The advantage of a data base is the ability to easily find information you need. This is especially true when you are dealing with very large data bases. You should use these techniques on an actual data base.

 

To find a particular record, choose Find... from the Layout menu.

 

You can type the information you want to find in the spaces provided. For example:

 
Sorting a data base is helpful when it is necessary to place the data base in alphetical order or numerical order. To sort a data base, choose Sort Records... from the Organize menu.

In the sort window shown above, you may choose the items to be sorted and whether you want them in increasing or decreasing order. Click OK when you want to see the sorted list.

Matching records allows you to choose certain record that satisfy particiular conditions.To find the states with area greater than 500000 we would do the following from the Match Records... in the Organize menu.

Use Hide Unselected from the Organize menu to see the matched items.
ASSIGNMENT

 

1. What is a data base? What are the advantages of using a database?

 

2. Describe some databases in which your name is found.

 

3. Create a data base of your choosing; it should have at least 4 fields and at least 5 records. Print the database and print examples that show you can FIND, SORT, and MATCH RECORDS, or just show your instructor that you can do these things.

 

4. Create a mail merge document which will send a letter to each person in your database. See the next page instructions on how to do this.
Database