1. Database Fundamentals
G701A PPT
Database Competency 7.00
Database Fundamentals
Objective 7.01
Demonstrate basic database concepts and functions.

2. 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.

3. Examples of Databases Telephone book Library card catalog
Student data (NCWISE)
CD/DVD collection
Personal address book
Customer contact list
Houses for sale
Hospital/patient data
Business stock inventory
Internet search engines database

4. 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

5. 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.

6. Elements in Descending Order
1. The filename represents a FILE.
3. Columns represent FIELDS.
File
Records
Fields
Entry
2. Rows represent RECORDS.
4. Each cell holds an ENTRY.

7. Steps for Designing a Database
PLAN and DESIGN the database.
Determine the FIELDS.
Determine the SIZE of the fields.
Determine the TYPE of fields.

8. 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.

9. 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).

10. 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.

11. 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.

12. Step 3Create a Table Using Design View
G701A PPT
Step 3Create a Table Using Design View
One method available for creating a new database table in this application.

13. 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.

14. 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.

15. 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.

16. 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

17. 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.

18. 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.

19. 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.

20. 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.