LESSON 21

ARRANGING RECORDS OF A DATABASE

INTRODUCTION
Organizing a database means arranging individual records so that they appear in a sequence that
makes a proper sense and helps you to work with database efficiently. The concept can be
appreciated by taking an example of telephone directory. Imagine a situation where names in the
directory are not arranged alphabetically. This will create a mess and take much longer time to find
a particular name in the directory.
21. 2 OBJECTIVES
At the end of this lesson you would be able to
• use the SORT and INDEX commands to organise records of a database
• differentiate between FIND and SEEK commands
• count the number of records in a database
• modify a database
• DELETE records in a database
• RECALL and REPLACE records in a database
21. 3 DATABASE ORGANISATION
Information must be organized before you can make much sense of it. The elements of a database
structure - field name, type, and size are all intended to organise within each record. There are two
ways to organize records in database. One is INDEXING and the other is SORTING. Before
sorting a database you make sure that the database you want to sort is current:
21. 3. 1 SORT Command
The SORT command gives us the ability to copy the record and structure of a database to another
database. Files can be arranged in either ascending order or descending order by using SORT
command. Sort command can be used in multiple fields for data arrangement.
This SORT command creates a new database file. But the new file contains records of the original
database file only the order is different. The following examples show the forms of the SORT
command. Let us consider a database file BIODATA, whose structure is shown in Fig. 21. 1
RECORD NAME SEX AGE
NO.

1 Anant
2 Babloo
3 Manju
4 Sibu
5 Soma
M 25
M 13
F 30
M 12
F 28

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Suppose you want to sort the records in this file in increasing order of the AGE field. You have to
give the command at the dot prompt:
.USE BIODATA and press ENTER
. SORT ON fieldname TO new filename. Thus you have to give the command
. SORT ON AGE TO BIO and press ENTER
Here field name is AGE and the sorted file name is BIO.DBF
To see the contents of the sorted file give the following commands:
. USE BIO.DBF
. LIST
The sorted file BIO. DBF looks like as shown in Fig. 21.2.

. use biodata
. sort on age to bio
100% sorted 5 records sorted
. use bio
. list
Record# NAME SEX AGE
4 Sibu m 12
2 Babloo m 13
1 Anant m 25
5 Soma f 28
3 Manju f 30

Here you notice one thing that BIO.DBF is a new file. In this new file, the record numbers given
by database is in a new order. But Age field is in sequence, because you have sorted the
BIODATA.DBF to increasing order of the AGE field. Suppose you want to sort the file in
descending order of the AGE field. Then you have to give the command SORT ON AGE/D TO
TEMP.DBF. The new file TEMP looks like as shown in Fig. 21.3
. use biodata
. sort on age/d to temp
100% sorted 5 Records sorted
. use temp
. list
Record# NAME SEX AGE
1 Manju f 30
2 Soma f 28

2
 3 Anant m 25
4 Babloo m 13
5 Sibu m 12

Fig. 21.3

21. 3. 2 INDEX command

Index command can also be used to organise a data file. When you index a database, you ask
dBASE to create a separate and smaller file based upon designated fields in the database. The
index command does not create a new database file. It creates an index file for the database with a
default extension (.NDX). Unlike SORT command however INDEX does not permit the user to
arrange the data in descending order. It can also be used to arrange the records in multiple fields.
The command structure for index command is
.USE BIODATA
. INDEX ON field name TO file name
For example, if we index the file biodata.dbf according to field age to the file bioage then the
records in the file biodata.dbf are arranged in ascending order as given in Fig. 21.4

. use biodata
. index on age to bioage
100% indexed 5 Records indexed
. list
Record# NAME SEX AGE
4 Sibu m 12
2 Babloo m 13
1 Anant m 25
5 Soma f 28
3 Manju f 30
DIFFERENCE BETWEEN SORT AND INDEX COMMAND
Sort Command Index command
• Creates a new database file Does not create a new file
• Arranges the records in ascending and Arranges the records only in ascending order
descending order
• File extension is .DBF File extension is .NDX
• Slower than index command Faster than sort command
• Renumbers records Does not renumber records

21.3.3 FIND and SEEK Commands

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The FIND and SEEK commands both are used in indexed database. FIND operates with character
strings, while SEEK operates with either character string or numeric values. If SEEK operates with
a character string the string must be enclosed in a single or double quotes or square bracket Let us
take some examples
. USE BIODATA
. INDEX ON AGE TO BIOAGE
. USE BIODATA INDEX BIOAGE
. FIND 30
. DISPLAY
The screen will look like this
. use biodata
. index on age to bioage
. use biodata index bioage
. find 30
. display
Record# NAME SEX AGE
3 Manju f 30

The FIND command will move the record pointer to the first record which matches with find
query and the DISPLAY command will display it on the screen.
The SEEK command like FIND command also works only with an index file. When you SEEK
command with strings, you must use quotes. Consider the previous example, to SEEK the NAME
Manju, you must give the command
. USE BIODATA
. INDEX ON AGE TO BIOAGE
. USE BIODATA INDEX BIOAGE
. SEEK 30
. DISPLAY
The screen will look like this

.use biodata
. index on age to bioage
. use biodata index bioage
. seek 30
. display
Record# NAME SEX AGE
3 Manju f 30

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The main difference between SEEK and FIND commands is that SEEK command will not work
with macros but FIND command is used in macros.
21.3.4 Counting Command
The COUNT command helps in finding the number of records in the active database that meet a
given condition.
. USE BIODATA
. COUNT FOR AGE> 13
The screen will appear as follows:
. use biodata
. count for age >13
3 records
. count
5 records

Fig 21.7
The COUNT command, without any condition, gives the total number of records in the active
database file.
. COUNT
The computer prompts
5 RECORDS
21.3.5 LOCATE Command
The LOCATE command is used to find the records in a database which satisfy certain conditions.
The general form of LOCATE command is
. LOCATE [scope] FOR [condition]
Suppose you give the command
. USE BIODATA
. LOCATE FOR AGE =25
The computer will prompt
RECORD =1
Your screen will appear like this

. use biodata
. locate for age=25
Record = 1

Fig 21.8

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For displaying that particular record in a database give the command DISPLAY and if you want to
continue the search give the command CONTINUE along with LOCATE command. Your screen
will appear like this

. use biodata
. locate for age=30
Record = 3
. continue
End of LOCATE scope
Command Line ¦<C:>¦BIODATA ¦Rec: EOF/5 ¦ ¦

Enter a dBASE III PLUS command.

Fig. 21.9
IN-TEXT QUESTIONS 1

1. What is the difference between SORT and INDEX command?

2. What is the usefulness of FIND and SEEK commands?
3. Define the following command with a suitable example
(a) COUNT (b) LOCATE
21. 4 MODIFYING A DATABASE
Modifying a database is almost as easy as creating a database. You begin with an existing structure
and want to modify the database by
• Inserting a new field
• Deleting an existing field
• Inserting a new record
• Deleting a record permanently
Let us explain the steps by taking our previous file BIODATA. Begin with opening the file.
. USE BIODATA
. EDIT 5

CURSOR   INSERT DELETE Up a Field: ↑

Char: ←→ Char: Ins Char: Del Down a Field: ↓
Word: Home End Field: ^N Word: ^Y Exit/Save: ^End
Pan: ^ ^ Help: F1 Field: ^U Abort: Esc

NAME Soma
SEX f

6
 AGE 28

EDIT ¦<C:>¦BIODATA ¦Rec: 5/5

Fig. 21.10
After making the desired changes, pressing Ctrl+W saves the changes and exits to the prompt.
21 .4. 1 The Record Pointer
How did the EDIT command display only the 5th record? This can be explained by the concept of
a record pointer that is maintained for each file opened by dBASEIII+. When the file is open the
pointer points to the first record in the file and moves to the other records after a command has
been given. For example, with the LIST command, the record pointer moves to the end of the file,
since it moves successively from the first record to the last record. The current record (i.e., the
record on which the pointer is positioned currently) can be displayed by giving the command.
DISPLAY. This command is used to position a particular record, which is to be displayed.
. DISPLAY
DISPLAY [ALL!RECORD<recordno. >]
[<expr_list>] [FOR<expl.>] [TO PRINT]
where:
<expr_list> is a list fields or expressions.
<expl.> is a condition.
.USE BIODATA
.DISPLAY
dBASE will display only the first record along with header which we have discussed earlier.
Let us consider the following example
dBASE will display the 4th record in the file along with header.

. use biodata
. goto 4
. display
Record# NAME SEX AGE
4 Sibu m 12
.
Fig 21.11
The GOTO command followed by the record number moves the record pointer to a specified
record.

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 . GOTO 5
This command will position the pointer on the 5th record.
. GOTO<expN>
where <expN> is the record number.

. use biodata
. goto 5
. display
Record# NAME SEX AGE
5 Soma f 28
.

21. 4. 2 EDIT Command

Similarly, on giving the command EDIT 5, the record pointer moves to the 5 th record and displays
it for modification.
To summarise, the steps involved in modifying a database, using the EDIT command are:
• Open the file by the command USE File Name
• Access the record(s) to be modified.
• Make the required changes in the records.
• Save the changes by pressing <Ctrl>+<W>.
This command positions the record pointer at the required record and displays it for modification
EDIT [ALL![RECORD]<record no. >]
[FIELDS<fieldlist>] [FOR<expl>]
Where:
<fieldlist> is a list of fields to be edited
<expL. > is a condition.
Now we open BIODATA by the command USE
.USE BIODATA
. EDIT
The screen looks like this

CURSOR   INSERT DELETE Up a Field: ↑

Char: ←→ Char: Ins Char: Del Down a Field: ↓
Word: Home End Field: ^N Word: ^Y Exit/Save: ^End
Pan: ^ ^ Help: F1 Field: ^U Abort: Esc

NAME Soma
SEX f

8
 AGE 28
EDIT ¦<C:>¦BIODATA ¦Rec: 5/5 ¦ ¦

21. 4. 3 REPLACE command

The REPLACE command is used to REPLACE the contents of one or more specified field either
the current record or all record, depending on the form of the command.
. REPLACE ALL
Syntax:
REPLACE [ALL] <field> WITH <expr>
[FOR<expl>]
Where:
<field> is the field to be replaced
<expr> is the expression to replace the field
<expl> is a condition.
21. 4. 4 BROWSE Command
BROWSE command gives an option of adding new records. The BROWSE command also
provides the option of displaying and modifying selective fields. Once you make changes through
BROWSE command you can save the changes and exit to the dot prompt by pressing Ctrl + W.
Consider the following example:
. USE BIODATA
. BROWSE
Immediately dBASE will display a screenful of records as shown in Fig. 21.14
The difference between BROWSE and EDIT Command is that several records are viewed
simultaneously using BROWSE, while one record is displayed at a time when EDIT is used.

CURSOR   INSERT DELETE Up a Field: ↑

Char: ←→ Char: Ins Char: Del Down a Field: ↓
Word: Home End Field: ^N Word: ^Y Exit/Save: ^End
Pan: ^ ^ Help: F1 Field: ^U Abort: Esc

NAME SEX AGE

Anant m 25
Babloo m 13
Manju f 30
Sibu m 12
Soma f 28

BROWSE ¦<C:>¦BIODATA ¦Rec: 1/5 ¦ ¦

View and edit fields.
Fig. 21.14
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21. 5 MODIFY STRUCTURE
The MODIFY STRUCTURE command helps to change the structure of an active database file.
The command:
. MODIFY STRUCTURE
displays the structure of the database file as shown in figure 21.15 . After adding the field to the
file save the modified structure by pressing <Ctrl>+<W>. The MODIFY STRUCTURE command
also allows deleting fields or changing the field types and widths. You should keep in mind that if
the field widths are reduced, the data in that field may be lost. Hence changes to existing fields
must be made with proper care.
Let us consider the following example.
Bytes remaining: 3987

CURSOR   INSERT DELETE Up a Field: ↑

Char: ←→ Char: Ins Char: Del Down a Field: ↓
Word: Home End Field: ^N Word: ^Y Exit/Save: ^End
Pan: ^ ^ Help: F1 Field: ^U Abort: Esc

Filed Name Type Width Dec Filed Name Type Width Dec
1 NAME Character 10
2 SEX Character 1
3 AGE Numeric 2 0

MODIFY STRUCTURE |<C:>|BIODATA |Field: 1/3 | |

Enter the field name.
Field names begin with a letter and may contain letters, digits and underscores

Fig. 21.15
21. 6 MORE ON QUERIES
Instead of giving the List to Print command with each and every query, the printer can be activated
to print the command as well as the output of the command. The command that can be given to
activate the printer is as follows:
. SET PRINT ON
. LIST
To deactivate the printer the command is:
. SET PRINT OFF
21.6.1 Deleting Records
The delete command marks the current record for deletion. When the records are marked for
deletion they are not transferred during copy and sort operation. Now we will discuss how delete
command is used in different ways.
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 . DELETE RECORD 5 <marks record 5 for deletion>.
1 records deleted
The DELETE command also provides the following options:
OPTION DESCRIPTION

DELETE ALL Mark all records for deletion

DELETE FOR Mark selective records for deletion
DELETE FILE ABC.FRM Delete file ABC.FRM on logged disk.
DELETE NEXT 4 Mark next 4 records for deletion.

Now delete all the records in the active database file BIODATA. You will find an asterisk (*)
against the records marked for deletion.
. use biodata
. delete all
5 records deleted
. list
Record# NAME SEX AGE
1 *Anant m 25
2 *Babloo m 13
3 *Manju f 30
4 *Sibu m 12
5 *Soma f 28
.
Command Line ¦<C:>¦BIODATA ¦Rec: EOF/5 ¦ ¦
Type a command (or ASSIST) and press the ENTER key (-+).
Enter a dBASE III PLUS command.

In this example we delete the next four records from the active database file.
. use biodata
. delete next 4
4 records deleted
. list
Record# NAME SEX AGE
1 *Anant m 25
2 *Babloo m 13
3 *Manju f 30
11
 4 *Sibu m 12
5 Soma f 28

Command Line ¦<C:>¦BIODATA ¦Rec: EOF/5 ¦ ¦

Type a command (or ASSIST) and press the ENTER key (-+).
Enter a dBASE III PLUS command.

21.6.2 PACK Command

This command removes records permanently from the database file. Once packed a record cannot
be recovered. Deleting records in dBASEIII+ is a two step process. The records are first marked
for deletion with the DELETE command, and then removed permanently from the file by PACK
command
Let us take the following example
. USE BIODATA
. DELETE 3
. PACK
Next if you give LIST command then you will not find record 3 in database.
21.6.3 RECALL Command
The RECALL command is used to unmark those records that were marked for deletion with
DELETE command. Like DELETE command, RECALL has several forms.
OPTION DESCRIPTION

. RECALL RECORD 4 Unmark record 4 for deletion

. RECALL NEXT 3 Unmark the next 3 records for deletion
. RECALL ALL Unmark all records within the database for deletion.

Now we recall all the records marked for deletion in the active database file BIODATA. Notice
that the RECALL command unmarks the records, which were marked for deletion earlier.
. use biodata
. recall all
5 records recalled
. list
Record# NAME SEX AGE
1 Anant m 25
2 Babloo m 13
3 Manju f 30
4 Sibu m 12

12
 5 Soma f 28
.
Command Line ¦<C:>¦BIODATA ¦Rec: EOF/5 ¦ ¦
Type a command (or ASSIST) and press the ENTER key (-+).
Enter a dBASE III PLUS command.
Fig. 21.18
21. 7 CLOSING AN OPEN DATABASE FILE
The USE commands without file name closes an open database file. Open database can also be
closed with the QUIT, CLEAR ALL, CLOSE DATABASE and CLOSE ALL commands.

IN -TEXT QUESTIONS 2
1. Differentiate between EDIT and BROWSE commands.
2. Bring out the uses of the following commands
DELETE
PACK
RECALL
REPLACE
USE

3. Choose the correct answer

(a) Delete command
(i) marks the record for deletion
(ii) append the record
(iii) change the number
(iv) none of the above
(b) To add record at the end of the database, you would use
(i) continue
(ii) list
(iii) append
(iv) use
(c) Which of the following command physically remove the records
(i) change
(ii) modify
(iii) pack
(iv) none of the above
(d) Which of the following command is used to close a database file.
(i) stop

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 (ii) use
(iii) start
(iv) none of the above
(e) The modify structure command helps
(i) to change the structure of an active database file.
(ii) to remove the structure
(iii) to name the structure
(iv) none of the above
21.8 WHAT YOU HAVE LEARNT
In this lesson we discussed the procedures of organising a database. In this process we
distinguished between SORT and INDEX commands, FIND and SEEK commands, DELETE and
PACK commands, BROWSE and EDIT commands. Now you should be in a position to count the
number of records in a database and modify structure of a database.
21.9 TERMINAL QUESTIONS
1. What are the different methods of data organisation.? Explain briefly.
2. Write short notes on SEEK, FIND, GOTO, EDIT, RECALL and PACK commands.
3. Define SORT and INDEX command with suitable example.
4. What are the different steps involved in modifying a database, while using EDIT command?
5. Define COUNT command with example.
21.10 FEEDBACK TO IN-TEXT QUESTIONS
IN-TEXT QUESTIONS 1
1. Files can be arranged in either ascending order or descending order by using SORT command.
But incase of INDEX command you can arrange the file only ascending order. Index command
does not create a new database file. But SORT command creates a new database file.
2. FIND operates with character strings, while SEEK operates with either character string or
numeric values.
3. (a) The COUNT command helps in finding the number of records in the active database
that meet a given condition. Example:
. USE NAME
. COUNT FOR AGE> 11
(b) The LOCATE command is used to find the records in a database which satisfy certain
conditions. Example:
. USE BIODATA
. LOCATE FOR AGE=18
IN-TEXT QUESTIONS 2
1. EDIT command displays one a particular record that is the record at the cursor position. But
BROWSE command displays all the records in the database file.

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2. DELETE: marks the record for deletion.
PACK: Permanently deletes the records from the database file, which were earlier marked for
deletion by DELETE command.
RECALL: Unmarks the record marked earlier.
REPLACE: used to REPLACE the contents of one or more specified field
USE: Closes the active database file.
3. (a) i
(b) iii
(c) iii
(d) ii
(e) i

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