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

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1 COURSE 6411 Computer Applications I Unit B Software Applications for Business COMPETENCY 5.00 B2 25% OBJECTIVE 5.01 B2 20% Understand databases used in business. 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. II. 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. Data Types, Field Properties, Primary Keys, and Printing A. Before a database can be built, the user must first define its purpose and determine how the data will be organized into fields Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 353

2 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) 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 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 354

3 UNPACKED CONTENT 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. ii. May be assigned via an AutoNumber field that automatically assigns a unique number to each record Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 355

4 UNPACKED CONTENT IV. 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 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) 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 356

5 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. Continued on next page 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 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 357

6 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 2. Lead a class discussion about how information is organized in the online travel database at 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 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 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): o how data is organized in a database o characteristics of fields, records, and tables Helps students UNDERSTAND (B2) the defining features of how data is organized, formatted, and categorized in a database Helps students UNDERSTAND (B2) conceptual knowledge of database tables Guided Practice: Search an Online Database activity and key Expedia.com Data Types and Field Properties PowerPoint Data Types and Field Properties graphic organizer Review of Database Tables activity and key 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 358

7 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 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 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 Ask students how Yes/No and Lookup formats could be used in the database Helps students UNDERSTAND (B2) procedures to plan the structure, enter data, add captions, and add and delete records Helps students UNDERSTAND (B2) how to plan the structure of a database and field properties through independent practice Guided Practice: Create a Database: Computers activity and key 5.01/Dbase Activities/ Computers Data Types and Field Properties PowerPoint Independent Practice: Create a Database: Scavenger Hunt activity and key 5.01/Dbase Activities/ Scavenger 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 359

8 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 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 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 Continued on next page 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 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 Guided Practice: Database Management: Anti-Virus activity and key 5.01 Dbase Activities/ Anti-virus 5.01 Dbase Activities/ Anti- Virus_Student Independent Practice: Create a Database: Survey activity and key 5.01 Dbase Activities/ Survey 5.01 Dbase Activities/ Survey_ Student 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 360

9 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 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? 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. 11. Distribute Database Review to students and instruct them to complete the activity independently either using their notes or as a quiz grade to determine if more review is needed. Helps students UNDERSTAND (B2) procedures to: o Add fields o Rearrange fields o Add entries o Format data types and properties Helps students UNDERSTAND (B2) how to manage a database by editing fields, data, data types and field properties Assesses how well students UNDERSTAND (B2) database concepts Guided Practice: Create a Database: MusicFun activity and key 5.01 Dbase Activities/ MusicFun 5.01 Dbase Activities/ MusicFun_ Student Independent Practice: Create a Database: B&B activity and key 5.01 Dbase Activities/B&B 5.01 Dbase Activities/B&B _Student Database Review student activity and key 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 361

10 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 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 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) the difference between ascending and descending order and why data is sorted Helps students UNDERSTAND (B2) database operators through examples of how they are used to organize data Determining Sort Order activity and key Understanding Operators activity and key 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 362

11 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 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 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 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) filter and sort operations and operators through guided practice Helps students UNDERSTAND (B2) filter and sort operations and operators through independent practice Helps students UNDERSTAND (B2) the defining features and characteristics of a database relationship 5.01/Dbase Activities/ Survey 5.01/Dbase Activities/ Computers Guided Practice: Filtering and Sorting a Database activity and key 5.01/Dbase Activities/B&B Independent Practice: Filtering and Sorting a Database activity and key Database Relationships PowerPoint Relationships graphic organizer Continued on next page 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 363

12 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 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 reestablish the relationship Demonstrate how to view, expand, and collapse the relationships in the PetOwners table Discuss student answers to # 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) one-to-many relationships through examples and guided practice Helps students UNDERSTAND (B2) how information is shared within database tables Guided Practice: Oneto-Many Relationships activity and key 5.01/ Dbase Activities/ PetRegistry A Little More Guidance activity 5.01/ Dbase Activities/ States 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 364

13 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 19. Distribute Independent Practice: Oneto-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 20. Distribute the Guided Practice: Manyto-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 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) one-to-many relationships through independent practice Helps students UNDERSTAND (B2) many-to-many relationships through examples and guided practice Helps students UNDERSTAND (B2) the purpose and uses of manyto-many relationships Independent Practice: Oneto-Many Relationships activity and key 5.01/Dbase Activities/ Publishers Guided Practice: Many-to-Many Relationships activity and key 5.01/Dbase Activities/ Beach Rentals_Stud ent 5.01/Dbase Activities/ Beach Rentals Independent Practice: Many-to-Many Relationships 5.01/Dbase Activities/ Flights_Stude nt 5.01/Dbase Activities/ Flights 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 365

14 INSTRUCTIONAL ACTIVITIES Instructional Activities Relevancy Resources 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 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 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. Helps students UNDERSTAND (B2) through example and guided practice how data is imported into a database and the required properties of the data Helps students UNDERSTAND (B2) through independent practice how data is imported into a database, the required properties of the data, and the procedures Reviews how students UNDERSTANDING OF (B2) database concepts learned in this objective Guided Practice: Importing Data activity 5.01 Dbase Activities/Raw Data for FBLA Independent Practice: Importing Data activity and key 5.01/Dbase Activities/ Raw Data for University Database Concept Review activity and key 25. This concludes the instruction for Objective Objective 5.02 will build on the students knowledge of tables by incorporating the use of database queries, forms, and reports Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 366

15 Table of Contents Database Fundamentals Guided Practice: Search an Online Database Guided Practice: Search an Online Database Key Data Types and Field Properties Review of Database Tables Review of Database Tables Key Guided Practice: Create a Database: Computers Guided Practice: Create a Database: Computers Key Independent Practice: Create a Database: Scavenger Hunt Independent Practice: Create a Database: Scavenger Hunt Key Guided Practice: Database Management: Anti-Virus Guided Practice: Database Management: Anti-virus Key Independent Practice: Create a Database: Survey Independent Practice: Create a Database: Survey Key Guided Practice: Create a Database: MusicFun Independent Practice: Create a Database: B&B Independent Practice: Create a Database: B&B Key Independent Practice: Create a Database: B&B Key Database Review Database Review Key Determining Sort Order Determining Sort Order Key Understanding Operators Understanding Operators Key Guided Practice: Filtering and Sorting a Database Guided Practice: Filtering and Sorting a Database Key Independent Practice: Filtering and Sorting a Database Independent Practice: Filtering and Sorting a Database Key Types of Relationships Guided Practice: One-to-Many Relationships Guided Practice: One-to-Many Relationships Key A Little More Guidance Independent Practice: One-to-Many Relationships Independent Practice: One-to-Many Relationships Key Guided Practice: Many-to-Many Relationships Guided Practice: Many-to-Many Relationships Key Independent Practice: Many-to-Many Relationships Independent Practice: Many-to-Many Relationships Key Guided Practice: Importing Data Independent Practice: Importing Data Independent Practice: Importing Data Key Database Concept Review Database Concept Review Key Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 367

16 Database Fundamentals graphic organizer Student Activity Student Name Period Date DATABASE FUNDAMENTALS Directions: Record notes while viewing the Database Fundamentals Power Point Main Topic: Organization of a Database Definition: Business Uses of Databases Can you associate company names with the database examples? Telephone book: Student Data: Music: Customer data: Real estate listings: Hospital/patient data: Fingerprints: Inventory: Dictionaries: : Just list the names of the objects here; don t worry about definitions yet. Four Database Objects: Queries, Forms, and Reports will be discussed in Tables 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 368

17 Database Fundamentals graphic organizer Student Activity Student Name Period Date Tables: the Building Blocks of all Databases Record Definition and Example Table Components Field Definition and Example Entry Definition and Example 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 369

18 Database Fundamentals graphic organizer Student Activity Student Name Period Date 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 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 370

19 Guided Practice: Search an Online Database Teacher-Demonstration Student Name Period Date GUIDED PRACTICE: SEARCH AN ONLINE DATABASE Directions: You will search an online database of airlines. Go to 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 # Departure City Departure Time Length of Flight Airline Arrival City Arrival Time Date Leaving # of Stopovers Cost of Trip 2. Flight Two Flight # Departure City Departure Time Length of Flight Airline Arrival City Arrival Time Date Leaving # of Stopovers Cost of Trip 3. Flight Three Flight # Departure City Departure Time Length of Flight Airline Arrival City Arrival Time Date Leaving # of Stopovers Cost of Trip 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 371

20 Guided Practice: Search an Online Database Teacher-Demonstration Student Name Period Date 4. Flight Four Flight # Departure City Departure Time Length of Flight Airline Arrival City Arrival Time Date Leaving # of Stopovers Cost of Trip 5. Flight Five Flight # Departure City Departure Time Length of Flight Airline Arrival City Arrival Time Date Leaving # of Stopovers Cost of Trip Questions: 1. What are the field names? 2. What is the name of the database? 3. How many entries were recorded in your search? 4. How many records were searched? 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 372

21 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 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 $ 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 # of Stopovers 1 Cost of Trip $ 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 # of Stopovers 1 Cost of Trip $ Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 373

22 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 # of Stopovers 1 Cost of Trip $ 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 # of Stopovers 1 Cost of Trip $331 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? How many records can be produced as a result of your search? Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 374

23 Data Types and Field Properties graphic organizer Student Activity Student Name Period Date 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 Currency 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 375

24 Data Types and Field Properties graphic organizer Student Activity Student Name Period Date 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 9. When should you set a field property? 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 376

25 Data Types and Field Properties graphic organizer Student Activity Student Name Period Date 10. What are the steps for creating a database? 1). a. b. c. 2). 3). 4). a. b. 5) Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 377

26 Review of Database Tables Student Activity Student Name Period Date A REVIEW OF DATABASE TABLES B C Part I Directions: Match the letters above with their definition below. 1. Field 3. Entry 2. Record Part II Directions: Answer the questions below using the above diagram. 1. Number of entries 3. Number of fields 2. Number of records 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 (social security number) 2. John 3. $ (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, (555) (phone number) 10. Pets Allowed/Pets Not Allowed 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 378

27 Review of Database Tables Student Activity Student Name Period Date 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 Part V: Match the definition to the correct term. 1. Field 2. Entry B. Monetary values 3. Record 4. Text 5. Number A. Is also a true/false field. Will contain a checkbox for yes no. Default is No. C. Creates fields that automatically enter a unique number when a record is added D. Includes words and/or numbers not used in calculations 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 8. Currency G. An efficient means of storing and retrieving data and printing reports from the stored data 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 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 379

28 Review of Database Tables Teacher Key REVIEW OF DATABASE TABLES KEY B A Part I Directions: Match the letters above with their definition below. 1. Field B 3. Entry C 2. Record A Part II Directions: Answer the questions below using the above diagram. 4. Number of entries Number of fields 5 5. Number of records 4 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 C Text 2. John... Text 3. $ Currency 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, Date/Time 9. (555) 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 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 380

29 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 F 2. Entry B. Monetary values I D E 3. Record 4. Text 5. Number A. Is also a true/false field. Will contain a checkbox for yes no. Default is No. C. Creates fields that automatically enter a unique number when a record is added D. Includes words and/or numbers not used in calculations 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 B 7. Yes/No 8. Currency G. An efficient means of storing and retrieving data and printing reports from the stored data 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 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 381

30 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 Dell Dell Packard Bell Compaq Compaq Gateway Dell Dell Gateway Hewlett Packard c. What will you name the database? 2. Open and save a new database Notes: 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 382

31 Guided Practice: Create a Database: Computers Teacher Demonstration Student Name: Period: Date: 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? Notes: Use the caption field property to assign user-friendly names to each field 5. Enter the data using the table on the previous page Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 383

32 Guided Practice: Create a Database: Computers Teacher Demonstration Student Name: Period: Date: Edit the Database Table: 1. Edit the database to add the following records: Hewlett Packard Compaq Dell Gateway Edit the database to delete the following 2 records: Compaq with Serial Number Dell with Serial Number Notes: 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 384

33 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 Dell Dell Packard Bell Compaq Compaq Gateway Dell Dell Gateway Hewlett Packard Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 385

34 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 Compaq Dell Gateway Edit the database by deleting the following 2 records: Compaq with Serial Number Dell with Serial Number Computers Database With records deleted With records added 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 386

35 Independent Practice: Create a Database: Scavenger Hunt Student Activity Student Name Period Date 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. 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 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? 10. How old are you? 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 387

36 Independent Practice: Create a Database: Scavenger Hunt Teacher Key INDEPENDENT PRACTICE: CREATE A DATABASE: SCAVENGER HUNT KEY Student answers will vary 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 388

37 Guided Practice: Database Management: Anti-Virus Teacher Demonstration Student Name Period Date 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 Format Field Properties 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 6. Size Text NA NA NA NA 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 389

38 Guided Practice: Database Management: Anti-Virus Teacher Demonstration Student Name Period Date 5. Enter the rest of the table data below: No Popular Anti-virus Software Titles Price Rating Compatibility Size.Mac 2.5 Retail $ MAC 64 MB PC-Cillin 2003 $ W MB Norton Anti-virus 2002 Professional Upgrade $ MAC 264 MB Bullguard Anti-virus Firewall $ MAC 264 MB Norton Personal Firewall 2005 $ XP 1 G Stomp Spy Ware X-terminator $ XP 1 G etrust EZ Anti-virus 2005 $ W MB Zone Alarm Internet Security Suite $ W MB PC-Cillin Internet Security 2005 $ W95 64 MB Webroot Spy Sweeper Internet Essentials Suite $ XP 1 G McAfee Anti-virus Suite $ XP 1 G Ad-Aware $ XP 264 MB 6. Delete the Compatibility field Notes: 7. Print the table Notes: 8. Save and submit according to teacher directions Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 390

39 Guided Practice: Database Management: Anti-Virus Teacher Key GUIDED PRACTICE: DATABASE MANAGEMENT: ANTI-VIRUS KEY 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 391

40 Independent Practice: Create a Database: Survey Student Activity Student Name Period Date 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, M 2 S 2 45 $100, M 3 S 3 88 $50, M 1 S 4 25 $26, F 1 M 5 21 $39, M 0 M 6 58 $57, F 3 S 7 45 $37, M 3 M 8 46 $90, M 0 M 9 40 $58, F 2 S $60, M 2 S $72, F 2 M $22, 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 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 392

41 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 Note: Students were instructed to delete the Marital Status field 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 393

42 Guided Practice: Create a Database: MusicFun Teacher Demonstration Student Name Period Date 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: Notes: i. Pop ii. Classical iii. Country iv. R & B v. Reggae vi. Rock 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 394

43 Guided Practice: Create a Database: MusicFun Teacher Demonstration Student Name Period Date 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: 6411 Computer Applications I Summer 2008, Version 2 Unit B 5.01 page 395