Advantages and disadvantages of a computerized database

Advantages Disadvantages

Can save enormous amounts of paper as well The computer(s) and peripherals required can
as filing space cost a lot

Data can easily be entered by keyboard or If the computer, or computer network, is not
scanners working, then the database cannot be used

Speed- data can be found, calculated and Security is very important as some people may
sorted very quickly attempt to get access to confidential
information. Sometimes this may involve
illegally hacking into the program or data

Data can easily be changed and updated The database file can become corrupted or
infected by a computer virus. This can lead to
file not working properly. In some cases, the
database may not work at all. Making a back-
up copy of the database is therefore essential
Data needs to be entered only once, yet can be There is often a limit to the size of a database
represented in many different ways. A whole file
range of different queries and reports can be
produced
Data can be checked on entry Some databases can be complicated to use
Passwords can be set to allow access only to Data stored about people may be incorrect
those with permission to use the database
The data structure of a database can be Some databases require much time to be spent
changed, with new fields added, even after the on staff training, which can be costly
database has been created. A paper-based
system would have to be restarted from scratch
Data can be imported and exported to other
programs
A database file can be automatically linked to
others
Databases can be shared with other users if the
computer is a part of a local or wide area
network. This includes the internet.

Data Types

In order for the computer to retrieve the information as quickly and efficiently as possible you
need to store the information in the best way for retrieval. To help you do this, there are several
types of field structures. Each field can be modified to suit your exact needs to make the database
more efficient.

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Text
This is a general field type that allows you to enter text and numbers into your database. You can
adjust the maximum size (which is normally set to 50). Adjusting the maximum size allows you to
save space on older computers.

Memo
The memo field allows you to enter long text entries. This can be used for a comments field,
where the length may be very long.

Number
This field type allows only numerical information to be inserted.

Date/Time
The Date/Time field format allows you to enter date or time information – for example, the date of
birth of a student.

Currency
When using this field, you can enter information to do with currency. An example might be if
students are required to pay some kind of fee for something.

Yes/No
This field will only accept either a Yes or No. This could be used to check a particular task – for
example, “Has the Student handed in their homework?”

Microsoft Access Specifics

The database management system (DBMS) that we will be using is called Microsoft Access.
There are many different DBMS’s around – for example, Paradox, FoxPro, Approach, dBASE.
They all have the same concepts of files, records and fields, but have their own way of describing
them. There are several terms that are used with Microsoft Access. These are now explained.

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Tables
A table is a collection of data about a specific topic, such as students. It is where we see our
records. Tables are organized into rows and columns – they look very much like how a
spreadsheet looks. The columns (going up and down) are the fields – single items of data. The
rows (going from left to right) are the records – all the fields relating to one subject.

Queries
A database can store lots of information. We can use a query to ask the database questions to find
exactly the information that we need. For example, we could ask the computer to show us a list of
all the Male students in the school. Queries can be used to find any type of information from the
database.

Forms
Forms can be used for a variety of tasks. The main purpose of a form is to display the information
stored in a table in an easy-to-read format. We can also use a form to enter the data into the table.

Reports
There will be times when the information stored in the database needs to be printed out. This is
sometimes referred to as making a hard copy. A report can be used to print out information. We
can alter the layout of the report to suit our needs.

Creating Relationships 
Primary key and foreign keys are used to linked two tables in a database. 

A primary key is a field in a table that uniquely identifies the record.

A foreign is a field in another table that is the primary key in another table.

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DATABASE QUERY 

A query is a request for data or information from a database table or combination of tables.

This data may be generated as results returned by StructuredQuery Language (SQL) or as
pictorials, graphs or complex results

The most commonly used query is SELECT query.

A select query is a database object that shows information in Datasheet view. A query does
not store data, it displays data that is stored in tables. A query can show data from one or
more tables, from other queries, or from a
combination of the two.

Aggregate Query
An aggregate query is a method of
deriving group.  In a query containing a
GROUP BY clause, the elements of the
select list can be aggregate functions, such
as count, avg, max, min, sum.

Calculated Query 
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CALCULATED FIELD QUERY:
This query enables to create and populate a new field that was not originally in your database.
     

HOW TO CREATE QUERIES

1. Select CREATE
2. Click QUERY DESIGN
3. Add the tables you need to manipulate
4. Double the fields you need to show
5. Insert criteria

6. Click RUN

7. Save query using appropriate title

HOW TO FORMAT CURRENCY VALUES IN A FIELD

1. Activate design view of the query

2. Click on the value field you wish to format
3. Click Property sheet

1. Apply currency format and specify 2 decimal places

HOW TO CREATE A DATABASE REPORT

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1. Select CREATE

2. Click Report Wizard

3. Read and follow instructions carefully

4. You may need to modify the report in design view if NOT all of the information is visible.

ACTIVITY

1. Create a query to show the Customer ID, Name, Contact and Country of all
customers.

2. Create a query to show the Customer ID, OrderID, ProductID of all ORDERS
completed on May 16, 2018. (Use data from three tables)