Database Concepts and Terminologies

PRESENTER
OUSMAN FAAL
Database Concept And
Terminology

What is a Database
 Its an organized collection of information which can
easily be retrieve.
 Telephone Book
 Mailing List
 Address List
 Set of data related for a specific purpose or topic.
 It includes tools needed to work with data, such as:
 Sorting
 Filtering
 Extracting
 Summarizing

Database Terminology
 Table
 A list of related information in columns and rows
 Each Row in a table is considered a Record (your information in
the phone book is a record)
 Each Column in the table is a category or a Field (a column of
phone numbers in the phone book would be considered field)
 One item of data, such as your phone number in the phone book is
called a Data value

Query
 A query is a database object that can be used to
extract or show information in Datasheet view.
 You can use a query to show all customers who has ordered a
certain product.
 A query can get its data from one or more tables, from existing
queries, or from a combination of the two. The tables or
queries from which a query gets its data are referred to as its
record source.

Forms
 A form is a database object that you can use to
enter, edit, or display data from a table or a query.
 For example, certain users might need to see only several fields
in a table with many fields. Providing those users with a form
that contains just those fields makes it easier for them to use
the database.
 A visually attractive form makes working with the database
more pleasant and more efficient, and it can also help prevent
incorrect data from being entered.

Report
 A report is another database object which can be
use to summarize information from a table or query.
 Reports can be very useful when you have already create
queries from tables and you want to analyze or summarize
those queries so that they can be ready for printing. And you
can be able to choose which fields you want in your report.

Macros
 A macro can be use to create an action or set of
actions that can be use to automate a task.
 You can create a macro to perform a specific series of actions.
 macros can be contained in macro objects or they can be
embedded into the forms and reports.

Relational Database Concept
 Ms Access is a Relational Database
 Contain multiple Tables
 Each Table pertains a specific topic
 We just need to add fields to each table that will contain data
that will uniquely identifies each record.
Name
Address
City
Phone#
Customers
Account#
Account Type
Date Opened
Balance
Accounts

Primary Keys
 A primary key is a field or set of fields in your
table that provide Ms Access with a unique identifier
for every row.
 In a relational database you divide your information into
separate tables. You then use table relationships and primary
keys to bring the information together.
 Each table in a database must have a primary key before it can
be related to another table.

Primary Keys and Foreign Keys
• For example, a Customer ID field in the Customers
table might also appear in the Accounts table. In the
Customers table, it is the primary key. In the Accounts
table it is called a foreign key. A foreign key, simply
stated, is another table's primary key.
Primary Table Related Table
Customer
ID (*)
Name
Address
City
Phone#
Customers
Customer ID
Account# (*)
Account Type
Date Opened
Balance
Accounts

Types Of Relationship
 One-to-One relationship exist when a primary
record from the primary table has only one related
record in the related table.
 You might use a one-to-one relationship to divide a table with
many fields, to isolate part of a table for security reasons, or to
store information that applies only to a subset of the main
table

 One-to-Many relationship exist when a primary
record from the primary table is related to many
records in the related table.
 One customer can have many accounts
 One customer can order many products
 One person may have many phone numbers
 A person may have multiple e-mail addresses
 A music CD usually has many songs

 Many-to-Many relationship exist when a
primary record from the primary table is related to
many records in the related table AND a related
record in the related table is also related to many
records in the primary table.
 People can have many address; and addresses may have
many people
 A single order can include more than one product. On the
other hand, a single product can appear on many orders.
 A supplier can carry many products; and a single product
may be available from many suppliers
 A student takes many classes; and each class has many
students

Database Concepts and Terminologies

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