Data is raw facts that become information when given context. Databases and spreadsheets are used to store and process different types of data, like numeric, text, dates, and objects. Databases allow large amounts of data to be stored and accessed efficiently. Data is organized into records containing fields, and multiple records make up a database file. Database programs use tables to store field data, forms for user interfaces, queries to search and manipulate data, and reports to output formatted information. Relational databases connect tables through common fields to avoid data redundancy.

1. Data and Databases

2. What is Data?Data are “raw” facts23Red1.8All of the above are examples of data items When the data is put in a context it becomes information23 years old The colour is redThe height is 1.8m

3. Use of Data The storage and processing of data is one of the major uses of IT in the world.There are many types of programmesavailable that can process data but the two main types are:DatabasesSpreadsheetsThere are several different data types that can be stored and processed in these programes.

4. Data types in MS Access (a database)

5. Data types in MS Excel (a spreadsheet)

6. Logic/Boolean data typeThis type of data can have only two states.

7. Date data typeDates and Types have a special format

8. Numeric Data typesThere are several numeric data types that applications can use. Historically the reason that different data types were used in programmes was to save space.Integers are whole number that are both positive and negative i.e. 256, -123

9. Real numbers are the set of positive integers

10. Decimals are the numbers that have a fraction with them i.e. 2.56, 19.4Alpha Numeric Data typesThis data type contains both text and numbersThis is a very common data type and includes different number formats that are, strictly speaking, NOT numbers(09) 8383 456021-034-98309 238 765

11. OLE ObjectsOLE = Object Linking and EmbeddingThese can be a range of objects such as:SoundVideoImagesTextThis data type enables you to create objects in one application and linki.e. Create a photo of a product to place in an online catalog.

12. Why use databases?Databases can store very large numbers of records efficiently (they take up little space) It is very easy and quick to find information. It is easy to add new data and to edit or delete old data. Data can be searched easily (eg, 'find all Ford cars'). Data can be sorted easily, for example into 'date first registered' order.

13. Why use databases?Data can be taken into other applications, for example a mail-merge letter to a customer.More than one person can access the same database at the same time - multi-access. Security may be better than in paper files. Databases can be used to store information entered into web pages.Most interactive websites:Internet bankingOnline auctionsDiscussion forumsSocial networking sitesOnline games sitesHave a database as the “back end” that stores the information and a web page as the “front end” that the user sees

14. Storing dataIn a database information is stored in fieldsA field can be thought of as a “box” that holds the dataBobSmithFirst nameFamily nameSmithBob

15. Database fileAll the information about one person “Bob Smith” is a record

16. Database layoutAll the records of the different people are a database file

17. MS Access: TablesData in MS Access is typed into fields.Fields are stored in Tables.Below is a screenshot of a table showing the fields and their data types

18. MS Access: FormsTyping data into tables can be confusing to a user so we can use a Form to make a user “friendly interface”.Below is an order form for a Pizza Company database. The form makes it look more like a “proper programme”.

19. MS Access: QueriesTo process data in a databse we use a queryQueries can perform several different tasks in a database:Search for dataSort dataPerform calculationsDelete dataUpdate dataSQL = structured query language

20. MS Access: QueriesA query that sorts a list of Pizzas by nameA query that searches for an invoice and also has a calculation to generate the total price.

21. MS Access: ReportsReports are printouts.Data from the database is used to generate a report.Reports can be printed from tables or from the processed data by creating a report based on a query.Other calculations e.g. adding up totals can be done on the report.

22. MS Access: ReportsA report showing the orders for a given customer.

23. Relational databasesIn a relational database data are stored in fields in tablesThe tables are connected with common linked fields (relationship)