Databases At end of this chapter students should be able to: Define a database List and describe the types

of databases Define the following terms: field. record, table, object, query, form, report, Primary key , foreign key and compound key. Launch and use a database Identify and use the right data types

Prepared by Bauti S. Wednesday, August 22, 2012

Prepared by Bauti S.

Wednesday, August 22, 2012

Database A database application is a single organised collection of structured data in the form of related files. This data can be in the form of joined,summarized,processed or unprocessed information constructed around a particular theme.The data is stored with minimum of duplication repetition of data entities so as to provide a consistent and controlled store of data.
The data will be available to all the users of the system , though it is independent of programs that use the data.In other wordsyou can change part of the database without affecting its other components.Even though you may have access to a database you cannot modify it without permission from the Database Administrator.

Types of Databases There are basically two types of Databases: Structured databases Free Form databases

Prepared by Bauti S.

Wednesday, August 22, 2012

Structured Databases There are files of information organised in a uniform format of: Fields Records Tables Objects

Structured Databases store data that describe a collection of similar entities. Examples are School students database A medical database for patients A library catalog Sales Database A warehouse inventory

The way the data or information is organised depends how you intend to use it .The student records database can be used differently by the Accounts department , the Sport Department , and class teachers hence the need of a program to facilitate the quick retrieval of the needed data. The most popular structured database found on most microcomputer systems is the Relational Database which is characterised by use of tables called relations. Examples of relational databases are: 3

Prepared by Bauti S.

Wednesday, August 22, 2012

Microsoft Access ORACLE SYBASE DB2

INGRES INFORMIX

Free form database These are a loosely structured collection of data , usually stored as documents, rather records. They have the potential to contain varied and useful information beneficial and useful to many people . Examples are multimedia CD-ROMs, the internet and the World Wide Web with its millions of documents, or a collection of Databases files saved on your computer . Hierarchical and Network models of databases are also examples of free form databases. databases Advantages of using Data or information is accessed and retrieved quickly If well organized , it can be a rich source of information The data will be central to the operations and decision making of an organization The data will be very consistent and there is minimum duplication of data as each entity is stored once only The Database will be a model of reality in which the organization is interested. Objects that are related in the real world are also related on the database when it is designed . It is also possible for different users to have different views of the same data and to see only the data they need in a suitable format

Prepared by Bauti S.

Wednesday, August 22, 2012

The data is held in compatible forms as it will be in the same format. The Convert Database option enables you to convert from one version of Microsoft Access to another. There is also program-data independence which allows modifications to data structures on the database without changes to application programs. Access to the database is not automatic as there is a function of providing security for data in the database. This calls for the engagement of a Database Administrator to manage the database. The Database Management System(DBMS)
TABLE ENTITIES Entity Field Record Description This is the smallest logical part of a record or a single item such as StudentID, Name, Surname, Class This is a collection of related fields

Table
Object Database

This is made up of a group of related records

It is a table or report or query used for retrieval of data from the table This is a collection of several tables or objects
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Prepared by Bauti S.

8/22/2012

Launching MS ACCESS 2007

Prepared by Bauti S.

Wednesday, August 22, 2012

By the end of this chapter students should be able to: Create tables objects so as to build a databse Creare a table using design view and by simply entering data into a datasheet Change the default names of a datasheet Sort the data in ascending or descending order List and define the different types of relationships Show a relationship where it exists Differentiate between datasheet view and view modes

Worked Example The school Headmaster , Mr Boss , decides that the school should be build a student database to be kept in the school Administrators Office . The database will be used by The Accounts Department Class teachers Sports department and various clubs in the school