Introduction to Databases

Everyday Examples of Databases

• Receptionist at a doctor's office: Entering patient information.
• Store employee checking inventory: Looking up special items.

Definition of a Database

• Collection of information/data stored on a computer.
• Enables entering, accessing, and analyzing data unlike on paper.

Pre-computer Paper Records

• Doctor's office example:
  • List of patients and contact info.
  • Medical history.
  • List of past appointments.

How Databases Function

• Collection of lists stored digitally.
• Programs like Microsoft Access organize and make data searchable.

Microsoft Access

Example Scenarios

• Amateur baker:
  • Database of cookie recipes and people they are made for.
  • Simple: Contains only two lists.
• Professional baker:
  • More complex databases with products, customers, prices, sales units, and orders.

How Access Structures Data

• Tables (like Excel):
  • Store lists in more detail.
  • E.g., list of friends/family with additional info (e.g., nut allergies).

Why Use Access Over Excel?

Excel Vs. Access for Data Management

• Excel:
  • Good for storing and organizing numbers.
• Access:
  • Better for analyzing and connecting other types of data (e.g., names, descriptions).

Relational Databases

• Access: Understands relationships between different lists and their contents.

Example of Relational Database

• Amateur baker's expanded database:
  • Third list: Track batches of cookies and recipients.
  • Access sees and uses relationships between lists (e.g., who ordered what).
• Excel: Treats lists as unrelated. Requires repetitive typing.

Key Benefits of Access

• Recognizes connections between items in lists.
  • Easier data entry, searching, and analysis.
• Efficiency: Less repetitive typing required. Simplifies complicated tasks.

Conclusion

• Understanding Access and databases can streamline data management.
• Even complex tasks become user-friendly.