Microsoft Access 1A: Introduction to Databases

Database Definition:

• A database is a collection of files and records.
• No, not the kind of records that your parents dance to, but the kind that your doctor looks up in a file when you visit for an appointment.
• The file contains your records, information such as:
  • name, age, address, insurance numbers, history of visits, conditions, allergies etc.
• Dentists, psychologists, counselors and other healthcare professions have similiar records.

You are probably familiar with the following school records that would contain information such as:

• your name, age, grade, student number, grade, classes currently enrolled in, absences and other information.

Traditionally records have been kept in a filing cabinet.

• However, it is much more convenient to use a computerized database like the ones used in schools.
• It is quicker to look up information electronically.
• It is more accessible from a computer network than a file cabinet.
• Less space is also required.
  • Example: some legal and accounting firms' paper files are so large that they must be stored in large rooms which are costly to rent.

Schools and healthcare professions are not the only ones using computerized databases.

Businesses that have a computerized cash registers are linked to relational databases as well.

Example #1: in a grocery store, each time you buy an item, the computerized cash register subtracts one item from the electronic records..

• If there were 200 cartons of eggs and you purchase 2, then the inventory is automatically updated from 200 to 198.
• Managers can watch inventory levels from the computer without having to walk down aisles and count inventory to see if new items need to be ordered.

Microsoft Access is a very common program used to create databases. It is a relational database, meaning that it can link information from one section to another

Example: In a relational database or (relational db) a user enters their name only once when going into the hospital waiting room and then when they go to the X-ray section the receptionist already has the name when entering additional information into a computerized form.

Relational db means that once something has been entered (eg. your name in your patient record) you don't have to enter it again in a different record (eg. your X ray appointment record).

Simple database programs have no ability to become relational.

Example: Simple programs are not relational and have little use in professional settings, howevery they may be useful to create simple applications for hobbies and school assignments.

The Internet is a database:

In fact, the largest database that exists is the Internet.

The files on the Internet don't just exist on one computer, they are stored on millions of computers around the world.

Careers That Work With Databases:

Database Users: clerical or office staff that open records and make changes as part of their job duties.

Examples: real estate, law, medical, dental, Insurance Companies, educational organizations, government organizations etc.

Note: virtually all businesses have records that are stored electronically that may be accessible by some staff, and thus database users exist in almost any business

Database Administrator: the person in charge of the database for a company. Duties include:

• decide who can access certain areas,
• set up passwords,
• back up files,
• install new components,
• troubleshoot problems
• customize the program for users, and
• train users.

Database Programmers: like other computer programmers they create the programs used in businesses.

Database System Designers Duties:

• Interview managers, users and people in companies to determine what kind of database should be designed, and
• hire programmers to actually create the database and overseeing the project.

What You Will Learn in This Course:

• You will learn to become a database "user", specifically you will learn how to use Microsoft Access.
• You will be qualified for jobs that are advertised which require skills in Microsoft Access.
• In addition to using Microsoft Access, you will learn how to create databases.
• You will learn a bit about system design and programming.

Note: programming is not actually required in building a Microsoft Access Database in the introductory modules. Databases can be made using Tools such as buttons, drop lists etc.

School Database: A database which stores all student information for a school. There may be several components:

• attendance,
• timetabling of classes,
• signing out textbooks, and
• billing of fees.

Note: There may be different users. Teachers may enter in attendance by class, or office staff may look up a particular student's attendance if asked by an administrator.

Answer questions based on the Lesson Overview and the Step-By-Step Tutorials in your student question file.

Click here for download page for Questions