Database

A database is a collection of data. That may sound overly simplistic but it pretty much sums up what any database is.

A database could be as simple as a text file with a list of names. Or it could be as complex as a large, relational database management system, complete with in-built tools to help you maintain the data.

Before we get into dedicated database management systems, let's start with the basics - let's look at a simple text file example.

Text File

Imagine we have a text file called "Individual.txt", and that the contents look like this:

We could use this information to do things such as send an email to everyone on our list. We could do this because, due to the way we designed the list, we know that each row contains a different individual, and the information on that row is related to that individual. Also, the items in each row are separated by commas. Therefore, we know that the email address next to "Homer" is his email address. We could also call each row a record. Therefore, we currently have 4 records in our database.

With a small list like this, a text file may serve our purposes perfectly.

Spreadsheet

Another option would be to store it in a spreadsheet using spreadsheet software (for example, Microsoft Excel). That way, we could do some extra things with our list (such as format it, or sort by first name/surname etc).

A spreadsheet program like Excel makes these tasks relatively easy to do. Also, programs like Excel organize the data into rows and columns, making your data easier to comprehend. Something like this:

Database Software

A better option would be to store the data in a database table using specialized database software, such as Microsoft Access. Something like this:

So What's the Difference?

You may be wondering what the difference is between the last two examples (Excel vs Access). After all, both examples have the data organized into rows and columns.

There are many differences between spreadsheet software and database software. The rest of this tutorial will show you why database software is a much better option for creating databases.

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Database Management Systems

A Database Management System (DBMS), is a software program that enables the creation and management of databases. Generally, these databases will be more complex than the text file/spreadsheet example in the previous lesson. In fact, most of today's database systems are referred to as a Relational Database Management System (RDBMS), because of their ability to store related data across multiple tables.

Some of the more popular relational database management systems include:

• Microsoft Access
• Filemaker
• Microsoft SQL Server
• MySQL
• Oracle

Throughout this tutorial, you will become familiar with some of the key concepts of database management systems. These include:

• Database creation
• Tables
• Adding data to your database
• Querying a database
• Relational database design

What Does a Database Management System Look Like?

Different database management systems look different, but generally, there are a number of common features that you'll usually see across most of them.

Microsoft Access

This is the main screen you'll see when opening up Access to view an existing database. The outer part is the database management system and it's menu, the middle part is the actual database. In this example, the database is called "dateSite" and has 20 tables. If you were to open a different database, the name of the database would be different and you would see different tables, but the available options would be the same (i.e. Tables, Queries, Forms, Reports, Macros, Modules, Open, Design, New).

Some of these options are common across all database management systems. All database systems allow you to create tables, build queries, design a new database, and open an existing database.

Microsoft SQL Server

Microsoft SQL Server is a more robust database management system than Access. While Access is better suited to home and small office use, SQL Server is more suited to enterprise applications such as corporate CRMs and websites etc.

The above screen is what you see when you open SQL Server through Enterprise Manager. Enterprise Manager is a built-in tool for managing SQL Server and its databases. In this example, there are 6 databases. Each database is represented down the left pane, and also in the main pane (with a "database" icon).

Which Database System to Use?

If you are using a database for home or small office use, Microsoft Access or Filemaker should be fine. If you need to create a database driven website, then you're better off using a more robust system such as SQL Server, Oracle, or MySQL.

The examples in this tutorial use Microsoft Access. If you don't have Microsoft Access, you should still be able to follow the examples. The tasks we perform are the same tasks you would need to perform regardless of which database management system you use. The key goal with this tutorial is to provide you with an overview of what is involved in creating and maintaining a database.

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Configure the Standard Buttons Toolbar

The six Standard Buttons are not the only ones you could have on your toolbar. In fact, you can choose from a total of 21 buttons, and you can display any collection of them in any order you want. This rearranging takes place in the Customize Toolbar dialog box, shown in Figure 1. To open this dialog box, select View | Toolbars | Customize, or right-click the toolbar itself and choose Customize from the shortcut menu.












Figure 1: Clicking Add puts a Stop button between Forward and Up.

The Customize Toolbar dialog box is well designed. The buttons you are currently displaying are listed in the Current Toolbar Buttons (right-hand) window, and the ones you are not displaying are in the Available Toolbar Buttons (left-hand) window. To add a button, select it in the left-hand window and click the Add button. To remove a button, select it in the right-hand window and click the Remove button.

You can change the order of the buttons you display as follows: select a button in the right-hand window, and then click the Move Up or Move Down buttons. The top-to-bottom order of the buttons in the Current Toolbar Buttons window is the left-to-right order of the buttons on the Standard Buttons toolbar. Group buttons together by inserting a separator. You can have as many separators on your toolbar as you like; the separator is the only item in the left-hand window that doesn't vanish when you move it to the right-hand window.

The amount of space the buttons take up on the toolbar is determined by the size of the button's icon and the text label. You can change either of these with the two drop-down lists at the bottom of the Customize Toolbar dialog box. The combination No Text Labels and Small Icons enables you to put a lot of small buttons on the toolbar, while Show Text Labels/Large Icons gives you a few big buttons.

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Changing the Behavior of Explorer Windows

The Explorer windows of Windows XP are descended from two parents: the folder windows of Windows 95 and the browser windows of Internet Explorer. The default settings of the Explorer windows borrow a little from each parent. If you don't like this compromise, you can change your settings from the Folder Options dialog box, shown in Figure k. To open this dialog box, choose Tools | Folder Options from the menu of Windows Explorer, or open the Control Panel and choose Folder Options from the Appearances and Themes category.

If, after experimenting with new settings, you decide the designers of Windows XP had it right after all, you can return to the Folder Options dialog box and click the Restore Defaults button.

Figure k: The General tab of the Folder Options dialog box, with the default settings.

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How to Help Displaying Screens

To see the Help And Support Center window (shown in Figure a), choose Start | Help And Support. The toolbar shows many of the same icons you see in any Explorer window, including Back, Forward, Home, Favorites, and History. You also see Index, Support, and Options commands. The Task pane (left side of the window) shows a list of topics from which to choose. The rest of the window displays the help information you request from the Task pane.
















Figure a.: The Home page of the Help And Support Center

When the Help And Support Center window first appears, you see lists of help topics and tasks (click Home on the toolbar to return to it). Click a topic to see a detailed list of subtopics in the left pane. When you see a plus box to the left of a topic, click the plus box to see its subtopics. When you see a topic with a question-mark icon to its left, clicking the topic displays an explanation, and steps to follow, in the right pane. If a word or phrase becomes underlined when you move your mouse pointer over it, click it to see information about that topic.

If your computer is connected to the Internet, Windows automatically updates the home page of the Help And Support Center with news and updates, which appear in the lower-right corner of the window

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How to Installing Programs Using the Add Or Remove Programs Window

Follow these steps to use the Add Or Remove Programs window to help you install a program:

1. Choose Start | Control Panel. You see the Control Panel window.
2. Click the Add Or Remove Programs category. Or, in Classic view of the Control Panel, run the Add Or Remove Programs program--if the icon is underlined, click it once; if not, double-click it. You can control whether you need to single-click or double-click icons to run programs.
3. You see the Add Or Remove Programs window. This window has three buttons down the left side. Click the Add New Programs button so the window looks like Figure 1.

Figure 1: Add or Removes Programs window, when the Add New Programs button is selected.

4. If you are installing a program from a floppy disk or CD-ROM, insert the disk or CD-ROM into its drive and click the CD Or Floppy button. If you are installing a program from a file on your hard disk or on a network drive, click the CD Or Floppy button anyway--you'll have a chance to tell it where to look for the program in a minute. Windows looks on any floppy disk or CD-ROM in your drives for an installation program (that is, a program named Setup.exe or Install.exe). If Windows finds an installation program, skip to step 7.
5. If Windows doesn't find an installation program, you see the Run Installation Program dialog box, which asks for the full pathname of the installation program.
6. Click the Browse button and specify the installation program you want to run in the Browse window. You can browse to any disk on your computer, or any disk accessible over your LAN, if you are connected to one. Click Open when you find the installation program.
7. When the pathname of the installation program appears in the Run Installation Program box, click the Finish button. The installation program runs. Follow the instructions on the screen to install the program.

Once you install a program, the program name usually (but not always) appears in the list that the Add Or Remove Programs window displays when you click the Change Or Remove Programs button.

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Shutting Down and Restarting Windows

When you need to turn off the computer, you must shut down Windows first to allow Windows to close all its files and do other housekeeping tasks before terminating. To shut down Windows, choose Start | Turn Off Computer, click anywhere on the desktop and press ALT-F4, or press CTRL-ESC and choose Shut Down. You see the Turn Off Computer dialog box:

Your options are

• Stand By Stores the programs and data that are currently open, and then shuts down Windows so you can turn the computer off. The next time you turn your computer on, you can pick up just where you left off.
• Turn Off Shuts down Windows. Windows displays a message when you can safely turn off the computer. Don't turn off the computer until you see this message. Computers with advanced power management shut off automatically.
• Restart Shuts down Windows, and then reloads it (useful if your computer starts acting funny).

If programs are running, Windows closes them before shutting down, switching to standby, or restarting. If a program has unsaved files open, the program should ask you whether you want to save your work before the program exits.

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