a L ICT Revision Data base Data filtering Database Terms Create - To put into existence, to design, invest with a new form, shape ete Publishing - The industry of publishing including production and distribution of books, magazin es, web sites, newspapers Manipulate - is to add or delete data within a database Forms - isa database object that you can use to create a user interface for a database appiicati on. It makes it easier to view or get theitems that you want Database -is a collection of information that is organised so that it can be easily accessed, man aged, and updated. It isan electronic system that allows data to be easly accessed, manipulate 4, updated and stored. It s a collection of related data/information, Database is used in schools, colleges, universities, companies and organisations as a method of storing, man aging and retrieving information. NB: Modern database are managed using a Datab ase Management System (DBMS). To create a database, you need Database Management Syste m (DBMS). DBMS allows one to create a modern database, store and manipulate data. ‘Types/Forms of different Database Management System [DBMS] MS Access Oracle ~ A theoretical entity capable of answering some collection of questions MySalerver Cybess Database users Organisations - use database for a variety of reasons Supermarkets — use database to keep track of customers, inventory, employee and accounting i formation Companies — use database to store data quickly and easily Police- use database to capture details of all known criminals and crimes they have committed Schools — use database to store details about their pupils Hospitals - use databaseto store details of all ts patients (history of their health ie date of adm ission, sickness, test done if any, results etc Charity organisations/non-goverment organisations ~ use database to store details of donati ons, volunteer, hours served in the community, clients helped and oth er information. Creating a database NB: Every database needs at least one table without it you cannot store any data Atable is a set of columns and rows. ATable Column 1 Column 2 Column 3 Column & Rows 1 Row 2 Each column is called a field, Within a table each field must be given a name and no two field ca n have the samename. Each row is called a record, The record shows the information gathered | IL For example: ZRP Brae side Primary School learners’ information (Subject) | Class. Boys Girls Total | Grade 6 Green 10 20 30, Grade 6 Yellow 15 12 27 ‘Thetable consists of four columns/fields, the first one for Class, the second one for Boys, the thi td one for Girls and the fourth one for total. Inthe table above, there are two records one for grade 6 Green and one for Grade 6 Yellow. NB: All the information in a table should refer to the same subject and the subject should be writt en at the top of the table. How to create a table using the Office Word- click insert, choose table and then highlight the nu mber of columns and rows depending on the number of columns ad rows that you want. Or click insert choose tables, then under the small boxes click in sert enter the number of columns and ro ‘ws the ok. Or you click insert, choose table, under the small boxes choose draw table and then dr aw your table. How to create tables using excel - click insert, choose table, under the small boxes select excel spread sheet or just open excel blank page. The colurm sare numbered AB C while the rows are numbered 1, 2, 3, Click the one below and see. a. i. Createa database to show your marks for the fortnight tests you wrote. ‘The columns/fields should show: subjects, test number 1, test number 2, test number 3, and total ii Createa databaseto show the information about your class mates. The columns shou Id show: Name, age, sex, and date of birth. b. Questions 1. What is a database? 2. Indatabase form means 3. Name any three institutions where database is used. 4, Namethe four type/forms of database 5. What is needed for oneto create a database? 6. Tomanipulateis to or 7. What does the policeuse database for? 8. Whats a table? 9. column is called a 10, Rowsare called 11. What ig found in the rows? 12. Explain how you can createa table Creating and publishing Database Adatabaseis a collection of information that is organised so that it can be easily accessed, man aged, and updated. It is an electronic system that allows data to be easily accessed, manipulate | Ia L d, updated and stored. It is a collection of related data/information. Database elements/objects Database has the following elements; * Tables — A tableis a matrix or gfid of data arranged in rows and columns, Tables are thehe art of any database because they store information about every single thing. Onecan create many tables and store different types of information but, before designing a tableone shoul dknow some basic rules which are; ¥ Each record is subdivided into fields/column and stores a distinct piece of information. ¥ Tables have rigid structure- that is you cannot bend or modify the rules. * Queries - Queries are a set of instructions passed toa database or questions. One can pass aquery toa database to retrieve specific in formation. This help user to quickly perform an ac. tion or retrieve information on a table. In supermarkets, it is used to see top selling items or a IIpurchases made in a day. © Forms - Aformis awindow or dialogue box or a blank document /templateto be filed in byt he user. It is also the shape or visible structure of something. In short forms are attractive wi ndows that one creates, arranges and adds colour. They simply provide an easy way to view of change theinformation in a table © Reports ~ Areportis a piece of information describing, or an account of each certain event g iven or presented to someone. Reports helps one to print some or all of the information in at able, We can choose where the information appears on the presented page, how itis groupe dand sorted and how it is formatted. Questions 1. What is a database? 2. Name the four elements of a database 3. Which of the four elements of a databa seis the heart of the database? 4, What is a table? 5. Why sit important to know the basic rules before creating a table? 6. Which element helps the used to quickly retrieve information from a database? 7. In database, whatis areport? 8. In database, attractive window that creates, arranges and adds colour are called Database ‘Adatabaseis a collection of information that is organised so that it can be easily accessed, man aged, and updated. It is an electronic system that allows data to be easily accessed, manipulate d, updated and stored. It is a collection of related data/information. Filtering data according to different attributes To filter is to sort, separate or isolate. Filtering is a method which allows one to view the table re cords in a different way. This is done by viewing specific records that meet some specific criteria Filtering isa very useful method in which one can view, saveand print only the desired and requir ed information from a huge database Uses of filters * To display specific record in a form, thus displaying data that one wants people to see. Print certain records from a report, table or query. ‘Ways of filtering data in MS Access ‘The ways of filtering includes * Fikering by drop down | IFikering by product name Fikering by selection Numbers fikter Date filter Filtering by drop down Govemment Employees at Chegwizi Primary school [Subject] Government Employes at Chegwidi Primary School Name Surname Sex N.R Number Date of Birth Duties Netsai ChimusoroF 04- 325167D-04 16/0784 Head Tafara Masango M 63-012678E-63__ 17/12/79 Deputy Head Mufaro_ Mutasa F 11-4289058- 1116/07/84 TLC Rukudzo Veremu 83 182147K-83 28/06/86 Teacher Tendai Mukaro F 12- 321984N-12 1/8/1986 Teacher Tinemufaro Matongo — M 63-021365G-63 20/018 _—_—_—Teacher Susan Rambisai F 36-126891H-36 14/09/81 __ Teacher Takudzwa Gumbo M 48-4536791-48 12/3/1986 Teacher Steps: Click the drop down arrow near the field you want to filter, you will see different values th at_appears in the field and each one has a check box next to it ‘You then uncheck (hide) the ons that you don’t want people to see. Thetable showshow to ch eck and uncheck (hide and unhide). NB: Selecting all will clear all Once you creates a filter, turn it off by clicking toggle filter in the home tab. Practical work: With the assistance of your parents/ guardians try to filter the column of date of birth in the above database. Double click the table, use the drop down arrow to highlight. Select f ilter on the ribbon and select a few date of birth to filter. | I