Tutorial Blog 3: Database Programs

In this tutorial, I want to explain some the usefulness of database programs. Whether you are running a business or just your home, a database program is of use to you. To better explain, I will go into what a database program is, how to use one, and why you should use one. Regardless of whether you operate a PC or Mac, this tutorial will be beneficial to you.

What is a Database?

Dictionary.com defines a database as, "a comprehensive collection of data organized for convenient access, generally in a computer" (Source). Honestly, I could not have defined it better myself. The key to this definition is the convenient access of your organized data. What good is data if you can't manipulate it to provide usable results? Therefore, database programs are extremely useful for managing many different areas of large data quantities.

If this is what defines a database, then a database program is computer software that manages and stores data digitally. A database program is only as useful as the user's ability to use the available options. As a result, in the next section, I will aim to reveal some of the options available to you and others within database programs.

How Do You Use One?

My biggest piece of advice is for you to familiarize with the options on the menu.

If you have a Mac and download the FileMaker Pro application, your menu will look like this screenshot:

Take some time and explore the different buttons. If there is a button that you use frequently but it is not on the menu, feel free to customize the menu to include those buttons. Don't forget about the navigation bar at the very top of your screen. Under each of these menus, you will find many more options than the ones displayed by default.

For more information and tutorials on FileMaker Pro, go the their website.

On the other hand, if you have a PC, and have Microsoft Access 2007, you will have what is called a ribbon, which looks like this screenshot:

The ribbon of Access 2007 is organized in tabs. The tabs vary slightly, based on the view you are in. The interface of Access 2007 is very attractive and user-friendly - much more so than with FileMaker Pro. If you are a beginner to database programs, I suggest that you begin with Access 2007.

For more information on Microsoft Access 2007, visit their training website.

As you may have already noticed, the interface, or how the program interacts with its users, is very similar to other Microsoft Office 2007 programs. This allows for an easy transition between Microsoft Office programs. Not only does the user find transitions easy, the data is also easily transferred between Word, Excel, and Access. In the next section, I will talk more about why you should use a database program.

Why Should I Use One?

A database program will help you organize large amounts of data in a way through which is easy to manage. Database programs often come with built in formats that will help you get started right away, whether you are managing a list of customers or compiling a home budget. I strongly recommend you explore the preset tables provided by your database software before you attempt to create a large, complicated database table, form, and/or report on your own.

If you are anything like me, you probably neglected the usefulness of Microsoft Access before learning about it and giving it a try. I encourage you to explore Microsoft Access and learn how it can make your life simpler. You won't know what you're missing out on until you give it a try. Prior to this course and learning about database programs, I never opened Microsoft Access. My assumption was that Microsoft Office just consisted of Microsoft Word, Excel, and PowerPoint. Now, I recognize the usefulness of Microsoft Access 2007. The fourth program of Microsoft Office is, in fact, very useful and strongly compatible with other Office programs.

I hope this blog has motivated you to stop reading (if you haven't by now) and open the database program of your choice to begin seeing all the benefits a database program will provide you!

All Photos: Screenshots - Amanda Basnight. 2011

Definition: "Database" in Dictionary.com

Database Project - FileMaker Pro

When I first opened up the instructions for the database project, I felt overwhelmed. Partially because I had never worked with a database program before, and the other part because I own a Mac. Not only was I expected to complete a project after watching a few hours of video that explained and taught databases, but on a program different from the one used in the lesson. Needless to say, this was a daunting task. The lectures all were based with examples from Microsoft Access 2007. I am thankful that the instructors uploaded a Mac-friendly option for this semester's database project. However, trying to build up the confidence to tackle transferring the skills we learned in lecture to FileMaker Pro was a learning experience.

The database project instructions clearly led me through each step of the project. Yet, the places where I stumbled were where I learned the most! For example, when uploading my data from the members.csv file on the website, I kept getting errors and incorrect uploads. Originally, when I downloaded the file from Sakai, my computer converted the file into a .xls. When I opened the file in Excel, Excel removed the quotes from the first entry of data, the last names, and place all of the data in one column. Therefore, when uploading it into FileMaker Pro, the data was all entered into one field! After hours of troubleshooting, I finally decided to try opening the file in Text Edit and saving it as a .csv. That was exactly what I needed to do in the first place and after saving the file as members.csv in Text Edit, FileMaker Pro was able to upload the data into multiple field successfully.

After working with FileMaker Pro and learning about Access 2007, I have a suggestion for improving database software. Database software could be more user-friendly if it adds better builders for criteria. In the Query lecture, the professor ran into a problem with adding criteria to a field and getting the correct output. He even gave examples of applying multiple criteria. In one specific instance, the professor wised to have the query only return results where the Contact Names in the UK that begin with the letter "H" are returned. Under design view, the professor wanted to add a criteria to the Contact Name field. He taught us how to use the expression builder. This is found under the Design tab in the Query Setup group of the ribbon. The built-in functions need to be easier to understand. One simple solution is to add a description of what that function will result in, that way a user who is not familiar with the technical jargon may be able to use a criteria correctly. The professor tried to use the built in function "Left." It did not work and the students are left wondering what would have worked and instances in which "Left" is actually used. The professor returns to the expression builder and after spending a few minutes searching for an appropriate criteria, just states that the student can play around with many different criteria options. Having easy to understand default builders would ease the usability of Microsoft Access 2007 of FileMaker Pro.