Comprehensive

IT-402
 Database Management System
What is Database?
An organised group of data that is kept and accessible electronically is referred to
as a database. It is a digital repository that enables the effective management, storage,
and retrieval of both organised and unorganised data. Information like client records,
financial data, inventory listings, and much more can be stored in databases. Example of
database are – Microsoft Access, OpenOffice Base, Oracle, MySQL and
PostgreSQL etc.

What is a Database Management System?

Data is stored, retrieved, and analyzed using software called database management
systems (DBMS). Users can create, read, update, and remove data in databases using a
Database Management System, which acts as an interface between them and the
databases.
Example of database Management System are – Microsoft Access, OpenOffice Base,
Oracle, MySQL and PostgreSQL etc.

Data can be organized into two types:

• Flat File: Data is stored in a single table. Usually suitable for less amount of
data. basically for small-scale organization where data does not need to be
structured in a complex way.
Example of database software are Microsoft Excel or Google Sheets.
• Relational: Data is stored in multiple tables and the tables are linked using a
common field. Relational is suitable for medium to large amount of data.
Example of database software are MySQL, Microsoft SQL Server, and Oracle
Database.

What is Database Server?

Database servers are dedicated computers that are designed to store data and
provide database services to other computers. We use a database to store, organize,
manage and retrieve data efficiently and effectively. The database servers run only
database and database related software.
Advantages of Database
✓ Reduces Data Redundancy
Data redundancy means when same data is stored more than one places, which
increased complexity and wasted of storage space, so, database helps to reduce
data redundancy.
✓ Sharing of Data
A database allows its users to exchange data among themselves. The data can
only be shared with users who have received the appropriate degrees of
authorization because there are different levels of access to the data.
✓ Data Integrity
Data integrity refers to the accuracy and consistency of data stored in a
database management system (DBMS). Database ensures that the data is
reliable and can be trusted for decision making and other critical business
processes.
✓ Data Security
A database’s concept of data security is important. The database should only be
accessible to authorised users, whose identities must be verified using a
username and password.
 ✓ Privacy
The privacy rule in a database ensures that only authorized users can access the
database and view data according to the specific privacy constraints. To
maintain data security, access levels are set in the database so that a user can only
view data that they are not allowed to modify if the permission is not given.
For example, in social networking sites, different accounts have different access
constraints, and users are only allowed to view the other account data that is
permitted for their specific account.
✓ Backup and Recovery
Database Management System automaticlly take backup and recovery processes
to ensure the protection and availability of data. This means that the DBMS
automatically creates and manages backups of the database at regular
intervals, and also provides tools to recover data in the event of a failure or
data loss.
✓ Data Consistency
Data consistency refers to the accuracy and reliability of data stored in a database
or other data storage system. It means that the data is consistent and valid
across all instances where it is stored or accessed.
For example, if a customer’s name and address are stored in multiple tables within
a database, the data must be consistent across all table.
Features of Database
There are some key features of a database:
1. One or more tables can be added in the database.
2. Decreased storage costs and space requirements
3. Users can use query languages in a database.
4. Multiple users can access the data from the database .
5. Unique keys aid in preventing errors caused by human or technological mishaps.
Primary Key, Composite Primary Key and Foreign Key in a Database
In the RDBMS data can be integrated using keys. These are Primary Key, Composite
Primary Key, and Foreign Key, Key are used to make the relationship between the
tables.
1. Primary Key – This unique field is called the Primary Key (PK). primary key is a
field or a set of fields that uniquely identify each record in a table. A primary key
must be unique and cannot contain null values.
2. Composite Primary Key – A composite primary key is a primary key that consists
of two or more fields that together uniquely identify each record in a table.
3. Foreign Key – A composite primary key is a primary key that consists of two or
more fields that together uniquely identify each record in a table.
What is RDBMS?
A database management system that is based on the relational model is called an
RDBMS (Relation Database Management System). Tables are used to organise data in
relational databases. A relational database management system (RDBMS) is used to
store, manage, query, and retrieve data.
Database Objects
a. Tables: Data is arranged into rows and columns in a table, which is a type of data
structure. It can be applied to both the storage and presentation of structured data.
b. Columns or Fields or Attributes: Data is arranged vertically from top to bottom in
columns. Each row of the table has one column, which is a collection of data values of a
specific basic type. The structure by which the rows are put together is provided by the
columns.
c. Rows or Records or Tuples: A row, also known as a Record or Tuple, in a table
represents a single data item. A database table can be represented graphically as being
made up of rows and columns, or fields. Every row in a table has the same structure and
represents a group of connected data.

Difference between DBMS and RDBMS

Aspect DBMS RDBMS
Data structure Data is stored in various Data is stored in tables that are related to
formats such as flat files or each other using a relational model.
hierarchical structures.
Data integrity DBMS systems may or may RDBMS systems enforce strict data
not enforce strict data integrity rules that ensure data
integrity rules. consistency and accuracy.
Data Normalization DBMS systems may or may RDBMS systems follow normalization
not follow normalization rules to minimize data redundancy and
rules. improve data integrity.
Query language Typically, DBMS systems RDBMS systems use standard query
use proprietary query language like SQL.
languages.
Scalability DBMS systems may not be RDBMS systems are highly scalable to
scalable to handle large handle large amounts of data.
amounts of data.
Cost DBMS systems are generally RDBMS systems are generally more
less expensive than RDBMS expensive than DBMS systems.
systems.

How to create a database using Open Office

• Step 1 : Click on Start > Programs > OpenOffice > OpenOffice Base
• Step 2 : Click on Create a new database
• Step 3 : In the Database Wizard, Click on Finish
• Step 4 : Specify a the Name of database and click on Save
How to create a table in Database
The database’s tables are used to store data. In the database, In OpenOffice Base the
tables can be created in two different ways.
1. Create Table in Design View
2. Use Wizard to Create Table
Create Table in Design View
• Step 1 : Click on Create Table in Design View
• Step 2 : Select Field name and suitable datatype
• Step 3 : Set the Primary Key
• Step 4 : Change the table name
• Step 5 : Save the table
Use Wizard to Create Table
• Step 1 : Click on Table > Use Wizard to Create table
• Step 2 : Click the Select Fields > Choose Category > Select the table > Click
on Next Button
• Step 3 : Select data types from the given field
• Step 4 : Set the Primary Key
• Step 5 : Rename the table and Click on Finish
Data Types
The type of data (value) that will be stored in the database is defined by its datatype.
Important to know the different types of data helps to ensure that each property’s value is
as expected and that data is collected in the correct format.

Data types in OpenOffice base are broadly classified into five categories listed
below.
• Numeric Types
• Alphanumeric Types
• Binary Types
• Date time
• Other Variable types
Numeric Types
Numerical data types are data types that store numeric values in a database. Numeric
data types can be further divided into several subtypes, including:

Alphanumeric Types
Data that has both letters and numbers is referred to as alphanumeric type.

Binary Types
For storing data in binary formats, binary data types are utilised. In a database, binary
data types can be used to store things like music and image files. The binary data type
can generally be used to store files in any format.
Date Time
When specifying date and time values for a column used in a database table, date time
data types are used. Information like dates of birth, admissions, product sales, and other
dates can be stored in databases using date and time data types.

Other Data Types

Session 3 : Perform Operations on Table

In Base, data is kept in tables that may be added to, changed, or deleted by using the
proper options.
Insert Data in the Table
• Step 1 : Select the table > Double click on it
• Step 2 : The table will open in Datasheet View
• Step 3 : Now you can Insert Number of records in Datasheet View
Editing Records in the Table
• Step 1 : Select the table > Double click on it.
• Step 2 : The table will open in Datasheet View
• Step 3 : Edit the record as per the requirement
Deleting Record From the Table
• Step 1 : Select the table > Double click on it.
• Step 2 : The table will open in Datasheet View
• Step 3 : Right click on data and select delete option
Field Properties
To modify the field’s attributes It is necessary to modify the table structure in design view.
The following actions will be taken to set the field’s properties:

Select the table > Right click > Select the option Edit > the table Design View
window will open
Following are some properties of data of the numeric type:
1. AutoValue – if set to yes then field will get the auto numeric values.
2. Length – By default length of the field is 10 but the size of the field can be set
to maximum length.
3. Default Value – A default value can be set for a field if user don’t provide any
value while entering the values in the table.
4. Format example – This property helps to set the format of the data entered in
the field such as 91-222-333.
Following are some properties of data of the character type:
1. Entry Required – If set to yes then it will be must to insert the value in the
field which means that field cannot be left blank.
2. Length – By default length of the field is 10 but the size of the field can be set
to maximum length.
3. Default Value – A default value can be set for a field if user don’t provide any
value while entering the values in the table.
4. Format example – This property helps to set the format of the data entered in
the field such as 91-222-333.
Sorting Data
Sorting means to arrange the data in either ascending order of descending order. Sorting
is the process of putting data into a meaningful order so you can evaluate it more
efficiently.
Referential Integrity
The relationship between tables is referred to as referential integrity. Referential integrity
is used to maintain accuracy and consistency of data in a relationship. In Base, data can
be linked between two or more tables with the help of primary key and foreign key
constraints.
Referential integrity helps to avoid:
1. Adding records to a related table if there is no associated record available in
the primary key table.
2. Changing values in a primary if any dependent records are present in
associated table(s).
3. Deleting records from a primary key table if there are any matching related
records available in associated table(s).
Creating and Editing Relationships between Tables
An association or link between two or more tables is referred to as a relationship. You
don’t have to enter the same data again in different tables when you relate two tables.

Relationships between tables helps to

1. Save time as there is no need to enter the same data in separate tables.
2. Reduce data-entry errors.
3. Summarize data from related tables.
Type of Relationships in Database
There are three types of relationships which can be created in tables:

1. ONE to ONE
2. ONE to MANY OR MANY to ONE
3. MANY to MANY
ONE to ONE
In this relationship, both the tables must have primary key columns.
ONE to MANY OR MANY to ONE
In this relationship, one of the table must have primary key column. It signifies that one
column of primary key table is associated with all the columns of associated table.
MANY to MANY
In this relationship, no table has the primary key column. It signifies that all the columns
of primary key table are associated with all the columns of associated table.

Note Removing the Relationships – With the use of the Delete option, the relationships
that have been applied to the tables can also be deleted. When you right-click a
relationship thread, the Delete option will appear.
Session 4 : Retrieve Data using Query
In order to describe the data structure and to modify the data in the database, queries
are used as instructions. A query enables the joining and filtering of data from various
tables.
Database Languages having two type:
1. DDL (Data Definition Language)
2. DML (Data Manipulation Language)

DDL Statements:
• Create: Using this statement, a database or set of tables can be created.
• Alternate: This statement is used to change the table’s structure.
• Drop: This statement is used to remove database objects from the system.

DML statements:
• SELECT: The statement “SELECT” is used to get data from the database.
• INSERT: The statement “INSERT” is used to add a new record to the
database.
• DELETE: The database can be cleaned out by using the statement DELETE.
• UPDATE: This statement is used to modify the database’s information.

Database Query
Query is a computer languages. In order to describe the data structure and to modify the
data in the database, queries are used as instructions. Query can extract particular data
from a database. We can filter and join data from various tables with the help of a query.
By using the criteria you supply query will filter the data.
Select Statement
A select query is a language in a database that displays data in Datasheet view. Data
from tables is displayed by a query rather than being stored by it. A query may display
data from one or more tables, from other queries, or from both of these sources
simultaneously.
The SELECT statement has many optional clauses:
• WHERE specifies which rows to retrieve.
• ORDER BY specifies an order in which to return the rows.
Syntax of Select Statement is –
SELECT * FROM <TABLENAME>;
Query related to Simple Select Statement –
Table Name – product
Product_No Product_Name Price Quantity

25 Soap 40 80

31 Powder 80 30

45 Shampoo 250 25

52 Soap Box 120 100

Question – Write a Query to display all record from the table;

Select * from product;
Output –
Product_No Product_Name Price Quantity

25 Soap 40 80

31 Powder 80 30

45 Shampoo 250 25

52 Soap Box 120 100

Question – Write a Query to display product name from the table;

Select Product_Name from product;
Output –
Product_Name

Soap

Powder

Shampoo

Soap Box

Question – Write a Query to display Product_Name and Price from the table;
Select Product_Name, Price from product;
Output –
Product_Name Price

Soap 40

Powder 80

Shampoo 300

Soap Box 120

Query related to Select Statement with Mathematical function –
Table Name – product
Product_No Product_Name Price Quantity

25 Soap 40 80

31 Powder 80 30

45 Shampoo 250 25

52 Soap Box 120 100

Question – Write a Query to find the total no of quantity available in table;

Select sum(quantity) from product;
Output – 235
Question – Display the total amount of each item. The amount must be
calculated as the price multiplied by quantity for each item.
Select Product_No, Product_Name, Price * Quantity from product;
Output –
Product_No Product_Name Price*Quantity

25 Soap 3200

31 Powder 2400

45 Shampoo 6250

52 Soap Box 12000

Question – Write a query to find the average price of the total product;
Select avg(Quantity) from product;
Output – 58.75
Query related to Select Statement with Where clause
Table Name – product
Product_No Product_Name Price Quantity

25 Soap 40 80

31 Powder 80 30

45 Shampoo 250 25

52 Soap Box 120 100

Question – Write a Query to display the product whose price is less than 90
Select * from product where price < 90;
Output –
Product_No Product_Nam Price Quantity

25 Soap 40 80

31 Powder 80 30
Question – Write a Query to find the total amount of the Shampoo product;
Select Price*Quantity from product where Product_Name = ‘Shampoo’;
Output – 6250
Or
Select Product_No, Product_Name, Price*Quantity from product where Product_Name
= 'Shampoo';
Output – Product_No Product_Nam Price*Quantity

45 Shampoo 6250

Question – Write a Query to display the data whose quantity is equal to 80.
Select * from product where quantity = 80;
Output –
Product_No Product_Nam Price Quantity

25 Soap 40 80

Question – Write a Query to display a list of Products whose Price between 40 to

120.
Select * from product where Price >= 40 and Price <= 120;
Output –
Product_No Product_Nam Price Quantity

25 Soap 40 80

31 Powder 80 30

52 Soap Box 120 100

Query related to Select Statement with Order by

Table Name – product
Product_No Product_Name Price Quantity

25 Soap 40 80

31 Powder 80 30

45 Shampoo 250 25

52 Soap Box 120 100

Question – Write a Query to display the list of Product_Name in alphabetical order.
Select * from product order by Product_Name ASC;
Or
Select * from product order by Product_Name;
Output –
Product_No Product_Nam Price Quantity

31 Powder 80 30

45 Shampoo 250 25

25 Soap 40 80

52 Soap Box 120 100

Question – Write a Query to display the list of Price in ascending order.
Select * from product order by Price ASC;
Or
Select * from product order by Price;
Output –
Product_No Product_Nam Price Quantity

25 Soap 40 80

31 Powder 80 30

52 Soap Box 120 100

45 Shampoo 250 25

Question – Write a Query to display the list of Price in descending order.

Select * from product order by Price DESC;
Output –
Product_No Product_Nam Price Quantity

45 Shampoo 250 25

52 Soap Box 120 100

31 Powder 80 30

25 Soap 40 80

UPDATE_statement
To edit or update already-existing records in a table, use the UPDATE statement. Using
the WHERE clause, you can either define a specific subset of entries to edit or use it to
update everything at once.
Syntax of Update Statement –
UPDATE <table name> SET = value [, column_name = value ...] [WHERE ];
Table Name – product
Product_No Product_Name Price Quantity

25 Soap 40 80

31 Powder 80 30

45 Shampoo 250 25

52 Soap Box 120 100

Question – Write a Query to update the price of Shampoo in the product table.
Update product Set Price = 300 where Price = 250;
Output –
Product_No Product_Name Price Quantity

25 Soap 40 80

31 Powder 80 30

45 Shampoo 300 25

52 Soap Box 120 100

Question – Write a Query to update the Quantity of Powder in the product
table.
Update product Set Quantity = 50 where Product_Name = ‘Powder’;
Output –
Product_No Product_Name Price Quantity

25 Soap 40 80

31 Powder 80 50

45 Shampoo 250 25

52 Soap Box 120 100

Create Table
To create a new table in the database you can use Create Table Command.
Syntax of Create Table –
CREATE TABLE table_name ( column1 datatype, column2 datatype, column3 datatype);
Question – Write a Query to create the following table in the database;
Table Name – product
Field DataType

Product_No Integer

Product_Name Varchar(20)

Price Integer

Quantity Integer

Create table product ( Product_No Int, Product_Name Varchar(20), Price Int,

Quantity Int);
Output –
Product_No Product_Name Price Quantity

Insert Table
Insert statement is primarily used to add a single or more rows to the target table.
Syntax of Insert Table –
INSERT INTO table_name (column1, column2, column3, ...) VALUES
(value1, value2, value3, ...);
Or
INSERT INTO table_name VALUES (value1, value2, value3, ...);
Table Name – product
Product_No Product_Name Price Quantity

25 Soap 40 80

31 Powder 80 30

45 Shampoo 250 25

52 Soap Box 120 100

Question – Write a Query to add a new row with the following details
(72, “Hair Conditioner‟, 350, 60)
Insert into product (Product_No, Product_Name, Price, Quantity) values(72, “Hair
Conditioner‟, 350, 60);
Or
Insert into product values(72, “Hair Conditioner‟, 350, 60);
Output –
Product_No Product_Name Price Quantity

25 Soap 40 80

31 Powder 80 30

45 Shampoo 300 25

52 Soap Box 120 100

72 Hair Conditioner 350 60

Session 5 : Create Forms and Reports using Wizard

Forms
The Form allows you greater control over your outcomes. The form allows you to
customize various parts of the form’s design and then generates a form based on your
instructions.
Steps To Create Form Using Wizard
• Step 1 : Click Use Wizard to Create Form
• Step 2 : Select the selective Fields using Arrow button
• Step 3 : Click Next
• Step 4 : Add Subform if you need to insert
• Step 5 : Click Next
• Step 6 : Arrange selected field in a form
• Step 7 : Click Next
• Step 8 : Click Finish
Reports
A report helps in the presentation of data in a summarized format. It is utilized to create a
clear format for the entire work product. In the database, you can build reports.
Steps To Create Report Using Wizard
• Step 1 : Click on Use Wizard to Create Report
• Step 2 : Select the selective Fields using Arrow button
• Step 3 : Click Next
• Step 4 : Redefine the label of the fields in the reports or else you can set the
default name
• Step 5 : You can define grouping for the fields of the table
• Step 6 : Click on Next
• Step 7 : Click Finish