DatabasesCompetency

Explain advanced database concepts and functions.

Retrieving Data1. Open the database program

2. Select the desired database file and click open.

Open a Table in a Database File

Select the proper table to open

Displaying Database Tables

Example: DATASHEET VIEW of the MusicFun Table from the TUNES database

Use Filters to Select Data Filter: Displays records in a database that match

specified criteria. Advantages of using filters

Easier to use than query Fast

Disadvantages of filters All fields are displayed when using a filter Cannot save filters like queries

Types of filters By Form (key criteria into a form; more flexible because criteria can

be set for more than one field) By Selection (quick/easy option by highlighting a cell as criteria) Excluding Selection (excludes data highlighted in cell) Advanced Filter/Sort (works like a query)

Advanced Filter/Sort Menu

Choose the RECORDS Menu,

FILTER command,

Advanced filter/sort

Build a Query

Query: A database object that allows the user to select records/data from a database using multiple criteria (comparison operators) and arrangement (sorting) standards. Advantages

Queries can be saved Each table can be associated with multiple queries

Set Conditions for Query

Field Affected

Sort Order

Criteria: ‘Release Date’ > ‘7/01/2004’

Comparison Operators for Queries and Filters

Equals = Does not equal<> Between and between and Less than < Greater than > Equal to or less than <= Equal to or greater than >=

Query: Advanced Criteria AND Condition: Uses the same row in the

Query Design window The AND condition reduces the number of

records because both conditions must be met.

OR Condition: Uses different rows in the Query Design window The OR condition increases the number of

records because records are selected if either condition is met.

Query: AND Condition

Criteria: Genre = “Rock”

AND

Release Date after 2002

Results

AND condition listed on ONE line

Query: OR ConditionResults

Genre = Country OR Rock

And Release Date Greater than 01/01/2000

OR Condition takes 2 lines!

Search Records

To search for specific records, select Find command from the Edit menu.

Key the search string (data) in the dialog box. Key “where” to find the records (which table).

Similar to Find/Replace commands in other programs Not case sensitive

Sorting To sort is to arrange data in a specific order.

Ascending sort: Alphabetical order (A to Z) or numerical order (1 to 9)

Descending sort: Reverse alphabetical order (Z to A) and largest to lowest number (9 to 1)

Simple sort: Arranges by only one field Complex sort: Arranges data by multiple fields (first

field, primary; second field, secondary)

Sort Using the ToolbarAscending

Descending

Complex Sort

Multiple field sort:

Primary sort – first field chosen

Secondary sort – second field chosen

Datasheet View Sort

In Datasheet View, sorted fields must be highlighted and adjacent (sides touching). Sort priority: sort left to right

Leftmost column (field) = primary sort Next field = secondary sort

The Database ReportA database object used to organize, summarize, and print all or some of the data in a database.

Advantages of a Report Data is viewed in an attractive format

Allows variations in fonts, colors, shading, and borders

Allows page layout design Allows images to be inserted

Shows specific fields or selected records rather than an entire table

Allows records to be grouped/sorted with summaries and totals

Displays fields from multiple tables

Plan and Create a Report Determine the table/queries to be used in

the report Determine what fields/data will be desired

in the report Plan the groupings and summary totals if

desired Enhance the appearance and design

before printing

Determine the Fields Required Using the Report Wizard, select the desired fields for the report from the table or query.

Organize the Report with GroupingThis report will be “grouped” by name.

Sort Data in the Report Sorting a field within the selected group will further organize the report.

Design the Appearance

Follow the Wizard’s Next Steps to format the design, style, and appearance of the report.

Name and preview the completed report.

Insert Pictures/Customize Database Reports

Insert pictures, labels, text boxes, and other graphic elements while in Design View.

Database Relationships

Relationship - A linked connection between two tables that share a common field. Join Line - graphically represents the

relationship between two tables The related field between the two tables must

be of the same data type and size

Establishing Relationships

One record in the Student Table is related to one record in the Participation Table

Relationship established between two tables