The Computer Revolution/Databases/Creating a Database

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A database is a collection of related data that is stored off a computer and organized in a manner that enables information to be retrieved as needed. Many types of business and people use a database to organize information about their company, or work. The most common type of database which people in their homes use is a relational database. Most people now know that a database management system is used to create, maintain and organize information. When first creating a database, you would create the database file first using a program like Access. Access has many different types of objects to be created. After successfully creating the database file, you create the database objects you want the database to contain.

Golden file cabinet

Once you open up Access to create your document, there will be a few different options to choose from regarding the type of database you will be creating.

files being organized by being put in a file folder

A database can include a field, column, row or a table. You will be able to choose from a new blank database file, creating a database file from a template, or opening an existing database file. If you choose the first option, a blank table will open and you will be able to edit it from there. Creating new data, can be very neat and is like creating new documents on a word application, giving you the opportunity to make new projects. Information can include different types of phone numbers, addresses, notes, and reasons why you have the information saved. Each column that is on the datasheet becomes a new field. You could have as many fields as you want, and by doing so can create an organized template. When you add information to the table, it is said that you are adding structure. After adding information into the different cells of the table, you would edit it in various ways by using the ribbon at the top of the screen. Different cells are excellent for managing and is easier to understand when searching for a document that you need in a glance. After setting up your basic information, you can edit and add things to your database. For example, you can make any field a required field, meaning it cannot be left blank. Naming each field that are located on top of the columns, would make it easier for you to find or understand the meaning of information by representing what it means that you had put on the columns. You can also change the format of the cells by going into the design view option. When you dislike something on your database, or decide you no longer need the information given, you have an option of deleting it as well. Most of the time by right clicking on a column it gives you an option to delete a file or a column manually. You can also delete a column or file by simply pressing the delete key on your keyboard. Saving your database in the end can give you an option of naming your information all together, making it easier to relocate later on. Also on the bottom of the datasheet is a record button, in which you can click and view different types of records you have. When you would like to edit information on your data sheet or table, you can double click on the cells or right click on file names to change it.

Example of a table made by using Microsoft Access
  1. Understanding Computers, 13th Edition