DATABASE TERMS

Mr. Brunton

Database

What is a database? A collection of information organized in such a

way that a computer program can quickly select desired pieces of data. You can think of a database as an electronic filing system.

Why do we use databases? Databases are used to store, organize, and

retrieve large amounts of data, quickly.  Therefore, databases can be used in any situation where data needs to be found quickly.

Microsoft Access is a database editing software

Database examples

Phone book Student records Employee records Driver’s License

information, Health (Card) information)

Bank account information

ITunes / Music database Online stores (ie: Sears,

E-Bay, Trader.ca, etc.) Sports / News (ie:

NHL.com, TSN.ca)

Table

a set of related data arranged in rows and columns

Field

Relates to a column in a database table

Contains all the information about one type of data (like names, address, etc.)

Field properties

Properties, such as length, datatype, etc. that the database designer can set in order to control data

Datatypes

Text, Memo, Number, Date/Time, Currency, AutoNumber, Yes/No, Lookup wizard

Text

Datatype used to store any characters.

Limited to 256 characters

Ex: name, address

Memo

Like the text datatype, memo is used to store any characters ….

However it is unlimited in size.

Ex: customer comments, comments on report cards

Number

Datatype used to store values of numerical value

Short integers, long integers, etc. have different value maximums … check field properties for more details

Ex: age, population

Date / time

Datatype used to store dates and times

Can be shown in many different ways (full date, short date, times, etc.)

Ex: date of birth

Currency

Numerical datatype used to store money values

Ex: amount owing

Autonumber

Numerical value that is automatically created by Access

Often used a unique identifier (primary key)

Ex: student number, credit card number

Yes / no

Datatype used to store a yes or no value

Ex: paid in full?

Lookup

A property under most datatypes that allows you create a list of values for a user to choose from

Ex: salutation

Primary key

Datatype property that requires each record in a table to be unique

Used to ensure that no two records are the same

Ex: social insurance number

Record

Relates to a row in a database table

Contains all of the data related to one person or item

Ex: name, address, marks, etc about one student

Form

Part of a database that allows a user to enter and edit data in a graphical interface

Query

Asking the database question to find a certain set of data

Ex: finding all students who are failing

Sort

Ordering data in alphanumerical order

Report

Creating a printable report of a database table or query

Datasheet view

View for entering and editing data

Design view

View that allows the database designer to edit field properties, query properties, etc.