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VOLUME 34-07 October2017 LCACE.ORG
Back to Basics— What Is a “Database” Anyway?
Jim Cerny, Forum Leader, Sarasota Technolo- an example. If we have a database of names
gy User’s Group, FL and addresses, we can “search” the database
June 2017 issue, Sarasota Monitor by entering the first letter of a name and we
www.thestug.org may see a list generated of all names that
jimcerny123 (at) gmail.com begin with that letter. As we add more letters in
the search box, the list of names is shortened
A “database” is an organized collection of data based upon the letters we entered. So, if we
(accessed on-line or through a software pro- enter a “j” we get all the names that begin with
gram on your computer) which allows many the letter “j” and if we enter “jo” we get all the
options for updating and viewing that data. If names (first and last names) that begin with
you know about “spreadsheets” then a data- “jo”, such as john, johnny, jones, jocks, etc. En-
base is similar to a spreadsheet, but more tering text in a search box is really providing a
powerful. Like a word processor is to text or FILTER to screen your data to find what you
like a spreadsheet is to numbers, a database is want. With a database, you can use filters to
to information. create lists based upon what you are looking
for. You will also be able to SORT the data.
You may not realize it, but you are probably Here are some examples of “requests” that
already using a database every day. Your may be done using a database of addresses:
“contact list” for your email and your cell phone
is a database, as is your calendar and photo · List all addresses with a Florida zip
organizer. Small and large businesses use a code sorted by the zip code.
database application to keep information on · List all people who have birthdays in
their suppliers, customers, inventory, and June.
much more. I think it is very helpful to have · Sort my information alphabetically by
some idea of what a database is and how it first name.
can be used.
In addition to the above (which, by the way,
For our example, let’s take some information may also be done by a spreadsheet applica-
that we all probably use every day – our ad- tion) a database has ways of linking or associ-
dress book or contact list. We build up the in- ating data. Of course, the data must have been
formation in this list by adding new names, ad- ENTERED into the database in order for you to
dresses, phone numbers, email addresses, find it! A good example of grouping data, using
etc. We also are able to view the information your address list, is “tagging” or assigning
we have entered and have a way to update it some category to data elements. Suppose in
with new or changed information. In addition, your list of addresses you have garden club
we can SEARCH all the information for certain members, a bridge club, a church group, and
things and produce a short or long list of infor- other categories. You can “tag” or assign each
mation in the database based upon our search of these categories to one or more people in
request criteria. Let’s use our “contact list” as (Continued on page 4)
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