Data Types and Field Properties UNDERSTAND DATABASE TABLES

Data Types and Field Properties UNDERSTAND DATABASE TABLES USED IN BUSINESS.

Sid e 2 It’s All in the Details Let’s dig a little deeper into the details of how data is formatted and represented in database tables 9. 02 Understand database tables used in business.

DATA TYPES

What data types are available? Sid e 4 Data Types - Used to control how data in a particular field will be searched, sorted or used in calculations. The default format is text. Text Currency Memo Auto. Number Yes/No Date/time Lookup Wizard Note: OLE Object and Hyperlink data types are not addressed in this objective. 9. 02 Understand database tables used in business.

Data Types and Field Properties Sid e 5 Data Types - Used to control how data in a particular field will be searched, sorted or used in calculations. The default format is text. The Data Types are: Text-Used for data that will be sorted in alphabetical order or listed randomly, but will not be used in mathematical calculations Memo-A data type used for lengthy entries that allows combinations of text and numbers Number-used for lengthy entries that allow combinations of text and numbers Date/Time-Used to arrange and sort data chronologically, often used with the input mask field property. Currency-Used format numbers as decimal values with a dollar sign. Auto Number-Used to automatically assign a number to each record and to assist in preventing duplication of data. Yes/No-Allows users to select a yes or no value in da database cell. The default setting is no. Lookup Wizard -Used to define present values for database entries. 5. 01 Understand database tables used in business.

Example: Data Type for Pet Adoption The data type for the adoption date field is date/time 9. 02 Understand database tables used in business. Sid e 6

Why are data types important? To control data; sorting. In the example on the right, the adoption data was sorted in ascending order. In the example on the left, the Age data was sorted in descending order. 9. 02 Understand database tables used in business. Sid e 7

When to use data types: Sid e 8 Think of data types and field properties as tools that increase the power of the database. The default format for all data types is text. Use a different data type if you need to control how the data in a particular field will be searched, sorted, or used in calculations. 9. 02 Understand database tables used in business.

FIELD PROPERTIES

Sid e 10 Field Properties are used to control how data is entered into a field. Types of Field Properties: Field Size - Used to control the size of the field, measured in characters. Format - Used to control the layout of the field, such as one or tow decimal places. 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, users can only input data in a specific format Caption – A field property used for column naming that allows a more user-friendly and properly formatted field name that the field name stored in the database design. 5. 01 Understand database tables used in business.

Field Properties: When to Use Sid e 11 Use a field property if you want to specify how the data is entered, what data can be entered, and how the data will appear. Field Size Format Input mask Caption Note: Only 4 field properties are mentioned and addressed in this objective. 9. 02 Understand database tables used in business.

Sid e 12 Example of a Field Property Field Properties-Controls how data is entered into a field Actual Data 9. 02 Understand database tables used in business. An input mask field property is used for the Adoption Date field to make sure the date is entered correctly

Why are field properties important? Used to control how data is entered in a field Requiring the same format for all of the phone numbers is a way to ensure accuracy Sid e 13 In this example, an Input Mask field property was used to force the user to enter the telephone number in a specific format. 9. 02 Understand database tables used in business.

Steps in Creating a Database 1. 2. 3. 4. 5. 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? Open and save a new database Create a table Enter the field names a) Set the data types b) Set the field properties Enter the data 9. 02 Understand database tables used in business. Sid e 14