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Database Structure

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Teacher’s notes included in the Notes Page

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Icons key: For more detailed instructions, see the Getting Started presentation

Functional Skills check

Student task accompanies this slide Printable activity

This lesson will cover:

The basic structure of a database.

Setting up a database using field names.

Understanding different data types.

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Why do we need structure?

If data is in a structured format it can be retrieved easily.

Why else is structure important?

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Database structure

A database is made up of:

Tables – Tables are composed of all the records in a database.

Fields – Fields are normally the columns. Each record is made up of many fields (like name, address etc.) to enable searches to be performed more easily.

Records – Records are usually the rows in a database, they are divided into fields for ease of use.

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Database structure

If we take an electronic address book as an example:

Your address book is the table.

Every row contains one record.

Fields are the sections intowhich the data is divided.

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Label the database

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Database software

Many software packages exist to create databases. The most common software for basic databases is Microsoft Access, but other software will have the same features as this.

Computerized flat file databases are the equivalent of a writtentable or ledger, but the data is more secureand a lot tidier.

Computerized databases make it much easier to find recordsand can quickly produce reports and labels.

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Beginning a database

When creating a database, the first thing you will need to do is enter in your field names.

You can then add in thefields that you require for your database. These will appear as the column headings along the top row of your database.

You do this by choosing:Create table inDesign view

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Data types

When creating your fields, you also need to specify the data types that will go in these fields.

The data types which you are most likely to use are:

Text – For inputting text.Number – For numbers, decimals and percentages.Date/Time – For dates and times.Currency – For financial sums and amounts.AutoNumber – Automatically adds in a sequential number.Yes/No – For selecting yes/no or true/false entries.

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Which data types?

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True or false