← ACARA Digital Technologies Years 7–8

Why use a database instead of a spreadsheet

A database gives every record the same fields and data types and lets you query large amounts of data; a spreadsheet is a flexible grid.

Part of: ACARA Digital Technologies Years 7–8 — Structured Data and Queries — Module 8, QCE Digital Solutions Unit 2 — Data-Driven Problems and Solution Requirements — Module 53, QCE Digital Solutions Unit 3 — Real-World Problems and Solution Requirements — Module 35, QCE Digital Solutions Unit 4 — Complex Digital Data Exchange Problems and Solution Requirements — Module 111, WA Computer Science ATAR Year 11 — Data Management — Module 19

Understanding Why use a database instead of a spreadsheet in ACARA Digital Technologies Years 7–8

What it does: The WHERE condition picks out only the records that match, so you do not need to scroll through thousands of rows by hand. The table definition sets the fields and data types, so every record added must have the same fields and types. Databases are designed to handle large amounts of data and still find records quickly. True. A database fixes the data type of each field. In a spreadsheet you can type anything into any cell. A query selects the matching records for you. Looking by eye is slow and easy to get wrong with lots of data.

Common mistakes: Fields in a SELECT list must be separated by commas. It should be SELECT firstName, points. A query picks out the fields and matching records you ask for. Each field definition in a table is separated by a comma. It should be petId INTEGER, with a comma. A database fixes the fields and data types so every record has the same structure.

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This module's key terms are also in a printable crossword (Modules 331–360) and word search (Modules 331–411).

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Learning
Duo
Which tool makes sure every record has the same fields?
A databaseA spreadsheet
Matches
A spreadsheet cell in the points column holds the text 'lots' while the other cells hold numbers
↓
A flexible spreadsheet grid does not stop mixed data types in one column. A database field has one fixed data type, so this would be rejected.
Applying
Meanings
Term
database
Meaning
A database gives every record the same fields and data types and lets you query large amounts of data; a spreadsheet is a flexible grid.
Practice
SELECT firstName, points FROM students WHERE points > 100;
Testing
Gaps
* FROM students
Check Answer
Spots
1SELECT firstName points
2FROM students

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Quick Questions

1. Which tool makes sure every record has the same fields?
A. A spreadsheet
B. A database ✓
A database fixes the structure so every record has the same fields. A spreadsheet is a flexible grid where each row can be different.
2. Which tool is better for storing thousands of student records?
A. A database ✓
B. A spreadsheet
Databases are designed to handle large amounts of data and still find records quickly.
3. In a database, a field has a fixed data type such as integer or text.
A. False
B. True ✓
True. A database fixes the data type of each field. In a spreadsheet you can type anything into any cell.
4. Which tool lets you ask a question of the data using a query?
A. A database, using SQL ✓
B. A spreadsheet grid, using colours
A query such as SELECT ... WHERE ... picks out the records that match. A database is built for this.
5. Which is a flexible grid where you can type anything in any cell?
A. A spreadsheet ✓
B. A database
A spreadsheet is a flexible grid. A database is stricter because each field has a set type.

Match the Pairs

SELECT firstName FROM students WHERE house = 'Red'; → Asks the database a question: show the first names of only the students in Red house
students(studentId, firstName, lastName, yearLevel, house, points) → Every record in the table has these same fields, each with a fixed data type
A database lets you query large amounts of data to find just the matching records → SELECT * FROM students WHERE points > 100;
A database makes every record follow the same structure, with a fixed data type for each field → CREATE TABLE products (productId INTEGER, name TEXT, price REAL);
A spreadsheet cell in the points column holds the text 'lots' while the other cells hold numbers → A flexible spreadsheet grid does not stop mixed data types in one column. A database field has one fixed data type, so this would be rejected.
Use a spreadsheet to store and search millions of customer records because it is best for large amounts of data → A spreadsheet is a flexible grid that gets slow and hard to manage with huge data. A database suits large amounts of data and queries.

Key Term

database
A database gives every record the same fields and data types and lets you query large amounts of data; a spreadsheet is a flexible grid.

Fill in the Blanks

1. SELECT * FROM students
Hint: Type the keyword that asks the database to pick out data to show.
2. SELECT * FROM students WHERE house = 'Red'
Hint: Type the clause keyword that keeps only the records matching a condition.
3. SELECT COUNT(*) FROM results
Hint: Type the function that counts how many records there are, handy for large amounts of data.
4. CREATE TABLE pets ( name TEXT, age INTEGER );
Hint: Type the data type for a whole number. A database fixes the type of every field.
5. SELECT * FROM students WHERE yearLevel = 7
Hint: Type the name of the table that holds the records being queried.

Spot the Error

Question 1
A SELECT firstName points
B FROM students
C WHERE points > 100;
Line A — Fields in a SELECT list must be separated by commas. It should be SELECT firstName, points. A query picks out the fields and matching records you ask for.
Question 2
A CREATE TABLE pets (
B petId INTEGER
C name TEXT,
D age INTEGER
E );
Line B — Each field definition in a table is separated by a comma. It should be petId INTEGER, with a comma. A database fixes the fields and data types so every record has the same structure.
Question 3
A SELECT name, price
B FROM products
C WHERE stock > 0
D ORDER price;
Line D — Sorting needs the keyword BY. It should be ORDER BY price;. Queries can pick matching records and sort them, even in large tables.
Question 4
A SELECT COUNT(*)
B FROM students
C WHERE house = Red;
Line C — Text values in a condition need quotes. It should be WHERE house = 'Red';. Without quotes SQL thinks Red is a field name.
Question 5
A SELECT name, category
B FROM product
C WHERE price < 10;
Line B — The table is called products, not product. A database table has a fixed name and fixed fields, so the query must use them exactly.

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