How to work on office data base

*Open Office Database

*Overview

*Planning a Database

*A Database Design Checklist

*Database Objects/ Elements

*Working with Database Objects

*Macros and Modules

*Overview

*The database engine:

– Is the (generally invisible) software that actually stores, indexes, and retrieves data. When you create a standalone database, Open Office Base /Access uses its own engine to manage data. If you choose File, New and select one of the Project options, you can use the Microsoft Data Engine (MSDE) instead. MSDE is compatible with Microsoft’s enterprise-wide database program, SQL Server.

– Some example of Database engines include

• Xampp

• Wampp

• Lampp

• Mampp

• MSAccess



*A Database Design Checklist


*The biggest single reason a database application fails to materialize into a functional smooth working applications is the lack to planning, pre-development analyze and table layout.

*Before you begin creating database object, think carefully about who will use the database and what kind of reports you will need to produce from the data within it.

*You can use the following checklist to define your design:



*A Database Design Checklist

·Storing data:
 How much data do you plan to enter?

Home much training and expertise will be required of those who are responsible for that data entry?

 Will you need to create systems to ensure accurate and reliable data entry?



*A Database Design Checklist

·Retrieving data:

 What relationships do you need to establish between the different set of data that you produce?

 How can you exploit these relationships to create new combinations of dta from different sources?

 Do you need to subtotal or summarize the data in any way?



*A Database Design Checklist

·Modifying data:

 Who will be responsible for editing data, and what level of understanding will be required of them?

 What safeguards will you need to create to ensure that changes in your database do not result in duplicate records or inconsistent data?

 If several people are using the database, how do you prevent unauthorized changes to data, while still allowing users to retrieve the information they need?



*Database Objects/ Elements

*The basic building blocks of a database are objects.

*Although database supports many types of object, the most common by fare are tables, queries, forms, and reports.

*A database can contain any number of objects. The database wind, which is visible by default when you open a new database, let you create and edit objects contained in the current database.

*Use the database window to see a list of all database objects, arranged by type

* Database Objects/ Elements

*Database objects:

– Provide the interface you use to view, enter, and extract information from a database.

– The most common database objects are

• tables,

• forms,

• queries, and

• reports.



*Tables

*A table is the basic unit for storing a collection of data in a database.

*A table’s definition consists of a list of fields, each of which stores a discrete piece of information for a single record.



– For example, an Employees table might contain the fields EmployeeID, LastName, FirstName, Position, DateHired, and HourlyRate.



*Because each record consists of one complete set of fields, a single record in the Employees table contain all available fields for a single employee.

*Queries

*Queries enable you to extract a subset of data from a single table, from a group of related tables, or from other queries, using criteria you define.



* By saving a query as a database object, you can run the query at any time, using the current contents of the database.



*When you display a query in Datasheet view, it looks exactly like a table; the crucial difference is that each row of the query’s result set can consist of fields drawn from several tables.



* A query can also contain calculated fields, which display results based on the contents of other fields.



*CAUTION

*Forms

*Database forms enable user to enter, view, and edit information, generally one record at a time.



* Yu can design forms that closely resemble pages forms such as invoices and time sheets, or you can create forms that are organized for data entry, complete with data-validation rules.


* A form window can also include a subform that displays information from a related table.

– For example, a form that shows a single record from the Departments table might include a subform that displays all the employees who work in a give department, allowing you to edit information about those employees.


*Reports

*Reports enable you to present data from one or more tables or queries in a readable style and a professional format, generally for printed output.

*A report might include detailed list of specific data, with each row consisting of a single record, or it might provide a statistical summary of a large quantity of information.

*A report design can include grouping and sorting options;


– for example, you might create a weekly sales summary that runs a query, groups the query result set by salesperson, and displays details of each sale in a list beneath each name