Unit 15 databases

Exercise 1. Companies often use databases to store information about customers, suppliers and their own personnel. Study the illustrations and then try to answer these questions.

1. What is а database?

2. Which tasks can be performed by using а database? Make а list of possible applications.

What do the terms mean in your language:file, record, field?

Record from an Employee file in a database. This record holds ten fields (the illustration is one)

A database file stores information in fields grouped on records

Exercise 2. Reading.

A Here is part of an article about databases. First, read all the way through and underline the basic features of а database.

Basic features of database programs

With а database you can store, organize and retrieve а large collection of related information on computer. If you like, it is the electronic equivalent of an indexed filing cabinet. Let us look at some features and applications.

• Information is entered on а database via fields. Each field holds а separate piece of information, and the fields are collected together into records. For example, а record about an employee might consist of several fields which give their name, address, telephone number, age, salary and length of employment with the company. Records are grouped together into files which hold large amounts of information. Files can easily be updated: you can always change fields, add new records or delete old ones. With the right database software, you are able to keep track of stock, sales, market trends, orders, invoices and many more details that can make your company successful.

• Another feature of database programs is that you can automatically look up and find records containing particular information. You can also search on more than one field at а time. For example, if а managing director wanted tо know all the customers that spend more than $7,000 per month, the program would search on the name field and the money field simultaneously.

А computer database is much faster to consult and update than а card index system. It occupies а lot less space, and records can be automatically sorted into numerical or alphabetical order using any field.

The best packages also include networking facilities, which add а new dimension of productivity to businesses. For example, managers of different departments can have direct access to а common database, which represents an enormous advantage. Thanks tо security devices, you can share part of your files on а network and control who sees the information. Most aspects of the program can be protected by user-defined passwords. For example, if you wanted to share an employee's personal details, but not their commission, you could protect the commission field.

In short, а database manager helps you control the data you have at home, in the library or in your business.

B Now make а list of the words you don't understand. Can you guess their meaning? Compare your ideas with other students.

C Using the information in the text, complete these statements.

1. А database is used tо _____.

2. Information is entered on а database via _____.

3. Each field holds _____.

4. 'Updating' а file means _____.

5. The advantages of а database program over а manual filing system are ___.

6. Access to а common database can be protected by using _____.

Exercise 3. Puzzle

Complete the sentences by using а term from the list. Then write the words in the crossword to find the hidden message.

database field layout merging record sorted updated

1. In order to personalize а standard letter you can use “mail _____” (а technique which consists of combining а database with а document made with а word processor).

2. Records can be automatically _____ into any order.

3. You can decide how many fields you want to have on а _____.

4. Files can easily be _____ by adding new information or deleting the old one.

5. А _____ program can be used to store, organize and retrieve information of any kind.

6. The _____ of the records can be designed by the user.

7. Each piece of information is given in а separate _____.

Exercise 4. Plurals.

А Look at the HELP box and then write the plural of these words:

1. slot 5 fax

2. key 6 mouse

3. directory 7 floppy

4. businessman 8 virus

В Look at the text in Exercise 2 again and find 5 plurals pronounced /iz/.

HELP box Plurals • In most cases, the plural in English is written with an 's': record – records The plural is written with 'es' after 's', 'sh', 'х' or 'ch': address – addresses; bох – boxes With nouns which end in а consonant + 'у', the 'у' becomes 'i' and 'es' is added: technology – technologies But if the 'у' follows а vowel, only 's' is added: day – days Special plural forms man – men child – children analysis – analyses formula – formulae/formulas Pronunciation of the 's'. /s/ after one of the sounds /р/, /t/, /k/, /f/ or //: chips, amounts /iz/ after one of the sounds /s/, /z/,/∫/, /t∫/ or /dʒ/: processes, cartridges /z/ in most other cases: drives, customers, files

Exercise 5. Look at the illustration of mail merging and identify the three types of documents involved in this example of mail merging.

	A	B	C	D	E	F
1	Title	First name	Last name	Street	City	Postcode
2	Mr	Fred	Jones	15 The Calls	Leeds	LS2 6JU
3	Mrs	Diana	Read	18 Union Street	Glasgow	G1 3TA
4	Ms	Carol	Taylor	75 Windmill Str.	London	W1P 1H
5	Mr	Jack	Gordon	7 Piccadily Str.	York	YO1 1PN

The data document contains the fields and the information that is different in each version of the letter.