The concept of a database is not as easy to grasp as that of a word processor or a

spreadsheet. So if this is the first time you are learning about databases you would be well
advised to read over the lesson first, away from the computer, and perhaps highlight the
text to ease understanding.

Learning Outcomes :

After a successful completion of the unit’s content, you will:

4.7.1. Explain what a database is and how it is organised and operated.

4.7.2. Create a table; define and modify fields and their properties; enter and edit data in a
table.

4.7.3. Create, modify and run queries to retrieve specific information from a database.

4.7.4. Create a form to enter, modify, and delete records and data in records.

4.7.5. Create and modify reports.

4.7.1.  Explain what a database is and how it is organised and operated.

A database is a structured collection of related data e.g. telephone directory with
information regarding students of a certain school. Database are commonly used to store
bodies of data which are too large to be managed on paper or through simple
spreadsheets. It is a collection of data elements stored in a computer in a systematic way,
such that a computer can consult it for answers. A computer program used to manage and
query database is known as a database management system (DBMS).

Advantages of a database

1.    Large numbers of data can be entered, stored, edited and retrieved without much
effort.

2.    Data can be organised according to specific criteria

3.    Data can be sorted and filtered to find specific data that falls with certain criteria
4.    Various data can be combined

5.    Calculations can be performed on numeric data

6.    Reports can be created using certain criteria: Reports look professional and accurate

7.    A database is fast and efficient

Planning a database

A database should be planned carefully, ask the following questions in your database
planning;

1.    What is the database going to be used for.

2.    How many tables will be needed

3.    What field types will be used e.g. numeric, text, date/time

4.    What will the field size be?

5.    Will any of the fields used for calculation?

6.    Will the fields be sorted?

7.    Must data in different tables be connected (relationships).

Data vs Information

Data is raw unprocessed facts while information is processed data. Data on its own has
meaning but becomes information when it is processed or interpreted. Information is the
desired output of a database.

Quiz

Explain how a database is used under the following;

i)              Bank

ii)             Airline

iii)            Hospital

iv)           Government
Database Objects

A database consist of various objects which include;

Tables

Are found of any database. It is a collection of related data divided into rows(records) and
columns(fields). There can be more than one table in a database. In a table one specific row
represent a record. Each column contains a specific field.

Queries

Used to locate specific information in a table. Queries are used to ask specific questions and
perform calculations, for example the number of books written by a specific author.

Forms

User friendly way of displaying and entering the data in a table.

Reports

The presentation of infromation in a report is easier and more presenatable.

Data Type

A data type determines what kind of data can be entered and stored in a field. It also
determines what can be done with the field. e.g. number, text, AutoNumber  etc. The table
below sumarizes some of the data types used in database.
Field Size

Determines how many characters can be entered in a field, including spaces, If fro example,
the field size for a Surname field is 12 and you enter Haihambo Ndapandula only Haihambo
Ndap will be displayed. Too small field size can cause data loss and too big data size can
waste space and slow the database.

Primary Key
A field that uniquely identifies a record/row in a table. It contains unique data.It is
recommended that each table contain a primary key. However sometimes it is not necessary
to assign a primary key.

The Access Window

4.7.2.  Create a new database and tables; define and modify fields and their properties;
enter and edit data in a table.
Create a New Database

1.    Start Microsoft Office Access

2.    In backstage view select Blank database

3.    Sect the location to store the database on the right side of the window.

4.    Type the database name

5.    Click Create

The window below will appear

Open, Close and Save Database Objects

1.    Open the database you want to work with

2.    On the left side of the window, in the Navigation Pane, click the drop down arrow.

3.    Select All Access Objects. This will display all current tables, queries, froms and reports
in the database.

4.    Double-click the desired object.

5.    The table, query, from or report will be displayed.

View Modes

1.    Open the relevant table, query, from or report

2.    On the Home tab, in the views group, click the View drop-down arrow. A list of all
avaialable views will be displayed.

3.    Click the view you need.

Navigate between records

Create a table

1. Select Create tab and click Table Design button, A new table will be displayed in Design
View(Table tools)
2. Save the table. Select the Save button, on the Quick Access toolbar.

3. The Save As dialog box will appear.

4. Enter a name for the table in the Table Name box

5. Select OK

Specify the fields that need to be included in the table.

Save changes and switch view to datasheet.

4.7.3.  Create, modify and run queries to retrieve specific information from a database.
Validation Rules(Criteria)

A validation rule ensures that a specific data is entered in a specific field. E.g. If today's date
must appear in a field then only today's date will be accepted in such a field. In Queries they
are known as criteria and are set up accordingly to validate the data entered in a field, when
a wrong data is entered an error message will be displayed. Below table summarises some
of the validation rules.
In tables validation rule is set in Design view of the table as shown below;
Create a Query

1.    Display the relevant database