DATABASE NOTES

Microsoft Access is an example of a database program.

A database is an organized collection of related data stored in a standardized format, and designed to be
shared by multiple users.

The Database is an organized collection of data related to a particular topic or purpose. The database serves
as a base from which a desired information can be retrieved, many meaningful conclusions can be drawn. A
database stored electronically has distinct advantages over a manually organized system. A database can be
maintained in a computer by using a database management system(DBMS).
DBMS is an application that enables to maintain data in a database. Maintaining data involves storing,
organizing and retrieving data.
MS-Access is a Relational Database Management System (RDBMS) that is used to store and manipulate
large amount of information. The extension name of Ms.-Access file is .mdb.

Examples of Database programs include:

1. Microsoft Access
2. MySQL
3. Microsoft SQL Server
4. Oracle
5. FoxPro
6. PostgreSQL
7. FileMaker
8. dBASE
Uses of Databases
1. Schools use databases to keep a record of students and teachers.
2. Databases are used in hospitals to keep a record of patients’ details.
3. Libraries use databases to keep a record of the books that members of the public borrow.
4. Police stations use databases to keep a record of criminals.
5. Used in businesses: The business world depends on databases for; inventory, order processing, payroll,
accounting, shipping and transportation, etc.

Types of databases.
 Hierarchical database- it is used to hold data records in a tree form.
 Flat file- it is used to hold only one set of data within the database.
 Network- helps to store records in the records and only the records can be accessed in links.
 Relational database-it organizes data items in tables called relations and a relationship created
within the tables.
  OLE (Object Linking and Embedding) – it creates database inform of images, pictures, images or
objects.
Functions of DBMS
a) Allows user to update/modify existing records
b) Allows user to add/delete records
c) Organizes data for easy access, retrieval and manipulation
d) Ensures security for data in a database
e) Keeps statistics of data items in a database
f) Acts as an interface between the database and other application programs.

To start MS-Access:
1. Start > Programs > MS office > Ms-Access > Enter

2. Start > Run >Ms-Access >Enter

DATABASE TERMINOLOGIES
1. Database: An organized collection of related data that is commonly stored as a table in a file.
2. Field: This is a character or a logical combination of characters that represent a data item e.g. in a class list
the Admission Number is a field.
3. Record: This is a collection of related fields that represent a single entity e.g. student name, sex, age,
marks, etc.
4. Table: This is a database structure that is used to hold related records.
5. Query: This is a tool used to search for or question a database on specific records.
6. Form: This is a graphical interphase that resembles the ordinary paper form used to collect data. It enables
the user to view and enter data into a table.
7. Report: This is a tool that offers a way to view, format and summarize the information in your database.
8. Macro: This tool enables the user to automate frequently performed procedures or tasks.
9. Field Name: This is used to identify the data stored in a field. A field name should be descriptive of the
data to be entered.
10. Primary Key: It is a field that enforces uniqueness in a table so that one record is not entered twice.

Primary & Foreign keys:

Data should be checked for redundancy before it is stored in a database. Keys are used to maintain the
integrity of data. Keys contain unique values that help to filter redundant information from the input data.
Keys are of two types: primary & foreign.
Primary key: The field in a table that uniquely identifies each record is called the primary key.

Usually this field is sequentially numbered.

 Ex: Admission number field

Foreign key: When a primary key of one table appears as a field in another table, the field is called the
foreign key in the second table.

FIELD DATA TYPES

A field data type defines the type of data the field will contain. The data types include:
1. Text: It includes alphabetic letters, numbers, spaces, punctuation, etc. This data type is used in a field that
needs no calculations.
2. Number: This field is made up of numeric numbers 0-9 that are to be manipulated mathematically.
3. Memo: This is made up of alphanumeric data used if you need to enter several paragraphs of text.
4. Date/ Time: It is used to identify a field as either a date or time. This is because date/time values can be
manipulated mathematically in a database.
5. Currency: It is used to identify numeric values that have decimals or fractions. It is used especially when
dealing with monetary values.
6. Autonumber: This is a numeric value used if you want Ms-Access to automatically increment the values
in the field.
7. Yes/ No: This is a logical field where an entry is either a “Yes” or “No”, “True” or “False”.

Creating a Database:
A Database can be created by using the database Wizard or by using the Blank Database command.
• The database Wizard is used to create tables, forms, queries and reports by following a series of
steps provided by the wizard.
• The Blank Database command is used to create a blank database. All database objects should be
created manually.
Click on File menu > New > Enter

A window appears > give a name to the database

Creating a Table:
1. Open the database in which the table is to be created.

The database window appears.

2. under objects, click Tables and then click New on the database window toolbar.

The New Table dialog box appears.

Commands in the New Table dialog box

Command Purpose
Create table by Used to create a table by entering values directly in a row and column format
entering data
Design view Used to assign fields for the new table and modify field properties
Table wizard Used to create a table through a guided sequence of steps

MACROS
It is possible to automate frequently performed procedures or tasks using a database component known as a
macro.
For example, if you frequently use a particular form when you start a database program, you need to create a
macro that automates the opening of the form

SUM DATA BY USING A TOTAL ROW IN QUERIES

 You can add a Total row to a query by opening your query in Datasheet View, adding the row, and then
selecting the aggregate function that you want to use, such as Sum, Min, Max or Avg.
ADD A TOTAL ROW
1. Make sure that your query is open in Datasheet view. To do so, right-click the document tab for the query
and click Datasheet View.
2. On the Home tab, in the Records group, click Totals. NB: A new Total row appears in your datasheet.
3. In the Total row, click the cell in the field that you want to total, and then select the function that you want
to use from the list e.g. Sum, Average, etc.

Forms:

• In a table, number of records are displayed at a time. But, if the table has many fields, then it
may not be possible for a user to view all of them. The screen may be too small to fit it. The user
may have to scroll horizontally or vertically to view the rest of the fields/ records.
• In forms, the data can be displayed as per the user’s requirement. The records are generally
displayed one at a time. The fields can be arranged as the user wants it. Pictures can be added to
a form. The display and contents of the form is controlled fully by the user.
• In forms there are 3 views,

i. Design ii. Datasheet & iii. Form view

• The datasheet view shows many records whereas form view displays single record. You can
toggle between these three views using the View Tool.
Report:

The data shown in a table, Query and forms are meant for displaying it on screen, but when you take
the printout or the Hard copy, it is known as Report. In the database window, the open button is
replaced by the preview button, when you click the report tab. Reports can be viewed either in print
preview mode or design mode. Data cannot be edited in the reports. The report preview shows how
the data will appear on taking out the printouts.

TABLE RELATIONSHIPS IN DATABASES

When you use fields from more than one table in a query, there should be a common link or relationship
between the tables.
There are 3 types of table relationships:
One-to- One relationship
One-to-Many relationship
Many-to-Many relationship
1. One-to-One relationship
 For a particular field in one table, there is only one matching record in the related table and vice versa.
2. One-to-Many relationship
In a one-to-many relationship, for a particular field in one table, there are several matching records in another
table.
3. Many-to-Many relationship
In a many-to-many relationship, for particular records in one table, there are several matching records in the
other table and vice versa.

"import" means to bring a file from a different program into the one you're using, and "export" means to
save a file in a way that a different program can use it. Importing and exporting allow different computer
programs to read each others' files