Excel databases: Creating relational tables
Apr 06, · Part 1 - Normalize and Create the Database Evaluate the available data, examining the relationships between them and then identify any areas where you can generate third normal form for the data. To create the relationship choose DataBase Tools > Relationships. When the Show Table dialog appears, click Customer and click Add, then click Visits and click Add and then click Close. You'll see two lists on the screen displaying the fields in each table.
It has since become the dominant database model for commercial applications in comparison with other database crsate such as hierarchical, network and object models. A relational database organizes data in tables or relations. A table is made up of rows and columns. A row is also called a record or tuple.
A column is also called a field or relatiojal. A database table is similar to a spreadsheet. However, the relationships that can be created among the tables enable a relational database to efficiently store huge amount of data, and effectively retrieve selected data.
Database design is more art than science, as you have to make many decisions. Databases are usually customized to suit a particular application. No two customized applications are alike, and hence, no two database are alike. Guidelines usually in terms of what not to do instead of what to datanase are provided in making these design decision, but the choices ultimately rest on the you - the designer. Once you have decided on the purpose of the database, gather the data that are needed to be stored in the database.
Divide the data into subject-based tables. Choose one column or a few columns as the so-called primary keywhich uniquely identify the each how to clean aquaguard ro filter the rows.
In the relational model, a table cannot contain duplicate rows, because that would create ambiguities in retrieval. To ensure uniqueness, each table should have a column or a set of what size heat mat for 4ft vivariumcalled primary keythat uniquely identifies every records of the table.
For example, an unique number z can be used as the primary key for the Customers table; productCode for Products table; isbn for Books table. A primary key is called a simple cdeate if it is a single column; it is called a composite key if it is made up of several columns.
You have to decide which column s is to be used for primary key. The decision may not be straight forward but the primary key shall have these properties:. Let's illustrate with an example: a table customers contains how to create a relational database what glows best in blacklightfirstNamephoneNumberaddresscitystatezipCode. Name may not be unique. Phone number and address may change. Hence, it is better to create a fact-less auto-increment number, say customerIDas the primary key.
A database consisting of independent and unrelated tables serves little purpose you may consider to use a spreadsheet instead. The power of how to be more understanding database lies in the relationship that can be defined cgeate tables.
The most crucial aspect in designing a relational database is to identify the relationships among tables. The types of relationship include:. In a "class roster" database, a teacher may teach zero or how to make faces on facebook with keyboard classes, while a class is taught by one and only one teacher. In a "company" database, a manager manages zero or more employees, while an employee is managed by one and only one manager.
In a "product sales" database, a customer may place many orders; while an order is placed by one particular customer. This kind of relationship is known as one-to-many.
One-to-many relationship cannot be represented in a single table. For example, in a "class roster" database, we may begin with a table called Teacherswhich stores information about teachers such as nameofficephone and email. To store the classes taught by each teacher, we could create columns class1class2class3but faces a problem immediately on how many columns to create. On the other hand, if we begin with a table called Classeswhich stores information about a class courseCodedayOfWeektimeStart and timeEnd ; we could create additional columns to store information about the one teacher such as nameofficephone and email.
However, since a teacher may teach many classes, its data would be duplicated hoow many rows in table Classes. To support a one-to-many relationship, we need to design two tables: a table Classes to store information about the classes with classID as the primary key; and a table Teachers to store information about teachers with teacherID as the primary key.
We can then create the one-to-many relationship by storing the primary key of the table Teacher i. The column teacherID in the child table Classes is known as the foreign key. A foreign key of a child table is a primary key of a parent table, used to reference the parent table. Take note that for every value in the parent table, there could be zero, one, or how to get tax help rows in the child relatiojal.
For every value in the child table, there is one and only one row in ot parent table. In a "product sales" database, a customer's order may contain one or more products; and a product can appear in many orders. In a "bookstore" database, a book is written by one or more authors; while an dtaabase may write zero or more books.
This kind of relationship is known as many-to-many. Let's illustrate with a "product sales" database. We begin with two tables: Products and Orders. The table products contains information about the products such as namedescription and quantityInStock with productID as its primary key. The table orders contains customer's orders customerIDdateOrdereddateRequired and status. Again, we cannot store the items ordered inside the Orders table, as we do not know how many columns to reserve for the items.
We also cannot store the order information in the Products table. To support many-to-many relationship, we need to create a third table known as a junction tablesay OrderDetails or OrderLineswhere each what is sunglasses in spanish represents an item of a particular order.
For the OrderDetails table, the primary key consists of two columns: orderID and productIDthat uniquely identify each row. The many-to-many relationship is, in fact, implemented as relatjonal one-to-many relationships, with the introduction of the junction table.
In a "product sales" database, a product may have optional supplementary information such as image x, moreDescription and comment. Keeping them inside the Dataase table results in many empty spaces in those records without these optional data. Furthermore, these large data whats going on in austin degrade the performance of the database.
A record will only be created for those products with optional data. The two tables, Products and ProductDetailsexhibit a one-to-one relationship. That is, for every row in the parent table, there is at most one row possibly zero in the child table. The same column productID should be used as the primary key for both tables. Some databases limit the number of columns that can be created inside a table.
You catabase use a one-to-one relationship to split the data into two tables. One-to-one relationship is also useful for storing certain sensitive data in a secure table, while the non-sensitive ones in the main table. You need to choose an appropriate data type for each column.
Apply the so-called normalization rules to check whether your database is structurally correct and optimal. This properties is known as atomic. Instead, you should create another table using one-to-many relationship. Furthermore, if the primary key is made up of several columns, every non-key column shall depend on the entire set and relatinal part of it. If unitPrice is dependent only on productIDit shall not be kept in the OrderDetails table but in the Products table.
On the other hand, if the unitPrice is dependent crsate the product as well as the particular order, then it shall be kept in the OrderDetails table. In other words, the non-key columns are dependent on primary key, only on the primary key and nothing else.
For example, suppose that we have a Products table with columns productID primary keyname and unitPrice. The column discountRate shall not belong to Products table if it is also dependent on the unitPricewhich is not dxtabase of the primary key.
At times, you may decide to break some of the normalization rules, for performance reason e. Make sure that you fully aware of it, develop programming logic to handle it, and properly document the decision. Otherwise, it cannot uniquely identify the row.
For composite key made how long to roast a lamb shank of several columns, none of the column can databaase NULL. Referential Integrity Rule : Each foreign key value must be matched to a primary key value in the table referenced or parent table.
Most RDBMS can be setup to perform the check and ensure the referential integrity, in the specified manner. Business logic Integrity : Beside the above two general integrity rules, there could be integrity validation pertaining to the business logic, e. These could be carried out in validation rule for the specific column or programming logic. You could create how to create a relational database on selected column s to facilitate data searching and retrieval.
A specialized index e. However, the index needs to be rebuilt whenever a record is changed, which results in overhead associated with using indexes. How to create a relational database can be defined on a single column, a set of columns called concatenated indexor part of a column e.
You could built more than one index in a table. For example, if you often search for a customer using either customerName or phoneNumberyou could speed up the search by building an index on column customerNameas well as phoneNumber.
Latest version tested: MySQL 5. Database Design Objective A well-designed database shall: Eliminate Data Redundancy: the same piece of data shall not be stored in more than one place. This is because duplicate data not only waste storage spaces but also easily lead to inconsistencies.
Step 1: Define the Purpose of the Database Requirement Analysis Gather the requirements and define the objective of your database, e. Drafting out the sample input forms, queries and reports, often helps. Step 2: Gather Data, Organize in tables and Specify the Primary Keys Once you have decided on the purpose of the database, gather the data that are needed to be stored in the database.
Primary Key In the relational model, a table cannot contain duplicate rows, because that would create ambiguities in retrieval. The primary key is also used to reference other tables to be elaborated later. The decision may not be straight forward but the primary key shall have these properties: The values of primary key shall be unique i. For example, customerName may not be appropriate to be used as the primary key for the Customers table, as there could be two customers with the same name.
Who needs a relational database
Nov 06, · Let's create a relational database with several separate tables or spreadsheets. Creating the Master Table 1. Use the same fields shown in . Gather all of the types of information you might want to record in the database, such as product name and order number. Divide the information into tables Divide your information items into major entities or subjects, such as Products or Orders. Each subject then becomes a table. Jul 05, · The ensuing instruction set details how to design relational databases in Microsoft Access. This guide will first show how to properly link two (2) tables. I will then detail how to create a form from this new relationship, allowing the user to input new information into the database. No previous experience with this software is required.
Excel possesses formidable database powers. Creating a relational database starts with a Master table that links it to subordinates, called awkwardly Slave, Child, or Detail tables. Before we dive in, we've provided you with a sample workbook you can use to follow along with our how-to and practice each step. Just click the arrow or link below to start the download. Excel's organizational structure lends itself well to how databases work.
A database is a collection of connected items spreadsheet that, when associated, creates a single record row inside a group of multiple records table. One spreadsheet, alone, is a database, but not a relational one. The relational database is a combination of the Master spreadsheet table and all of its Slave tables or spreadsheets.
For example, your driver's license is a single record in a flat-file database that resides on a computer at the Department of Motor Vehicles DMV. Your license contains your name, gender, height, weight, eyes and hair color, address, date of birth, license issue and expiration date, license class. Because it's possible to have multiple people with the same name, address, gender, and description like a father and son , driver's licenses all have license numbers. This unique number is called a Key Field, which is used to connect a flat-file database to other associated databases called relational databases.
This foundational Master database in this example contains all the information that's on your driver's license. One or more related databases, called Slave, Child, or Detail databases, contain additional information that's related to the individual drivers identified by the unique key field License Number.
For example, one Slave database might contain all of the individual's driving violations, while another might contain all the previous addresses of the individual drivers. Other types of relationships include One-to-One and Many-to-Many. In a Sales database where customers purchase products, some customers might receive special discount rates such as wholesale, retail, tax exempt, etc. That would be a one-to-one relationship with the Customer database.
When a customer can purchase many products and the same product can be purchased by many customers, you have a many-to-many relationship. There are many reasons to create relational databases. The most obvious is so you don't repeat the same data on every spreadsheet in your workbook. For example, it's redundant, time-consuming, and resource-intensive to retype all the driver's names and birth dates from the Master database to the multiple Slave databases.
And even if you copy the information from one to the other, it still uses unnecessary disk space and memory, which slows everything down.
Also, the name and birthdate are not really unique. For example, there are likely hundreds of Jack Taylors and John Smiths, and some of these could easily have the same birthdate. But if you just use the License Number, you can't identify the drivers, so you're forced to be safe to use all three fields at least.
The most essential reason for relational databases is to create queries and filters that can extract specific information and print reports. Without the relational database capacity, you would have to cut and paste this information together from three or more spreadsheets onto a fourth spreadsheet, then hope—when you're all finished—your boss doesn't announce, "I said Sarasota County, not Santa Rosa County.
Use the same fields shown in the first screenshot above "A basic flat-file spreadsheet database" , and then fill in records with your own data or use ours. When finished, highlight the entire table including the headers; that is A1 through I15 A1:I If the range is highlighted which it should be , the range address appears in the field called: Where is the data for your table in the Create Table dialog box.
Notice the table now shows down arrows beside each field name. Click one of the down arrows e. This box contains Sort options that include filters, which allow you to display specific information based on the selected filter. NOTE: Don't panic when all the remaining records disappear.
They are not gone, just hidden. To view them again, click the down arrow beside the field City, then click the All button, and they're visible again immediately. TIP: Click the Text Filter s option on the Filters dropdown menu to select filtering options from the popup list as opposed to just matching fields from the Checkbox List.
Remember to change the tab that says Sheet1 at the bottom of the spreadsheet to say Master. Double-click the spreadsheet tab to change the name quickly.
Next, create the Slave Tables. Name one of these Violations and the other Addresses. Copy column A License Numbers to column A in both of the other spreadsheets. Adjust the column widths to NOTE: Remember, the Slave table in this example is a one-to-many, which means there are multiple records per driver, so the Key field License Number can—and will—be repeated many times. We are copying it to the Slave tables so you don't have to re-enter the data.
For each multiple entry, just recopy the License Number before you enter the data in the rest of each record. Use the same fields shown in the following screenshot "Relational database: Violations Slave Table" below, and then fill in your own data or use ours. Enter around 30 records with repeated License Numbers. For example: License number F is repeated three times. This means Roger Anderson the driver with this license number has three driver's violations. The range address appears in the field called: Where is the data for your table in the Create Table dialog box.
Notice the dialog menu box that appears. Experiment with the Sorting and Filters to view different results from this table.
This means Roger Anderson the driver with this license number has three previous addresses. Repeat the instructions from 5 through 9 above, this time naming the Table Addresses and defining the range as A1:E And that's all there is to it. JD Sartain is a technology journalist from Boston. Rob Schultz. This is a workbook with multiple spreadsheets whose content can be used to practice Excel tasks in relational databases, reports, and pivot tables.
JD Sartain. Note: When you purchase something after clicking links in our articles, we may earn a small commission. Read our affiliate link policy for more details.