HARDWARE AND NETWORKING SERVICE

Level-II

Operate Database Application

This module covers the units:

1) Database objects
2) Basic Database settings
3) Forms
4) Information Retrieval
5) Reports
Unit one: Database Object

Introduction to Database
Basic design principles
Database object
Relationship
Record
What is database?
A database is an organized collection of data, so that it can be easily
accessed and managed.
Database is the collection of organized data that is structured and
stored electronically on a computer system.
 Databases can store data in the form of tables depending upon the
type of database.
 The database's primary goal is to store a huge amount of data.
 Database Design Principle

• Database design is the organization of data according to a database model.

• The designer determines what data must be stored and how the data
elements interrelate.

• With this information, they can begin to fit the data to the database model.

• Database management system manages the data accordingly.

• Database design involves classifying data and identifying

interrelationships.
Basic principle of database

•Usability
•Extensibility
•Data
•Integrity
•Entity Integrity
•Domain Integrity
•Referential Integrity
•User defined integrity
•Performance:
•
Open & Design Database Application

A database is a way of storing large amounts of information.

The data can be retrieved and we can even ask questions of the data and
get answers.
For example: You may want to know how many Students enrolled in
every occupational level.
MS Access (MS Office Access ) is a database management tool that
enables one to store relevant data.
This also has the capabilities to retrieve, sort, summarize report and result
immediately and effectively.
It can combine data from various files (tables) through creating
relationships and can make data entry more efficient and accurate through
the use of forms.
It enables to manage all important information from a single database
file, Within the file can use the different objects/items:
Design process

Determine the purpose of your database.

Find and organize the information required
Divide the information into tables
Turn information items into columns.
 Decide what information you want to store in each table
Specify primary keys
Set up the table relationships
Refine your design.
 Apply the normalization rules
Database Object

 Type of Database objects

Metadata – is a “data about data” or synonymously called table
structure that defines what type of data your data is.
Tables - A table is a collection of data about a specific topic
Defined as a container or a worksheet-like container where the
collection of data has been stored.
Basic Component of a Table:
Meta Data – Database Structure
Field – Column – Data
Fieldname
Record - Row – Information
Type of Database objects

Queries –used to view, change, and analyze data in different ways.

You can also use them as a source of records for forms, reports.
Forms - primarily used to enter or display data in a database.
Reports - A report is an effective way to present your data in a
printed format
Create Data base Objects
Designing table involves

Entering unique names of the columns of the table in the “field name” column
of the design view.
Names of fields and objects in Microsoft Access can be up to 64 characters
long.
They can include any combination of letters, numbers, spaces, and special
characters except a period (.), an exclamation point (!), an accent grave (`), and
brackets ([ ]).
They also can't begin with leading spaces
 Data types in Microsoft Access

• Text: allows for the storage of any kind of data, characters, digits and
special characters.
• Memo: is used for texts of more than 255 characters such as comments
or explanations.
• Number: for numerical data used in mathematical calculations.
• Date/Time: for the introduction of date and time from the year 100 to
9999.
• Currency: For monetary/economic values and numerical data used in
mathematical calculations in which the data involved contains between
one and four decimals.
• Auto number: a unique sequential number (increasing one by one), or a
number that Access assigns every time it adds a new record to a table.
 Data types in Microsoft Access………
• Yes/No:Yes and No values, and fields that contain one of two values (Yes/No,
True/False or Activated/Deactivated).
• OLE Object: an object such as a Microsoft Excel spreadsheet, a Microsoft
Word document, graphics, images, sounds, or other binaries.
• Used to embed or link to documents from other programs like Excel and Word.
• Hyperlink: text or a combination of text and numbers stored as text and used
as a hyperlink address.
• Attachment: Used to store files in an Access database.
• The attachment data type lets you store one or more files per record.
• Lookup wizard…: A lookup wizard field lets the user choose from a
predefined set of options, like a "male" or "female" selection or a "country"
selection
Normalization

• Normalization is the process of organizing data in a database.

Goal of Normalization process

• Eliminating redundant data (for example, storing the same data in more
than one table)

• Ensuring data dependencies make sense (only storing related data in a

table).

• Both used to reduce the amount of space a database consumes and ensure
that data is logically stored
 Data base Relationships
Are associations between tables that are created using join statements to
retrieve data.
 Each primary key value relates to none or only one record in the related
table.
Allow you to describe the connections between different database tables
in powerful ways.
Once you’ve described the relationships between your tables, you can
later leverage that information to perform powerful cross-table queries,
known as joins.
Is a logical connection between two tables .
One of the huge advantages of a relational database is that, once you have
your data held in clearly defined, compact tables, you can connect or relate
the data held in different tables.
 Types of keys

•Keys are fields that are part of a table relationship.

•There are two kinds of keys
Primary key
 A primary key is used to identify each record that you store in the table.
 A table can have only one primary key.
 Primary Key is the unique identification of one record.
Foreign Key
A table can also have one or more foreign key.
A foreign key contains values that correspondent to values in the primary key of another
table
use table relationship to combine data from related table
Types of keys…………….

Primary Key

Foreign Key
Types of Database Relationships

One-to-one relationships: occur when each entry in the first table

has one, and only one, counterpart in the second table.
One-to-many relationships: Is the most common type of database
relationship.
Many-to-many relationships: occur when each record in the first
table corresponds to one or more records in the second table and each
record in the second table corresponds to one or more records in the
first table
ER Diagram (Entity Relationship Diagram)

ERD is a visual representation of different data using conventions that

describe how these data are related to each other.
 For example, the elements writer, novel, and consumer may be
described using ER diagrams this way:
ER Diagram Symbol and Notations
Elements In ER Diagram

Entity
An entity can be a person, place, event, or object that is relevant to a given
system.
For example, a school system may include students, teachers, major
courses, subjects, fees, and other items.
Entities are represented in ER diagrams by a rectangle and named using
singular nouns.
Attribute
An attribute is a property, trait, or characteristic of an entity, relationship, or
another attribute.
An entity can have as many attributes as necessary.
• attributes can also have their own specific attributes.
• For example, the attribute “customer address” can have the attributes
number, street, city, and state.
• These are called composite attributes.
• Attributes are represented by oval shapes.
Relationship
Describes how entities interact.
For example, the entity “carpenter” may be related to the entity “table” by the
relationship “builds” or “makes”.
Relationships are represented by diamond shapes and are labeled using verbs.
There are more elements which are based on the main elements. These are:
Weak Entity
Depends on the existence of another entity.
Cannot be identified by its own attributes.
It uses a foreign key combined with its attributed to form the primary key.
Multi valued Attribute

• can have more than one value

• It is important to note that this is different to an attribute having its
own attributes.
• For example a teacher entity can have multiple subject values.
Derived Attribute

•An attribute based on another attribute.

• is found rarely in ER diagrams.
•For example for a circle the area can be derived from the radius.
 Understanding data entry symbols

Symbol Meaning

This is the current record; the record has been saved as it appears. The current record is indicated by a
change in color in the record selector.

You are editing this record; changes to the record aren't yet saved.

This record is locked by another user; you can't edit it.

This is a new record in which you can enter information.

This is the primary key field and contains a value that uniquely identifies the record.