BUSINESS COMPUTER TECHNOLOGY

1. BUSINESS COMPUTER TECHNOLOGY 006 Utilize Database Software

2. WHAT IS A DATABASE? A database is an organized collection of related information.

3. Familiar Printed Databases • Telephone Directories • Address Books • Encyclopedias & Dictionaries

4. Familiar Computerized Databases • SIMS (Student Information Management System) • Automated Card Catalog • CD-Rom Encyclopedias

5. 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

6. 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

7. PARTS OF A DATABASE Fields Record Entry

8. 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.

9. 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.

10. 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.

11. 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.

12. 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. • Descending – sorting from largest to smallest. Example: Z – A or 9 – 0. • Filter/Query/Search – a feature that displays 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).

13. MATHEMATICAL OPERATORS > Greater than < Less than = Equal to >= Greater than or equal to <= Less than or equal to <> Not equal to

14. 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

15. 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

16. Manipulating continued • Create a Report • Name Report • Choose Layout and Format • Choose Fields to Include • Determine a Sort Order • Create a Filter

17. 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