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Introduction to Database

Introduction to Database. ISYS 263. File Concepts. File consists of a group of records. Each record contains a group of fields. Key field, grouping field, calculated field Example: Student file SID Sname Major Sex GPA S1 Peter CIS M 3.0 S3 Paul ACCT M 2.7 S5 Mary CIS F 3.2.

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Introduction to Database

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  1. Introduction to Database ISYS 263

  2. File Concepts • File consists of a group of records. Each record contains a group of fields. • Key field, grouping field, calculated field • Example: Student file • SID Sname Major Sex GPA • S1 Peter CIS M 3.0 • S3 Paul ACCT M 2.7 • S5 Mary CIS F 3.2

  3. Various Types of File • Database file • Created and managed by a DBMS • Spreadsheet file • Created and managed by a spreadsheet software • XML file • Extensible Markup Language • Comma-Delimited file – A text file that can be processed by any programming languages, DBMS and spreadsheet. • "s5","peter",3.5 • "s1","paul",3 • "s7","mary",2 • Comma-Delimited file demo: stdata.txt • Access –External Data/Text File • Excel – Data/Get External Data/From Text

  4. XML: Data with the Meaning of Data (User-Defined Tags) <?xml version="1.0" ?> <Books> <Book> <ISBN>1-34567-04-01</ISBN> <Authors> <AuthorName>John Smith</AuthorName> <AuthorName>Peter Chen</AuthorName> <AuthorName>David Chao</AuthorName> </Authors> <Price> $45.00</Price> <Description>This is a grerat book</Description> </Book> <Book> <ISBN>1-34567-04-02</ISBN> <Authors> <AuthorName>Adam Smith</AuthorName> </Authors> <Price> $25.00</Price> <Description>This is a second great book</Description> </Book> </Books>

  5. Database Concepts • A database is a collection of related files. • Support business operations • Provide information • A database management system is a software that enables users to create and maintain a database.

  6. Relational Database • Data is logically structured within relations. • Each relation is a table (file) with named columns (attributes, fields) and rows (records). • Example of relational database systems: • MS Access, MS SQL Server • Oracle, MySQL • IBM DB2 • Sysbase, Informix, etc.

  7. Major Functions of Database Management • Creating a database • Analysis: Entity-Relationship Diagram • Design: Design file structure • Implementation • Accessing a database • Updating a database

  8. Introduction to MS Access

  9. Creating a New Database • MS Office button/New • Blank database • New database name and location

  10. Access Objects • Tables • Create a new table: Create/Table Design • Open a table: • Double click the table name • Home/View: • Datasheet view • Design view • Queries • Create a new query: Create/Query Design • Others: Forms, Reports, Pages

  11. Creating a Table • Create/Table Design: • Field name • Field data type • Create table by using table templates • Create/Table Templates/select template • Create a primary key • Never let Access to create a primary key for you. • Enter data

  12. Example: Create an Employee Table • Database name: HRdatabase • Table name: Employee • Table fields: • EmpID: Text, 10 characters • EmpName: Text, 30 characters • Sex: Text, 1 character • HireDate: DateTime field • Salary: Currency field

  13. Create a new Query • Create/Query design/Show table • Select fields • Add criteria • Sorting • Total and subtotal • Query design tools/Total • A Total row is added to the design view • Select function from the total row’s dropdown list

  14. Creating a New Form • Using Form Wizard • Create/Form • Create/More Forms/Form Wizard

  15. Database design objectives • Eliminate data duplication. • Problems with duplication: • Inconsistent data • double entry • waste space • Link related records in related tables. • Example: • StudentTable: SID, Sname, Address, Major, • StudentAccountTable: SID, Sname, Address, Balance

  16. Database Design Example • Example: • Employee Table: EmpID, EmpName, Sex, HireDate,Salary • Department Table: DeptID, DepName, DeptPhone • Assumption an employee works for one department and a department has many employees, • 1. how to link an employee record to the department record the employee works for? • 2. how to link a department record to all its employees? • Note: A table’s key field plays an important role in linking related records.

  17. MS Word’s Mail Merge with Data from a Query • Mailings/Start Mail Merge/Step by Step Mail Merge Wizard • Step 1: Select document type – letter • Step 2: Select starting document – Use current document • Step 3: Select recipients – From database/browse • Step 4: Write your letter – • Address book, greeting line, More item • Step 5: Preview your letters • Step 6: Complete the merge

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