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Introduction to Database ISYS 263 File Concepts • File consists of a group of records. Each record contains a group of fields. – Key field, grouping field, calculated field • Example: Student file – – – – SID S1 S3 S5 Sname Peter Paul Mary Major CIS ACCT CIS Sex M M F GPA 3.0 2.7 3.2 Various Types of File • Database file – Created and managed by a DBMS • Spreadsheet file – Created and managed by a spreadsheet software • XML file – Extensible Markup Language • Comma-Delimited file – A text file that can be processed by any programming languages, DBMS and spreadsheet. – "s5","peter",3.5 – "s1","paul",3 – "s7","mary",2 • Comma-Delimited file demo: stdata.txt – Access –External Data/Text File – Excel – Data/Get External Data/From Text XML: Data with the Meaning of Data (UserDefined Tags) <?xml version="1.0" ?> <Books> <Book> <ISBN>1-34567-04-01</ISBN> <Authors> <AuthorName>John Smith</AuthorName> <AuthorName>Peter Chen</AuthorName> <AuthorName>David Chao</AuthorName> </Authors> <Price> $45.00</Price> <Description>This is a grerat book</Description> </Book> <Book> <ISBN>1-34567-04-02</ISBN> <Authors> <AuthorName>Adam Smith</AuthorName> </Authors> <Price> $25.00</Price> <Description>This is a second great book</Description> </Book> </Books> Database Concepts • A database is a collection of related files. – Support business operations – Provide information • A database management system is a software that enables users to create and maintain a database. Relational Database • Data is logically structured within relations. • Each relation is a table (file) with named columns (attributes, fields) and rows (records). • Example of relational database systems: – – – – MS Access, MS SQL Server Oracle, MySQL IBM DB2 Sysbase, Informix, etc. Major Functions of Database Management • Creating a database – Analysis: Entity-Relationship Diagram – Design: Design file structure – Implementation • Accessing a database • Updating a database Introduction to MS Access Creating a New Database • MS Office button/New – Blank database – New database name and location Access Objects • Tables – Create a new table: Create/Table Design – Open a table: • Double click the table name – Home/View: • Datasheet view • Design view • Queries – Create a new query: Create/Query Design • Others: Forms, Reports, Pages Creating a Table • Create/Table Design: – Field name – Field data type • Create table by using table templates – Create/Table Templates/select template • Create a primary key – Never let Access to create a primary key for you. • Enter data Example: Create an Employee Table • Database name: HRdatabase • Table name: Employee • Table fields: – – – – – EmpID: Text, 10 characters EmpName: Text, 30 characters Sex: Text, 1 character HireDate: DateTime field Salary: Currency field Create a new Query • Create/Query design/Show table – Select fields – Add criteria • Sorting • Total and subtotal – Query design tools/Total – A Total row is added to the design view – Select function from the total row’s dropdown list Creating a New Form • Using Form Wizard – Create/Form – Create/More Forms/Form Wizard Database design objectives • Eliminate data duplication. – Problems with duplication: • Inconsistent data • double entry • waste space • Link related records in related tables. • Example: – StudentTable: SID, Sname, Address, Major, – StudentAccountTable: SID, Sname, Address, Balance Database Design Example • Example: – Employee Table: EmpID, EmpName, Sex, HireDate,Salary – Department Table: DeptID, DepName, DeptPhone • Assumption an employee works for one department and a department has many employees, – 1. how to link an employee record to the department record the employee works for? – 2. how to link a department record to all its employees? • Note: A table’s key field plays an important role in linking related records. MS Word’s Mail Merge with Data from a Query • Mailings/Start Mail Merge/Step by Step Mail Merge Wizard • Step 1: Select document type – letter • Step 2: Select starting document – Use current document • Step 3: Select recipients – From database/browse • Step 4: Write your letter – • Address book, greeting line, More item • Step 5: Preview your letters • Step 6: Complete the merge