Database Management System Creating and Editing Tables . Multiple Choice Questions 1. (d) 2. (a) 3. (b) 4. (b) 5. (c) 6. (b) 7. (b) 8 (cd 9. (d) 10. (a) . Fill in the Blanks 1. Field 2. DROP TABLE 3. Database 4. Composite key 5. Find 6. Filtering 7. Relationships window 8. Tables involved, Fields involved 9. Keys 10. Referential integrity . State Whether the Statements Given Below are True or False 1. F 2. T 3. T 4. F 5. F 6. T 7.7 8. OF 9. iT 10.F 11.T 12.F . Short Answer Questions 1. Data is a collection of unprocessed facts and figures, which can include text, numbers, images, audio, and video. Information is processed data; that is, itisorganized, meaningful, and useful. In addition to documents, information can be in the form of audi images, and video. 2. Followingare the advantages of DBMS: Reduces Data Redundancy: It reduces data redundancy, which means ‘duplication of data' to as all the datais stored in a single place and there is no need to create separate files at differentplaces. Data Consistency: Data consistency ensures the absence of data redundancy. All data appears consistently across the database and any changes made to the database are immediately reflected to all the users viewing the database. Sharing of Data: The data stored in the database can be shared among multiple users simultaneously or can be used by other application programs. So, it eliminates the process of recreating the same data from scratch.. Data Security: The DBMS ensures that the access of database is done only through an authorised user according to its privacy constraints and identity should be authenticated using a username and password. °. Data Integrity: The DBMS also enforces data integrity by allowing the entry of only correct and consistent data in the database. Following are the features of DBMS: °. Database controls data redundancy as storage, retrieval and manipulation of data occurat one place. °. It facilitates data sharing which gives users an ability to generate more information from a given amount of data. ° Database Backup and Recoveryis one ofthe best features of database that protects data from loss in case of power or hardware failure. . It also protects data from unauthorized or restricted access by setting accessing privileges. Arelational database has the following major components: Table: Tables are the places where all the information in your database isstored. They have to be created first; no other part of the database can function until the tables are created. Tables are used to keep the data tabulated in rows and columns. Record: A record is a row in a table that contains information about a given person, product, or an event. It is also known as row, entityor tuple. Field: A field is acolumn ina table that contains a specific piece of information within a record. It is the smallest unit of data. It is also known asacolumn or attribute. Database: A database object is any defined object ina database that isused to store or reference data. Some of thedatabase objects are: Table: Base organizes information into tables composed of rows and columns and stores information about a specific subject or entity.Query: A query is used to retrieve information from one or more tables. A new table or view created from the existing tables is based upon the query applied. Forms: Forms are the interactive or user friendly way to enter or view data of the fields of the tables of a database. It is an alternative way to access data source of LibreOffice Base. Report: Areport is a database object that aids in presenting the information in an enticing way, especially for printing purpose. It also provides the way to view, format, and summarize the information thatis fetched from tables or queriesofadatabase. 4. To Switch to Table Design view, follow these steps: i. Open the database and click on the Tables icon in the Database section. ii. Right-click on the Table name inthe Listsection. iii. Click on Edit from the context menu. The Table Design view windowwillappear. To Switch to Table Data View, followthese steps: i. Open the database and click on the Tables icon in the Database section. ii. Right-click onthe Table name in the Listsection. iii. Click on Open from the context menu. The Table Data View window will appear. 5. To delete a relationship between tables, follow these steps: i. Click on the line of the relationship you want to delete. The line will be selected. ii, Press the Delete key on the keyboard. LibreOffice Base permanently deletes the relationship. 6. Standard Filter enables you to filter by multiple fields and specify criteria for as many fields as you like. When you filter, you can combine the criteria using AND, OR, or a combination of the two. 7. To create a table using DDL command, follow these steps: i. Click on the Tables icon in the Database section.Click on the Tools menu. iii. Click on SQL. The Execute SQL Statement dialog box appears. iv. Click in Command to execute section and type the following commands: CREATE TABLE table_name Column1 datatype, Column2 datatype, Column2 datatype, i v. Click on the Execute command. If the command for creating table are OK then Command successfully executed appears in the Status section. vi. Click on the Close button to close the Execute SQL statement dialog box. To edit a table using DDL command, follow these steps: i. Click on the Tables icon,in the Database section. Click on the Tools menu. Click on SQL. The Execute SQL Statement dialog box appears. iv. Click in Command to execute section and type the following commands (to add column): ALTER TABLE table_name ( ADD column_name datatype v. Click on the Execute command. If the command for creating table are OK then Command successfully executed appears in the Status section. vi. Click on the Close button to close the Execute SQL statement dialog box. E. Long answer Questions 1. As we know that data is a prime source of any organization and it grows day by day so a need arises for some tools that aids in maintaining and managing large collections of dataand also provides mechanism for systematic extraction of information from large data set. A database is a collection of data organized in a manner that allows easy access, retrieval, and use of that data. With database software, often called a database management system (DBMS), users create a computerised database; add, modify, and delete data in the database; sort and retrieve data from the database; and create forms and reports from the data in the database. 2. Data is organized in layers. In the field of computer, data is classified in a hierarchy. Each higher level of data consists of one or more items from the lower level. For example, a student has an address, and an address consists of letters and numbers. Depending on the application and the user, different terms describe the various levels of hierarchy. A database contains tables (sometimes called files), a table contains records, a record contains fields, and a field is made up of one or more characters. 3. To add a column in a table, use the following syntax: Syntax: ALTER TABLE table_name ADD column_name datatype; To delete a column in a table, use the following syntax: Syntax: ALTER TABLE table_name DROP COLUMN column_name; 4. Following are different types of keys in database: e Primary Key- A primary key is a field that uniquely identifies each record in a table. The data in a primary key is unique to a specific record. e Composite Key - A composite key, in the context of relational databases, is a combination of two or more columns in a table that can be used to uniquely identify ! each row in the table.e Foreign Key - A foreign key acts as a link between two tables of a database. A foreign key is a column of a table that references a column (most often the primary key) of another table 5. There are three types of relationships which can be created in tables: i. One to One: In this relationship, a record in a table can have only one matching record in another table. Sree Student_ID [| Name Student_ID Dance 101 101 Bharatnatyam 102 102 Kathak 103 103 ‘Salsa In the given tables Student_ID in Student Detail and Student_ID in Dance Practice are both primary keys. ii. One to Many: In this relationship, a record of one table is associated with several matching records of another table but a record from the second table is associated with only one record of first table. For example, student can enroll for multiple dances and the set of dance done by individual student. Student_ID | Dance 01 Bharata Student_ID | Name 101 Jazz 101 Rulali 101 Kathak 102 Sonam 102 Bharatnatyam 103 Rahul 103 Kathak 104 Salsa Many to Many: In this relationship, several records of one table are associated with several records of another table and vice versa. ‘Student_ID Dance_| Name Name ‘Contact No. Contact No. ‘Student_l Dance_ID Contact No.Relationships are created and managed in a special database view called Relationships window. You can create relationships between tables from there by dragging a field from one table onto a field from another. F. Differentiate between the following 1. InTable Dataview, you can enter data. You can use Table Design view to modify the design of the table. 2. Aprimary key is a field that uniquely identifies each record ina table. Thedatain a primary keyis uniqueto aspecific record. A foreign key acts as a link between two tables of a database. A foreign key is acolumn ofa table that references a column (most often the primarykey) of another table. 3. One to One: In this relationship, a record in a table can have only one matching record in another table. Many to Many: In this relationship, several records of one table are associated with several records of another table and vice versa. 4. Sorting means arranging the records in a particular order, ascending or descending. Filtering data can help you review and analyze information in your database. G. Application Based Questions 1. Riya can add a column by using DDL commands. To do so, she can follow the below given syntax: ALTER TABLE table_name ADD column_name datatype; 2. She should use Sorting feature to display the records in alphabetical order.i Query, Form and Report A. Multiple Choice Questions 1. (b) 2. (co) 3. (b) 4. (c) 5. (a) 6. (d) 7. (b) 8. (a) 9. (d) 10. (a) B. Fill in the Blanks 1. Label 2. Alias 3. reflected 4. detail lines 5. asterisk (*) 6. record source 7. Criteria 8. From 9. AND 10. comparison operator C,. State Whether the Statements Given Below are True or False 1.7 2. F 3. T 4. F 5. T 6. T 7. F & T 9. iT 10.F D. Short Answer Questions 1. Queryis a request for a specific data from the database. In other words, a Query is simply a question represented in a way that Basecanunderstand. There are mainly three types of query: Simple query, Unmatched queryand Duplicate query. Simple Query: It is used to ask some particular questions about data in the database, Unmatched Query: Itis used to find records from one table that do not have corresponding values in the second table. Duplicate Query: It is used to dis play the records that have same values for one or more of the specified fields. 2. Wildcardsare symbols that representa character or combination of characters. Base provides two special wildcards. The asterisk (*), which is the first of the two wildcards, represents a collection of characters. Thus, Like D* represents the letter D, followed by any collection of characters. The other wildcard symbol is the question mark (?), which represents a individual character. Thus, Like D?epak represents the letter e, followed by any single character that follows the letter, such as in ‘Deepak’.3. Criteria are conditions that help you to retrieve specific records from the database. You can limit the results of a query based on the values in a field. Often, more than one criterion might be available to satisfy the data you are searching for. This is called compound criteria. There are two types of compound criteria — AND and OR. In an AND criterion, each individual criterion must be true in order for the compound criterion to be true. Conversely, an OR criterion is true provided either of the individual criterion is true. 4. Following are the steps to delete a field from your query: i. Right-click directly above the field you want to delete. A context menu will appear. ii. Click on Delete. The field disappears from your query. 5. Following are the steps to save a query: i. Click on the Save button. The Save As dialog box appears. Type a name for your query. ii. Click on the OK button to save your query. 6. Follow these steps to create a report: 1. Open the database and click on Reports in the Database section. 2. Click on Use Wizard to Create Report. The Report Wizard dialog box will appear. 3. Click on the down arrow of Tables or queries. 4. Click on a table containing the fields on which you want to create the report. 5. Double-click on each field that you want to include in the report. e LibreOffice Base adds the fields to the list. e To add all the fields, click on the Add All [ =! ] button. Each field you select appears in the Fields in report area. 6. To remove a field you have wrongly selected, double- click on the field in the Fields in report area.10. 11. 12. 13. 14. 15. 16. 17. 18. 19. To remove all the fields at once, click on (t=). Click on Next button to continue. Click on any Field label box and change the label (optional). Click on the Next button to continue. To use a specific field to group data in your report, double-click on the field you want to use. This area shows how LibreOffice Base will group data in your report. Click on the Next button to continue. To sort records of table in your report, click on the arrow button in this area (optional). Click on the field you want to use to sort the record (optional). Click on the Next button to continue. Click on the Layout options. to select a layout for the report. You can set the page orientation for a report using these options. Click on the Next button to continue. Type a name for the report. Click on Finish. LibreOffice Base creates the report. —. Long answer Questions 1. You can create a calculated field in the query. Now, let's say you want to figure out something based on that data. The club is giving discount to the club members. Now, subtract the discount from the charges and show the total by creating a new table called Discount. Add the Table (Discount) which shows charges and discount in Query Design. To add the calculation column, click in the top cell of the first blank column and type fieldname_M — fieldname_N.For instance, to subtract the discount from Charges, type Charges- Discount. iii. In the cell below that, the cell to the right of the Alias label, type the name you want to use to refer to this calculated field, like Total. iv. Click on Run Query (Not shown). e You will see your results, with the calculation. In this example, we have calculated the total by subtracting the discount from the charges. Following are the steps to change the labels of form in LibreOffice: i. Open the database and click on Forms icon in the Database section. ii. Right-click on the Form name. iii. Click on Edit from the context:menu. The Form Design window will appear. iv. Click on the Label. The entire control (label and field) will be selected and a border appears around the control with eight green handles. You can then drag and drop it wherever you want. v. Press the Ctrl key and.click on the label to select it. The label is selected and a border appears around it with eight green handles. You can press the Tab key to change the selection from the field to the label or the label to the field. vi. Right-click on the selected label. A context menu will appear. Click on Control. Properties: Label Field dialog box will appear. It contains all the properties of the selected label. viii-Click on the Label section and change the label name. In this example, we have changed Member ID to Mem_ID. ix. Click on Close button to close the dialox box. Label name has changed. To insert a new record using the Form, follow the given steps: i. Click on the New Record button. Blank fields appear in the form. ii. Enter the new data in the blank fields. iii. Click on the Save Record button. vii.To delete a record using the Form, follow the given steps: i. Using the navigation button, move to the record you want to delete. ii. Click on Delete Record button. A dialog box will appear. lili. Click on Yes. Record will be deleted permanently from the form and the table. You can use Form search box to search for a particular record very easily. i. Click on the Search box and enter the number of records. you want to search for. ii. Press the Enter key. F. Differentiate between the following 1. The field or fields on which the records are sorted is called the sort key. If you are sorting on more than one field, the more important field is called the major key (also called the primary sort key). And the less important field is called the minor key (also called the secondary sort key). 2. Unmatched Query: It is used to find records from one table that do not have corresponding values in the second table. Duplicate Query: It is used to display the records that have same values for one or more of the specified fields. 3. A Form is a view of one or more tables that are designed to be used for data entry and editing. A Report is a way to display data from a query and/or table in an appealing way. Reports are specially designed to be printed. A report can have more elaborate formatting and layouts than the other objects you can print G. Application Based Questions 1. Rohini can use Form feature of the database to enter data. 2. She can create a Report to print the records.