This document provides an introduction to database management. It defines a database as a collection of related data stored in an organized manner. The key components of a database are tables, forms, queries, and reports. Tables store data in rows and columns and have fields, records, primary keys, and relationships. Different data types can be stored in databases like numbers, text, dates, currency, etc. When planning a database, you need to decide the tables, fields, primary keys and enter the data. Microsoft Access is used to create databases by first designing tables, then creating them by adding fields and setting their properties. Database management involves storing, updating, processing and providing access to data.

1. Introduction to Database
Management
By
Edison Francis BSc IT

2. Defining Database
 Collection of related data or information stored in an
organized manner on a computer or elsewhere.
 Database is also called a repository
 It is used mostly for record keeping in
 Supermarkets
 Banks
 Airlines
 Libraries
 Schools
 Other financial institutions

3. Structure of a database
 It is made up of:
 Tables
 Forms
 Queries
 Reports
 These components are called database objects. One
or more of these objects are formed when a database
is created. These components are stored in a single
database file.

4. Tables
 Store data in rows and columns
 Record: a row in a data table
 Field: a column in a table containing the category
information also called an attribute
 Entity: part of a record. The name for a field.
 Tuple: another name for a row or record. A series of
elements where you know how many elements are in
the series.

5. Tables cont...
 Key: a field in a table used to identify a record
 Primary Key: a field that uniquely identifies the
record in a table.
 Secondary or Alternate key: a candidate key not used
as a primary key
 Foreign Key: a primary key of a table that appears in
another table.
 Composite key: a primary key that is made up of more
than one field.
 Candidate key: a combination of fields used to form a
primary key

6. Tables cont…
 Relationship: a link between tables in a database.
Primary and foreign key are used to create
relationship.
 Relational Database: operates using relationship

7. Data types
 Different types of data can be stores in a database.
 Number: stores number
 Text: stores typed text as well
 Date/Time: stores date and time
 Currency: stores value of currency
 Yes/No: creates check box for selecting yes or no
 Hyperlink: creates link to other page
 Memo: stores large amount of text

8. Planning a database
 When planning a database you should:
 Decide how many tables would be needed
 What data type will be stored in each
table
 How many fields will each table have and
what type of data will be stored in each
field
 Think about the primary key for each table
ie a unique field.
 Start entering the data into the tables

9. Creating a Database
 Microsoft Access is our database
application software.
 After designing your database open
Microsoft Access
 Choose blank database and name your
database
 Next step involves creation of your
tables

10. Creating Tables
 Click create from the menu list
 Choose table design

11. Field Name, Data Type &
Description
 Enter the field name, Select the data
type and write a description

12. Setting the field size
 Set field size to required amount.

13. Saving the table
 Once all fields have been completed
 Click the Save button to save the table

14. What is Database Management
 Process of storing data on a computer, keeping it up
to date, manipulating and processing it and making
information readily available when needed.

15. END