Database Basics

A database is a collection of information that a user can manage and analyze organized into separate columns and rows.  It is organized like a filing cabinet of information that contains individual "index cards" called records.  Each category of information is called a field.

Plan the Database

Before you begin a database, you need to really think about what information you will be working with.  What categories (fields) will you need?  How are you going to break the information into the necessary fields?

Plan your database beforehand on paper; first, write the field names that will best identify the field content information.  When your plan is complete, you are ready to enter your field names and data into the computer.

In order to make your database as flexible as possible, it is best to organize the data into its smallest unit.  For example, using field names of CITY, ST, and ZIP gives you more options than using one field for the last line of an address.

Database Rules

The Excel DATABASE

VERY IMPORTANT NOTE:

Excel needs to recognize your set of data as a database or you will not have access to any of the database functions from the "Data" menu item.

The DATABASE is a set of columns and rows in your spreadsheets WITHOUT empty rows and empty columns. Many cells can be empty but never an entire row or an entire column. The database must have a SINGLE title row.

The DATABASE must be surrounded by empty rows and columns (row "1" and column "A" of the worksheet are considered preceded by an empty row or column).

If the DATA UNIT has titles it must be a SINGLE row of title cells. Use "Text Wrap" in Format/Cells/Alignment to write more than one line of text in one cell.

If you want to make sure that your Excel database is a database recognized by Excel, click anywhere in it and go to Edit/Go to/Specials/Current Region. What is then selected is your database.

Terms you may need to know:

AutoFill Handle - a black symbol in the lower right corner of the active cell.  Clicking and dragging the fill handle can copy cell contents or create a series.

AutoFilter - Lets you quickly display only the rows in a list of data that meet the criteria that you specify.

AutoSum - a tool on the Standard toolbar that will automatically sum a selection of cells.  It looks like this , the Greek letter sigma which is our letter s.

Column Headings - are the gray boxes containing sequential letters at the top of a worksheet.

Columns - the vertical divisions of a worksheet that are identified by letters.

Column-Select - Use column-select to select the entire range of cells in a column by clicking the column header.

Count - returns a count of the number of items in the range of cells selected.

Data - the information you want to keep track of.

Data Form - an easier way of viewing, editing or entering information for each record.  It has text boxes for each of the fields in the database and the records appear one at a time for easier viewing and editing.

Date - Enter the year, month, and day.

Field - a cell in a database that contains information.  In Excel, fields appear in columns.  For example, fields in a Customer database might include Name, Address, and Zip Code.

Field Type - what kind of data is being stored - text, numbers, or dates.

Fill Pointer - the mouse pointer becomes a fill pointer when it is positioned over the fill handle of the active cell, indicating that it is in the correct position to click and drag it.

List - a list is a series of rows that contains data.  Excel recognizes a list as a database.

List box - a list box is a box that contains a list of available choices, such as files or field names.

Pop-up Menu - Choose from a menu.

Record - a record is a series of fields in a database that pertains to one item in the list, such as a name or an address. In Excel, records appear in rows.

Row Headings - The row headings are the gray boxes containing sequential numbers along the left side of the worksheet. They can be used to select or identify a row.

Rows - Rows are the horizontal divisions of a worksheet that are identified by numbers.

Row-Select - Use row-select to select the entire range of cells in a row by clicking the row header.

Sorting - Sorting is putting data in order alphabetically, numerically, or chronologically. You can sort in either ascending or descending order.

Status Bar - The status bar is located at the bottom of the screen and provides information about the particular operation in progress. The right side of the status bar contains information regarding CAPS LOCK, NUM LOCK, and AutoCalculate.

Subtotals Mode - Subtotals mode is an easy way to summarize information in an Excel list. Subtotals mode automatically calculates subtotal and grand total values, inserts and labels the total rows, and outlines the list for you.

Sum - Adds the values in the function argument or the values in the cell references in the argument.