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9.1 Basic Concepts of Database
• The Structure of a Database
– A database is a structured collection of data and
consists of one or more tables.
– A table in turn contains records and fields. A record
is a row which contains a set of properties related to
a particular item while a field is a column which
contains a specific property for all items.
– A well-designed database enables huge data storage
and efficient data retrieval.
9.1 Basic Concepts of Database
• The Structure of a Database
Structure of a database
9.1 Basic Concepts of Database
• Primary Key
– A primary key is a field or a set of fields in a table.
– Each record’s primary key is a unique value for
identifying itself among all the records in the same
table.
– Primary keys can be used to establish relationships
among tables.
– In the following table, the field ‘Student ID’ can be
used as a primary key since all the students are
assigned a unique student identity number.
9.1 Basic Concepts of Database
• Primary Key
Primary key
Student
ID
Student
name
Class
Class
number
Age
Sex
010101
Chan Tai
Man
3A
3
15
M
010112
Cheung Siu
Ming
3A
6
14
M
010215
Fok Wing
Sze
3B
10
15
F
010231
Leung Hon
Cheung
3B
18
15
M
010345
Wong Fung
Yi
3C
33
16
F
A table of students’ information
9.1 Basic Concepts of Database
• Primary Key
Primary key
Student
ID
Student
name
Class
Class
number
Age
Sex
010101
Chan Tai
Man
3A
3
15
M
010112
Cheung Siu
Ming
3A
6
14
M
010215
Fok Wing
Sze
3B
10
15
F
010231
Leung Hon
Cheung
3B
18
15
M
010345
Wong Fung
Yi
3C
33
16
F
A table of students’ information
9.2 Using Database Software
– When we manipulate a large amount of data,
manual processing is proved to be both tedious
and inefficient.
– Therefore, we need to use database software to
process database records.
– With database software, relevant information can
be accessed and updated efficiently with built-in
functions
– sorting
– searching
– report generation
9.2 Using Database Software
– Common database software
–
–
–
–
Microsoft Access
FoxPro
Oracle
MySQL
– They have different processing capacities that fit
into different scales of applications.
9.2 Using Database Software
• Working Environment of Microsoft Access
– In Microsoft Access, the database window enables users
to create various objects in the database.
– After an object is created, it can be accessed in this
window.
Title bar
Toolbar
Creation
mode
Objects
column
Existing objects
The working
environment of
Microsoft
Access
9.2 Using Database Software
• Tables
– A database can consist of multiple tables which are
structured collections of records.
– Each record is one single row in a table and each record
consists of many fields.
An example of a table
9.2 Using Database Software
• Query
– A set of user-defined criteria for retrieving the relevant
information from the database
– It must be written in a specific format. Microsoft Access
provides different tools to help users compose a query.
– After a query is submitted, the requested data will be
retrieved and the result will be displayed to users.
A query in design (left) and its executed result (right)
9.2 Using Database Software
• Form
– An interface created by users to manipulate and display
data
– It can also serve other purposes such as user menus
and message display.
An example of a form
9.2 Using Database Software
• Report
– Present information in a user-defined format.
– It can be viewed on screen or printed on paper.
An example of a report in the Print Preview
9.2 Using Database Software
• Views of Objects
– In Microsoft Access, each object can be displayed in
different ways with different views.
Objects
Views
Tables
Design View, Datasheet View, Pivot Table View and
Pivot Chart View
Queries
Design View, Datasheet View, SQL View, Pivot Table View
and Pivot Chart View
Forms
Design View, Datasheet View, Form View, Pivot Table View
and Pivot Chart View
Reports
Design View and Print Preview
List of different views for different objects
9.2 Using Database Software
• Views of Objects
The Datasheet View
A table in the Design View
9.2 Using Database Software
• Views of Objects
The Datasheet View
A table in the Design View
9.3 Creating a Table in Microsoft
Access
• Methods of Creating a Table
– In Microsoft Access, there are three ways to create a
table in a database.
• By using the Design View;
• By using the Table Wizard;
• By entering data into Datasheet.
– Using the Design View is the most preferred method to
create a table since it allows users to define precisely
the properties of each field such as name, data type
and size.
9.3 Creating a Table in Microsoft
Access
• Methods of Creating a Table
– The other two methods only allow users to create
tables of rough designs and sooner or later, the table
structures will probably need to be refined in the
Design View anyway.
– It is always a good practice to design thoroughly first
before implementation and therefore the latter two
methods are not recommended to build a robust
database.
9.3 Creating a Table in Microsoft
Access
• Creating a Table in Design View
– The Design View window is divided into two parts
• Top pane
– Enter the field names, data types and an optional description of
the fields.
• Bottom pane
– Specify field properties.
Top pane
Bottom pane
Working environment in
Design View
9.3 Creating a Table in Microsoft
Access
• Creating a Table in Design View
– The Design View window is divided into two parts
• Top pane
– Enter the field names, data types and an optional description of
the fields.
• Bottom pane
– Specify field properties.
Top pane
Bottom pane
Working environment in
Design View