Datasheet

8
Part I ✦ The Fundamentals
✦ Many people can simultaneously access the database. If several people in a
company need to view or modify the information in a database, you can use
a database program on a network. Some database programs — including
FileMaker Pro—also enable you to publish and share your data over the
Web or a company intranet.
✦ You can readily use information for multiple purposes. For example, you can use
the address information in records to print mailing labels, envelopes, a pocket-
sized address book, or personalized form letters.
✦ You can create custom reports. Only you are in a position to decide which
reports are essential to running your business, department, class, bowling
league, or home. In most database programs, you can create your own reports
and lay them out in any format that meets your information needs. Because
you can save report formats on disk, you can reuse a format whenever you
want to generate a current report.
✦ You can use data from one program in another program. Most database programs
can import and export data.
• Importing enables you to bring information into the database from other
programs. For example, you might already have an address book program
in which you’ve recorded the addresses of friends and business associ-
ates. Rather than retyping those addresses in your database program,
you can export them from the original program (creating a file that your
database program can read) and then import them into a database.
• Exporting, on the other hand, enables you to use fields and records in a
database to create a file that other programs can understand. For exam-
ple, you can easily export numeric data so that you can graph it with a
spreadsheet program, such as Microsoft Excel.
When should you use a database program?
Not every database is a good candidate for computerization. Specifically, when
deciding between using a paper database and using a computer database, you must
ask yourself the following questions. (The more Yes answers you give, the more rea-
sons you have for using a database program.)
✦ Will the contents of individual records change frequently? If the information for
each record isn’t static and editing is often necessary, choose a computer
database.
✦ Is much of the information repetitive? A database program can have default
entries for fields. If much of the information that you’ll enter is repetitive,
using a database program can help you avoid unnecessary typing.
✦ Must the records be grouped or sorted in different ways? Database programs can
quickly re-sort and select records for even very large collections of data.
06_082771_ch01.qxp 8/25/06 3:23 PM Page 8