6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 353

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COURSE 6411

Computer Applications I Unit B Software Applications for Business

COMPETENCY 5.00 B2 25% Understand databases used in business.

OBJECTIVE 5.01 B2 20% Understand database tables used in business.

ESSENTIAL QUESTIONS

• How is database information used, organized, and managed in business?

• For what purposes?

Teacher Note: Microsoft Access 2003 and 2007 were used to create the databases in this objective. All graphics in the guide are based on these versions. Make

adjustments to notes and directions as necessary in accordance with the software version used in your classroom.

Database Uses in Business

I. Database Use and Purpose – A database is a tool used to organize, store, retrieve, and communicate groups of related information.

A. Examples of databases and database uses in business and society: 1. phone book

2. online library card catalog

3. payroll data including employee names, social security numbers, pay rates, exemptions, etc.

4. eBay and other online businesses use databases to maintain inventory and keep track of customers, products, vendors, pay pal accounts

B. Tables are the building blocks of all databases. They are used to group and organize the information within a database.

1. A table is an arrangement of columns and rows. It is the fundamental building block of all databases.

2. An entry is a single piece of data in a database table.

3. A field is a grouping or category of similar information contained in a table; a unique identifier for a category of information

4. A record is a complete description of all of the fields related to one item in a table.

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UNPACKED CONTENT

1. Fields should be formatted in accordance with the data they contain so that the database can be searched, used in calculations, and sorted as needed.

2. A field name should be short and descriptive

3. A data type defines the value of a cell and a field property defines the format of the data within the cell

B. Data types: used to control how data in a particular field will be searched, sorted, or used in calculations. The default format is text.

1. Text – used for data that will be sorted in alphabetical order or listed randomly, but will not be used in mathematical calculations. 2. Memo – a data type used for lengthy entries that allows

combinations of text and numbers

3. Number – used for data that may be calculated, sorted, or filtered. 4. Date/time – data type used to arrange and sort data

chronologically, often used with the input mask field property 5. Currency – data type used to format numbers as decimal values

with a dollar sign. The default format for currency is two decimal places.

6. Auto Number – used to automatically assign a number to each record and to assist in preventing duplication of data.

7. Yes/No – a data type in toggle format that allows a user to select a yes or no value in a database cell. The default setting is No.

8. Lookup Wizard – a data type used to define preset values for database entries. This feature increases productivity and accuracy by reducing the amount of data entry required.

C. Field properties – used to control how data is entered in a field 1. Field size – used to control the size of the field, measured in

characters

2. Format – used to control the layout of the field, such as one or two decimal places

3. Input Mask – a template-like field property that regulates how data is entered in a cell. For example, if the phone number input mask is used, the user will be prompted to input data in a specific format, such as (919) 555-5555.

4. Caption – a field property used for column naming that allows a more user-friendly and properly formatted field name than the field name stored in the database design

D. Editing and Printing – Procedures to add and delete records and fields, edit field names, rearrange fields in a database and print.

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III. Database Management – The effectiveness of a database can be measured by the user’s ability to retrieve useful information.

• An effective database is one that contains timely information and thus requires continuous maintenance.

o Consider the telephone directory and the amount of information that must be gathered, edited, and processed to provide customers with accurate information.

• Many tools are available to assist in the retrieval, processing, and manipulation of database information.

A. Filters allow for the retrieval of information that meets specific criteria. 1. Filter by Selection – filters for information related to an active cell 2. Filter/Advanced Filter Sort – used to define specific search

criteria

B. Sorts allow for information to be arranged in a specific order such as alphabetical, chronological, ascending, or descending.

C. Database Relationship – a link between two or more tables in a database

• The relationship is developed when common fields in the tables are linked, such as the Customer ID field in a Customer Address table and the Customer ID field in a Purchases table.

• The relationship enhances the power of the database by allowing retrieval of data from multiple tables and eliminating the need for data duplication.

1. Types of Relationships

a. One-to-Many is a type of relationship that occurs when a record in one table is linked to more than one record in another table.

b. Many-to-Many relationships are formed by connecting two or more tables that have a one-to-many relationship. The connection is made by a Junction Table.

2. Relationship Components

a. Primary Key – used to format each record in a database as a unique entity. Primary keys allow database tables to communicate.

i. May be assigned to an existing field that contains information unique to each record.

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iii. The linked fields must be of the same data type and size

b. Foreign key – when tables are linked by the primary key, the related field in the second table is known as the foreign key

c. Junction table – a table used to join primary key fields from multiple tables

d. Join line – a graphical representation of the link between two or more tables

e. Referential integrity protects related data that is stored in multiple tables.

Referential integrity would prevent a customer in a

customers table from being deleted if the customer’s ID also appears in the order table

IV. Raw Data Import - A useful and practical method for obtaining information from other sources and creating database tables. Eliminates the need for repetitive data entry and assists in the protection of the data’s integrity.

A. Must be formatted as text

B. Must be separated at field and record breaks with a separator, such as a comma (delimitated)

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INSTRUCTIONAL ACTIVITIES

Instructional Activities Relevancy Resources

1.  View and discuss the Database

Fundamentals PowerPoint as students take notes using the Database

Fundamentals graphic organizer  The graphic organizer asks students to

associate company or business names with the database examples (Slide 3). Possible examples include BellSouth, SIMS, iTunes, FBI, Wikipedia, e-Bay, Yost & Little Realty, Blue Cross Blue Shield, and Lowes Foods inventory  Relate to previous knowledge by allowing

students to brainstorm and suggest additional examples of databases  Before students can complete the last

page of the graphic organizer, facilitate discussion on Slides 8-11 about the components of a database table

 Slide 13 instructs students to complete the last page of the graphic organizer. When students have completed the page, review answers with the class.

 Helps students UNDERSTAND (B2)

o the purpose and uses of databases used in business o database concepts and components and how tables are organized  Database Fundamentals PowerPoint  Database Fundamentals graphic organizer

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INSTRUCTIONAL ACTIVITIES

2.  Lead a class discussion about how information is organized in the online travel database at www.expedia.com  Ask students how the information is

grouped and assist them in reaching the conclusion that the flight time, airline, and departure city are all examples of field names in the site’s database

 Distribute Guided Practice: Search an Online Database to students

 Demonstrate the search procedures for Flights 1 and 2 as students follow along at their computers

 Instruct students to complete the

searches for Flights 3-5 independently  Monitor/provide assistance as needed  Once the students have completed all five

searches, lead a class discussion using the questions at the end of the activity  Review the descriptions of field, record,

entry, and database as related to the data used in the search

 Helps students UNDERSTAND (B2): o how data is organized in a database o characteristics of fields, records, and tables  Guided Practice: Search an Online Database activity and key  Expedia.com

3.  View and discuss the Data Types and Field Properties PowerPoint as students take notes using the Data Types and Field Properties graphic organizer  Discuss the difference and

interdependence of data types and field properties

 Provide examples of the uses of data types and field properties as each item is presented in the presentation

 Helps students UNDERSTAND (B2) the defining features of how data is organized, formatted, and categorized in a database  Data Types and Field Properties PowerPoint  Data Types and Field Properties graphic organizer

4.  Distribute Review of Database Tables to students and instruct them to complete the activity independently using notes  Monitor and provide assistance as

needed

 Upon completion of the activity, review the answers as a class

 Helps students UNDERSTAND (B2) conceptual knowledge of database tables  Review of Database Tables activity and key

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INSTRUCTIONAL ACTIVITIES

5.  Distribute Guided Practice: Create a Database: Computers to students  Demonstrate how to plan the structure of

a database, enter data, add captions, and insert and delete records as students take notes and follow along at their computers  Review each step in the Steps for

Creating a Database (Slide 12 of the Data Types and Field Properties PowerPoint) while leading the class through the

activity

 Monitor/provide assistance as needed

 Helps students UNDERSTAND (B2) procedures to plan the structure, enter data, add captions, and add and delete records

 Guided Practice: Create a Database: Computers activity and key  5.01/Dbase Activities/ Computers  Data Types and Field Properties PowerPoint 6.  Distribute Independent Practice: Create

a Database: Scavenger Hunt to students

 Review the instructions for the activity with the class and determine the protocol for saving the database and the table  Discuss the characteristics of

appropriate field names: descriptive, concise, unique

 Instruct students how they should gather and record the survey information

o One option is to use a word document to record the data

o Instruct students as to whether they are to survey the entire class or a specific number of students, or perhaps the survey should be gender specific

 Allow a sufficient amount of time to collect the data before instructing students to return to their computers for data entry  Monitor/provide assistance as needed  Upon completion of the activity, view

samples of student work using a digital projector and discuss the similarities and differences of their choices for field names and properties

 Helps students UNDERSTAND (B2) how to plan the structure of a

database and field properties through independent practice  Independent Practice: Create a Database: Scavenger Hunt activity and key  5.01/Dbase Activities/ Scavenger

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INSTRUCTIONAL ACTIVITIES

7.  Distribute the Guided Practice: Database Management: Anti-Virus activity sheet and the

Anti-Virus_Student database to students electronically.

 Demonstrate the activity while students take notes and follow along at their computers

 Discuss the effect of deleting the entire field. Can the deleted action be undone?  Discuss how to print and allow students to

print as well OR require them to take notes and print the next activity

 Helps students UNDERSTAND (B2) procedures to: o Edit data types

and field properties o Enter data o Use AutoNumber o Add captions o Add a field o Delete a field o Print a table  Guided Practice: Database Management: Anti-Virus activity and key  5.01 Dbase Activities/ Anti-virus  5.01 Dbase Activities/ Anti-Virus_Student 8.  Distribute the Independent Practice:

Create a Database: Survey activity and the Survey_Student database

electronically to students

 Provide directions for saving the database and the table in student directories

 Instruct students to complete the activity independently

 Instruct students to print a copy of the database

 This activity requires students to add a field (Marital Status) to the database and later delete it. They are instructed in the activity to print the database with the added field and then ask the teacher for instructions about which field to delete. Make sure all students have completed the activity before instructing them to delete the Marital Status field

 Review the procedures for adding a field and determining appropriate data formats

 Helps students UNDERSTAND (B2) procedures to: o Assign data types

and field properties o Enter data o Add a field o Delete a field o Print a table  Independent Practice: Create a Database: Survey activity and key 5.01 Dbase Activities/ Survey  5.01 Dbase Activities/ Survey_ Student

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INSTRUCTIONAL ACTIVITIES

9.  Distribute the Guided Practice: Create a Database: MusicFun handout and the MusicFun_Student database to students electronically.

 Instruct students on how to save the database to their student directories  Demonstrate the activity as students take

notes and follow along at their computers  Facilitate discussion with examples of

when and why these formats and edits are performed in business

 Ask the following questions:

o Why might a field be added to a company database?

o Why might fields be rearranged? o What types of entries will be added? o Why is the date with input mask used?

What’s the benefit of using it? o Why is AutoNumber used? o Why is a Lookup value used? o Why is a Yes/No field used?

 Helps students UNDERSTAND (B2) procedures to: o Add fields o Rearrange fields o Add entries o Format data types and properties  Guided Practice: Create a Database: MusicFun activity and key  5.01 Dbase Activities/ MusicFun  5.01 Dbase Activities/ MusicFun_ Student

10.  Distribute the Independent Practice: Create a Database: B&B activity to students along with the electronic database B&B_Student.

 Instruct students how to save the database to their student directory  Instruct students to complete the activity

independently.

 Monitor/provide assistance as needed  Ask if they know anyone who manages a

database and discuss the job responsibilities, high school and community college courses available, salary, and etc.

 Helps students UNDERSTAND (B2) how to manage a database by editing fields, data, data types and field properties  Independent Practice: Create a Database: B&B activity and key  5.01 Dbase Activities/B&B  5.01 Dbase Activities/B&B _Student

11.  Distribute Database Review to students and instruct them to complete the activity independently either using their notes or

 Assesses how well students

UNDERSTAND

 Database Review student

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INSTRUCTIONAL ACTIVITIES

12.  Discuss with students the need for output options when using a database

o Sometimes, specific data is requested that only includes certain fields o Information is often requested in a

particular order, such as flights arranged from cheapest to most expensive or latest departure times to earliest departure times

o Use examples to discuss the difference between ascending and descending  Distribute Determining Sort Order to

students and instruct them to work in pairs to complete the activity

 Upon completion of the activity, review answers with the class

 Helps students UNDERSTAND (B2) the difference between ascending and descending order and why data is sorted

 Determining Sort Order activity and key

13.  Discuss with students how operators are used in a database to define the

organization and retrieval of data o Use Expedia as an example and

discuss how operators are used to define dates, such as not less than 02/02/09 and not greater than 02/07/09 o An example of the equal operator may

specify that airline equals Delta  Distribute UNDERSTAND Operators to

students and instruct them to complete the activity in pairs

 In Part II, use the unpacked content for reference as students record notes about the key terms

 Demonstrate and provide examples of the key terms

 Review the activity with the class upon completion  Helps students UNDERSTAND (B2) database operators through examples of how they are used to organize data

 Understanding Operators activity and key

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INSTRUCTIONAL ACTIVITIES

14.  Distribute Guided Practice: Filtering and Sorting a Database to students  Using a digital projector, demonstrate the

filter and sort actions required to complete each task. Describe the procedures for each method as students take notes. Allow students to follow along at their computers to complete the activity.

 Discuss why filter and sort operations are performed on a database. What are the benefits?

 Show the results of each filter or sort to the class to confirm that their results are similar. If their results are different, determine why through class discussion and problem solving

 Helps students UNDERSTAND (B2) filter and sort operations and operators through guided practice  5.01/Dbase Activities/ Survey 5.01/Dbase Activities/ Computers  Guided Practice: Filtering and Sorting a Database activity and key

15.  Distribute Independent Practice: Filtering and Sorting a Database to students

 Instruct students that they will need to retrieve the B&B database to complete the activity

 Instruct them to record their results in table format in a word processing document, including a short narrative in the document that describes how they retrieved the information for each search  Monitor/provide assistance as needed

 Helps students UNDERSTAND (B2) filter and sort operations and operators through independent practice  5.01/Dbase Activities/B&B  Independent Practice: Filtering and Sorting a Database activity and key

16.  Using a digital projector view the

Database Relationships PowerPoint and discuss with students the How, What, and Why of a database relationship. Students should take notes using the

Relationships graphic organizer  Use examples from Expedia.com,

TicketMaster, or other popular database sites that are familiar to students to differentiate possible database relationships used by each site

 Helps students UNDERSTAND (B2) the defining features and characteristics of a database relationship  Database Relationships PowerPoint  Relationships graphic organizer

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INSTRUCTIONAL ACTIVITIES

17.  Distribute the Guided Practice: One-to-Many Relationships activity to students along with an electronic copy of the PetRegistry database

 Demonstrate the activity using a digital projector and allow students to take notes and follow along at their computers

 Point out the primary key fields of each table and discuss the primary and foreign keys (PetOwners table – primary key is OwnerID; Pet Roster table – foreign key is OwnerID).

 Demonstrate setting up a one-to-many relationship between the two tables and allow students to follow along at their computers and record notes

 Demonstrate how to delete and re-establish the relationship

 Demonstrate how to view, expand, and collapse the relationships in the

PetOwners table

 Discuss student answers to #8.

 Helps students UNDERSTAND (B2) one-to-many relationships through examples and guided practice

 Guided Practice: One-to-Many Relationships activity and key   5.01/ Dbase Activities/ PetRegistry

18.  Distribute the A Little More Guidance activity to students and the States electronically.

 Instruct students to create a new table in the database and save it as Just States  In design view of the Just States table,

demonstrate how to look up the state names and abbreviations from the State table as students follow along at their computers.

 For independent practice, require students to create another table named State Population. Require students to add a new field named States and use the method of their choice to retrieve the state names from the State table.

 Facilitate and provide assistance as needed.  Helps students UNDERSTAND (B2) how information is shared within database tables  A Little More Guidance activity   5.01/ Dbase Activities/ States

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INSTRUCTIONAL ACTIVITIES

19.  Distribute Independent Practice: One-to-Many Relationships to students and instruct them to complete the activity independently as you monitor and provide assistance as needed

 Optional: Require students to use print screen or specialized software to capture the Authors table with all relationships expanded  Helps students UNDERSTAND (B2) one-to-many relationships through independent practice  Independent Practice: One-to-Many Relationships activity and key   5.01/Dbase Activities/ Publishers 20.  Distribute the Guided Practice:

Many-to-Many Relationships activity and the Beach Rentals_Student database to students.

 Instruct students how to save the database to their student directory  Demonstrate the activity and allow

students to follow along at their computers and take notes

 As a class, discuss and answer the questions at the end of the activity

 Helps students UNDERSTAND (B2) many-to-many relationships

through examples and guided practice

 Guided Practice: Many-to-Many Relationships activity and key   5.01/Dbase Activities/ Beach Rentals_Stud ent   5.01/Dbase Activities/ Beach Rentals 21.  Distribute the Independent Practice:

Many-to-Many Relationships activity and the Flights_Student database to students

 Instruct students to complete the activity independently

 Monitor and provide assistance as needed

 Students may refer to their notes from the previous lesson

 Helps students UNDERSTAND (B2) the purpose and uses of many-to-many relationships  Independent Practice: Many-to-Many Relationships  5.01/Dbase Activities/ Flights_Stude nt   5.01/Dbase Activities/ Flights

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INSTRUCTIONAL ACTIVITIES

22.  Distribute Guided Practice: Importing Data to students

 Introduce the activity and explain that data used in database tables can be imported from other sources. Discuss common sources used for import and the benefits of importing data

 Using a digital projector, demonstrate the activity and allow time for students to take notes and follow along at their computers  Restate the procedures followed to

complete the import

 Helps students UNDERSTAND (B2) through

example and guided practice how data is imported into a database and the required properties of the data  Guided Practice: Importing Data activity  5.01 Dbase Activities/Raw Data for FBLA

23.  Distribute Independent Practice: Importing Data to students

 Go over the directions and points to remember

 Instruct students what filenames to use when saving the word processing document and database

 Instruct students to complete the activity independently including the written

response question at the end, which asks students to develop a procedure for importing data

 Monitor/provide assistance as needed.  Upon completion of the activity, ask for

student volunteers to share the

procedures they developed with the class

 Helps students UNDERSTAND (B2) through independent

practice how data is imported into a database, the required properties of the data, and the procedures  Independent Practice: Importing Data activity and key   5.01/Dbase Activities/ Raw Data for University

24.  Distribute Database Concept Review to students and instruct them to complete the activity independently as a review of the concepts learned in this objective  Students are directed to work with a

partner in part of the activity. Review the activity directions with the class before they begin work.

 Reviews how students UNDERSTANDING OF (B2) database concepts learned in this objective  Database Concept Review activity and key

25. This concludes the instruction for Objective 5.01. Objective 5.02 will build on the

students’ knowledge of tables by incorporating the use of database queries, forms, and reports.

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Table of Contents

Database Fundamentals ... 368

Guided Practice: Search an Online Database ... 371

Guided Practice: Search an Online Database Key ... 373

Data Types and Field Properties ... 375

Review of Database Tables ... 378

Review of Database Tables Key ... 380

Guided Practice: Create a Database: Computers ... 382

Guided Practice: Create a Database: Computers Key ... 385

Independent Practice: Create a Database: Scavenger Hunt ... 387

Independent Practice: Create a Database: Scavenger Hunt Key ... 388

Guided Practice: Database Management: Anti-Virus ... 389

Guided Practice: Database Management: Anti-virus Key ... 391

Independent Practice: Create a Database: Survey ... 392

Independent Practice: Create a Database: Survey Key ... 393

Guided Practice: Create a Database: MusicFun ... 394

Independent Practice: Create a Database: B&B ... 398

Independent Practice: Create a Database: B&B Key ... 401

Independent Practice: Create a Database: B&B Key ... 402

Database Review ... 403

Database Review Key ... 404

Determining Sort Order ... 405

Determining Sort Order Key ... 407

Understanding Operators ... 409

Understanding Operators Key ... 411

Guided Practice: Filtering and Sorting a Database ... 413

Guided Practice: Filtering and Sorting a Database Key ... 415

Independent Practice: Filtering and Sorting a Database ... 418

Independent Practice: Filtering and Sorting a Database Key ... 420

Types of Relationships ... 423

Guided Practice: One-to-Many Relationships ... 425

Guided Practice: One-to-Many Relationships Key ... 427

A Little More Guidance ... 430

Independent Practice: One-to-Many Relationships ... 431

Independent Practice: One-to-Many Relationships Key ... 433

Guided Practice: Many-to-Many Relationships ... 434

Guided Practice: Many-to-Many Relationships Key ... 437

Independent Practice: Many-to-Many Relationships ... 438

Independent Practice: Many-to-Many Relationships Key ... 440

Guided Practice: Importing Data ... 441

Independent Practice: Importing Data ... 442

Independent Practice: Importing Data Key ... 443

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Database Fundamentals graphic organizer Student Activity

Student Name Period Date

DATABASE FUNDAMENTALS

Directions: Record notes while viewing the Database Fundamentals Power Point

Definition:

Business Uses of Databases

Can you associate company names with the database examples?

Telephone book: Customer data: ____________________ Student Data: Real estate listings: ________________

Music: Hospital/patient data: _______________

Fingerprints: Inventory: ________________________ Dictionaries: : ____________________ Tables Main Topic:

Organization

of a Database

Four Database Objects: 1. 2. 3. 4. Queries, Forms, and Reports will be discussed in 5.02

Just list the names of the objects here; don’t worry about definitions yet.

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Field – Definition and Example Record – Definition and Example

Entry – Definition and Example Tables: the Building Blocks of all Databases

Table Components

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1. What are the field names? 2. What is the name of the table? 3. How many records are there? 4. How many entries are there?

5. Describe the contents of one record. 6. Describe the contents of one field.

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Guided Practice: Search an Online Database Teacher-Demonstration

GUIDED PRACTICE: SEARCH AN ONLINE DATABASE

Directions: You will search an online database of airlines. Go to www.expedia.com

and search for 5 round-trip flights to 5 different destinations. Answer the questions at the end of the activity when you have completed the search.

1. Flight One

Flight # Airline

Departure City Arrival City

Departure Time Arrival Time

Length of Flight Date Leaving

# of Stopovers Cost of Trip

2. Flight Two

Flight # Airline

3. Flight Three

Flight # Airline

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Guided Practice: Search an Online Database Teacher-Demonstration

4. Flight Four

Flight # Airline

5. Flight Five

Flight # Airline

Questions:

1. What are the field names?

2. What is the name of the database?

3. How many entries were recorded in your search?

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Guided Practice: Search an Online Database Teacher Key

GUIDED PRACTICE: SEARCH AN ONLINE DATABASE KEY

Directions: You will search an online database of airlines. Go to www.expedia.com

and search for 5 round-trip flights to 5 different destinations. Answer the questions at the end of the activity when you have completed your search.

Note: These answers will vary with the date and destination selections. If this site is not available, select a similar site or create a database which contains relevant data from which the students can gather the information.

1. Flight One

Flight # 919/749 Airline Delta

Departure City Raleigh Arrival City Las Vegas Departure Time 6:00 a.m. Arrival Time 9:50 a.m.

Length of Flight 6 hr 60 m Date Leaving January 1, 2008

# of Stopovers 1 Cost of Trip $305

2. Flight Two

Flight # 4472/1226 Airline US Airways

Departure City Asheville Arrival City Nassau, Bahamas Departure Time 9:45 a.m. Arrival Time 1:54 p.m.

Length of Flight 4 hr 9 m Date Leaving November 1, 2007

3. Flight Three

Flight # 1122/4250 Airline US Airways

Departure City New Bern Arrival City Miami, FL Departure Time 5:35 a.m. Arrival Time 9:37 a.m.

Length of Flight 4 hr 2 m Date Leaving December 3, 2007

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Guided Practice: Search an Online Database Teacher Key

4. Flight Four

Flight # 1701/2075 Airline Northwest

Departure City Charlotte Arrival City Missoula, MT Departure Time 5:47 p.m. Arrival Time 11:49 p.m. Length of Flight 8 hr 2 m Date Leaving October 1, 2007

5. Flight Five

Flight # 2420/1495 Airline Continental

Departure City Greensboro Arrival City Los Angeles Departure Time 6:35 a.m. Arrival Time 10:52 a.m.

Length of Flight 7 hr 17 m Date Leaving September 12, 2007

Questions:

1. What are the field names?

• Flight #, Airline, Departure City, Arrival City, Departure Time, Arrival Time, Length of Flight, Date Leaving, # of Stopovers, and Cost of Trip

2. What is the name of the database? • Expedia

3. How many entries were recorded in your search? • 50

4. How many records can be produced as a result of your search? • 5

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Data Types and Field Properties graphic organizer Student Activity

DATA TYPES AND FIELD PROPERTIES

Directions: Record notes and answer the questions below while viewing the Data Types and Field Properties Power Point.

1. What is the function of a data type?

2. What is the function of a field property?

3. Why are data types important?

4. Critical thinking: If text is selected for the data type of a field and the field contains the birthdates of 50 employees, what will happen when the data is sorted?

5. What data types are available? Use the help feature of your software to briefly describe the purpose of each data type listed below. Hint: Select the first data type and press the F1 key

Data Type Description

Text

Memo

Number

Date/time

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Data Type Description

AutoNumber

Yes/No

Lookup Wizard

6. When should you change from the default data type?

7. Why are field properties important?

8. What field properties are available? Click on each field property listed below and view the descriptions as they appear in the right-hand pane. Describe each.

Field Property Description

Field size

Format

Input mask

Caption

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10. What are the steps for creating a database? 1). a. b. c. 2). 3). 4). a. b. 5).

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Review of Database Tables Student Activity

REVIEW OF DATABASE TABLES

Part I Directions: Match the letters above with their definition below. 1. Field ______

2. Record ______

3. Entry ______

Part II Directions: Answer the questions below using the above diagram. 1. Number of entries _________

2. Number of records _________

3. Number of fields _________

Part III Directions: Identify the correct data type for each item using the list below

Text Number Date/Time Yes/No

Currency Memo Lookup Wizard

1. 123-45-6789 (social security number) __________________

2. John __________________

3. $257.98 __________________

4. 12587 (employee ID number) __________________

5. Paid/Not Paid __________________

6. This item needs to be reordered. It

is one of our best selling items. __________________ 7. Series of choices (low, medium, high) __________________

8. December 15, 2006 __________________

9. (555) 555-5555 (phone number) __________________ 10. Pets Allowed/Pets Not Allowed __________________

A

B

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Review of Database Tables Student Activity

11. Age of students __________________

12. Cost of trip __________________

13. Date of Purchase __________________

Part IV Directions: Place the parts of a database in order from the smallest unit to the largest unit. (1 being the smallest, 5 being the largest)

•

Field

•

Character

•

Entry

•

Record

•

Database 1.

2.

3. 4.

5.

Part V: Match the definition to the correct term. 1. Field

A. Is also a true/false field. Will contain a checkbox for yes no. Default is No. 2. Entry B. Monetary values

3. Record

C. Creates fields that automatically enter a unique number when a record is added

4. Text

D. Includes words and/or numbers not used in calculations

5. Number

E. This format is applied to a field that will be sorted chronologically

6. Input Mask F. Data and formulas keyed in a field

7. Yes/No

G. An efficient means of storing and retrieving data and printing reports from the stored data

8. Currency

H. One item of information in a record. Represented by a column

9. Lookup Field I. A group of related fields of information 10. Memo J. A format often applied to dates and times 11. Database K. Like text, but max of 64,000 characters

12. AutoNumber

L. Allows you to create a finite set of choices for that field’s entry values

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Review of Database Tables Teacher Key

REVIEW OF DATABASE TABLES KEY

Part I Directions: Match the letters above with their definition below.

1. Field __B____

2. Record __A____

3. Entry __C____

Part II Directions: Answer the questions below using the above diagram. 4. Number of entries ____20___

5. Number of records ____4___

6. Number of fields ____5___

Part III Directions: Identify the correct data type for each item using the list below:

Text Number Date/Time Yes/No

Currency Memo Lookup Wizard

1. 123-45-6789 ... Text 2. John ... Text 3. $257.98 ... Currency 4. 12587 ... Text 5. Paid/Not Paid ... Yes/No 6. This item needs to be reordered. It is one of our best selling items. ... Memo 7. Series of choices (low, medium, high) ... Lookup Wizard 8. December 15, 2006 ... Date/Time 9. (555) 555-5555 ... Text 10. Pets Allowed/Pets Not Allowed ... Yes/No 11. Age of students ... Number 12. Cost of trip ... Currency 13. Date of Purchase ... Date/Time

A

B

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Review of Database Tables Teacher Key

Part IV Directions: Place the parts of a database in order from the smallest unit to the largest unit. (1 being the smallest, 5 being the largest)

•

Field

•

Character

•

Entry

•

Record

•

Database 1. Character

2. Entry 3. Field 4. Record 5. Database

Part V: Match the definition to the correct term.

H 1. Field

A. Is also a true/false field. Will contain a checkbox for yes no. Default is No. F 2. Entry B. Monetary values

I 3. Record

C. Creates fields that automatically enter a unique number when a record is added

D 4. Text

D. Includes words and/or numbers not used in calculations

E 5. Number

E. This format is applied to a field that will be sorted chronologically

J 6. Input Mask F. Data and formulas keyed in a field

A 7. Yes/No

G. An efficient means of storing and retrieving data and printing reports from the stored data

B 8. Currency

H. One item of information in a record. Represented by a column

L 9. Lookup Field I. A group of related fields of information K 10. Memo J. A format often applied to dates and times G 11. Database K. Like text, but max of 64,000 characters

C 12. AutoNumber

L. Allows you to create a finite set of choices for that field’s entry values

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Guided Practice: Create a Database: Computers Teacher Demonstration

Student Name: Period: Date:

GUIDED PRACTICE: CREATE A DATABASE: COMPUTERS

Directions: In this activity, you will follow along with your teacher to create a database and complete the following tasks:

•

Plan the structure

•

Enter data

•

Add records

•

Delete records

1.

Plan the structure

a. How will the data be grouped? You will be creating a computer inventory database. For each item, you have the name of the manufacturer, the serial number of the equipment, the room location, and the ID number of the student to which each piece of equipment is assigned.

b. What will the field names be? Record the field names in the first row of each column below:

Compaq 12345 214 5 Dell 54321 110 6 Dell 98765 310 9 Packard Bell 45678 214 3 Compaq 34567 110 4 Compaq 95425 111 8 Gateway 55557 109 8 Dell 90864 222 12 Dell 123674 214 15 Gateway 87093 119 27 Hewlett Packard 83765 111 22

c. What will you name the database?

2.

Open and save a new database Notes:

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3.

Create a table Notes:

4.

Enter the field names

a. Set data types. Unless the data will be used in a sort, search, or calculation, use the default settings. Think about how a user might search the database for information. Will the information be sorted by room number? Will the information be searched by student number?

Notes:

b. Set field properties if needed. Do you need to limit the size of any of the fields? Do any of the fields need to be represented as a decimal?

 Use the caption field property to assign user-friendly names to each field

Notes:

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Edit the Database Table:

1.

Edit the database to add the following records:

2.

Edit the database to delete the following 2 records:

•

Compaq with Serial Number 34567

•

Dell with Serial Number 123674 Notes:

Hewlett Packard 88334 109 25

Compaq 22990 211 26

Dell 34419 110 27

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Guided Practice: Create a Database: Computers Teacher Key

GUIDED PRACTICE: CREATE A DATABASE: COMPUTERS KEY

Field Name Field Property (Field Size)

Field Property (Caption)

Manufacturer 20 Same

SeNo 9 Serial Number

RNo 4 Room Number

StNo 4 Student Number

Manufacturer Serial Number Room Number Student Number

Compaq 12345 214 5 Dell 54321 110 6 Dell 98765 310 9 Packard Bell 45678 214 3 Compaq 34567 110 4 Compaq 95425 111 8 Gateway 55557 109 8 Dell 90864 222 12 Dell 123674 214 15 Gateway 87093 119 27 Hewlett Packard 83765 111 22

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Guided Practice: Create a Database: Computers Teacher Key

1. Edit the database by adding the following records:

Manufacturer Serial Number Room Number Student Number

Hewlett Packard 88334 109 25

Compaq 22990 211 26

Dell 34419 110 27

Gateway 22334455 214 28

2. Edit the database by deleting the following 2 records: Compaq with Serial Number 34567

Dell with Serial Number 123674

Computers Database

With records added

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Independent Practice: Create a Database: Scavenger Hunt Student Activity

INDEPENDENT PRACTICE: CREATE A DATABASE: SCAVENGER HUNT

Directions: In this activity, you will work independently to create a database based on information you gather from your classmates.

• You will need to determine field names and captions, data types, and field properties by reading the questions below.

• Once you have determined the fields, you will survey your classmates as assigned by your teacher.

• You will then create a database table to record your results.

Survey Questions:

1. What is your first and last name? 2. Do you have blue eyes?

3. What is your favorite sport?

4. Do you have your driver’s license?

5. Are you a Senior, Junior, Sophomore or Freshman? 6. What is your favorite music group or band?

7. What is your favorite food? 8. What is your favorite color?

9. Are you left-handed or right-handed?

Steps in Creating a Database 1. Plan the structure of the database (sketch on paper)

a) How will the data be grouped? b) What will the field names be? c) What will you name the database? 2. Open and save a new database

3. Create a table

4. Enter the field names a) Set the data types b) Set the field properties 5. Enter the data

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Independent Practice: Create a Database: Scavenger Hunt Teacher Key

INDEPENDENT PRACTICE: CREATE A DATABASE: SCAVENGER HUNT

KEY

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Guided Practice: Database Management: Anti-Virus Teacher Demonstration

GUIDED PRACTICE: DATABASE MANAGEMENT: ANTI-VIRUS

Directions: In this activity, you will follow along with your teacher to complete the following tasks as you create a database of anti-virus software:

•

Determine data types and field properties

•

Enter data

•

Use AutoNumber

•

Add captions

•

Add a field

•

Delete a field

•

Print a table

1. Open the Anti-Virus_Student database that has been sent to you electronically by your teacher.

2. Save the database in your directory according to teacher directions 3. Open the Anti-Virus_Student database table

4. Add fields 1 and 3-6 (below) and set the data types and field properties. NA means to accept the default settings.

Field Field Name Data Type

Field Properties Format Field Size Decimal Places Caption 1. No AutoNumber NA NA NA NA 2.

Title Memo NA NA NA Software

Title

3. Price Currency Currency NA NA NA

4. Rating Number NA Decimal 2 NA

5. Compatibility Text NA NA NA NA

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Guided Practice: Database Management: Anti-Virus Teacher Demonstration

5. Enter the rest of the table data below:

6. Delete the Compatibility field Notes:

7. Print the table Notes:

8. Save and submit according to teacher directions.

No Popular Anti-virus Software Titles Price Rating Compatibility Size

.Mac 2.5 Retail $76.99 4.78 MAC 64 MB

PC-Cillin 2003 $26.99 4.2 W93 264 MB

Norton Anti-virus 2002 Professional

Upgrade $39.54 4.17 MAC

264 MB

Bullguard Anti-virus Firewall $39.99 4 MAC 264 MB

Norton Personal Firewall 2005 $42.50 4 XP 1 G

Stomp Spy Ware X-terminator $22.79 3.83 XP 1 G

eTrust EZ Anti-virus 2005 $24.99 3.8 W95 264 MB

Zone Alarm Internet Security Suite $59.99 3.6 W98 264 MB PC-Cillin Internet Security 2005 $39.99 3.55 W95 64 MB Webroot Spy Sweeper Internet

Essentials Suite $54.99 3.67 XP

1 G

McAfee Anti-virus Suite $39.99 4.25 XP 1 G

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Guided Practice: Database Management: Anti-Virus Teacher Key

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Independent Practice: Create a Database: Survey Student Activity

INDEPENDENT PRACTICE: CREATE A DATABASE: SURVEY

Directions: In this activity, you will work independently to edit a database of survey information as you complete the following tasks:

•

Set data types and field properties

•

Enter data

•

Add captions

•

Use AutoNumber

•

Add a field

•

Delete a field

•

Print a table

1. Open the Survey_Student database that was sent to you electronically by your teacher and save it to your student directory

2. Add a field named No. in front of the Age field a. Set the data type to AutoNumber b. Set the caption to Number

3. Add a field named NoChdrn in front of the Status field a. Set the data type to Number

b. Set the caption to Number of Children 4. Key the data for the added fields

Number Age Income Gender

Number of Children Marital Status 1 34 $25,000.00 M 2 S 2 45 $100,000.00 M 3 S 3 88 $50,000.00 M 1 S 4 25 $26,000.00 F 1 M 5 21 $39,000.00 M 0 M 6 58 $57,000.00 F 3 S 7 45 $37,000.00 M 3 M 8 46 $90,000.00 M 0 M 9 40 $58,000.00 F 2 S 10 36 $60,000.00 M 2 S 11 36 $72,000.00 F 2 M 12 66 $22,000.00 M 2 S

5. Follow teacher directions for printing, completing the final step of this activity (deletion of a field), and submitting your work. Ask your teacher which field to delete.

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Independent Practice: Create a Database: Survey Teacher Key

INDEPENDENT PRACTICE: CREATE A DATABASE: SURVEY KEY

Field Names Caption Field Type Field Size

No Number AutoNumber NA

Age Same Number Long Integer

Income Same Currency 14

Gender Same Text 2

NoChdrn Number of

Children

Number Long Integer

Status Marital Status Text NA

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Guided Practice: Create a Database: MusicFun Teacher Demonstration

GUIDED PRACTICE: CREATE A DATABASE: MUSICFUN

Directions: In this activity, you will follow along with your teacher to create a database and complete the following tasks:

•

Add fields

•

Rearrange fields

•

Add entries

•

Apply field formats: • Date with Input Mask • AutoNumber (review) • Lookup

• Yes/No

1. Open the MusicFun_Student database that has been sent to you electronically by your teacher.

2. Follow teacher instructions for saving the database in your student directory. 3. Add a field named MusicianID in front of the CD/Album Title field and set

the data type to AutoNumber

4. Add another field named Genre after MusicianID (and in front of CD/Album Title)

a. Set the data type to Lookup and follow teacher directions to enter the lookup values

b. Key the following values for the lookup column: i. Pop ii. Classical iii. Country iv. R & B v. Reggae vi. Rock Notes:

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5. Add another field named Release after the Artist field a. Set the data type to Date/Time

b. Set the caption to Release Date

c. Set the field property for Input Mask and short date format Notes:

6. Add another field after Release a. Name the field Under 25 b. Set the data type to Yes/No c. Set the caption to Under 25?

d. Note that the Format field property automatically selects Yes/No Notes:

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7. Before entering the data, notice how a drop down menu appears in the Genre column. How does this benefit efficiency and accuracy?

8. Notice that the Under 25? column contains boxes. The default value is No. To change the value to yes, click or depress the space bar.

9. Enter the remaining data below. When keying the date, enter a zero before any single digit numbers, such as 04/03/2008.

MusicianID Genre Album Title Artist Release

Date

Under 25? 1 Rock How to Dismantle an

Atomic Bomb U2 11/23/2004 No

2 Rock American Idiot Green Day 9/21/2004 No

3 R & B Genius Loves Company Ray Charles 8/31/2004 No 4 R & B Get Lifted John Legend 12/28/2004 No 5 Pop Maximum Alicia Keys Alicia Keys 12/14/2004 Yes 6 Country Red Dirt Road Brooks and

Dunn 7/15/2003 No

7 R & B Purple Rain Prince 10/25/1990 No

8 Rock Minute by Minute Doobie

Brothers 2/22/2002 No 9 Rock Songs About Jane Maroon 5 6/25/2002 No 10 Pop Breakaway Kelly Clarkson 11/30/2005 Yes 11 Rock It's Only Rock and Roll Rolling Stones 7/26/1974 No 12 Rock Made in the Shade Rolling Stones 4/5/1975 No 13 Rock Beggar's Banquete Rolling Stones 8/27/1968 No

14 Rock War U2 5/15/1983 No

15 Rock Achtung, Baby U2 11/19/1991 No

16 Classical Phantom of the Opera Andrew Lloyd

Weber 11/23/2004 No

17 R & B

The Essential Stevie Ray Vaughan and Double Trouble

Stevie Ray

Vaughan 10/1/2002 No

18 Reggae Legend (The Definitive

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MusicianID Genre Album Title Artist Release

Date

Under 25?

19 Country Who Am I? Jessica

Andrews 2/27/2001 No 20 R & B Best of Bonnie Raitt (US) Bonnie Raitt 9/30/2003 No

21 Classical Requiem

Wolfgang Amadeus Mozart

No

22 Classical Crimson Tide Soundtrack Hans Zimmer 5/16/1995 No 23 Country Here for the Party Gretchen

Wilson 5/11/2004 No 24 Country Greatest Hits Shania Twain 11/9/2004 No

25 R & B Confessions Usher 10/5/2004 Yes

26 Pop Under the Table Dreaming Dave Matthews

Band 8/24/2004 No

10. Drag the Artist column in front of the Album Title column. 11. Save and print according to teacher directions.

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Independent Practice: Create a Database: B&B Student Activity

INDEPENDENT PRACTICE: CREATE A DATABASE: B&B

Directions: In this activity, you will work independently to edit a database and complete the following tasks:

•

Add fields

•

Rearrange fields

•

Add entries

•

Format data types and field properties: • Date with Input Mask

• AutoNumber (review) • LookUp

• Yes/No Part I

1. Open the B&B_Student database that has been sent to you electronically by your teacher. Save the database in your student directory according to teacher directions.

2. Open the database table HistoricInns_Student 3. Insert a field named Children after No. Rooms

a. Set the data type to Yes/No

b. Set the caption to Allows Children? 4. Add a field named Setting after the City field

a. Set the data type to Lookup

b. Key the values Mountain and Town in the lookup column c. Set the caption to Mountain or Town?

5. Add a field named Breakfast after the Pets field a. Set the data type to Yes/No

b. Set the caption to Breakfast?

6. Update the table by adding data to the new fields using the table below: Historic Inn No.

Rooms

Allows

Children? City

Mountain

or Town? Breakfast? Pets?

A Bed of Roses 5 No Yes Mountain No No

Abbington Green 8 Yes Yes Mountain No Yes

Albermarle Inn 11 No Yes Mountain Yes No

Biltmore Village Inn 6 No Yes Mountain Yes Yes

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Historic Inn No. Rooms

Allows

Children? City

Mountain

or Town? Breakfast? Pets? Carolina Bed & Breakfast 7 Yes Yes Mountain Yes Yes Cedar Crest Victorian Inn 12 No Yes Mountain Yes No

Chestnut Street Inn 8 No Yes Mountain Yes No

Colby House 5 Yes Yes Mountain Yes No

Dry Ridge Inn 8 Yes Yes Mountain Yes No

Inn on Main Street 7 No No Town Yes No

Inn on Montford (1900) 5 Yes Yes Mountain Yes No North Lodge on Oakland 6 Yes Yes Mountain Yes No

Owl's Nest Inn at Engadine 7 No No Town Yes Yes

Secret Garden (1904) 3 No No Town Yes No

The Hawk & Ivy 4 Yes No Town Yes No

The Lion and the Rose 5 Yes Yes Mountain Yes No

White Gate Inn and Cottage (1889)

6 Yes Yes Mountain Yes No

7. Move the Pets column behind the Breakfast column. Part II: Answer the following questions:

1. What is the default value of a Yes/No field? 2. How many records are in the database? 3. How many fields are in the database?

4. What advice would you give someone about assigning field names?

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6. How would users benefit from this list if posted on the Internet?

7. How would the owners of the B&Bs benefit from this list if posted on the Internet?

8. What other fields might be useful?

9. What are two ways to toggle the yes/no field when entering data?

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Independent Practice: Create a Database: B&B Teacher Key

INDEPENDENT PRACTICE: CREATE A DATABASE: B&B KEY

Answer the following questions:

1. What is the default value of a Yes/No field? ... No 2. How many records are in the database? ... 18 3. How many fields are in the database? ... 7 4. What advice would you give someone about assigning field names?

• Field names should be short and directly related to the corresponding data. 5. How could this database be used on the Internet?

• This database would be a great resource for travelers when planning a business trip or vacation.

6. How would users benefit from this list if posted on the Internet?

• Internet users can quickly and easily compare the locations, availability, and amenities of the inns.

7. How would the owners of the B & Bs benefit from this list if posted on the Internet?

• Owners would benefit from the potential sales associated with people searching for availability of inns.

8. What other fields might be useful?

• Cost, smoking or non-smoking, bathrooms, pet fee, etc.

9. What are two ways to toggle the yes/no field when entering data? • Click the box to toggle a check mark for a Yes or a blank for No • Tab to the yes/no field and hit the space bar to toggle.

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Independent Practice: Create a Database: B&B Teacher Key

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Database Review Student Activity

DATABASE REVIEW

Part I Directions: Arrange the steps in creating a database in their proper order by placing a number by each item.

Step Procedure

Create a table Enter the data

Enter the field names

Open and save a new database

Plan the structure of the database (sketch on paper) Set the data types

Set the field properties

Part II Directions: Select the appropriate data type or field property for the data listed below:

Data Data Type/Field Property

1. Birth date A Currency

2. Children? B Input Mask

3. List of ice cream flavors C Lookup

4. List of pizza toppings D Number

5. Married? E Text

6. Net pay F Yes/No

7. Price

8. Street address 9. Telephone number

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Determining Sort Order Teacher Key

DATABASE REVIEW KEY

Part I Directions: Arrange the steps in creating a database in their proper order by placing a number by each item.

Step Procedure

3 Create a table 7 Enter the data

4 Enter the field names

2 Open and save a new database

1 Plan the structure of the database (sketch on paper) 5 Set the data types

6 Set the field properties

Part II Directions: Select the appropriate data type or field property for the data listed below:

Data Data Type/Field Property

C 1. Birth date A Currency

F 2. Children? B Input Mask

C 3. List of ice cream flavors C Lookup

C 4. List of pizza toppings D Number

F 5. Married? E Text

A 6. Net pay F Yes/No

A 7. Price

E 8. Street address B 9. Telephone number D 10. Zip code

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Determining Sort Order Student Activity

DETERMINING SORT ORDER

Directions for Part I: Place an A in the Order column for each scenario that is an example of ascending order or a D if the scenario is of descending order

Order Scenario

1. The class should line up from the shortest student to the tallest for the vault contest.

2. The library books were shelved in alphabetical order by author’s first name. 3. The most expensive items were listed first.

4. The family reunion photograph shows the babies in the front row and the great-grandparents in the last row.

5. The cities with the most snow days were listed first.

6. The first grade teacher’s mailboxes were assigned before the fifth grade teacher’s.

7. Bus 13 left the parking lot first, Bus 37 was second and Bus 73 left last. 8. The oldest student was allowed to go first in the lunch line, while the

youngest was last to get his tray.

9. The mountains were listed on the board. The ones with the highest elevation were listed first while the ones with the lowest elevation were listed last.

(54)

Determining Sort Order Student Activity

Directions for Part II: Study each list below and determine the sort order. Write A for ascending and D for descending.

Order Scenario Order Scenario

1). a). a full tank of gas b). ¼ tank of gas c). running on empty

2). a). a can of coke

b). a 16 oz. bottle of coke c). a 2 liter bottle of coke 3). a). a penny b). a nickel c). a dime 4). a). Seniors b). Juniors c). Freshmen 5). a). 1923 b). 1945 c). 1990 6). a). 04/15/2006 b). 07/04/2006 c). 09/25/2006 7). a). David b). Christine c). Becky 8). a). Rock b). Pop c). Classical 9). a). 150 b). 110 c). 90

10). a). Abbington Green b). Dry Ridge Inn c). Secret Garden

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DETERMINING SORT ORDER KEY

Directions for Part I: Label each situation or “scenario” as either ascending or descending in the spaces provided.

A 1. The class should line up from the shortest student to the tallest for the vault contest.

A 2. The library books were shelved in alphabetical order by author’s first name. D 3. The most expensive items were listed first.

A 4. The family reunion photograph shows the babies in the front row and the great-grandparents in the last row.

D 5. The cities with the most snow days were listed first.

D 6. The fifth grade teacher’s mailboxes were assigned before the first grades. A 7. Bus 13 left the parking lot first, bus 37 was second and bus 73 left last.

D 8. The oldest student was allowed to go first in the lunch line, while the youngest was last to get his tray.

D

9. The mountains were listed on the board. The ones with the highest elevation were listed first while the ones with the lowest elevation were listed last.

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Directions for Part II: Study each list below and determine the sort order. Write A for Ascending and D for Descending

Order Scenario Order Scenario

D 1). a). a full tank of gas b). ¼ tank of gas c). running on empty

A 2). a). a can of coke

b). a 16 oz. bottle of coke c). a 2 liter bottle of coke A 3). a). a penny b). a nickel c). a dime D 4). a). Seniors b). Juniors c). Freshmen A 5). a). 1923 b). 1945 c). 1990 A 6). a). 04/15/2006 b). 07/04/2006 c). 09/25/2006 D 7). a). David b). Christine c). Becky D 8). a). Rock b). Pop c). Classical D 9). a). 150 b). 110 c). 90

A 10). a). Abbington Green b). Dry Ridge Inn c). Secret Garden