Database

Database

1. Structuring Data

   • Fields
     • Numeric-data takes on a numeric value and can be used in calculations
     • Text-Data can be made up of letters or letters and numbers
     • Date-Data takes on a value which is formatted as a date
     • Boolean-Data can take only two values, normally yes and no
   • Tables
     • Tables are made up of records and each record is made up of a set of fields.
     • In a file or table, a row usually represents a record and a set of field values are contained in a column
     • The figure shows a table structure set up in a database package. The table is called Pupil
   • Records
     • A record is a unit of data that is made up of a number of fields
     • There is one record per item in a database table
   • Key Field
     • A relational database allows the user to set a key field for each table
     • The key field is a value that uniquely identifies a record in the table
   • Formatting fields
     • An input mask defines the format of the data being entered

2. Validating data

   • Validation ensures the data is:
     • Present
     • In the correct range
     • In the correct format

3. Relationships

   • A link between two tables
   • It can reduce the amount of data which has to be stored
   • It makes the searching and sorting of data more efficient

4. Using a wizard

   • A wizard is a software that helps the user to complete a task, step by step
   • An information handling package usually provides wizards for complex tasks, such as creating reports, queries and forms

5. Using mail merge

   • Users create standard documents and merge records from the database onto the documents
   • Create the standard letter with merge fields
   • Select the data source (table or 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

6. A query facility allows users to search or select records from the database which fit certain criteria

   • < (less than)
     • <=(less than or equal to)
       • > (greater than)
         • >= (greater than or equal to)

7. Data in reports can be grouped and sorted

   • The data has been grouped by Pupil Number and sorted by Receipt Number
     • Users can add, delete and update records using the table view in the database or through a data capture form

8. Creating and formatting reports

   • Data in reports can be grouped and sorted
   • The data has been grouped by Pupil Number and sorted by Receipt Number

9. Using Data Capture Forms

   • Users can add, delete and update records using the table view in the database or through a data capture form