Embracing Databases Part III
Let's do IT!

Embracing Databases Part II


Getting organized is the theme to this article topic. Using MS Office tools to get organized at home, work, and PDA's with MS Office compatible software tools while out on the town or just living life to the fullest. Organization is the main focus for databases and spreadsheets, whether you are interested in using databases to manage/maintain your business or the business of living. There is very little philosophical difference. In business as in life the more organized you are the better quality growth experiences you are likely to encounter. Preparation is the ultimate goal of becoming organized.
Knowledge is the end result of being prepared. Good software by definition acknowledges the consistent imperfections of the human existence and assists it to achieve results more efficiently.

The software that is ultimately right for you should be measured in terms of the offering that actually caters to your unique needs in order to get organized and stay that way. When in doubt, start with what is readily available and grow from there. Most likely that is going to be MS Office and that is definitely the best place to start applying software and learning at the same time.

Before we drive off into to the land of business and revenue, I also wanted to follow up with some uses for front-end desktop databases that are geared toward fun things, too. Databases may be use for:

Recipes - including good cocktails!
Photo Images - image urls
Travel information- itineraries and journals
Music sharing - including "meta data" on music (band, year, produced by etc.)
Correspondence
Collections- (music, books, videos) this is a great way to keep track of your purchases and catalog them for serious or passionate collectors
On and Offline Auction information- keeping track of what you have sold or are selling
School Term Papers, Thesis, and Report information

Paper file folders and file folders on your Windows applications both have the quality of getting cluttered in relation to maintaining more than ten items per folder. Folders keep like files on your hard drive organized while numerous folders have nowhere else to go but databases. Another way in which you can keep clutter off your PC hard drive is by transferring files and folders that are intended for long-term storage in databases and saving them to disk as Excel or Access file. Database publishing as it relates to MS tools of course takes you to Front Page.

Publishing tools will at some point become relevant when dealing with certain concepts. For this again if you have MS Office Front Page is another great way to learn about publishing tools while you implement.



The strongest of these reasons to publish information are:

1.When keeping records that must be accessible from any location - there are other methods besides web publishing, but these are still not evolved enough as an absolute solution and web security is becoming increasingly more reliable.

2.When keeping records that you would like others to view, of course is number one reason for developing publishing tools and will always be.

3.When sharing the record keeping responsibilities with other members of the family, group, or business this is a growing area that will one day become synonymous with reason number 2.

4.When the records you are keeping are not "personal" (or intended for total privacy like identification information, account information, and credit card information). Again with increased security improvements even this will one day become an obsolete concern.

For beginners just getting familiar with the idea of using databases for personal organizational tools publishing aspects are not going to be relevant for a while. Still the more you know about what to expect from your spreadsheet or database the more you will be inspired to try it for yourself when the time is right.

Standard database features are: Tables, Queries, Forms/sub-forms generating, reports, and relational capabilities. To note earlier versions of MS Office also have Macros & Modules offerings. These features are slated to be phased out in time, still, if you have them don't be afraid to play around with them to see what they can do. Their replacements will most likely do the same job only better.

Access offers intricate and detail oriented databases requirements in order to gather, store, and build data (information records). These architectural or "building" aspect features are important for over all functionality and time inevitabilities. Ultimately the ability to build on data is what serves to separate the spreadsheets from the databases.

Here are some visuals for Access databases features:

Example 1
Example 2
Example 3
Example 4
Example 5
Example 6
Example 7
Example 8
Example 9


Access is a very aware database system designed to be useful to anyone and everyone. In the interest of acknowledging other database offerings, there are guidelines that should help those interested in one day out growing MS. For example there are standard formats for all database developments known as GADBDP (generally accepted database design practices) so that earthlings will not be let down by being adventurous. Databases are made to perform certain and specific functions by definition and any database software one should elect to use will have: Tables, queries, forms, printing, security and reports capabilities. Relational, editing, and publishing offerings will fall in to a varied area. While Access offers the basic requirements and data organizing, for creating and manipulating tables that contain data in continual row/column format, Table linking and data extraction, linking multiple tables by data relationships to create temporary tables. Query link tables and filters (queries are searches). Access query results are presented in temporary tables called record sets or virtual tables. Meaning that the query results will be presented in an organized virtual manner that duplicates the database itself (nice).

Access can import data (information) and export it to/ from Excel and other Access database files. For its popularity and power Access does deliver all database requirements of a professional relational database management system (RDMS), in addition to front-end development tools for use with client server databases (with MySQL as a standard). 'Expressions' is the term used to calculate values from data.

Access offers extremely functional data entry and editing features as well as presentation requirements in the form of reports that summarize record sets, to scan, view, print, and publish.

Another testament to Access's new user choice reputation is of course, the MS "editor tool bar" everyone has come to love and depend on because well, it gives support and creativity needed for even personal record keeping. Data Entry and Online reading would not be as much fun without it, with Access you don't have to compromise or sacrifice on those tool/features!

Database relationship tables are: 1 to 1 and many to 1 likewise, 1 to many and many to many. Finding and sorting data headings and subheadings/sorting data fields; data may be sorted in tables, queries, forms, and pages. Subheadings may serve as main database data, extensions, or conclusions. Finally, to give the last bit of information needed to begin feeling comfortable using a database, hyperlinks may be used in data fields as data entry. This is good in areas where you data (information) that you are keeping is already published somewhere on the web. It is still entirely possible to be web savvy and new to software uses like Access and Excel especially for personally record keeping.

MS Office tools before XP are not necessarily aesthetically attractive, but, they are highly powerful, efficient, and the most reliable. This is especially good to realize for those who are inexperienced and are not clear about what to expect from a database or spreadsheet. Certainly, the answer is nothing less than what MS has set the standard for!

A couple of quick thoughts to end Part III and get your ready to round out Part IV for business applications discussions, since I already have your attention and you now know not only what a database is good for but how it can start doing you some good. Here it goes:

1.In case you were wondering, database tables may relate to each other for personal use like connecting a Contact Database with To Do Table and Notes Index: ex. "Aunt Sheryl" as a query could produce: Aunt Sheryl's phone number and address, connected to notes for Aunt Sheryl's birthday reminder, connected to "To Do List" for buy Aunt Sheryl roses have them delivered to her house.

2..CSV file extension is important (CSV = Comma separated value) just so you know. This file extension type is very important, as it's the most popular type presently used for saving files to be transferred, transmitted, or opened with regard to spreadsheets (excel), email (outlook, Yahoo, and more), and PDA applications. This is the key extension as of the present 2003 being used to connect data to different software applications and hardware ports.

3.How to create a database; Access offers Wizards or you may choose to create your own. Using the wizard once or twice and you should be able to create your "own" customized database. Access keeps Data field naming, data types, and subtypes fairly intuitive. Naming fields for example: 'First Name or Last Name', data types are text, currency, hyperlinked, or numeric, when in doubt select text. Finally, choosing the number of columns you will need is fairly 'straight forward' with the wizard so play around with it extensively before building them alone and remember the goal of getting organized is to be prepared. So, be prepared to create a customized database before you actually have to build one!

Embracing Databases Part II
Tag! You’re, IT?
Embracing Databases Part I

In general the average earthling is only vaguely aware of what a database is and more often than not this has to do with their job or office environment. It may not be totally obvious that databases are already a part of your everyday life.

Some examples of databases already in everyone's day-to-day life:

Cell phones -"phonebooks" are in fact databases of contact names and numbers. In fact, when you press the menu button on your cell phone you are searching a database in which all the options or sub menus are databases sitting within this searchable database and are likewise expressions of relational database properties*. *I'll explain that in the future

PDA's contain modified database like applications because it is able to structure and store data, which is basically or fundamentally what databases do. You may consider the program feature of your stereo to be a crude model for database conceptualization if for no other reason than the program feature enables storage of CD and track information to be replayed. So, there is some data being stored in this instance.

You could look at your voice mail or answering machine as a temporary voice activated database because it enables data to be stored via recording. When you are willing to splice it down to the barest essentials databases are to text and numeric data what music is to a CD, tape, or digital recording.

Suddenly, I am hoping that any lingering doubts about what databases and data are defined as are all but eliminated. Database applications in the context of this discussion provide structure to text data. Text data is basically information that comes in the form of text.

The difference between what is considered data vs. what is considered a document really is the structuring relevancy. Unstructured data rests in more complex applications. This page of text for example could be considered unstructured data. Structured data is data that must be categorized in order to make sense. Like Name: 'Bob Marley' Address: '725 Cornawall Road, Montego Bay Jamaica W.I''and so on. This data has value in a different way that may be collected and compiled to form conclusions, queries, analysis, and communication.

You could just as well say at least in the present time that unstructured data is defined as large bodies or chunks of information and structured data is smaller or concentrated bodies of data. I say presently because such basic definitions will not stand the test of time when unstructured data shrinks and structured data grows in size. They will still be different data types, size is not so much illustrated for literal relevancy, rather to provide visual concepts based on "common environment examples" that may be located where ever you may be when you happen to find this article. This doesn't mean to provide literal "in the box" explanations rather to provide the myriad of reader types with the ideas necessary to create completely realistic and logical ideas in ones imagination about how to mentally and emotionally regard these types of software applications and feel comfortable using them, learning them, and engaging in conversations about them. It is now officially 'safe' for earthlings to begin doing so. Part of becoming familiar with software developments, like everything else in life depends mainly on: interest, information, imagery, and experience.


In Part I of "Embracing Databases" I discussed using Spreadsheets and Databases for personal organizational efforts. In this portion of Part II I will continue from where I left off and expand on tools available.

Spreadsheets function as flat data pages. Current Excel spreadsheets have more elaborate tools, which enable: queries, filtering, import/export, table lists and reporting. There is definitely a nice blend of offerings for personal applications as well as, profession. This is what makes it such a great choice for beginners looking for calculations record keeping assistance. By the time you have exhausted the complexities of Excel you will be more than prepared for working with Access.

To Finish up with Excel Spreadsheet capabilities, with Excel Spreadsheets you may: Analyze Data, Automate tasks, Create Charts (for visual aids), Collect new or additional data, Format your spreadsheets, Create Forms & Tables, Print, Store, Review, and Collaborate information. An asset when planning parties, weddings, family reunions, and other group oriented personal events.

For more on getting the most out of Excel spreadsheets click here:
http://search.office.microsoft.com/assistance/tasks.aspx?p=Excel
*To note everything that Excel can do Access can also do with only subtle exceptions.

Accessing Access Databases. Why Access, there are so many? I say start with Access for a couple of reasons. One because it’s the most widely available and accessible database software in general, Two because I have interviewed several different types of people with no knowledge of each other similar levels of basic experience and they all agreed that Access would be the first database software they would reach for as a beginner.

Access, is not a bad choice even if you don’t have it and have something else and are a "novice" with databases you may want to start off with access because there is a considerable amount of support, tips, suggestions, and assistance available. It’s a powerful complex desktop system that is fun to use and interact with to keep you in control of your data management while you learn.

For a list of cool things you can do with Access databases click here:
http://search.office.microsoft.com/assistance/tasks.aspx?p=Access

Conceptualizing access relational database tools is a 3-dimensional idea that data may be linked in sub data categories within one database. So that search queries may result in thorough findings for any given topic or data entry field. This aspect of data collecting is of greater relevancy for professional or business requirements but may become relevant for personal use when larger families or households are concerned. In that sense relational databases are a practical personal management application! RDBMS (relational database management systems), just to familiarize you with the "lingo" when exploring databases you will find terms like flat database, tables, and relational databases. Not to worry, things pretty much fall in the order of the most simple to complex, a flat database is just one step from a spreadsheet, tables slightly more complex, and relational database features sort of round out and enable incorporating all data files in one searchable and organized database situation.

Some of this is fairly intuitive the rest comes from hands on experience. Still where there is interest there is evolution.

Newer MS Office Features are broadening further to accommodate more HTML and Publishing requirements. This makes some of the publishing dynamics of FrontPage become more relevant in addition to illustrating "web service" like integration capabilities with other software tools and applications.

For example Synchronizing PDA's, many of the database offerings both standard and as added software functions are created to communicate with MS Office files. Extending the Import/Export features as well as, updating information, collecting new information. Nice to know that all your organizational efforts to make your life easier and more orderly may now travel with you, wherever you go and remain available to you. The only thing better than getting organized is staying that way.

The best way to avoid over spending where technology is concerned is staying informed there are so many software and hardware tools available one could easily over invest and still be at square one. Go slow or should I say at the pace that is natural and sensible for you and your needs. The more informed you are the better decisions you can make to determine what your real needs are. Remember that time plays a key factor in retail prices this is true for software as it is for hardware. In time, things become less expensive and more efficient. So the less experience you have to less obligated you should feel to be on the cutting edge especially, if you simply cannot afford it.

It's good to know what is out there if only to reassure you that you are not wasting your time. Your efforts to assimilate software tools into your life will never become obsolete rather you have more tools to add to your efforts, new ideas, and new mobile opportunities to grow with your needs.

News : Father of the RDBM dies

Embracing Databases, Data, and Software
Are we There yet? Part I


"Caring for his father and sharing their final moments together helps Peter to grow and recognize the fundamental virtues of living - what ITs all about. He saw that it was love and work and true hope.

He saw that all the love in world, which was sweet and fine, was not love at all without its work, and that work could not exist without the kindness of hope.

Together father and son attain an understanding about life's telos- including its troubles and difficulties and struggles - at times calling existence itself into question: they did that every day, yet they did not hate life, they loved it. They saw that life was like a kind of work, a poor miserable disconnected fragment of something better, far greater just a fragmentary isolated frightened sweating over a dripping faucet-time of the world, a tattered impurity leading from moment to moment towards the great pure forge-fires of workday life and love human comprehension" (472); page(s) 12-13 of "Kerouac, the word and the way prose artist as spiritual quester" by Ben Giamo

The process of organization for the purpose of collecting new information, thinking of what the future may bring, and making sense of where you have been so far is the key ideology behind software and software tools for spreadsheets, databases, and PDAs (personal digital assistants / the electronic version of a notepad and addressbook).

Typically what was once left in files folders, notepads, notebooks, binders, address books, diskettes, and post its are finding homes in technology software. Free from the hassles that paper record keeping and organizing may bring; torn pages, worn pages, missing pages, and once you spilled your drink on them because the phone rang and scared your cat smeared pages. The more real life scenarios take place the better things like software, databases, spreadsheets, and PDA's start to look. Something real that may also exist virtually, something protected from time, and circumstance.

The more evolved these software tools become, the more useful and practical to everyday life applications for everyone as well. While it may be hard to get excited about technology unless you are working in the industry, some may feel that most of the newest software is out of reach, has a bugs, or is way too complicated to use for the retail price. IT remains undeniable, however. Every passing year makes it abundantly clear that these things (software, tools, and applications) are good and useful things made by people who understand the importance of keeping one's life organized, keeping it realistic, and keeping easy to use; especially in terms of all the demands any one person may know in a lifetime.

With regard to all the intricacies, unknowns, and pricing the best thing to do is simply go slow. Start at the beginning and be innovative. Invest in something you can afford for hardware, it does not have to be cutting edge to make all the difference in your life. Learn to use software that comes with systems you currently use more often than not you will find through friends, groups, search queries, that what you have installed can give you more mileage than you ever imagined, best of all, it's already there.

Microsoft Office has got to be one of the first ideas that come to mind. Because its complexities are overtly discreet, it is quite easy to underestimate its power. MS Office is installed on almost every PC in the world homes and offices alike, yet very few have been made aware to take the time to explore it further. In fact there are very few things a PC owner could get an itch or inspiration to do that cannot be done on some level with Microsoft Office features. As a fundamental tool it's pretty aware and still growing.

Just to get going so we are on the same page; MS Office offers:

Excel - spreadsheets and introduction to database tools;
Access - a highly developed desktop relational database tool;
Outlook - email correspondence tool;
Frontpage - web page or html page publishing tool;
Word - text and document creating tool;
PowerPoint - presentation tool.

All of which serve to coexist and interact freely with each other or independently from your desktop. Even if you are not a huge fan of Microsoft or its products there is no denying that as software pioneers go, there is very little in the industry that was not motivated or inspired by what Microsoft has produced.

For the now, I wanted to address Data, Databases, and Spreadsheet aspects since these are the most required and least comprehensive to the average earthling (what I have dubbed the non - technology geek, buff, or developer). Frontpage is yet another tool that falls somewhere between necessary overrated for the average earthling. MS Word and Outlook have succeeded in making a name for themselves on their own despite their high-powered siblings.

PowerPoint, to be honest I have never had to use, do not fully grasp in real life applications beyond making funny visually stylish emails to forward to your friends and family when you are suppose to be working. I suppose I may not be the only one.
I have never had to give many presentations since Harvard Graphics days in College but I do realize that whatever most presentation tools can do Power Point is obviously every bit as efficient and fun to use I can see this, just from the quality email I get alone.

Since most database related articles and discussions I have found are focused around business applications and developer concerns for programming and web service evolutions, I wanted to focus on the often less explored and underrated, "Databases and Spreadsheets for Personal uses."

Most of us no matter how diverse have universally common interests and activities such as:

-Employment records
-Tax records, copies of returns, W2's, etc.
-Personal Calendars for daily, monthly, annual activities
-Personal Finances, Checking / Savings account balances and records
-Credit Card Information
-Insurance, Medical Information, Identification Information
-School Records, transcripts, resumes, letters of reference
-Household and Personal budget plan or records
-Shopping Lists
-Misc. Notes, reminders, post its
-Address Books
-Automotive records, finance documents, insurance, registration information, maintenance records
-Routine errands and To Do Lists

In all honesty these are pretty much absolutes for the human existence and most of which are dealt with one of three ways.

1. Keeping a collection of assorted files and file folders rarely organized and usually collecting dust unless some unexpected urgency demands otherwise.
2. Dumping the burden on someone more organized than me
3. Last and worst idea - tossing things and living in the moment


Of course the third option is initially quite popular until the inevitable reality creeps in and we realize that we cannot live this way.

So most of us by the time we are in our mid - twenties are living somewhere between options 1 and 2.

If you can relate to this information so far, keep reading because we are almost there. The best and most sure fire way to stay organized is to organize in steps beginning with internal expectations like: I wish my life were simple or I just want to be able to find things when I need them or,I am always so busy, I can never seem to stay on top of things or do the things I really want to do.

The first thing to do is take a deep breath search the house for the nearest computer and take control! Spreadsheets have come along way since the 1980s as so not to distort facts, but earthlings may use spreadsheets as the beginning steps to using organization software for order maintenance. Truthfully, with or without my blessing earthlings and aliens alike are finding inspiration in the advanced simplicity spreadsheets may offer, especially in situations like numeric record keeping because of the calculation tools available. Simple record keeping may also be done successfully with regard to important numbers, credit card information, and identification records.

For preliminary organization those are typically the first things that fall into chaos therefore the first area to beginning clearing out. A great personal discipline for changing the way you keep records is start where you are. If you don't keep records at all, STOP! Start keeping records. In fact until you are in a routine of knowing what to discard and what to keep record of, keep everything. Get a box of File folders and go to town.

Once you get use to this and you have found that you have a monster of dusty folders chasing you around start sorting information for what may be easily stored and updated in a spreadsheet. Once you have updated all your information (it is a good idea to keep back up disks just in case) destroy the paper folder and never remake a folder you have just destroyed. Once you have crossed over into keeping organized via software never turn back. Repeat this activity until all the folders you have created are now gone and nothing remains except for actual invoices and documents that may not be transferred or duplicated. Really, this is a very small and growing smaller by the year area.

At some point mid transition you will find that a database is simpler than a spreadsheet. The reason being is that you are going to need things that only a very creative and experienced spreadsheet user could maneuver around. With that same amount of time you could have created a relational database uploaded the information and gone on with the day. So it is important to know when to move from a spreadsheet to a database. MS Office is a great place to start because like I mentioned before it is probably already on your desktop and because all the tools interact for easy importing and exporting. So that once you become more experienced with databases you may begin expanding your information using these features.

Wizards are great! Lets celebrate. I don't care how knowledgeable one may or may not be, there is no getting around the fact that wizards help keep us focused, teach us to feel more confident with software, and often do thinking that we find mundane or abstract. By the time Wizards annoy you, you will know enough to do most everything as an after thought! It is a great idea! As good as the "training wheel" I must admit.

In line with the article flow, by now we have:

1.Realized our computer is cool and has software on it that can make my life easier.
2.Come to terms with the fact that chaos surrounds everyone and it is time to get organized.
3.No one person is alone in this struggle.
4.Record Keeping is unavoidable and its time to get modern and get real about the best and most efficient way to become organized in order to organize and customize our own unique worlds.

Conclusion to Part I of Embracing Databases: are we there yet?