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Mastering Database Concepts

COURSE

6411

Computer Applications I

Unit B

Software Applications for Business

COMPETENCY

5.00

B2

25%

Understand databases used in business.

OBJECTIVE

5.01

B2

20%

Understand database tables used in business.

ESSENTIAL QUESTIONS

How is database information used, organized, and managed in business?

For what purposes?

Teacher Note: Microsoft Access 2003 was used to create the databases in this objective. All graphics in the guide are based on this version. Make adjustments to notes and directions as necessary in accordance with the software version used in your classroom.

Database Uses in Business

I. Database Use and Purpose A database is a tool used to organize, store, retrieve, and communicate groups of related information.

A. Examples of databases and database uses in business and society:

1. a phone book

2. online library card catalog

3. payroll data including employee names, social security numbers, pay rates, exemptions, etc.

4. eBay and other online businesses use databases to maintain inventory and keep track of customers, products, vendors, pay pal accounts

B. Tables are the building blocks of all databases. They are used to group and organize the information within a database.

1. A table is an arrangement of columns and rows. It is the fundamental building block of all databases.

a. Example 1: a database for an airline may contain several tables

i. Table 1 Airplane Inventory

(a) Airplane identification numbers

(b) Dates of service and repair calls

(c) Seating capacity

ii. Table 2 Flight Staff

(a) Pilot names

(b) Contact information

(c) License number

b. Example 2: an online stores database might contain several tables

i. Table 1 contains products

ii. Table 2 contains prices

iii. Table 3 contains manufacturer information

iv. Table 4 contains purchase orders

2. An entry is a single piece of data in a database table. Examples of cell entries in a music store database may include the price of a CD, artists name, or the number the category of music in which the CD is classified.

3. A field, is a grouping or category of similar information contained in a table

a. Fields are unique identifiers for categories of information

b. In the Airplane inventory example, Plane ID, Service date, and Seats Available are examples of possible field names

4. A record is a complete description of all of the fields related to one item in a table.

a. A record is another level of organization in database tables

b. In the Airplane inventory example, one record would consist of the Plane ID, Service date, and Seats Available for one plane

II. Data Types, Field Properties, Data Entry, and Printing

A. Before a database can be built, the user must first define its purpose and determine how the data will be organized into fields.

1. Fields should be formatted in accordance with the data they contain so that the database can be searched, used in calculations, and sorted as needed for communicating.

2. A field name should be short and descriptive

B. Text-based data types and field properties used for data that will be sorted in alphabetical order or listed randomly, but will not be used in mathematical calculations. For example, in a music store database, the user may wish to sort the database in alphabetical order by artist, CD title, song title, or genre.

1. Yes/No a data type in toggle format that allows a user to select a yes or no value in a database cell

a. For example, the music store manager may include a field in the database that requires a yes or no response for in stock items

b. The default setting is No

2. Caption a field property used for column naming that allows a more user-friendly and properly formatted field name than that stored in the database design

3. Lookup Wizard a data type used to define preset values for database entries.

a. For example, the music store database might include a lookup wizard which provides a drop down list for the genres of music.

b. This feature increases productivity and accuracy by reducing the amount of data entry required.

4. Memo a data type used for lengthy entries that allows combinations of text and numbers

5. Input Mask a template-like field property that regulates how data is entered in a cell. For example, if the phone number input mask is used, the user will be prompted to input data in a specific format, such as (919) 555-5555.

C. Number-based data types and field properties used for data that may be calculated, sorted, or filtered. For example, a music store database may be queried for any quantity on hand that is less than ten so that the store manager can reorder the CDs that the store is running out of.

1. Decimal places field property used to format numbers for one or more decimal points.

a. For example, in a music store database, the store manager may wish to filter the database for all CDs that cost 17.99.

b. Without the decimal format, the prices of the CDs would be rounded off.

2. Currency data type used to format numbers as decimal values with a dollar sign.

a. For example, in a music store database, the store manager may wish for the database to print a receipt to each customer which includes the total price of the CD plus tax formatted in currency

b. The default format for currency is two decimal places

3. Date data type used to arrange and sort data chronologically

a. For example, the music store manager may wish to view the sales for March only in the database

b. Often used with the input mask field property

4. Time data type used to arrange and sort data chronologically

a. For example, the music store manager may want to compare the sales figures for after 5:00 pm against the figures before 12:00 pm.

b. Often used with input mask field property

5. Auto Number used to automatically assign a number to each record and to assist in preventing duplication of data.

a. For example, the music store manager used the auto number feature when setting up the database and is notified when a duplicate record is added

b. Often used with/as a primary key

6. Primary Key used to format each record in a database as a unique entity

a. For example, the music store manager formatted the auto number field as the primary key

b. Primary keys allow database tables to communicate

D. Editing and Printing Procedures to add and delete records and fields, edit field names, rearrange fields in a database and print.

III. Database Management The effectiveness of a database can be measured by the users ability to retrieve useful information.

An effective database is one that contains timely information and thus requires continuous maintenance.

Consider the telephone directory and the amount of information that must be gathered, edited, and processed to provide customers with accurate information.

Many tools are available to assist in the retrieval, processing, and manipulation of database information.

A. Filters allow for the retrieval of information that meets specific criteria.

B. Sorts allow for information to be arranged in a specific order such as alphabetical, chronological, ascending, or descending.

C. Database Relationships a link between two or more tables in a database

The relationship is developed when common fields in the tables are linked, such as the Customer ID field in a Customer Address table and the Customer ID field in a Purchases table.

The relationship enhances the power of the database by allowing retrieval of data from both sources and eliminating the need for data duplication among tables.

1. Three types of relationships:

a. One-to-One when only one record is linked to a record in another table.

b. One-to-Many when a record in one table is linked to more than one record in another table.

c. Many-to-Many when multiple records from both (or more) tables are linked. A Many-to-many relationship is actually two one-to-many tables that are connected by a junction table.

2. Primary key a field in a database table that is of the same data type and size as a related field in a linked table

3. Foreign key when tables are linked by the primary key, the related field in the second table is known as the foreign key

4. Join line a graphical representation of the link between two or more tables

5. Referential integrity protects related data that is stored in multiple tables.

Referential integrity would prevent a customer in a customers table from being deleted if the customers ID also appears in the order table

6. Junction table a table used to join primary key fields from multiple tables

IV. Raw Data Import - A useful and practical method for obtaining information from other sources and creating database tables. Eliminates the need for repetitive data entry and assists in the protection of the datas integrity.

A. Must be formatted as text

B. Must be separated at field and record breaks with a separator, such as a comma (delimitated)

Activities

Relevancy

Resources

1.

Using a digital projector view and discuss the Database Fundamentals PowerPoint as students take notes using the Database Fundamentals graphic organizer

Using the music store example in the unpacked content (Section I, Part B), describe and provide examples of table components to students

Relate to previous knowledge by allowing students to brainstorm and suggest additional examples of databases

Builds understanding of:

the purpose and uses of databases used in business

database concepts and components and how tables are organized

Database Fundamentals PowerPoint

Database Fundamentals graphic organizer (p 16)

2.

Using a digital projector, lead a class discussion about how the information is organized in the online travel database at www.expedia.com

Ask students how the information is grouped and assist them in reaching the conclusion that the flight time, airline, and departure city are all examples of field names in the sites database

Distribute Guided Practice: Search an Online Database to students

Demonstrate the search procedures for Flights 1 and 2 as students follow along at their computers

Instruct students to complete the searches for Flights 3-5 independently

Monitor/provide assistance as needed

Once the students have completed all five searches, lead a class discussion using the questions at the end of the activity

Review the descriptions of field, record, entry, and database as related to the data used in the search

Builds understanding of:

how data is organized in a database

characteristics of fields, records, and tables

Guided Practice: Search an Online Database activity and key (p 17-20)

Expedia.com

Continued on next page

3.

Using a digital projector, view and discuss the Data Types and Field Properties PowerPoint as students take notes using the Data Types and Field Properties graphic organizer

Explain the difference between data types and field properties and text-based and number-based

Provide examples of the uses of data types and field properties as each item is presented in the presentation

Builds understanding of the defining features of how data is organized, formatted, and categorized in a database

Data Types and Field Properties PowerPoint

Data Types and Field Properties graphic organizer (p 21)

4.

Distribute Review of Database Tables to students and instruct them to complete the activity independently with notes

Monitor and provide assistance as needed

Upon completion of the activity, review the answers as a class

Reinforces conceptual knowledge of database tables

Review of Database Tables activity and key (p 22-25)

5.

Distribute Guided Practice: Create a Database: Computers to students

Using a digital projector, demonstrate how to plan the structure of a database, enter data, add captions, and insert and delete records as students take notes and follow along at their computers


Builds understanding of databases by applying procedures to plan the structure, enter data, add captions, and add and delete records

Guided Practice: Create a Database: Computers activity and key (p 26-29)

(5.01/Dbase Activities/ Computers


6.

Distribute Independent Practice: Create a Database: Scavenger Hunt to students

Review the instructions for the activity with the class and determine the protocol for saving the database and the table

Discuss the characteristics of appropriate field names:

descriptive

concise

unique

Instruct students how they should gather and record the survey information

One option is to use a word document to record the data

Instruct students as to whether they are to survey the entire class or a specific number of students, or perhaps the survey should be gender specific

Allow a sufficient amount of time to collect the data before instructing students to return to their computers for data entry


Upon completion of the activity, view samples of student work using a digital projector and discuss the similarities and differences of their choices for field names and properties

Ask students how Yes/No and Lookup formats could be used in the database

Builds understanding of planning the structure of a database and field properties through independent practice

Independent Practice: Create a Database: Scavenger Hunt activity and key (p 30-31)

(5.01/Dbase Activities/ Scavenger


7.

Distribute Guided Practice: Database Management: Anti-Virus to students

Use a digital projector to demonstrate the activity. Allow time for students to take notes and follow along at their computers

Once the database has been created, demonstrate how to delete the Compatibility field and allow students to follow along at their computers

Discuss the effect of deleting the entire field. Can the deleted action be undone?

Explain how to print and allow students to print as well OR require them to take notes and print the next activity

Builds understanding of databases by applying procedures to:

Plan a database structure

Edit data types and field properties

Enter data

Use AutoNumber

Add captions

Add a field

Delete a field

Print a table

Guided Practice: Database Management: Anti-Virus activity and key (p 32-34)

(5.01 Dbase Activities/ AntiVirus

8.

Distribute Independent Practice: Create a Database: Survey and instruct students to complete the activity as directed

Provide directions for saving the database and the table

Instruct students to print a copy of the database

This activity requires students to add a field (Marital Status) to the database and later delete it. They are instructed in the activity to print the database with the added field and then ask the teacher for instructions about which field to delete. Make sure all students have completed the activity before instructing them to delete the Marital Status field

Review the procedures for adding a field and determining appropriate data formats



Determine data types and field properties

Enter data

Add a field

Delete a field

Print a table

Independent Practice: Create a Database: Survey activity and key (p 35-37)

(5.01 Dbase Activities/ Survey


9.

Distribute Guided Practice: Create a Database: MusicFun to students. Using a digital projector, demonstrate the activity as students take notes and follow along at their computers

This purpose of this activity is to teach students about database management

Facilitate discussion with examples of when and why these formats and edits are performed in business situations

Ask the following questions:

Why might a field be added to a company database?

Why might fields be rearranged?

What types of entries will be added?

Why is the date with input mask used? Whats the benefit of using it?

Why is AutoNumber used?

Why is a Lookup value used?

Why is a Yes/No field used?


Add fields

Rearrange fields

Add entries

Format data types and properties

Guided Practice: Create a Database: MusicFun activity and key (p 38-43)

(5.01 Dbase Activities/ MusicFun

10.

Distribute Independent Practice: Create a Database: B&B to students and instruct them to complete the activity independently


Upon completion of the activity, facilitate class discussion by asking students for their opinions regarding the uses of databases

Ask them if they view database management as a viable career option

Ask if they know anyone who manages a database and discuss the job responsibilities, high school and community college courses available, salary, and etc.

Builds understanding of how to manage a database by editing fields, data, data types and field properties

Independent Practice: Create a Database: B&B activity and key (p 44-49)

(5.01 Dbase Activities/B&B


11.

Discuss with students the need for output options when using a database

Sometimes, specific data is requested that only includes certain fields

Information is often requested in a particular order, such as flights arranged from cheapest to most expensive or latest departure times to earliest departure times

Use examples to explain the difference between ascending and descending

Distribute Determining Sort Order to students and instruct them to work in pairs to complete the activity

Upon completion of the activity, review answers with the class

Builds understanding through examples of the difference between ascending and descending order and why data is sorted

Determining Sort Order activity and key (p 50-53)

12.

Discuss with students how operators are used in a database to define the organization and retrieval of data

Use Expedia as an example and discuss how operators are used to define dates, such as not less than 02/02/09 and not greater than 02/07/09

An example of the equal operator may specify that airline equals Delta

Distribute Understanding Operators to students and instruct them to complete the activity in pairs

Review the activity with the class upon completion

Builds understanding of database operators through examples of how they are used to organize data

Understanding Operators activity and key (p 54-57)


13.

Distribute Guided Practice: Filtering and Sorting a Database to students

Using a digital projector, demonstrate the filter and sort actions required to complete each task. Describe the procedures for each method as students take notes. Allow students to follow along at their computers to complete the activity

Discuss why filter and sort operations are performed on a database. What are the benefits?

Show the results of each filter or sort to the class to confirm that their results are similar. If their results are different, determine why through class discussion and problem solving

Builds understanding of filter and sort operations and operators through guided practice

(5.01/Dbase Activities/ Survey (5.01/Dbase Activities/ Computers

Guided Practice: Filtering and Sorting a Database activity and key (p 58-62)

14.

Distribute Independent Practice: Filtering and Sorting a Database to students

Instruct students that they will need to retrieve the Bed and Breakfast database to complete the activity

Instruct them to record their results in table format in a word processing document, including a short narrative in the document that explains how they retrieved the information for each search


Builds understanding of filter and sort operations and operators through independent practice

(5.01/Dbase Activities/B&B

Independent Practice: Filtering and Sorting a Database activity and key (p 63-67)

15.

Using a digital projector view the Database Relationships PowerPoint and discuss with students the How, What, and Why of database relationships. Students should take notes using the Types of Relationships graphic organizer

Use examples from Expedia.com, TicketMaster, or other popular database sites that are familiar to students to explain possible database relationships used by each site

Introduces and builds understanding of the defining features and characteristics of database relationships

Database Relationships PowerPoint

Relationships graphic organizer (p 68-70)


16.

Distribute Guided Practice: Database Relationships to students. Using a digital projector, demonstrate the activity and allow time for students to take notes and follow along at their computers

Explain one-to-one table relationships and referential integrity (see unpacked content, Section III, Part C)

At the completion of the activity, instruct students to answer the three questions at the end independently. Review student answers to confirm their understanding

Develops understanding of the defining features of one-to-one relationships through examples and guided practice

Guided Practice: Database Relationships activity and key (p 71-74)


17.

Distribute Independent Practice: Database Relationships to students and instruct them to complete the activity independently


Facilitate class discussion to review student answers to the questions found at the end of the activity

Reinforces understanding of the defining features of one-to-one relationships through independent practice

Independent Practice: Database Relationships activity and key (p 75-77)


18.

Distribute Guided Practice: One-to-Many Relationships

Demonstrate the activity with a digital projector and allow students to take notes and follow along at their computers

Note: To save time, distribute the two tables electronically to students

Discuss the differences and similarities of one-to-one and one-to-many relationships

Develops understanding of one-to-many relationships through examples, comparison to one-to-one relationships, and guided practice

Guided Practice: One-to-Many Relationships activity and key (p 78-84)

( 5.01/ Dbase Activities/ PetRegistry

19.

Distribute Independent Practice: One-to-Many Relationships to students and instruct them to complete the activity independently as you monitor and provide assistance as needed

Optional: Require students to use print screen or specialized software to capture the Authors table with all relationships expanded

Reinforces understanding of one-to-many relationships through independent practice

Independent Practice: One-to-Many Relationships activity and key (p 85-87)

( 5.01/Dbase Activities/ Publishers

20.

Distribute Guided Practice: Many-to-Many Relationships to students

Using a digital projector, demonstrate the activity and allow time for students to take notes and follow along on their computers

Discuss the differences and similarities of one-to-one, one-to-many, and many-to-many relationships

Discuss examples of how many-to-many relationships are used in business

Builds understanding of the purpose and uses of many-to-many database relationships through guided practice

Guided Practice: Many-to-Many Relationships (p 88-92)

( 5.01/Dbase Activities/ BeachRentals

21.

Preparation: Students are required to create a custom input mask for the duration field in the flights table. Demonstrate this process and instruct students to take notes before beginning the activity.

Distribute Independent Practice: Many-to-Many Relationships to students and instruct them to complete the activity independently as you monitor and provide assistance as needed

Students may refer to their notes from the previous lesson

Reinforces understanding of the purpose and uses of many-to-many relationships

Independent Practice: Many-to-Many Relationships (p 93-96)

( 5.01/Dbase Activities/ Flights

22.

Distribute Guided Practice: Importing Data to students

Introduce the activity and explain that data used in database tables can be imported from other sources. Discuss common sources used for import and the benefits of importing data

Using a digital projector, demonstrate the activity and allow time for students to take notes and follow along at their computers

Restate the procedures followed to complete the import

Develops understanding through example and guided practice of how data is imported into a database and the required properties of the data

Guided Practice: Importing Data activity (p 97)

(5.01 Dbase Activities/Raw Data for FBLA


23.

Distribute Independent Practice: Importing Data to students

Go over the directions and points to remember

Instruct students what filenames to use when saving the word processing document and database

Instruct students to complete the activity independently including the written response question at the end, which asks students to develop a procedure for importing data

Monitor/provide assistance as needed.

Upon completion of the activity, ask for student volunteers to share the procedures they developed with the class

Reinforces understanding through independent practice how data is imported into a database, the required properties of the data, and the procedures

Independent Practice: Importing Data activity and key (p 98-99)

( 5.01/Dbase Activities/ Raw Data for University

24.

Distribute Database Concept Review to students and instruct them to complete the activity independently as a review of the concepts learned in this objective

Reviews database concepts learned in this objective

Database Concept Review activity and key (p 100-103)

25.

This concludes the instruction for Objective 5.01. Objective 5.02 will build on the students knowledge of tables by incorporating the use of database queries, forms, and reports.

Database Fundamentals

Guided Practice: Search an Online Database

Directions: You will search an online database of airlines. Go to www.expedia.com and search for 5 round-trip flights to 5 different destinations. Answer the questions at the end of the activity when you have completed the search.

1. Flight One

Flight #

Airline

Departure City

Arrival City

Departure Time

Arrival Time

Length of Flight

Date Leaving

# of Stopovers

Cost of Trip

2. Flight Two

Flight #

Airline

Departure City

Arrival City

Departure Time

Arrival Time

Length of Flight

Date Leaving

# of Stopovers

Cost of Trip

3. Flight Three

Flight #

Airline

Departure City

Arrival City

Departure Time

Arrival Time

Length of Flight

Date Leaving

# of Stopovers

Cost of Trip

4. Flight Four

Flight #

Airline

Departure City

Arrival City

Departure Time

Arrival Time

Length of Flight

Date Leaving

# of Stopovers

Cost of Trip

5. Flight Five

Flight #

Airline

Departure City

Arrival City

Departure Time

Arrival Time

Length of Flight

Date Leaving

# of Stopovers

Cost of Trip

Questions:

1. What are the field names?

2. What is the name of the database?

3. How many entries were recorded in your search?

4. How many records were searched?

Guided Practice: Search an Online Database

Directions: You will search an online database of airlines. Go to www.expedia.com and search for 5 round-trip flights to 5 different destinations. Answer the questions at the end of the activity when you have completed your search.

Note: These answers will vary with the date and destination selections. If this site is not available, select a similar site or create a database which contains relevant data from which the students can gather the information.

1. Flight One

Flight #

919/749

Airline

Delta

Departure City

Raleigh

Arrival City

Las Vegas

Departure Time

6:00 a.m.

Arrival Time

9:50 a.m.

Length of Flight

6 hr 60 m

Date Leaving

January 1, 2008

# of Stopovers

1

Cost of Trip

$305

2. Flight Two

Flight #

4472/1226

Airline

US Airways

Departure City

Asheville

Arrival City

Nassau, Bahamas

Departure Time

9:45 a.m.

Arrival Time

1:54 p.m.

Length of Flight

4 hr 9 m

Date Leaving

November 1, 2007

# of Stopovers

1

Cost of Trip

$587

3. Flight Three

Flight #

1122/4250

Airline

US Airways

Departure City

New Bern

Arrival City

Miami, FL

Departure Time

5:35 a.m.

Arrival Time

9:37 a.m.

Length of Flight

4 hr 2 m

Date Leaving

December 3, 2007

# of Stopovers

1

Cost of Trip

$521

4. Flight Four

Flight #

1701/2075

Airline

Northwest

Departure City

Charlotte

Arrival City

Missoula, MT

Departure Time

5:47 p.m.

Arrival Time

11:49 p.m.

Length of Flight

8 hr 2 m

Date Leaving

October 1, 2007

# of Stopovers

1

Cost of Trip

$461

5. Flight Five

Flight #

2420/1495

Airline

Continental

Departure City

Greensboro

Arrival City

Los Angeles

Departure Time

6:35 a.m.

Arrival Time

10:52 a.m.

Length of Flight

7 hr 17 m

Date Leaving

September 12, 2007

# of Stopovers

1

Cost of Trip

$331

Questions:

1. What are the field names?

Flight #, Airline, Departure City, Arrival City, Departure Time, Arrival Time, Length of Flight, Date Leaving, # of Stopovers, and Cost of Trip

2. What is the name of the database?

Expedia

3. How many entries were recorded in your search?

50

4. How many records can be produced as a result of your search?

5

Review of Database Tables

Part I Directions: Match the letters above with their definition below.

1. Field______

2. Record______

3. Entry______

Part II Directions: Answer the questions below using the above diagram.

1. Number of entries _________

2. Number of records_________

3. Number of fields_________

Part III Directions: Identify the correct data type for each item using the list below

Text

Number

Date/Time

Yes/No

Currency

Memo

Lookup Wizard

1. 123-45-6789 (social security number)__________________

2. John__________________

3. $257.98__________________

4. 12587 (employee ID number)__________________

5. Paid/Not Paid__________________

6. This item needs to be reordered. It is one of our best selling items.__________________

7. Series of choices (low, medium, high)__________________

8. December 15, 2006__________________

9. (555) 555-5555 (phone number)__________________

10. Pets Allowed/Pets Not Allowed__________________

11. Age of students__________________

12. Cost of trip__________________

13. Date of Purchase__________________

Part IV Directions: Place the parts of a database in order from the smallest unit to the largest unit. (1 being the smallest, 5 being the largest)

Field

Character

Entry

Record

1.

2.

3.

4.

5.

Part V: Match the definition to the correct term.

1. Field

A. Is also a true/false field. Will contain a checkbox for yes no. Default is No.

2. Entry

B. Monetary values

3. Record

C. Creates fields that automatically enter a unique number when a record is added

4. Text

D. Includes words and/or numbers not used in calculations

5. Number

E. This format is applied to a field that will be sorted chronologically

6. Input Mask

F. Data and formulas keyed in a field

7. Yes/No

G. An efficient means of storing and retrieving data and printing reports from the stored data

8. Currency

H. One item of information in a record. Represented by a column

9. Lookup Field

I. A group of related fields of information

10. Memo

J. A format often applied to dates and times

11. Database

K. Like text, but max of 64,000 characters

12. AutoNumber

L. Allows you to create a finite set of choices for that fields entry values

Review of Database Tables

Part I Directions: Match the letters above with their definition below.

1. Field__B____

2. Record__A____

3. Entry__C____

Part II Directions: Answer the questions below using the above diagram.

4. Number of entries ____20___

5. Number of records____4___

6. Number of fields____5___

Part III Directions: Identify the correct data type for each item using the list below:

Text

Number

Date/Time

Yes/No

Currency

Memo

Lookup Wizard

8. 123-45-6789Text

9. JohnText

10. $257.98Currency

11. 12587Text

12. Paid/Not PaidYes/No

13. This item needs to be reordered. It is one of our best selling items.Memo

14. Series of choices (low, medium, high)Lookup Wizard

15. December 15, 2006Date/Time

16. (555) 555-5555Text

17. Pets Allowed/Pets Not AllowedYes/No

18. Age of studentsNumber

19. Cost of tripCurrency

20. Date of PurchaseDate/Time

Part IV Directions: Place the parts of a database in order from the smallest unit to the largest unit. (1 being the smallest, 5 being the largest)

Field

Character

Entry

Record

1. Character

2.Entry

3.Field

4.Record

Part V: Match the definition to the correct term.

H

1. Field

A. Is also a true/false field. Will contain a checkbox for yes no. Default is No.

F

2. Entry

B. Monetary values

I

3. Record

C. Creates fields that automatically enter a unique number when a record is added

D

4. Text

D. Includes words and/or numbers not used in calculations

E

5. Number

E. This format is applied to a field that will be sorted chronologically

J

6. Input Mask

F. Data and formulas keyed in a field

A

7. Yes/No

G. An efficient means of storing and retrieving data and printing reports from the stored data

B

8. Currency

H. One item of information in a record. Represented by a column

L

9. Lookup Field

I. A group of related fields of information

K

10. Memo

J. A format often applied to dates and times

G

11. Database

K. Like text, but max of 64,000 characters

C

12. AutoNumber

L. Allows you to create a finite set of choices for that fields entry values

Guided Practice: Create a Database: Computers

Directions: In this activity, you will follow along with your teacher to create a database and complete the following tasks:

Plan the structure

Enter data

Add records

Delete records

1. The first step is to plan the structure. You will be creating a computer inventory database. For each item, you have the name of the manufacturer, the serial number, the room location, and the ID number of the student to which it is assigned. Based on this information and the data below, how many fields are needed in the database?

Notes:

2. What are appropriate field names?

Compaq

12345

214

5

Dell

54321

110

6

Dell

98765

310

9

Packard Bell

45678

214

3

Compaq

34567

110

4

Compaq

95425

111

8

Gateway

55557

109

8

Dell

90864

222

12

Dell

123674

214

15

Gateway

87093

119

27

Hewlett Packard

83765

111

22

3. In addition to assigning field names, the caption field property allows the user to enter more user-friendly column headings that will be visible when the database is viewed or printed.

Use the caption field property for each field name to assign user-friendly column headings

4. The next step is to determine the format and size of each field

Notes:

5. Name the database according to teacher directions and enter the data

Notes:

6. Edit the database to add the following records:

Hewlett Packard

88334

109

25

Compaq

22990

211

26

Dell

34419

110

27

Gateway

22334455

214

28

Notes:

7. Edit the database to delete the following 2 records:

Compaq with Serial Number 34567

Dell with Serial Number 123674

Notes:

Guided Practice: Create a Database: Computers

1. Determine the field names.

Field Names

Caption

Manufacturer

Same

SeNo

Serial Number

RNo

Room Number

StNo

Student Number

2. Determine the field properties:

Field Names

Field Type

Field Size

Manufacturer

Text

20

SerialNumber

Text

9

RoomNumber

Text

4

StudentNumber

Number

4

3. Name the database and enter the data.

Manufacturer

Serial Number

Room Number

Student Number

Compaq

12345

214

5

Dell

54321

110

6

Dell

98765

310

9

Packard Bell

45678

214

3

Compaq

34567

110

4

Compaq

95425

111

8

Gateway

55557

109

8

Dell

90864

222

12

Dell

123674

214

15

Gateway

87093

119

27

Hewlett Packard

83765

111

22

4. Edit the database by adding the following records:

Manufacturer

Serial Number

Room Number

Student Number

Hewlett Packard

88334

109

25

Compaq

22990

211

26

Dell

34419

110

27

Gateway

22334455

214

28

5. Edit the database by deleting the following 2 records:

Compaq with Serial Number 34567

Dell with Serial Number 123674

Independent Practice: Create a Database: Scavenger Hunt

Directions: In this activity, you will work independently to create a database based on information you gather from your classmates. You will need to determine field names and captions, data types, and field properties by reading the questions below. Once you have determined the fields, you will survey your classmates as assigned by your teacher. You will then create a database to record your results. Survey Questions:1. What is your first and last name?2. Do you have blue eyes?3. What is your favorite sport?4. Do you have your drivers license?

5. Are you a Senior, Junior, Sophomore or Freshman?

6. What is your favorite music group or band?7. What is your favorite food?8. What is your favorite color?9. Are you left-handed or right-handed?10. How old are you?

Independent Practice: Create a Database:

Scavenger Hunt

Student answers will vary

Guided Practice: Database Management: Anti-Virus

Directions: In this activity, you will follow along with your teacher to complete the following tasks as you create a database of antivirus software:



Enter data

Use AutoNumber

Add captions

Add a field

Delete a field

Print a table

Step 1: Determine the structure of the database and field properties. Item 3 has been completed for you as an example.

Field Name

Data Type

Caption

Field Property

Scale

Decimal Places

1.

NA

NA

NA

2.

Memo

NA

NA

3.

NA

NA

4.

Rating

Number

Decimal

2

2

5.

NA

NA

6.

NA

NA

Step 2: Name the database and enter the data

Popular AntiVirus Software Titles

Price

Rating

.Mac 2.5 Retail

$76.99

4.78

PC-Cillin 2003

$26.99

4.2

Norton AntiVirus 2002 Professional Upgrade

$39.54

4.17

Bullguard AntiVirus Firewall

$39.99

4

Norton Personal Firewall 2005

$42.50

4

Stomp Spy Ware X-terminator

$22.79

3.83

eTrust EZ AntiVirus 2005

$24.99

3.8

Zone Alarm Internet Security Suite

$59.99

3.6

PC-Cillin Internet Security 2005

$39.99

3.55

Webroot Spy Sweeper Internet Essentials Suite

$54.99

3.67

McAfee AntiVirus Suite

$39.99

4.25

Ad-Aware

$59.99

4

Step 3: Add a field and its data to the database.

Compatibility

Size

1.

MAC

64 MB

2.

W93

264 MB

3.

MAC

264 MB

4.

MAC

264 MB

5.

XP

1 G

6.

XP

1 G

7.

W95

264 MB

8.

W98

264 MB

9.

W95

64 MB

10.

XP

1 G

11.

XP

1 G

12.

XP

264 MB

Step 4: Delete a field.

Notes:

Guided Practice: Database Management: AntiVirus

Field Name

Data Type

Caption

Field Property

Scale

Decimal Places

1.

No

AutoNumber

Number

NA

NA

NA

2.

Title

Memo

Software Title

50

NA

NA

3.

Price

Currency

Same

NA

NA

Auto

4.

Rating

Number

Same

Decimal

2

2

5.

Compatibility

Text

Same

50

NA

NA

6.

Size

Text

Same

50

NA

NA

Independent Practice: Create a Database: Survey

Directions: In this activity, you will work independently to create a database of survey information as you complete the following tasks:



Enter data

Use AutoNumber

Add a field

Delete a field

Print a table

Step 1: Plan the database structure. Use the table below to plan the field names and structure of the database based on the information in Step 2.

Field Name

Caption

Data Type

Field Size

Step 2: Enter the data

Number

Age

Income

Gender

Number of Children

1

34

$25,000.00

M

2

2

45

$100,000.00

M

3

3

88

$50,000.00

M

1

4

25

$26,000.00

F

1

5

21

$39,000.00

M

0

6

58

$57,000.00

F

3

7

45

$37,000.00

M

3

8

46

$90,000.00

M

0

9

40

$58,000.00

F

2

10

36

$60,000.00

M

2

11

36

$72,000.00

F

2

12

66

$22,000.00

M

2

Step 3: Add a field. Add the field Marital Status and enter the data in order as listed.

Marital Status

1.

S

2.

S

3.

S

4.

M

5.

M

6.

S

7.

M

8.

M

9.

S

10.

S

11.

M

12.

S

Follow teacher directions for printing, completing the final step of this activity (deletion of a field), and submitting your work. Ask your teacher which field to delete.

Independent Practice: Create a Database: Survey

Field Names

Caption

Field Type

Field Size

No

Number

AutoNumber

NA

Age

Same

Number

Long Integer

Income

Same

Currency

14

Gender

Same

Text

2

NoChdrn

Number of Children

Number

Long Integer

Status

Marital Status

Text

NA

Note: Students were instructed to delete the Marital Status field

Guided Practice: Create a Database: MusicFun

Directions: In this activity, you will follow along with your teacher to create a database and complete the following tasks:

Add fields

Rearrange fields

Add entries

Apply field formats:

Date with Input Mask

AutoNumber (review)

Lookup

Yes/No

1.Create the database structure as indicated in the table below.

Field

Caption

Type

Size

Format

Description

Artist

Artist

Text

25

NA

Name of the artist or group

CD

Album Title

Text

100

NA

NA

Release

Release Date

Date/Time

Format as Short Date (Use Input Mask)

Original release date

Notes:

2. Enter the records in the table below. When keying the date, enter a zero before any single digit numbers, such as 04/03/2008.

Artist

CD Title

Release Date

U2

How to Dismantle an Atomic Bomb

11/23/2004

Green Day

American Idiot

9/21/2004

Ray Charles

Genius Loves Company

8/31/2004

John Legend

Get Lifted

12/28/2004

Alicia Keys

Maximum Alicia Keys

12/14/2004

Brooks and Dunn

Red Dirt Road

7/15/2003

Prince

Purple Rain

10/25/1990

Doobie Brothers

Minute by Minute

2/22/2002

Maroon 5

Songs About Jane

6/25/2002

Kelly Clarkson

Breakaway

11/30/2005

Rolling Stones

Its Only Rock and Roll

7/26/1974

Rolling Stones

Made in the Shade

4/5/1975

Rolling Stones

Beggars Banquet

8/27/1968

U2

War

5/15/1983

U2

Achtung, Baby

11/19/1991

3. Add a new field named MusicianID. Use Auto-Number and set this field as a primary key.

Notes:

4. Add another new field named Genre.

a. Format the field as a Lookup and use the Lookup Wizard (or similar command relative to software) to create a drop-down list of genre options.

b. Enter the following values for the drop-down list:

Classical

Country

Pop

R & B

Reggae

Rock

Notes:

5. Use the drop-down box just completed to select the correct genre for each of the artists.

Artist

Genre

Artist

Genre

1.

Alicia Keys

Pop

6.

Kelly Clarkson

Pop

2.

Brooks and Dunn

Country

7.

Maroon 5

Rock

3.

Doobie Brothers

Rock

8.

Prince

R&B

4.

Green Day

Rock

9.

Ray Charles

R&B

5.

John Legend

R&B

10.

Rolling Stones

Rock

11.

U2

Rock

6. Rearrange the fields:

a. Move MusicianID to the first field in the table.

b. Make Genre the 2nd field

Notes:

7. Add the following entries.

Genre

CD Title

Artist

Release Date

Classical

Phantom of the Opera

Andrew Lloyd Weber

11/23/2004

R & B

The Essential Stevie Ray Vaughan and Double Trouble

Stevie Ray Vaughan

10/01/2002

Reggae

Legend (The Definitive Remasters)

Bob Marley

5/21/2002

Country

Who Am I?

Jessica Andrews

2/27/2001

R & B

Best of Bonnie Raitt (US)

Bonnie Raitt

9/30/2003

Classical

Requiem

Wolfgang Amadeus Mozart

NA

Classical

Crimson Tide Soundtrack

Hans Zimmer

5/16/1995

Country

Here for the Party

Gretchen Wilson

5/11/2004

Country

Greatest Hits

Shania Twain

11/9/2004

R & B

Confessions

Usher

10/5/2004

Pop

Under the Table and Dreaming

Dave Matthews Band

8/24/2004

8. Create a yes/no field. Add a new field to the database named Under25. The caption should be Under 25?

Artist

Under 25?

Alicia Keys

Y

Kelly Clarkson

Y

Usher

Y

a. Format the field as yes/no

b. Click the box for each artist that is under the age of 25.

Notes:

Guided Practice: Create a Database: MusicFun

Independent Practice: Create a Database: B&B

Directions: In this activity, you will work independently to create a database and complete the following tasks:

Add fields

Rearrange fields

Add entries

Format data types and field properties:

Date with Input Mask

AutoNumber (review)

LookUp

Yes/No

Part I

1. Open a new database and save it as B&B (or as instructed by your teacher). You will create a database for the Bed and Breakfast Association. Name the database table HistoricInns.

2. Plan the database structure. Determine the appropriate field names, types, and sizes according to the information in number 3 (on the next page) and write your answers in the spaces provided in the table below. The first one has been completed for you.

Name

Caption

Data Type/ Field Property

Format/Comments

Field 1

Inn

Memo

Field size = 50

Field 2

Field 3

Field 4

Field 5

Field 6

3. Enter the data using the table below.

Historic Inn

No. Rooms Available

Children under 10 allowed

Located in the city

Small Town or Mountain Community

Full Breakfast

WhiteGate Inn and Cottage (1889)

6

Yes

Yes

Mountain

Yes

Inn on Montford (1900)

5

No

Yes

Mountain

Yes

Secret Garden (1904)

3

No

No

Town

Yes

Abbington Green

8

Yes

Yes

Mountain

Yes

Albermarle Inn

11

No

Yes

Mountain

Yes

A Bed of Roses

5

No

Yes

Mountain

Yes

Biltmore Village Inn

6

No

Yes

Mountain

Yes

Blake House Inn

6

Yes

Yes

Mountain

Yes

Carolina Bed & Breakfast

7

Yes

Yes

Mountain

Yes

Cedar Crest Victorian Inn

12

No

Yes

Mountain

Yes

Chestnut Street Inn

8

Yes

Yes

Mountain

Yes

Colby House

5

Yes

Yes

Mountain

Yes

Dry Ridge Inn

8

Yes

Yes

Mountain

Yes

The Hawk & Ivy

4

Yes

No

Town

Yes

Inn on Main Street

7

No

No

Town

Yes

The Lion and The Rose

5

Yes

Yes

Mountain

Yes

North Lodge on Oakland

6

Yes

Yes

Mountain

Yes

Owl's Nest Inn at Engadine

7

No

No

Town

Yes

4. Add a new field so guests will know if pets are allowed. Inns allowing pets include the following:

Abbington Green


Blake House Inn


Owls Nest Inn at Engadine

Part II: Answer the following questions:

1. What is the default value of a Yes/No field?

2. How many records are in the database?

3. How many fields are in the database?

4. What advice would you give someone about assigning field names?

5. How could this database be used on the Internet?

6. How would Internet users benefit from this list if posted on the Internet?

7. How would the owners of the B & Bs benefit from this list if posted on the Internet?

8. What other fields might be useful?

9. What are two ways to toggle the yes/no field when entering data?

10. Save and submit according to teacher instructions.


Plan the database structure. Determine the appropriate field names, types, and sizes according to the information below and write your answers in the spaces provided. The first one has been completed for you.

Name

Caption

Properties

Format/Comments

Field 1

Inn

Historic Inn

Text

Field size = 50

Field 2

Rooms

No. Rooms

Number

0 decimal places

Field 3

Children

Allow Children?

Yes/No

Enter Under 10 in the Description Column

Field 4

City

NA

Yes/No

NA

Field 5

Setting

Mountain or Town?

Lookup

Enter 2 options: Town and Mountain

Field 6

Breakfast

Breakfast?

Yes/No

NA

Field 7

Pets

Pets?

Yes/No

NA

Answer the following questions:

1. What is the default value of a Yes/No field? No

2. How many records are in the database? 18

3. How many fields are in the database? 7

4. What advice would you give someone about assigning field names?

Field names should be short and directly related to the corresponding data.

5. How could this database be used on the Internet?

This database would be a great resource for travelers when planning a business trip or vacation.

6. How would Internet users benefit from this list if posted on the Internet?

Internet users can quickly and easily compare the locations, availability, and amenities of the inns.

7. How would the owners of the B & Bs benefit from this list if posted on the Internet?

Owners would benefit from the potential sales associated with people searching for availability of inns.

8. What other fields might be useful?

Cost, smoking or non-smoking, bathrooms, pet fee, etc.

9. What are two ways to toggle the yes/no field when entering data?

Click the box to toggle a check mark for a Yes or a blank for No

Tab to the yes/no field and hit the space bar to toggle.


Determining Sort Order

Directions for Part I: Place an A in the Order column for each scenario that is an example of ascending order or a D if the scenario is of descending order

Order

Scenario

1. The class should line up from the shortest student to the tallest for the vault contest.

2. The library books were shelved in alphabetical order by authors first name.

3. The most expensive items were listed first.

4. The family reunion photograph shows the babies in the front row and the great-grandparents in the last row.

5. The cities with the most snow days were listed first.

6. The first grade teachers mailboxes were assigned before the fifth grade teachers.

7. Bus 13 left the parking lot first, Bus 37 was second and Bus 73 left last.

8. The oldest student was allowed to go first in the lunch line, while the youngest was last to get his tray.

9. The mountains were listed on the board. The ones with the highest elevation were listed first while the ones with the lowest elevation were listed last.

10. The cities with the least snow days were listed first.

Directions for Part II: Study each list below and determine the sort order. Write A for ascending and D for descending.

Order

Scenario

Order

Scenario

1). a). a full tank of gas

b). tank of gas

c). running on empty

2). a). a can of coke

b). a 16 oz. bottle of coke

c). a 2 liter bottle of coke

3). a). a penny

b). a nickel

c). a dime

4). a). Seniors

b). Juniors

c). Freshmen

5). a). 1923

b). 1945

c). 1990

6). a). 04/15/2006

b). 07/04/2006

c). 09/25/2006

7). a). David

b). Christine

c). Becky

8). a). Rock

b). Pop

c). Classical

9). a). 150

b). 110

c). 90

10). a). Abbington Green

b). Dry Ridge Inn

c). Secret Garden

Determining Sort Order

Directions for Part I: Label each situation or scenario as either ascending or descending in the spaces provided.

A

1. The class should line up from the shortest student to the tallest for the vault contest.

A

2. The library books were shelved in alphabetical order by authors first name.

D

3. The most expensive items were listed first.

A

4. The family reunion photograph shows the babies in the front row and the great-grandparents in the last row.

D

5. The cities with the most snow days were listed first.

D

6. The fifth grade teachers mailboxes were assigned before the first grades.

A

7. Bus 13 left the parking lot first, bus 37 was second and bus 73 left last.

D

8. The oldest student was allowed to go first in the lunch line, while the youngest was last to get his tray.

D

9. The mountains were listed on the board. The ones with the highest elevation were listed first while the ones with the lowest elevation were listed last.

A

10. The planets with the fewest moons were listed first.

Directions for Part II: Study each list below and determine the sort order. Write A for Ascending and D for Descending

Order

Scenario

Order

Scenario

D

1). a). a full tank of gas

b). tank of gas

c). running on empty

A

2). a). a can of coke

b). a 16 oz. bottle of coke

c). a 2 liter bottle of coke

A

3). a). a penny

b). a nickel

c). a dime

D

4). a). Seniors

b). Juniors

c). Freshmen

A

5). a). 1923

b). 1945

c). 1990

A

6). a). 04/15/2006

b). 07/04/2006

c). 09/25/2006

D

7). a). David

b). Christine

c). Becky

D

8). a). Rock

b). Pop

c). Classical

D

9). a). 150

b). 110

c). 90

A

10). a). Abbington Green

b). Dry Ridge Inn

c). Secret Garden

Understanding Operators

Understanding mathematical operators is necessary when conducting database searches and sorts and applying filters and queries. When instructed to locate information in a database with phrases such as shorter than, taller than, older than etc, you will need to translate the phrase into words that the database understands.

In this activity, you will demonstrate your skill at determining what operator to use by matching the mathematical symbol with the words or phrases below.

Directions for Part I: Match the symbols with their meanings

1. Less Than

A.

2. Greater Than

B. =

4. Less Than or Equal To

D. =

5. Greater Than or Equal To

E.

p/p6. Not Equal To/ppF. >

Directions for Part II: Write the correct statement that would find each of the criteria.

Example: Criteria: At most 36 Answer: 0

Part II

1.

Criterion: Field= Serial Number,

Criteria =87093

2.

Filter by selection is also appropriate.

Part II continued

3.

Room: 119

Manufacturer: Gateway

Serial Number: 87093

4.

The sort doesnt work properly because the database is not able to recognize the order of the text.

5.

95425, 55557, 83765, 88334

Independent Practice: Filtering and Sorting a Database

You will complete this activity independently to apply what you have learned about sorting and filtering a database. For each item, you must copy the results of the affected field(s) into a word document. You should end up with 9 tables in one word document. Label each table appropriately and provide an explanation of how the sort/filter was performed for each.

Part I: Open the B&B database and complete the following sort tasks in the HistoricInns table.

1. Simple sort: Sort by the B&B Name in ascending order. Copy/paste the sorted B&B field to a word processing document.

2. Simple sort: Sort by the Number of Rooms field in descending order. Copy/paste the Inn field and Rooms field to a word processing document.

3. Complex sort: Move two appropriate fields adjacent to each other to accomplish the sort. Primary field: Rooms in ascending order; Secondary Field: Inn in ascending order.

If using Access, the left-most field will be sorted first, so for this sort, you must drag the Rooms field in front of the Inn field. Copy/paste the two fields to a word document.

Note: Be careful not to click a yes/no box by accident and change its value

Part II: Using the same database, complete the following filter by selection tasks

4. Historic Inns which do not allow pets

5. Historic Inns which allow pets

6. Historic Inns which allow children under the age of 10

7. Historic Inns located in town

(continued on the next page)

Part III: Using the same database, complete the following advanced selections

8. Apply an advanced filter that selects records according to the following conditions:

Historic Inns that have more than 4 rooms available

Descending order

Allow both children and pets.

Write a criterion statement using operators

9. Apply an advanced filter that selects records according to the following conditions:

Historic Inns that have less than 6 rooms available

Ascending order

Located in a small town/country place

Allows children.

Write a criterion statement using operators

10. Save and submit your work according to teacher directions.

Independent Practice: Filtering and Sorting a Database

(1) Sort by Inn Name

in Ascending Order

Inn

A Bed of Roses

Abbington Green

Albermarle Inn


Blake House Inn



Chestnut Street Inn

Colby House

Dry Ridge Inn

Inn on Main Street





The Hawk & Ivy


White Gate Inn and Cottage (1889)

(2) Sort by No. of Rooms

Inn

Rooms


12

Albermarle Inn

11

Abbington Green

8

Dry Ridge Inn

8

Chestnut Street Inn

8


7


7

Inn on Main Street

7


6


6


6

Blake House Inn

6

Colby House

5

A Bed of Roses

5


5


5

The Hawk & Ivy

4


3

(3) Sort first by rooms and then by Inn in ascending order

Rooms

Inn

3


4

The Hawk & Ivy

5

A Bed of Roses

5

Colby House

5


5


6


6

Blake House Inn

6


6


7


7

Inn on Main Street

7


8

Abbington Green

8

Chestnut Street Inn

8

Dry Ridge Inn

11

Albermarle Inn

12


4) B&Bs with NO pets

Pets

Name

No

A Bed of Roses

No

Albermarle Inn

No


No

Chestnut Street Inn

No

Colby House

No

Dry Ridge Inn

No

Inn on Main Street

No


No


No


No

The Hawk & Ivy

No


No


(5) B&Bs with pets

Pets

Name

Yes

Abbington Green

Yes


Yes

Blake House Inn

Yes


Yes


(6) B&Bs allowing children

Name

Children

Abbington Green

Yes

Blake House Inn

Yes


Yes

Chestnut Street Inn

Yes

Colby House

Yes

Dry Ridge Inn

Yes


Yes

The Hawk & Ivy

Yes


Yes


Yes

(7) B&Bs in small town/country setting

Name

Setting

Inn on Main Street

Town


Town


Town

The Hawk & Ivy

Town

(8) B&Bs >4 rooms, pets, children

Pets

Name

Setting

Children

Rooms

City

Breakfast

Yes

Abbington Green

Mountain

Yes

8

Yes

Yes

Yes


Mountain

Yes

7

Yes

Yes

Yes

Blake House Inn

Mountain

Yes

6

Yes

Yes

(9) B&Bs