CHAPTER 7
DATABASES
Written by Steve Bergen and Lynne Schalman
The Original Teaching Company,
PO Box E, Lexington MA 02420
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DATABASE FUNDAMENTALS
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CREATING A DATABASE IN CLARISWORKS
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CLARISWORKS DATABASES: A-Z
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CURRICULUM IDEAS FOR DATABASE PROJECTS
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Ì DATABASE FUNDAMENTALS
Database Management Software is one of the three powerful software tools. It allows you to turn your computer into an electronic file cabinet. The other two tools are Word Processing, an electronic typewriter, and Spreadsheet Software, an electronic ledger book.
Consider a real office environment for a moment. It consists of many file drawers. Each file drawer contains dozens or hundreds of file folders. And each file folder keeps track of numerous categories of information about each person. Here is the vocabulary of electronic databases:
• A FILE refers to a File Drawer.
• A RECORD refers to a File Folder within a particular file.
• A FIELD refers to each category of information within a record.
• A BYTE refers to a single Character or Letter. For example, the word “Hello” is a five byte word.
DATABASE software allows you to create files on your disk. Each file you create will be built to hold a certain number of records. For the records in a particular file, you will keep track of specific fields of information. And finally, each record within a file will have a maximum number of bytes that can be stored on those file folders.
And so now you’ve got some vocabulary! Big deal, you might say; but as you learn more about computers, you’ll discover that vocabulary is everything. You might even say “there’s less substance than meets the eye.” Once you master the vocabulary, the computer mystique vanishes.
So what can you do with this electronic file system? What are the common features of a database that make this software tool sometimes appropriate?
• alphabetize the database by any of the fields
• search for specific information
• print out reports of only certain categories for specific records
• print out statistical reports showing correlations of 2 categories
Nevertheless, don’t think you’re going to be fully productive in your first session. It is reasonable for a novice to spend 10-20 hours of learning time with a new software tool such as databasing. You need to realize there is much to learn; in fact, you might say, “there’s more substance than meets the eye.” The worst kind of attitude to have with the computer is to insist on instant productivity: You want your file built today! And you want your reports printed tomorrow! Sorry, but it’s not going to be that easy.
Using a database is a three part process: creating and defining the fields of information; researching and entering data; and searching and sorting the information.
The great thing about databases is the way they incorporate both higher and lower order thinking skills. Students need first to discover those fields which are most appropriate to incorporate in the database, then do research to find the appropriate and most useful information and finally create and test hypotheses based on sorting and restricting the information they compiled. The other great thing about databases is their versatility: they can be used for both classroom and non-classroom activities, ranging from creating mailing lists for holiday cards to keeping track of a baseball card or CD collection to organizing information about US History or World Geography or gathering archetypes in World Mythology.
Ì CREATING A DATABASE IN CLARISWORKS
1) Click on the Database Radio Button on the opening Screen.
2) You will see the following screen; begin entering the name of a field in the box labeled FIELD NAME. The Field is a category of information for your data entry. You just begin to type in the box, replacing the previous entry. Keep the field names fairly simple: First Name, Last Name, Street, City. Zip, for instance.
3) Click on the Pull down menu next to FIELD TYPE and choose the appropriate style for the Field. Some choices are Text, Number, Date, Value List, etc. Click on Create after each entry. Most often you will choose Text as the choice; that is the default.
4) Continue to enter field names (remember you can also add field names later on if you decide you need to record different kinds of information. You can also modify a field type later on.) Below is the beginning of a database with seven separate fields. First Name and Last Name are separate fields to facilitate mail merges and Street 1 and Street 2 are separate fields to accommodate address variations.
5) Next try to add some variety in your database by experimenting with field types. Create a Field with a Value List. Value Lists are useful to facilitate data entry when the data to be entered is limited to a few variables; value lists also help to control data entry when you want to insure that you or your students are restricted to specific kinds of information. First enter a Field Name and then choose Value List on the popup menu next to Field Type; you will then click on the button entitled Create; then enter words for the Value List in a menu that looks like the following:
6) Click Create after each entry and then click OK when you are finished. In the Box entitled, Default Item, you can choose the one item that will appear initially in the actual Database record.
7) Continue entering and defining Field Names and the corresponding Field Types.
8) Click Done when you have finished creating all the Fields.
9) Begin data entry; the following database contains a popup menu (State), a check box field and a Value List for the Kind of Teacher field. To enter data into the first field, place the cursor into the box next to the Field title of Name and click the mouse to activate the data entry area. Press Tab after each data entry to move to the next data entry box.
10) After you have filled in the information for one record, Choose New Record under the Edit menu or type Command-R.
THINK OF YOUR DATABASE AS HAVING SEVERAL ROOMS ALL FOUND UNDER THE LAYOUT MENU:
ROOM #1/BROWSE room, where you enter data and view your records.
ROOM #2/LIST room, where you can view all the records in a spreadsheet atmosphere.
ROOM #3/LAYOUT room, where you can make cosmetic changes to your Fields.
ROOM #4/FIND room, where you can restrict records to certain criteria.
ROOM #1 Browse Room: After you have defined all of your fields, you will then go immediately to the Browse view with Layout 1 that simply displays all of the Fields that you just created. The Browse room is helpful for data entry and for entering search selections.
ROOM #2 List Room: In CW 4.0 and beyond, there is a List view under the Layout Menu that allows you to see all of your fields in spreadsheet like environment. The List room is helpful for moving fields, viewing all of your records (particularly after a Sort or a Search), and moving quickly to a specific record.
ROOM #3 Layout Room: Choose Layout under the Layout Menu to make any cosmetic changes, including changing size of the data entry box, the Font, Color, Size or Alignment of the Field Title or the way data enters the date entry box, and the actual Field or Fields that will appear in specific Layout. You can create multiple layouts by choosing New Layout under the Layout Menu.
ROOM #4 Find Room: It is best to think of the Find Room as a floor of its own. Here you restrict your database so that you can see only certain records that match specific criteria. You type the word or words in a specific field or fields. You can also use symbols to restrict your records including = for equals, < for numerically or alphabetically less than, > for greater than, <> for not equal to. The Find below restricts to all Summercore participants before 1997 who were also from Massachusetts.
Ì USING THE LIST VIEW
One of the best classroom tools and one of the best ways to examine your data is the List View feature found under the Layout menu.
Using the list view, you can present the data to students, display the outcome of searches and sorts and use the data to arrive at thesis statements based on the breadth of the research. Below is a list view of a database of software owned by The Original Teaching Company, sorted by Title.
The List view can be used for data entry. Just choose New Record from the Edit menu or type Command-R. Press the TAB button to move from one column to the next. The list view is useful for data entry when you do not have many fields in your database so you will not have to scroll through several screens of columns. It is also useful for data entry when you are copying data from a spreadsheet.
The List view has some nifty features
- Scrolling through the records
: The scroll bars work just like a word processor; you can scroll the elevator shaft up and down to move through your records
Changing the width of a column: The columns can be widened and narrowed easily-just like in a spreadsheet; simply roll the cursor into the Field Names area and roll towards the column dividers and when the cursor turns into a double headed arrow, hold down the mouse button and move either left or right to widen or narrow as needed:
: The columns can also be moved and rearranged easily. Moving the columns does not affect the data nor does it affect the placement of the data in the normal Browse mode. Also the columns can be moved over and over again. Rearranged columns can make data entry easier or it can help when assessing and analyzing the data. To rearrange columns, simply roll the cursor into the Field Names area and roll towards the middle of each column (exact placement is not an issue) and then the cursor will change so that it looks like a rectangle (or column) with arrows on each side then hold down the mouse button and move either left or right to move the column to the desired location. Notice that the columns below have been rearranged from the earlier version:
- Selecting a column
: let’s say that you want to cut an entire column, or italicize all the data or change the text color of the data to highlight a particular point, all you have to do is mouse click on the Field Name in the column header and the entire column will be highlighted; change the format, text color, alignment, etc. You can select more than one column at a time by holding down the Shift button and mouse clicking in the column header of each additional column you want to select.
- Selecting a record or several records
: To select a single record, mouse click the box to the left of the first column. To select additional records, hold down the Shift button and mouse click in the box to the left of each record that you want to select. If you want to select contiguous records, then you can simply click in the left hand box of the first record you want to select, then click and drag to highlight the other records.
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- Changing Text Styles for an entire column quickly and easily
: To quickly format a column, double click on the Field Name at the top of the column. Not only will that select the entire column, but it will call up a dialogue box that will let you change the font, color, size and style of the data entered in that column. Again, this is a easy way to quickly make a change when you are viewing data with students and you want to make certain information stand out from the other columns.
Sorting Records (Alphabetizing and/or grouping information): While you can sort in any view, it is usually most helpful to sort in the List view. This way you can quickly and easily view all of your data in all of its permutations. Columns can be sorted and then resorted again based on your needs. Sorting is simply rearranging the data; again, it does not alter the data in any way. Select Sort Records from the Organize Menu and then click on the field on the left hand side of the dialogue box that you want to sort on. Then click the button Move to create a Sort Order.
- Sorting By Several Categories
: Sometimes you might want to have several level of sorts. For instance, say you are sorting a large database of your mailing list and several people have the same last name, then you would choose Last Name as your first Sort Order and then First Name as your second Sort Order so in case of a tie, i.e. two or three people with the same last name, the data base would then look to the First Name field and sort alphabetically those two or three people based on their first name. So Anna Johnson would be listed before Bob Johnson who would be listed before Howard Johnson. Each sort order can be either Ascending (A to Z, 1 to 9) or Descending Order (Z to A, or 9 to 1). Again, you can sort on multiple fields in the Browse view also.
Using the Rolodex to go to a specific record: on the toolbox is a rolodex icon; click and drag on the little tab at the side of the rolodex to move quickly to a specific record. The box on the left of the selected record will darken, indicating that is the currently active record.
Ì CLARISWORKS DATABASES: A-Z
How To Explanation
Add a new Record Choose New Record under the Edit Menu or Type Command-R.
Add new Fields Choose Define Fields under the Layout Menu and enter the new field or fields in the Field Name text box and click Create after each entry.
Add a Field to a Layout Choose the layout you want to work on and then choose Layout from the Layout menu. Choose Insert Field from the Layout menu. Click on the desired field from the dialog box and then click Insert.
Add a New Layout Choose New Layout from the Layout menu. Choose the style layout from the dialog box and be sure to give the new layout a meaningful name. Here is where you can create mailing labels by choosing the Labels radio button and selecting the type of label you will be printing on from the popup menu.
Change Font Attributes Go to Layout under the Layout menu and click on the data entry box and text field name to be formatted. Then under the Format menu, you can change the Font, Size, Color, Alignment.
Change from Browse to List Choose List under the Layout menu.
Change Format of a Column In List view, double-click the column name; a dialog box will pop up that will allow you to format text styles.
Change the Name of a Field Choose Define Fields under the Layout Menu. Click on the name of the Field you want to change, then enter the new name in the Field Name text box; click Modify then Done. You can also change Field Type in the same way.
Change Size Data Entry Box Go to Layout under the Layout menu and click on the data entry box to be resized. Since this is just a graphic item, you resize it the way any graphic is resized, by clicking on one of the corner rectangles and dragging vertically or horizontally to desired size. You might have to move other fields out of the way and you might have to resize the space allotted for the entire record by dragging down the line entitled Body underneath the record.
Change Width of Column In list view, move cursor to dividing line in the column header and when it turns into a double headed arrow, click and drag either left or right.
Delete a Field Choose Define Fields under the Layout Menu and click on the name of the Field you want to delete and click Delete and then Done.
Delete a Record Go to List view, then click on the box to the left of the first column to select the record, and then choose Delete Record from the Edit menu.
Enter Data Click in the data entry box of each field; press Tab to move to next field.
Mail Merge a DB with a WP After creating the database, create a new WP document. Create the letter and place the cursor at the spot in the document where you want to insert info from the DB. Then choose Mail Merge from the File menu. Select the Field Name and click on Insert Field. Continue typing and Insert Fields when necessary. Then choose Print Merge when you are ready to print the mail merge letters. Usually you will do a FIND restriction on your DB first.
Move Data From DB to SS Go to List view and select and then copy the fields and range of records to be moved; then choose New and Spreadsheet; select the first cell in the new spreadsheets and then choose Paste.
Move Fields to New Location Select the Layout you want to redesign, and then go to Layout under the Layout menu. The Fields are now graphic items, so simply click on the Field name and shift-click on the Field entry box to select both, then move the cursor inside the selection and click and drag to a new location.
Move Fields (List View) Click in Title header of the column to be moved and then click and drag the column to new location and then release mouse.
Move More than One Field Click on first Field in Layout view and then hold down Shift button and click on the next Field; then all will be moved as one unit. (The List view will allow you to move only one field at a time.)
Move to another record Slide down the handle on the rolodex in the toolbar to move rapidly through or click on the top/bottom page of the rolodex to move forward/backward one record at a time. If you know the number of the record, you can type that into the rolodex and then press return.
Print Mailing Labels Choose New Layout from the Layout menu. Choose the Labels radio button and select the type of label you will be printing on from the popup menu. You will find the label number on the label box. You will probably have to adjust the margins from the Document option under the Format menu. Also choose Page View from the View menu, so you can see how the labels will print. You will probably have to go to Layout under the Layout menu and fix alignment, font size and field arrangement.
Restrict Fields-one criteria Choose Find under the layout menu, and type the word(s) you want to search for into the one specific field (e.g. type MA in the State Field).
Restrict Field-two criteria Choose Find under the layout menu, and type the word or words you want to search for into the two or more specific fields (i.e., type MA in the Field named State and 98 in Summercore Year to find all who came to Summercore 98 and who were from Massachusetts.) This is called an AND search.
Restrict 2 criteria/1 Field Choose Find under the layout menu, and type the word or words you want to search for into the one specific field (i.e., type MA in the Field named State); then choose New Request under the Edit menu and type the new search request into that same field (i.e., type CT in the Field named State). You will now find everyone who lives in Massachusetts OR everyone who lives in Connecticut. This is called an OR search.
Save a Search(Find) Choose the popup search menu on the toolbar, name the search, enter the search criteria; click on Store button before you do the search.
Save a Sort Choose the popup sort menu on the toolbar, name the sort, enter the sort fields and then click OK. The sort will be saved. To actually do the sort, you have to go back to the sort popup menu and select the named and saved sort.
Save a Report You must first create and save a Search and a Sort, then choose New Report from the popup menu on the toolbar. In the dialogue box, name the report, choose a layout, search and sort from the popup menus and then click OK.
See All Records after a Find If you have just performed a search using the FIND menu option, then you will see only the selected records. To see all of the records again, choose Show All Records under the Organize menu.
Sort All Records Choose Sort Records
under the Organize Menu; then click on the Field you want to sort on and then click on Move. You can then click on several other Fields one at a time and click move after each selection.
Ì CURRICULUM IDEAS FOR DATABASE PROJECTS
A. Language Arts
- Mythological characters and stories • Spelling Words
- Themes and key ideas in Short Stories • Shakespeare’s Plays
- Symbols and Poetic Terms • British & American Authors
- Student Detective First-day Assignment • Grammar Drill
- Favorite Books and Class Reading List • Parts of Speech
- Examples of different styles and genres
B. Social Studies
- Carmen Sandiego geography database • History of Art and Music
- Immigrant Experience • Famous Women
- Research Notes for Term Papers • Bills and Laws
- Material World geography database • The National Election
- States, countries or town • Pick a City and Rate It
- Pick a state to build a new factory
- Research bibliography
- Current Events
- Colonial America
C. Science
- Dinosaurs • Famous Scientists
- Periodic Table • Minerals and Rocks
- EcoSystems • Nutrition
- Endangered Species • Plants
- Star Search and constellations • Planets
CHAP 7 • DATABASES • P #