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  • Level: GCSE
  • Subject: ICT
  • Word count: 749

How to use a database

Extracts from this document...

Introduction

Databases (Microsoft Access) DB � File(s) � Records � Fields A Field contains one item of data A record contains data about one person or thing A key field is a unique identifier to the record Validation This is the checking of data by software processing on input. This ensures the data is sensible It Prevents GIGO- Garbage In Garbage out. Examples of Validation are: Presence Check- Forces data to be entered e.g. required field. Range Check- Checks that the data entered is within the required range. E.g. with 1:9 only 1,2,3,4,5,6,7,8,9 are acceptable. An Idiot's guide to Microsoft Access Tables 1) To set up a table: Open Microsoft Access and click on Tables, Then create table in Design View. Type in your fields under fieldname. ...read more.

Middle

Forms A form is a way of looking at individual data in a nice way. Click on forms at the main menu and then click create form by using wizard Choose the table/query etc you want to make a form of and put all the selected fields into the form using the arrows. The double arrow selects all the fields. Choose what form design you want. The most common design is tabular and it is definitely the best and most clear. Next, choose your form name and click finish. Reports A report is used to make a quick selection of certain data that has something in common. For example, all entries with no e-mail address. To create a report, click on reports in the main menu and then create report using wizard. ...read more.

Conclusion

Select what table you want to make a query of and place the desired fields into the query. Type in the criteria you want to make a query of and then click the red exclamation mark in the top toolbar. E.g. If you want to find a Mr Jones who lives in Coventry, type in Miss under title, Smith under surname and Coventry under town For mail merge you need two pieces of software, a data source (access database) and a word processor (word). In word you write a document inserting fields where you want the personal data to be. This template is below. Having completed the template you then merge it with the data. The data then replaces the field names. Creating personal documents. From writing one template letter you can produce hundreds of personalised letters e.g. junk mail. This saves a lot of time and effort. ...read more.

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Here's what a star student thought of this essay

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Response to the question

The report, overall is quite unprofessional. I couldn't see this database guide used in any commercial environment, as this wouldn't be acceptable. However the content (if brushed up a little) is quite good. The student has worded the database guide ...

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Response to the question

The report, overall is quite unprofessional. I couldn't see this database guide used in any commercial environment, as this wouldn't be acceptable. However the content (if brushed up a little) is quite good. The student has worded the database guide as 'An Idsiot's guide', which can be offence. Within an commercial environment, this wouldn't be written in this way. The title should be removed and re-placed with something on the lines of 'Database User Guide'.

Level of analysis

The report gives a vague definition of what database validation is, and this could be improve by using an in-depth paragraph. The student has written a good step-to-step guide on how to use a database when read correctly, as there is currently no numbers to tell if it's instruction 1 or 8.

Quality of writing

The report's presention is quite poor, the text size is too large and this should be reduced to ethier 12 or below. The starting text states 'A Field', although the second line states 'A record'. The first is using two capitals and the second is one at the start. This error needs to be correct, to ensure it's in a presentable format. The guide, starts with the bullet point ')1', however after this there isn't any further bullet points. This is very messy and looks unprofessional.


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Reviewed by danielbeal 18/02/2012

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