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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


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


  • 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 database





Parts of a database1


  • 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 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


    > 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


    • 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?



    1- =>


    3-Sort by height in ascending order

    4-looking for records that meet certain conditions

    5-Z to A


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