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ICDL Module DataBase

The document provides an overview of databases, explaining their structure, including files, records, and fields, and their uses in various organizations. It outlines the advantages of electronic databases, features such as creating fields, adding records, searching, and sorting, as well as additional functionalities like reports and computed fields. The document also includes test questions related to creating queries in a database.

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2 views

ICDL Module DataBase

The document provides an overview of databases, explaining their structure, including files, records, and fields, and their uses in various organizations. It outlines the advantages of electronic databases, features such as creating fields, adding records, searching, and sorting, as well as additional functionalities like reports and computed fields. The document also includes test questions related to creating queries in a database.

Uploaded by

albittel2
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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ICDL

Subject: Module Databases

Lecturer :Ass.Prof.Dr. Bzar Hussan


Date: 15/1/2024
What is a Database?
➢ A large collection of data stored in a well-defined
structure
➢ A structured collection of similar information that
can be searched and sorted.

➢ Data is organized in a database as files, records,


and fields
Files….Records…Fields?
Files

A file is a collection of records.

Data in a database is saved on the computer as a data file and contains data on a
particular topic
e.g. a Films data file.

Records

A record is a collection of fields.

A record is a collection of organised data on a particular person or item.


Fields

A field is a single item of information.

A field is part of a record that holds a particular piece of data e.g. Surname.
Decide what information you will store in the database

Research Papers database


First Name Charge Amount
Last Name Charge Date
Address Payment Amount
City Payment Type
State Payment Date
Zip Code
Home Phone

This database is a very simplistic one. Most databases you create


will be much more complex.

4
Sample Fields
Here is a sample record from a telephone directory data file made up of
different fields:

Field

Title Forename Surname Address Town Postcode Tel. No.

Mr. John Smith 101 Ayr KA7 3KL 01292


High Street 262626

Record
What is a Database used for?
• Databases are used by many types of business and organisations such
as:
•Telephone Directory

• Police National Computer

• Inland Revenue
• Driver and Vehicle Licensing Centre
• A personal Christmas card list

• A mailing list

• Data held in a database can be shared between other computer packages


such as a word processor package – e.g. Mail Merge.
Advantages of an electronic database?
• Information is immediately available.

• Records can be processed quickly.

• Records can be processed accurately.


Features of a Database?
• Databases have many of the features common to a general purpose
package.

• There are some special features of a database:

• Create fields
• Add and alter records

• Search
• Sort
Create Fields
• The first step on setting up a database is deciding on the fields it requires.

• Fields hold the information you want to store.

• You can set the size and type of a field.

• Size: You can decide how many characters a field can hold e.g.
a Postcode field to hold KA18 3GH would require a minimum of 8 characters as
the space counts as a character!

• Type: Fields can hold different types of data:


• A text field holds letters.
• A number field holds only numbers.
• Date and time fields hold numbers formatted into date and time.
Add and Alter Records
• The next step is to enter records into the empty database. A new record has to
be created for each item. e.g.

Record 1

Mr John Smith 1 Anytown Scotland 01929 393939

Mrs Susan Jones 5 The Town Scotland 01521 447210

Record 2
Search Records
• You can run a search on a database for specific information.

• You can search on a field (or fields) based on certain conditions you require.

e.g. search for the forenames and surnames of people whose test mark was
greater than 50.
Sort Records
• Sorting allows you to organise records into a particular order:

• alphabetic
• numeric
• ascending (1,2,3,4,5…)
• descending (Z, Y, X, W …)

• The sort is done by choosing which field the database is to be sorted into
e.g. sort alphabetically by surname.
Additional features of a Database
Reports

• any information printed out from a database is a report.

• you can search for information, then sort it into an order,


and decide what fields you wish printed out in what order.

• this is known as a report definition.


Computed Fields
• A computed field (also called a calculated field) can be created in a
database or report.

• It carries out a calculation on a field or fields and returns an answer


(similar to a spreadsheet formula in a cell).

Example:

If a database has the fields <Total Pay> and <Total Deductions>, then a third
called <Net Pay> could be set up with the formula:
(=Total Pay – Total Deductions).

This is a computed field.


Altering Input/Output formats
• You can decide how the information in your database is presented by altering the
format.

• You can change the way the input screen looks and format a report for output.
• The position of fields can be rearranged and formatted into a particular order
and layout.
• This is useful for designing input screens and producing documents such
as invoices for output.
Keywords
Use of Keywords

• When searching for a particular record or part of it, the text that is used for the
search is called a keyword.

• It is also known as a search string.

• However, care must be taken that the correct keywords are used.
Test question 1
When you first create a query, you select which of the
following? (Pick one answer.)

1. A record source.
2. A system table.
3. A record set.

Create queries for a new database


Test question 1
When you first create a query, you select which of the
following?

Answer:
1. A record source.

The record source can be a combination of tables and


queries.

Create queries for a new database


Test question 2
Use criteria in a query when you need to do which of the
following? (Pick one answer.)

1. Ensure your data is properly formatted.


2. Add formulas to a table.
3. Sort, filter, or otherwise limit what the query returns.

Create queries for a new database


Test question 2
Use criteria in a query when you need to do which of the
following?

Answer:
3. Sort, filter, or otherwise limit what the query returns.

Criteria can be quite powerful, too. For example, you can


use criteria to find records for people who live in a given
city and have birthdays that fall between dates that you
specify.
Create queries for a new database

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