASICS Summary (cont.) You can design a query to find records that meet specified criteria. A report is a formatted display of table records. In a report, you can organize, summarize, and print all or a portion of the data.