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Databases

A Presentation by Karen Work Richardson. Databases. Databases. Organizing Sorting Querying. Introduction. An organized collection of information on a given subject or topic Phone Book Card Catalog Cookbook. Introduction. A database is made up of records

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Databases

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  1. A Presentation by Karen Work Richardson Databases Databases Organizing Sorting Querying

  2. Introduction • An organized collection of information on a given subject or topic • Phone Book • Card Catalog • Cookbook

  3. Introduction • A database is made up of records • A group of fields all related to the same topic • Each record includes fields • One category of information • Fields can be different types • Text, Number, Date, Formula

  4. A Typical Database • A phone book is a typical database • Each person’s information is a record • Within each record, there are several fields: • Name • Address • Phone Number • Each field would be a text field.

  5. Fields • Divide fields into the smallest categories: • Divide Name into First Name, Last Name • Divide Address into Street, City, State, Zip • If numbers in a field are to be used in a formula, they must be defined as numbers. • Formula fields use mathematical operators

  6. Example These are the fields for an address book. Most fields are text fields. Birthdate is a Date/Time field. Phone numbers are text fields since they won’t be used in a formula.

  7. Database Views • List view (also called datasheet view) • Looks like a spreadsheet • Allows you to see many records at once • Form view • May include graphics or borders • Displays one record at a time • Best way to browse a database

  8. Database Views List View Form View Use arrows to browse through each record

  9. Sorting • You can do a multiple field sort: sorting using several fields • Ascending Order = A to Z or 1 to 10 • Descending Order = Z to A or 10 to 1

  10. Various Sorts Sorted by Last Name in Ascending Order Sorted by Last Name in Descending Order Sorted by Address ID in Ascending Order

  11. Multiple Field Sort Sorted First by Last Name in Ascending Order Sorted Second by Political Party in Ascending Order

  12. Querying a Database • A query is a saved search • A query is saved with the database file • A query will display those records containing text or numbers • A query can use < or > signs

  13. Querying a Database Database Query that shows all the presidents who were Democrats.

  14. Querying a Database Database Query that shows all the presidents who were Republicans.

  15. Reports • Used when you want to print information from the database in an organized, easily understandable format • May contain all records and fields OR just selected records or fields • Can be designed with different layouts • Cannot change the contents of fields in a report

  16. Reports • Named when they are created • Saved as part of the database file • Can be viewed anytime the file is open • Reports are updated as database is changed

  17. Sample Report This report on the presidents summarizes the information in the database. The presidents are sorted in ascending order by last name.

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