Understanding Databases: Tables, Records, and Data Management

Posted on Mar 28, 2025 in Computers

Understanding Databases: Key Concepts

A database is a structured set of information related to a specific topic, theme, or activity. Databases are used to manage and organize information, from simple tasks like tracking a collection of articles or music to complex operations like managing a large company’s data.

Core Database Components

Key components of a database include:

  • Table: A data structure that organizes information in rows and columns.
  • Record: A set of fields containing data for a single entry.
  • Field: A specific piece of data within a record, such as a name, address, or ID.

Accessing and Manipulating Data

Tables are the fundamental structure of a database. They enable:

  • Filtering and classifying information for reports.
  • Adding, modifying, and displaying data.
  • Performing queries and actions through automated programming.

Modules and Automation

Modules provide integrated programming options within Access to create more complex functions. These are user-defined routines that can be called to perform specific actions, enabling automation.

Slide Elements (Relevant to Presentations)

The following elements are commonly used in presentation software:

  • New Slide: Adds a new slide to the presentation.
  • Duplicate Slide: Creates a copy of an existing slide.
  • Slide Number: Displays the slide number.
  • Date and Time: Inserts the current date and time.
  • Image: Inserts an image.
  • Diagram: Creates a visual representation of data.
  • Text Box: Inserts a text box for adding text.
  • Movies and Sounds: Inserts multimedia elements.
  • Table: Inserts a table for displaying data.
  • Hyperlink: Creates a link to another slide or external resource.

Database Terminology

  • Tip: Information related to a specific subject, topic, or activity.
  • Record: A set of fields containing data.
  • Database Manager: Software for managing collections of objects or records.
  • Table: A data structure containing common information.
  • Search: An action or operation that provides access to program automation.
  • Form: A tool that provides formulas for solving problems.
  • Required Field: A field that must contain specific data, such as an ID.
  • Null and Void: An attribute with a negative or zero value.

Inserting Objects on a Slide

Examples of objects you can insert on a slide:

  • Animation (Presentation menu)
  • Sound (Insert > Movies > Sounds)
  • Effect (Presentation menu)

Data Types

  • Text: Stores any type of data, including characters, digits, and special characters.
  • Memo: Stores extensive combinations of text and numbers.
  • Numerical: Used for mathematical calculations. The field size can be increased to accommodate larger numbers.
  • Date/Time: Stores date and time values, with a range from the years 100 to 9999. The size is 8 bytes.
  • Yes/No: Contains one of two values (yes, no, true, false, or on, off).
  • Currency: Stores currency values and numeric data for mathematical calculations, with up to four decimal places.
  • AutoNumber/Sequential Number: Automatically assigns a unique, sequential number each time a new record is added to a table.
  • OLE Object: Stores data from other applications, such as Excel spreadsheets, Word documents, graphics, sounds, or other binary data, either linked or embedded.