database package

Structuring Data

• Data is structured into records and fields.
• Each field has a data type:
• text- data can made up of letters or letters and numbers
• date- data only takes a value structured as a date.
• Boolean- data can only take two values.
• tables are made up of records and each record is made up of a set of fields.
• figure shows a table structure set up in a database package.

Key field, validating data, relationships,wizard

• The key field is a value that uniquely identifies a record in the table. A key field is also called a 'primary key.' A way of controlling the way data is held in a database is to use the data formatting tools. A 'input mask' defines the format of the data being entered.
• Validation ensures that data is:
• present
• in the correct range
• in the correct format
• A relationship is a link between two tables.
• It can reduce the amount of data which has to be stored.
• makes the searching and sorting of data more efficient
• the relationship is known as 'one-to-many' relationship.
• A wizard is software that helps the user to complete a task step by step.
• Wizards are for complex tasks such as creating queries, forms and reports.

Using Mail Merge

• Users can create standard documents and merge records from the database onto the documents. this is called a 'mail merge'.
• to create a standard letter and send it to many people:
• create the standard letter with merge fields.
• Select the data source such as a query to provide the records for the mail merge.
• select the appropriate merge fields from the data source and include them on the letter.
• merge the data from the data source onto the letter.
• print the personalised letters.

Selecting, sorting and searching using criteria

• A query facility users top select and select records from the database which fit certain criteria.
• select a table
• select fields from the table
• enter the criteria
• run the query
• view the results
• < (less than)
• <= (less than or equal to)
• > (greater than)
• >= (greater than or equal to)
• A query can be carried out on data in two tables at the same time as long as the two tables are related.

Creating and formatting reports & data capture forms

• Creating and Formatting Cells:
• reports can be created using the data in the tables or results from a query. A report is designed for printing but can be viewed on screen.
• Data in reports can be grouped and sorted.
• Using a data capture form:
• Users can add, delete and update records using the table view in the database or through a data capture form. Database software provides a method od designing forms for data capture.

Developing a database

• Effective Planning:
• Planning is an important part of developing a database. Before using the software its important to think about the user requirements. List the requirements in terms of input and output. Identify tasks that the user needs to perform.
• Structuring the data appropriately:
• Organise a data into fields, records and tables. Identify the key field for each table. Identify relationships for between tables and a queries to produce outputs.
• Testing a database solution:
• Before releasing the database solution to the user, make sure to check that the user requirements have been met and that there is no errors. Make sure to consider the following: Use the list of user requirements to make sure the items on the list has been required. Test the data capture forms are valid and user friendly, Run queries to make sure the criteria produces the right results and make sure the reports display the correct information.
• Evaluating a database solution:
• Evaluating a database solution involves:
• Assessing fitness for purpose- how well it meets user requirements. Identifying strengths and weaknesses and identifying areas for improvement.