A computer database is like an electronic file cabinet full of documents. What makes computer databases useful is the ease with which the data can be entered, stored and manipulated. Unique data needs to be entered only one time. From then on it can be used to create lists, summaries, reports, letters, labels and many other things limited mainly by the imagination of the user.
The program that manages the database is referred to as the database management system or DBMS. Among the most popular systems include Microsoft Access, Oracle, Microsoft SQL Server, MySQL, and File Maker. These databases are far more complex than a text file or a spreadsheet, as they have the ability to relate the records across different tables.
The most common and basic type of data encoding involves an individual’s name followed by the information, with spaces, comma and hyphens separating each relevant piece of information. Items such as these are usually arranged by rows, with each row referred to as a record. Simply put, this type of virtual record is comparable to a real-life list, like a grocery list or shopping list.
A spreadsheet is a computer application that superseded paper worksheets, and is also a form of database. It displays multiple cells that together make up a grid consisting of rows and columns, each cell containing either alphanumeric text or numeric values. Spreadsheets are frequently used for financial information because of their ability to re-calculate the entire sheet automatically after a change to a single cell.
Another advantage in using a database is that it allows for data manipulation. Thus, some database systems are able to retrieve data that matches a certain criteria, delete or update the records, as well as perform complex calculations that concern the data.
Among the most basic examples of a database is the text file. Most ordinary computer users keep their database in the form of a text — like a list of email addresses, a list of names, or a list of telephone numbers. It can be kept in programs such as Microsoft Word, Notepad, or Wordpad. This information is useful in many tasks, such as sending email.