What is a Database?

Databases are basically programs that store lists of data in a systematic order. Telephone directories, filing cabinets, bus timetables or card files are all common examples of databases. Microsoft Access, the software referred to in this section, is a database program and is part of the Microsoft Office Professional software suite. Other popular packages are dBase, FoxPro, Paradox and Approach.

Organisation of a Database Program
There is no point in just adding data to a file unless it is stored in a systematic order. So that the information you want to store can be accessed easily, we need to use common structures as shown below:

• Tables store information in files. The data is displayed in columns (fields) and rows (records).
• Fields store information, such as surname, price, cost, address, etc.
• Records are categories of information concerning a person, company, event etc. For example: James, Lotus Ltd., West Road, etc.

Programs like Access can store huge amounts of data, and sort them in any order you choose. It is also easy to add, amend or delete data. You will notice when you use a database that alterations are instantly made to the file removing the need to save your work at the end of a session.

Below is an example of a database containing a table with 5 fields and 3 records:

Displaying Data
The are many ways in which data can be shown on the computer screen. It could be in the form of a vertical list or table displaying all the records (first illustration below) or one record showing all the fields (second illustration below). A single list of data is referred to as a 'flat file' database. Some more powerful programs are said to be 'relational'. This means that they can link up with other files - ie. word processing and spreadsheets. Access, in common with other large database packages, has a common language so that it can import files from other databases.

Contents: Databases

Skill Check: Databases