CAMBRIDGE COURT WORLD SCHOOL

Class-X Synopsis
Subject: Information Technology
Unit-3: Database Management System

Database: Database is an organized collection of data. Information stored in database can be added, modified,
deleted or displayed.
Database Management system (DBMS): It is software used to create, update, and retrieve data. Examples of
DBMS: MS-Access, LibreOffice Base, Oracle, Ingress, My SQL.
Advantages:
 Data stored in organized manner.  Efficiency is increased.
 Analysis of data  Better accuracy
 Allows data sharing  Data is validated
 Minimize data redundancy  Secure
 Increases data consistency
Data Models: The structure of a database is known as data model. It describes how data will be stored and
retrieved. Three types of data models:
 Hierarchical Data Model: Data is organized in a tree-like structure.
 Network Data Model: Multiple records are linked to the same master file. Inverted tree structure.
 Relational Data Model: a relation is established between two tables of the same database.
Relational Database Model
 Proposed by E.F. Codd in 1970.
 Data is stored in tables made up of rows and columns
 A relation can be set between two tables based on their common fields.
Terms Used in RDBMS (Relational Database Management System)
 Entity is a real world object about which information is stored in a database. Each Entity is a collection
of attributes. E.g.: Student is an Entity with attributes enrolment number, name, DOB, fathers name,
address etc.
 Table / Relations: a collection of logically related records.it is organized as a set of columns and rows.
 Field/Column/attribute: is the smallest identifiable entity of a database. It stores data values of same
type.
 Record/Row/Tuple: shows the value of all fields for a single entity or object. All rows of a table have
similar structure.
 Data Values: are the raw data represented in numeric, character or alphanumeric form.
 Relational database: is a collection of related tables.
 Key is an attribute or a set of attributes that helps to identify a row uniquely in a table. Various types of
keys are:
 Primary Key: uniquely identifies each record in a table. The values in primary key field can’t
be repeated. It can’t be blank.
 Composite Key: is a combination of two or more fields of a table that uniquely identifies a
record.
 Foreign key: is a field or a set of fields in one table that can be used to uniquely identify
records in another table by building a relation between two tables. The foreign key in one table
should be primary key in other table.
 Candidate Key: All the fields of a table those are eligible to become a primary key.
 Alternate Keys: All the candidate keys that are not primary keys.
RDBMS Objects
 Table: is the basic building block of any DBMS. It comprises of Rows and Columns.
 Form: is a database feature which provides a user friendly interface, used to enter data in a table. The
elements of a form are text boxes, labels, radio buttons, list boxes, check boxes etc.
 Queries: are used to retrieve desired information from database.
 Report: is a database feature that can be used to represent data from queries or tables in a formal way.
LibreOffice Base:
Data Types: Data type is the nature of data stored in a field. Each data type has different memory size.
Various data types are:
 Text: a combination of alphabets, numbers and other special characters. No mathematical calculation
can be performed on text data type.
 Numeric: stores only numbers (integers or real numbers) Mathematical Calculations can be performed.
 Currency: stores monetary values. Various currency symbols can be used.
 Date: stores date and time formats. Various date and time formats are responsible.
 Boolean: can store only two values – True and False
 Binary: stores digitized images and sounds.
 Create a database: Open LibreOffice Base. Database Wizard window opensSelect Create a New
Database radio button. Then click on Next Select an appropriate option on register database pageSelect
the required check box from Open database for editing and Create Tables using the table wizardclick on
finish. Save as dialog box appearsSpecify the file name and click on Save. A new database is created with
the specified file name and .odb extension.
 Open a database (Shortcut Key: Ctrl+O): Select File Menu Click Open optionOpen dialog box
appears Browse to the location of database and select database. Click Open.
 Create a table using Design view: Select Create Table in Design View from Task PaneType the field
names and field types of table in the design view In properties pane adjust the properties if required
Then save the table using File>Save As or Ctrl + S. Specify name of table and click OK.
 Set Primary Key: In design view right click before the field name  pop up menu appears  select
primary key. A Key icon appears before primary key field. To set composite key select multiple fields using
Ctrl key.
 Open a table: Double click on the name of the table in table objects area. OR Right click on the table name
and select open. The table opens in datasheet view where data can be entered.
Datasheet View
 Record Pointer: is a black pointer that indicates the current record.
 Record Selector Box: shows the record number of the current record.
 Navigation Buttons: help to navigate through the records vertically.
Editing a record: Place the cursor in the field that is to be edited. An Edit icon appeared before the record that
is being edited. (To cancel the changes made to the current field, press Esc key.)
 Deleting a record: Select the record  press Del key OR Edit Delete Records OR Right
ClickDelete Rows  select Yes in confirmation box.
 Sorting records: Arranging the records in a particular order based on some field.
On single field: In datasheet view select the field  select Sort Ascending or Sort Descending from
toolbar.
On multiple fields: Click Sort icon in toolbar  Sort Dialog opens select field name and set order 
click OK
 Closing LibreOffice Base: Select File > Close. OR Click on Close button of Base Window.
Tables
Editing a Table: Making any changes to the design of table such as adding or removing fields or changing their
properties.
 To open Design View: right click on table name in database objects pane select edit.
 Deleting a table: Right click on table  select delete from pop up menu
 Rename a table: Right click on table  select rename  enter new name  press enter key.
Relationship between Tables:
 Required to check inconsistency and redundancy of data.
 The two tables should have a common field.
 Relationship is created from Master table to Transaction table.
 Types of Relationships:
o One to One: one record in master table has only one corresponding record in transaction table.
o One to Many: one record in master table can have more than one corresponding record in
transaction table. Most common type of relationship.
o Many to many: multiple records in master table have multiple corresponding record in
transaction table.
  Advantages:
o Prevents data redundancy
o Prevents missing data.
o Restricts entry of invalid data in related fields.
o Updates in master table are reflected in transaction table.
Creating relationship in table: Select ToolRelationships  relationship design screen appears  select
master table in Add Table dialog and click Add  select transaction table and click Add  drag the common
field from master table to transaction table  a line representing relation is create between two tables.
Referential Integrity: Referential integrity states that there should be no unmatched records in transaction
table. LibreOffice Base allows setting integrity in the following ways:
o No Action: A record cannot be deleted from master table if corresponding record is there in
transaction table
o Update Cascade: allows updating or deleting referenced field, in return, updating or deleting the
corresponding field in transaction table.
o Set NULL: sets NULL value to all related field if the referenced field is updated or deleted in
master table.
o Set Default: assigns fixed value to all related fields if master record is deleted or updated.
By default, No Action is selected in Relationship Properties dialog box.
Queries: Queries allow to retrieve and display data from one or more tables of a database, based on some
condition. A query can be saved. In LibreOffice Base , a Query can be created in three ways:
 Using a Wizard: Click Database Pane>Queries ButtonSelectTask Area>Use Wizards to create Query to
open Query WizardSelect the table name from tables drop down list Select the required field name
from Available Fields box and click on right arrow button to move the field to Fields in Query box.Repeat
the step for other fields. Click on next and select the sorting order. Click on next and specify the
search criteria. Maximum three search conditions can be specified. Select “Aliases” step from step pane
to set alternate column headings for the query. The last step shows the overview of the query. It shows:
 Name of query
 Action to be performed after wizard finishes.
 Complete detail of query
Click Finish to see the query in Datasheet view.
 Design view: Select Queries icon from Database Window. Select Task Pane >Create Query in Design
View to open Query Design Window. Select the table to be added in query and click on ADD button to
add table to the tables pane of Query Design Double click on the field names of the table list to add
them to design grid of the query. Select Visible Check box for the fields that are to be shown in the
query. Write the Alias column headings for the field names. Set the sorting option for required fields.
Click on run Query option to run the query or press F5 key. To save query click on save button.
Provide a name and click on OK
 Editing a Query: Right Click on Query Name Select Edit  make changes  Run or Save.
 Working with Numeric Data:
o Functions such as count, sum, minimum, maximum or average can be applied to numeric data
o Steps to find average: Add field to query  select field to Group in function row  select field for
average in function row  F5.
Forms: Provide user friendly interface to enter and display data in a table.
 Components of a form are: Field Controls, Titles, Headings, graphics, list boxes, radio buttons etc.
 Each field control has a label and a field value text box.
 Create a form using Wizard: Select Form icon from database pane select Task Pane>Use Wizard to
create Form  select table or query from drop down  add required field to Fields in Form Box  Next
 set a sub form if required  Next  select alignment and layout for controls Next  select option
for displaying or entering data  next apply desired styles  next  enter form name  Finish.
 Various layout options are :
o Columnar display with labels on the left of field values.
o Columnar display with labels on top of field values.
o Display as datasheet
o Block display with labels on top
  The Form Design Window has two additional toolbars:
o Form Controls Toolbar on the left. It shows various controls that can be added to form.
o Records Toolbar at the bottom. It displays the record navigation buttons and other commands
such as add a new record, save a record, delete a record etc.
Modifying a form
 Changing background color: Right Click on form name  Edit Form Design View opens  right
click on form  page style option  Page Style Dialog opens Select Area tab Select colour from
palette  Click OK.
 Editing Labels: Ctrl + Click to select label  Right Click  Control Properties make changes in
Properties Label Field dialog  close properties dialog.
 Moving a Control: Select the control and drag to new position. Clicking on a control will select both the
control and the label. To select only one of them press Ctrl key while clicking.
 Resizing text box control: Select Text Box using Ctrl Key  place mouse on position handles drag
double sided arrow to resize.
 Adding Tool Tip: Tool tip is a small piece of information which is displayed when mouse pointer is
placed on a control. The text is called Tool tip Text or Help Text.
Ctrl + Click on Text box  Right Click  Control Properties Properties: Text box dialog appears 
enter text in Help Text property  close dialog box.
Form Controls Toolbar
 Adding Calendar to Date field: Ctrl + Click on date text box  Right Click >Control Properties
Properties:Date Field dialog box appears Set Date Format property to Standard (Long) Format 
Set Drop Down Property to Yes  Close dialog box.
 Adding Text to Form : Text that is used to add titles, headings, subheadings is called Label.
Select Label from Toolbar  Click and Drag mouse on Form double click on Label  Properties:
Label Field dialog box appears  Enter the display text in Label property Adjust the Font properties
in Character Dialog box  Click OK Close Label properties dialog box.
 Adding New record using Form: Open the form in Form View mode  Click on New Record button in
Records Toolbar  Blank Form appears  enter the data  Click on Save Record in Record Toolbar.
 Deleting a Record: navigate to the record  Click Delete button on Records Toolbar.
Reports
 Presents data in attractive and customized manner.
 Can be created on a table, a query or both.
 Steps : Database Pane > Reports Icon  Task Pane > Use Wizards to Create Report  Report Wizard
appears  Select table  Select fields  move to Fields in Report box  next  enter labels for fields
 next  select a field to group data (if required)  next  set sort options  next  set Layout and
Page orientation  next  type the report name and set report type  Finish.
 Report can be of two types:
o Static report which is not updated automatically
o Dynamic report gets updated if any change is made to table or query.
 Edit Report: Right click on report name  Edit - report opens in Report Builder View.
 Report Controls Toolbar holds various controls that can be inserted in a report.
 Insert Titles and Heading: Report Controls Toolbar Label control  drag mouse pointer on report 
double click properties dialog appears  type title text  set font style and size  close properties
dialog.
 Insert Date and Time: Click on Page Header  Insert > Date and Time  date and time dialog box
appears  select a date format  OK