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BUSINESS COMPUTER TECHNOLOGY

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BUSINESS COMPUTER TECHNOLOGY. 006 Utilize Database Software. WHAT IS A DATABASE?. A database is an organized collection of related information. Microsoft’s database program is called Microsoft Office Access. Familiar Printed Databases. Telephone Directories. Address Books.

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BUSINESS COMPUTER TECHNOLOGY

006 Utilize Database Software

what is a database
WHAT IS A DATABASE?

A database is

an organized collection of related information.

Microsoft’s database program is called Microsoft Office Access.

familiar printed databases
Familiar Printed Databases
  • Telephone Directories
  • Address Books
  • Encyclopedias & Dictionaries
familiar computerized databases
Familiar Computerized Databases
  • SIMS (Student Information Management System)
  • Automated Card Catalog
  • CD-Rom Encyclopedias
databases that might be helpful to your or your family
Databases that might be helpful to your or your family
  • A database organizing your CD or movie collection
  • A database of family recipes
  • A database of your book collection
  • A database of your baseball card collection

Anything that you collect could be entered in a database to help you organize and sort quickly thru.

advantages of computerized databases
Advantages of Computerized Databases
  • Can find a specific file quickly
  • Can alphabetize and sort data faster than people
  • Is as accurate as the data that is entered
  • Can make many different types of reports
who uses computerized databases
WHO USES COMPUTERIZED DATABASES?
  • Stores use them to keep track of inventory
  • Travel Agents can keep up with their customers and reservations
  • Hospitals track
  • patient information
parts of a database1
PARTS OF A DATABASE
  • Data Type (Format) – the different types of data entered in a database; for example: number, text, date/time, etc.
      • Date and Time – used for storing dates and times in a specific format to allow you to do such things as aging an account or time an event.
      • Logical – can be one of two entries, basically YES or NO (ON or OFF -TRUE or FALSE).
      • Memo – used for information that does not fit easily into a category such as notes or comments.
parts of a database cont d
Parts of a Database - cont’d
      • Numeric – used to store purely numeric information.
      • Object – used for other media types that might include a picture of an employee or product, a sound file, a clip-art image, or any other type of non-text entry.
      • Text – used to store alphanumeric information. May also be called a character field.
  • Field – a category of information. (the label for your columns)
parts of a database cont d1
Parts of a Database - cont’d
    • Field Name – A label at the top of a database column that describes the kind of information to be stored in the column.
  • Entry – the information that is entered in the fields in a database.
  • Record – a complete set of field entries.
    • Record number – the number that identifies the sequence of a record in a database.
    • File – a group of records. Also known as a table in some database programs.
database views
Database Views
  • Datasheet/List View – displays the table data in a row-and-column format.
    • Used to enter data.
    • Displays several records at one time.
  • Design View – place to create field names and data types for a database.
  • Form view – used to display/design one record at a time and/or to enter information.
    • Can include pictures, borders, or special formatting.
database functions
DATABASE FUNCTIONS
  • Database Report – allows one to organize, summarize, and print selected portions of a database.
  • Sorting – arranging information in alphabetical or numerical order.
    • Ascending – sorting from smallest to largest. Example: A – Z or 0 – 9, shortest to tallest
    • Descending – sorting from largest to smallest. Example: Z – A or 9 – 0, tallest to shortest
  • Filter/Query/Search – a feature that displays (looks for) records that meet one or more specific criteria.
    • Connectors – words like OR and AND used in searching databases which indicate whether records must satisfy one rule (OR) or if both rules must be satisfied (AND).
mathematical operators
MATHEMATICAL OPERATORS

> Greater than

< Less than

= Equal to

>= Greater than or equal to

<= Less than or equal to

<> Not equal to

creating a database
Creating a Database
  • Create field names and data types
  • Enter data
    • Adjust field widths as needed
  • Add and delete fields as needed
  • Save the database
manipulating a database
Manipulating a Database
  • Retrieve a database file
  • Sort the database file
    • Use questions that involve ascending and descending order
  • Filter/Query/Search the database file
    • Use questions that involve one, two, and three criterion
    • Use questions that change the connector term from and to or
manipulating continued
Manipulating continued
  • Create a Report
    • Name Report
    • Choose Layout and Format
    • Choose Fields to Include
    • Determine a Sort Order
    • Create a Filter
printing a database
PRINTING A DATABASE
  • Print the Database
    • Choose page orientation
    • Choose whether you desire to print gridlines, record, and field labels
    • Preview and adjust as needed
    • Print the database
questions to ask yourself
Questions to ask yourself

1-How to you write the mathematical operator “equal to or greater than”?

2-What would be an appropriate filed name for a database that lists your friend’s personal interests?

3-How would you put a class of students in order from shortest to the tallest?

4-What does searching a database mean?

5-Which of these is an example of descending order? A. A to Z B. Last name C. Z to A D. 0 to 9

6-If you had a database of names and phone numbers, what would LAST NAME, FIRST NAME, and PHONE NUMBERS be examples of?

answers
Answers

1- =>

2-Hobbies

3-Sort by height in ascending order

4-looking for records that meet certain conditions

5-Z to A

6-Fields

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