2.
3
Database
WHAT IS A DATABASE
A DATABASE is a structured collection of data
that allows people to extract information in
a way that meets their needs. The data can
include text, numbers, pictures: anything
that can be stored in a computer.
Databases are very useful in preventing data
problems occurring because:
1. data is only stored once – no data duplication
2. if any changes or additions are made it only has
to be done once – the data is consistent.
3. the same data is used by everyone.
2.3
The structure of a database
Inside a database,
data is stored in
TABLES, which
consists of many
RECORDS and each
record consists of
several FIELDS.
Records and Fields
A field is more than just
a column: it’s a way of
organizing information
by the type of data it is.
Every piece of
information within a
field is of the same
type.
For example, every entry
in a field called ‚First
Name‛ would be a name,
and every entry in field
called ‚Street Address‛
would be an address.
A record is more
than just a row-- it’s a
unit of information.
Every cell in a
given row is part of
that row’s record.
Primary Key
In order to be sure that each record can be
found easily and to prevent more than one
copy of the same record being kept, each
record includes a Primary Key Field.
Each primary key field in the table is
unique.
The primary key can be a field that is already
used, provided it is unique, for example the ISBN
in the book table
Queries/Query
Queries are a way of searching for and
compiling data from one or more tables.
Running a query is like asking a detailed
question of your database.
When you build a query in Access, you are
defining specific search conditions to find
exactly the data you want.
Field Types
(Data Types)
A Field type (data type) is a set of qualities that applies
to all values that are contained in the field. The
following are same of the field types:
AutoNumber
Short text and long text
Date/Time
Currency
Yes/No
QUERY CRITERIA
[use of ‘equals’, ‘more than’ and ‘less than’ in searches]
Criteria Name Write it Like Function
Equals “X” Searches for values equal to X
Less Than <X Searches for all values smaller
than X
Less Than or Equal To <= X Searches for all values smaller
than or equal to X
Greater Than >X Searches for all values greater
than x
Greater Than or Equal To >= X Searches for all values larger
than or equal to X
END OF MODULE
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