Database Notes

Database management system - A type of

software that provides a fast and efficient means
of organizing, retrieving, and printing large
amounts of information. The glue that binds the
data together. (Open Office, Access, etc.)

View - Different ways of displaying information in

a database i.e. table, form, design

Database - An organized collection of information

on a given subject or topic, such as a list of
names and addresses.

Table View A window that displays a collection

of related records stored together in a row and
column format; may need to scroll to see entire
record.
Design View A window in which you change
the layout of tables or forms.

Design Tips
Always decide the PURPOSE of your database
before designing.
1. What categories of information are needed?
2. Do categories need to be divided into smaller
units (fields)?
3. What type of field needs to be created?
4. Are any numbers used for a calculation?
5. Create field names.
6. Determine order of the fields.
File - A collection of related records.
Record - A group of related fields in a database.
All the information and entries that pertain to one
subject or concept, such as the name, address,
and phone number of one particular person in a
database of many people.
Field - A single category of information in a
database. (Ex: Last Name)
Entry - A piece of information, or data, typed into
a field in a database.

Form View A window that displays one record

on the screen at a time.

Sort - To organize a set of data in a database in

a certain order, such as a list of names
alphabetically by the last name.
Filter - A software feature that allows the user to
locate a particular string of characters or set of
data in a file. Cannot be saved.
Query - Performing a search based on specific
criteria to extract information from a database.
Can be saved.
Arrange - To put in a particular order such as:
alphabetic, numeric, descending, ascending.
Five Types of Fields
1.
2.
3.
4.
5.

Text
Number
Date
Time
Calculation (formula)

Template - A pattern, or outline, of the fields in a

database record. It is used as a guide when
designing the database.

Database Notes

Report - a summary of information in a database

you arrange in an attractive, organized easily
understandable format.
Integrate the process of exchanging data
between software programs.
1. Operators - symbols used in searches or
queries.
a. = means is or equal to
b. <> means is not or not equal to
c. > means greater than
d. < means less than
e. >= means greater than or equal to
f. <= means less than or equal to
g. LIKE
2. Hint: do not use commas with numbers.
Table View

Query Design View

Form View

Database Notes

Report Design View