DATABASE STUDY SHEET- HTML
DATABASE STUDY SHEET
(Make sure you have all the BLUE answers)
A DATABASE is an organized collection of information.
Give 3 examples of databases
a. Telephone Book
c. Card File of Recipes
The first thing you must do when designing a database is to decide what _INFORMATION_ you want to keep.
The next step is to create a FORM.
A form is made up of FIELDS. FIELDS are categories of information you want to keep for each record.
An example of a field name is: LAST
I would use this field to keep up with someone’s last name
I would make this a general type of field since it needs no special format
I would make it big enough to hold the biggest last name I can think of, plus a few extra spaces just in case.
Another example of a field is : AMOUNT
I might use this field to keep up with money someone has paid.
I would make this format DOLLAR with 2 Decimal Spaces so the amounts would look like this : $4.00
I would make it big enough to hold the dollar sign, the numbers and the decimal remembering that each character and space takes up one space.
You put the FIELDS on the FORM.
This form is just like a paper form you would use for entering information.
You create a form only ONE time and then use it as MANY times as you need for the number of records you have.
I use TAB and SHIFT TAB to go between fields.
TAB goes forward
SHIFT TAB goes backwards.
FIELDS have 2 parts, a Field Name and a Field Contents area. Label the parts below: Which ones are field names and which are field contents? Column 1 has field names and column 2 has field contents.
Column 1 Column 2
CHANGING FIELD SIZE
Use the FORMAT menu
MUST have the FIELD CONTENTS area highlighted in order to change the FIELD SIZE.
Another way to change field size is to go the VIEW menu and choose FORM DESIGN VIEW. Then I can stretch the field to change it.
DATABASE VIEWS (ways to look at the database)
a. FORM - see one record (all the information on one person in the phonebook)
b. LIST - see all records in a list (all the people in the database, like a whole phonebook)
c. DESIGN – EDIT THE FORM – to change field sizes, colors, add labels, insert/delete fields
I use the VIEW menu to switch between these views.
I can look in the STATUS bar, which is located in the bottom left of my screen to see which RECORD I am on.
A RECORD is all information related to one person or entry.
* I use CTRL + PAGE UP and CTRL + PAGE DOWN to go between records.
Ex. Between one friend’s information and another friend’s information
* If I use only PAGE DOWN by mistake, I will still be on the same record, but on the lower part of the page. I can look at the status bar to see which record I am on. I can press PAGE UP to get back to the top part of the RECORD.
SORTING -SORT means to put something in a particular ORDER.
* Use the RECORD menu to SORT the records in the database
* ASCENDING order means from A to Z or 1 to 100
* DESCENDING orders means from Z to A or from 100 to 1.
ADVANTAGES of a computerized database:
a. Can sort for you
b. Takes up less space
c. Can merge it with a word processor to print letters.
d. Faster to locate information (Ex. Stack of cards versus database)