🗃️ Databases

Intro to Databases (MS Access)

⏱ 2 hr3 topicsInteractive

🎯 By the end: You can tell data from information, define a database & DBMS, name the parts of a table, and create a simple table in MS Access.

Schools, banks and apps all store huge amounts of information. They keep it organised in a database. This chapter introduces databases and MS Access, the software for building them.

1Data, information, database & DBMS

Two words that sound similar but differ:

Term	Means	Example
Data	Raw facts & figures on their own	92, 78, 85
Information	Data that has been processed to be meaningful	"Class average = 85"

A database is an organised collection of related data. A DBMS (Database Management System) — like MS Access — is the software used to create, store and manage a database.

Data is the ingredient; information is the dish. A DBMS turns stored data into useful information through sorting and searching.

Key points

Data is raw facts (92, 78); information is processed, meaningful data (the class average).
A database is an organised collection of related data.
A DBMS (e.g. MS Access) is the software that creates, stores and manages a database.

2The tabular model: records & fields

In a database, data is stored in tables (rows and columns). Each part has a precise name:

Part	Also called	Is
Row	Record / Tuple	One complete entry (one student's full details)
Column	Field / Attribute	One piece of info for everyone (e.g. Name)

  Roll  Name    Class   Marks   ← fields (columns)
  1     Asha    7A      92      ← a record (row)
  2     Ravi    7B      78

Key points

Data is stored in tables (rows & columns).
A row is a record (tuple) — one complete entry; a column is a field (attribute) — one piece of info for everyone.
Each cell holds one value for one field of one record.

3Getting started in MS Access

MS Access is Microsoft's DBMS. To begin:

Create a database — Access saves it as a file (with the .accdb extension).
Inside it you build tables to hold data.
Datasheet view shows a table as a simple grid where you can quickly type records in directly.

Each field is given a name and simple properties (like its data type — Text, Number or Date) so Access knows what kind of data to expect.

Datasheet view is the quick way to enter data; you'll define fields more carefully in Design view as you advance (Class 8).

Key points

MS Access is a DBMS; a database is saved as a file (.accdb).
Inside a database you build tables; Datasheet view is a grid for quickly typing records.
Each field gets a name and simple properties (like its data type).

★ Practical: a Friends database

In MS Access (or any table tool):

Create a database and a table called Friends.
Add fields: Name (Text), Class (Text), Phone (Text).
In Datasheet view, type in three records.
Say which part of your table is a record and which is a field.

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