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OpenOffice Base (Database)

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In this lesson we will be dicussing one of the important office productivity tools viz., Database Management.

One of the most powerful applications of computers is its capability to store, organize, and retrieve large quantities of data. An organized collection of related data is referred to as a database. A database is a collection of objects that allow you to store data, organize it and retrieve it in any way you want.

Objectives

After going through this lesson you would be able to:

  • explain the terms like database, table, record, field, datatype;
  • create a database from scratch or using template;
  • create tables for data entry in datasheet view and design view;
  • create queries using wizard and design view;
  • create a Form using various tools;
  • create report in different ways;
  • create presentations using different types of slides;
  • add various multimedia factures to slide;
  • save and print a database, query reports, and presentation

STARTING OPEN OFFICE.ORG DATABASE PROGRAM

You can start the openoffice.org databse in different ways. One way is using Start button:

1. Click on the Start button.

2. In the menu that appears select All Programs→OpenOffice.org → OpenOffice.org dabase as shown in (Fig.5.1).

Fig 5.1


After clicking OpenOffice.org dabase , you will see Getting Started with OpenOffice.org dabase screen on the monitor.


You have the following three options:


(i) Open a Blank Database

(ii) Open a Database template

(iii) Open a Recent Database

4.3.1 Creating a Database from the scratch

Choose the option Open a Blank Database for creating a Database from the scratch.

1. Blank database with the default name Database1 appears as shown in Fig. 5.3.

FIGURE to be inserted Fig:5.3 and 5.4

2. Type the file name of the database e.g. NIOS_dbase (Fig 5.4).

(It is recommended to create a general database before creating tables and forms.)

3. Browse and select folder

4. Click Create.

Your database file NIOS_dbase is saved in the specified folder and opens for you to create an Access table in datasheet view (Fig 5.5).

4.3.2 Creating a Database using Template

You can create a database by using Template in following ways:

(i) Select suitable Featured Online Templates from the relevant Template Category as shown earlier in Fig. 5.2.

(ii) In the Ribbon click Create tab as shown in Fig. 5.6 (a)and in the Tables group bring cursor at Table Templates (Fig. 5.6(b)) and click it. Then select and click the desired Template from the drop down list of template as shown in Fig. 5.6 (c) and the template opens as shown in Fig. 5.6(d). Fig: 5.6(a),(b),(c),(d)

4.3.3 To Open an Existing Database Click a database in the Open Recent Database list as shown earlier in Fig. 5.2 or click More and browse for the desired database.

HOW ACCESS STORES DATA IN TABLES

Access 2007 stores data in tables which look more like the cells of a spreadsheet with columns and rows. Each row represents a record, and each column represents a field. Table 5.1 is an example of a Table having Details of Students. In this Students database each student would be considered a record and each record (student) consists of headings or categories called fields or attributes, and each record in the database is formatted in the same way

ENTER DATA INTO A TABLE

Once a table has been created, data can be entered.

1. If your new table is not open, double click on its title, in the Navigation Pane.

2. In the Home tab→Views group, select Datasheet View. (The default view for a new table is Datasheet view.)

3. The first field (column) is automatically named ID, the data type is AutoNumber and it is the assigned Primary Key. Generally Primary keys are not required but they are needed to combine two or more tables, columns, or rows in a database. Primary key is a unique number, i.e., it cannot be duplicated.

4. Double click on Add New Field and type in the new field name F_name for the First Name, L_name for Last name of the student and so on as given in Table 5.1. When entering field names, do not use spaces or punctuation.

5. Type in Sohan, in the first row under the field F_name.

6. The Data Type is set to Text. While entering numbers or date, the data type would be set to Number or Date and Time and so on.

Complete the table by entering data (as given in Table 5.1). The screen will look like Fig 5.7.

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