What Is Database Software?

Date First Published: 30th November 2023

Topic: Computer Systems

Subtopic: Computer Software

Computer Terms & Definitions

Difficulty Level: 3/10

Learn about what database software is in this article.

Database software is a type of productivity software used to create, edit, and manage databases. Databases can be about absolutely anything, including inventory, customer details, sales transactions, etc.

Database software is one of the core components of office suites, along with spreadsheet software, presentation software, and word processing software. Examples of database software are Microsoft Access, MySQL, Oracle Database, and OpenOffice Base.

Features Of Database Software

Common features of database software include:

• A GUI that consists of structured fields and tabular forms that give users a view of the data present in a database along with the tools to manipulate and query the data.
• Ability to add, delete, and modify database records.
• Ability to run SQL commands to interact with the database software.
• Ability to build tables and forms to add and organise new data.
• Querying data - One of the main features of database software is the ability to quickly and easily find relevant information and retrieve data. Data can be extracted from the database based on user-defined criteria.
• Reports - Most database software can pull out data into professional-looking reports that can be used to present it in an easily readable format. It can also include graphs, charts, and summaries.
• Validation - Data can be validated using custom rules. For example, rules can be set so that a field only accepts numbers within a specific range, preventing data entry errors.
• Data integrity maintenance - Database software maintains data integrity and rejects operations that violate referential integrity for table relationships.
• Data normalisation - Used to reorganise data in a database and make data free from redundancy and modification errors.
• Templates - Database software often comes with a range of customisable templates that can be used as a starting point for a database.
• Multi-user access - Database software often allows multiple users to access the same data. Some users may be restricted from seeing and/or modifying specific data types and only authenticated users can access the database.
• Customisable forms - Database software often includes the ability to create custom forms that provide a user-friendly interface for entering and viewing data in the tables. This includes the ability to add controls, such as text boxes, drop-down lists, and buttons.
• Macros, which can automate common tasks in the database, such as opening forms and running queries.

Advantages and Disadvantages Of Database Software

• The user interface is often user-friendly. This means that databases can be created, edited, and maintained using a drag-and-drop interface without needing to learn complex commands to interact with it.
• Unlike spreadsheet software, it is much easier to identify data entry errors. Database software often comes with features that can quickly and accurately resolve errors, like empty fields, data redundancies, or incorrect data types.
• It is useful for handling large amounts of data. Queries can be used to extract information from the database, helping users to find what they are looking for.

• It often lacks flexibility. Unlike other productivity software, styling options like fonts, font sizes, background colours, text colours, and cell borders are not usually included in database software.
• It can be expensive. Depending on the features and the provider, some database software can be very expensive due to the costs and time involved in developers building it.
• It often takes time to learn how to use the database software effectively. Some database software can be complex and time-consuming to learn.

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