What is a Database?

A collection of related information that helps you organize records

For what is a database program used?

A database program, like Microsoft Access, can be used for many things. Primarily, it is used to keep track of or manage information about:

• People (customers, employees or friends)
• Items (products, CD or video collection)
• Events (sales transaction)

Other things a database program can be used for include: Storing information like a file cabinet, finding and retrieving data of interests, as well as performing searches for specific parts of all the information, analyzing data and helping you make quick, accurate and informed decisions based on the information, and also database programs can neatly present information in professionally designed reports.

Common Uses of Databases

In Schools - 

• Student Records
• Staff Employment Records
• Recipes
• Music Collection
• Addresses

Business Use -

• Business Mailing Lists
• Customer Orders
• Inventories
• Equipment
• Property
• Payroll

Advantages of Computerized Databases

• quicker to find things
• neater
• more useful
• can sort information (alphabetize)
• can group information (all friends who live in CA)
• generates reports
• analyzes data (easily see trends or relationships to make informed decisions)

Parts of a Database

Tables 
A collection of data about a specific topic, organized into columns (called fields) and rows (called records).  In table datasheet view, you can add, edit, or view the data in a table.  You can also check the spelling and print your table's data, filter or sort records, change the datasheet's appearance, or change the table's structure by adding or deleting columns.

Fields  
Categories of information
Each field is made up of:
    •field name - titles you give to each category of information
    •field entries -contents of the database, text, numbers or formulas

Record   
All the information about one person or item, for example
•1 form filled out in a Form 
•1 row in a table 

Forms 
Forms provide a quick way to view, enter and change information in a database.  Forms usually display boxes that show one record at a time.

Filters or Queries 
Filters or Queries allow you to find items of interest from all the information in a database.  A filter allows you to show the records that match the criteria you'd like to retrieve.  A query allows you to find data from one or more table using criteria you specify, and then displays it in the order you want.  A query also allows you to save the data as an object.

Report
Reports are professional-looking documents that summarize the data in a database. 

Datasheet View
Displays all the records in a table.  You can enter, edit and review records in this view.

Design View
This view allows you to change the structure of a table.  You can change the settings in this view to specify the kind of information you can enter into a table.

There are many ways to work with the data in a table's datasheet.

• You can sort the records of your datasheet by the data in one or more fields.
•     Sort in ascending (A-Z or 0-9) order (alphabetically or numerically)  
•     Sort in descending (Z-A or 9-0) order (alphabetically or numerically)  
• You can limit the records you see in your datasheet by filtering in these ways:
•       Filter by Selection
•       Filter by form
• You can "Find" or "Find and Replace" values or data in a table's datasheet.
•  You can add or delete records.
• You can add, delete or rename fields.