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A database program is useful for managing large lists of information such as a customer list, mailing list, catalog, personnel records, home inventory, collection or product inventory. Once the information is entered (typed) into the computer, the user can quickly and easily look up information and generate lists and reports. The computer makes it easy to add new records to your database or to edit existing records.
The information about each item (or person) in the database is called a "record." The different types of information collected, such as name, address, phone number, are called "fields." When you fill in each of the fields, you have completed the record for that person, place or thing. When all of the records are stored together, the information is generally referred to as a "table." This information in the table is the database of information.
The information can be viewed in three ways. The "table" view arranges the information into rows and columns, much like a spreadsheet or a telephone book. The "form" view places only one record at a time on the screen. You can arrange the placement of the fields on the screen to create a form that is easy to use. Two examples of form view are address cards and index cards. In "report" view, you can customize the arrangement of information for your printed report. The report can also be in the form of mailing labels, letters, envelopes, or a catalog. The reports may contain calculations such as totals or averages.
You can browse the information in your database, sort the information, or locate information. If you were working with a large inventory database containing the stock number, quantity, make and model, cost and date received for the thousands of items you have in stock, you could, for example, ask the computer to show you a separate list containing only the items you have had in stock for a year or more. Or you could inquire about the quantity of a certain item. The entire process would take only a few seconds!
Another example of a database is the card catalog in a library. Many libraries have placed their catalog information on a computer and made it available for your use. You could type in, for example, the name of an author and within seconds you can view a list containing every book by that author, how many copies of the book are at each branch of the library, and whether the book is available or checked out.
If you used a database program to keep track of your customers or clients, you could enter the name of the client and instantly have a complete record of information about that client on your screen.
The newer versions of database management programs will allow you to include pictures, photographs or sounds in a field. If you used the database software to manage employee records, each employee record could contain their photograph. A home inventory database could contain a photo of each valuable item. A record collection database could contain a short sample recording of some of the songs.
There are three steps to using a database application. In step one, called "table design" or building a field structure," you decide what type of information you need to store and how much room you will need for each field. In step two you type the information into the computer, similar to filling out a form, for each item. This is the "data entry" step, also known as "propagating" the database. Step three is the most fun and rewarding - this is when you use your database to analyze or retrieve information. It is possible, in many cases, to purchase database files that already contain information. Some examples of database information you can purchase to help build your business are mailing lists and phone directories.
Some examples of database programs are Microsoft Access, FileMaker Pro, Alpha, Lotus Approach, Borland Paradox, and dBase Plus.
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