Introduction to Database :
A database is used to store records – like an electronic filing cabinet. With Ms Access you can create your own database and perform tasks such as editing fields (eg name, address, phone, etc) to outputting reports (eg a list of all names).
So you could use this to create a college database of all your student details, employee details and then create lists (printouts) of the information in any format you like (eg one student per sheet or paper, or one per line)
A database is a collection of related information.
An object is a competition in the database such as a table, query, form, or macro.
A table is a grouping of related data organized in fields (columns) and records (rows) on a datasheet. By using a common field in two tables, the data can be combined. Many tables can be stored in a single database.
A field is a column on a datasheet and defines a data type for a set of values in a table. For a student table might include fields for roll no, student name, address, city, and telephone number.
A record is a row on a datasheet and contains set of values defined by fields. In a student table, each record would contain the data for one student as specified by the intersecting fields.
Design View provides the tools for creating fields in a table.
Datasheet View allows you to update, edit, and delete in formation from a table.
The Database Window organizes all of the objects in the database. The default tables listing provides links for creating tables and will list all of the tables in the database when they have been added.
Tables are grids that store information in a database similar to the way an Excel worksheet stores information in a workbook. Access provides three ways to create a table for which there are icons in the Database Window. Double-click on the icons to create a table.
Creating a Database and tables :
Steps to create a database :
1. Click on file menu – select new command
2. It asks to save the database – type a name to save in the file name box – click on save button.
Creating tables :
1. Create table in Design view will allow you to create the fields of the table. This is the most common way of creating a table.
2. Create table using wizard will step you through the creation of a table.
3. Create table by entering data will give you a blank datasheet with unlabelled columns that looks much like an Excel worksheet. Enter data into the cells and click the Save button. You will be prompted to add a primary key field.
Primary key :
every record in a table must have a primary key that differentiates it from every other record in the table. In some cases, it is only necessary to designate an existing field as the primary key if you are certain that every record in the table will have a different value for that particular field. A social security number is an example of a record whose values will only appear once in a database table. Designate the primary key field by right-clicking on the record and selection Primary Key from the shortcut menu or select Edit|Primary Key from the menu bar.
Entering data –
Field Name – This is the name of the field such as “Name”, “Address”,
”Grade”, etc. The name cannot exceed 64 characters in length and may include spaces.
Data Type is the type of value that will be entered into the fields.
Description (optional) – Enter a brief description of what the contents of the field are.
Text – The default type, text type allows any combination of letters and numbers up to a maximum of 255 characters per field record.
Memo – A text type that stores up to 64,000 characters.
Number – Any number can be stored.
Date/Time – A date, time, or combination of both.
Currency – It automatically include a dollar sign ($) and correct decimal and comma positions.
Autonumber – When a new record is created, Access will automatically assign a unique integer to the record in this field starting with the number 1.
.
Yes/No – Use this option for True/False, Yes/No, On/Off / other values that must be only 1of 2.
OLE Object
Hyperlink – A hyperlink will link to an Internet or Intranet site, or another location in the database.
Field Properties – Select any property for the field from the bottom pane.
Input mask –
an input mask controls the value of a record and sets it in a specific format. They are similar to the Format property, but instead display the format on the datasheet before the data is entered. For example, a telephone number field can formatted with an input mask to accept ten digits that are automatically formatted as “(555) 123-4567″. The blank field would look like (___) ___-____. An an input mask to a field by following these steps:
In design view, place the cursor in the field that the input mask will be applied to.
Click in the white space following Input Mask under the General tab.
Entering Records (directly into a table)
1. Select the Factory table from the database manager and click Open
2. Enter 3 records for factories numbered 1, 2 & 3 with other details of your choice
3. Pressing Return at the end of a record moves to the next blank record.
4. Close the factory table & Open the emp table from the database
5. Enter the first record shown below (Yes/No records require clicking on box to add a
tick (Yes)– clicking again removes the tick (No) )
Adding records –
add new records to the table in datasheet view by typing in the record beside the asterisk (*) that marks the new record. You can also click the new record button at the bottom of the datasheet to skip to the last empty record.
Editing records –
to edit records, simply place the cursor in the record that is to be edited and make the necessary changes. Use the arrow keys to move through the record grid. The previous, next, first, and last record buttons at the bottom of the datasheet are helpful in maneuvering through the datasheet.
Deleting records –
delete a record on a datasheet by placing the cursor in any field of the record row and select Edit|Delete Record from the menu bar or click the Delete Record button on the datasheet toolbar.
Sorting : To sort manually:
1. Open emp in table form
2. Click on the Salary column (panel with Salary title)
3. Select the Sort Ascending button (A above Z with downward arrow) & observe
4. Select the Sort Ascending button (Z above A with downward arrow)
5. Now sort records by factnum
Filtering and displaying data :
Filtering allows you to retrieve specific information from a table. For example, in your recipe collection, you might run a filter to locate all of your breakfast recipes that contain eggs. Filtering by selection is easiest, but filtering with a form is quicker if you want to use multiple criteria to filter.
Creating and printing reports, labels :
Reports will organize and group the information in a table or query and provide a way to print the data in a database. A report is a means of retrieving & presenting data as meaningful pieces of information that can be distributed to all who need them (e.g. sales summaries)
1. Select the Report tab in the database window & press the New button
2. Select the Emp table from the drop down list and select Report Wizard
The Report Wizard goes through a number of screen with the Next button pressed to proceed
Screen 1 Select fields to be used (Firstname, Lastname, Salary & Factnum)
Screen 2 Select the grouping level (Group By Factnum)
Screen 3 Select the sort order plus summary information (e.g. total salary)
Screen 4 Select layout option
Screen 5 Select the required style
Screen 6 Select a title & click Finish
Report Design & Preview
The design screen can be viewed by selecting View|Report Design from the menu and the result viewed by selecting View|Print Preview
Report Design Window
There are a number of bands in the Report Design window (with the current band selected shown in the message line at the bottom of the screen)
Report Header: Title & report introduction as text can be entered
Report Footer: Report conclusions plus any graphs placed here
Page Header & Footer: Anything here appears at top/bottom of each page printed
(long reports may stretch over several pages)
Create a report in Design View :
· To create a report from scratch, select Design View from the Reports Database Window.
Click the New button on the Reports Database Window. Highlight “Design View” and choose the data source of the report from the drop-down menu and click OK.
Design the report in much the same way you would create a form. For example, double-click the title bar of the Field Box to add all of the fields to the report at once. Then, use the handles on the elements to resize them, move them to different locations, and modify the look of the report by using options on the formatting toolbar.
Creating and viewing simple relationships :
Table Relationships :
To prevent the duplication of information in a database by repeating fields in more than one table, table relationships can be established to link fields of tables together.
Steps :
1.Click the Relationships button on the toolbar.
A line now connects the two fields in the Relationships window.
The datasheet of a relational table will provide expand and collapse indicators to view subdatasheets containing matching information from the other table.
Eg: The suggested record structure for the employee table is:
Field Name DataType Field Size Description
empnum Number Integer employee’s unique identifier
firstname Text 10 employee first name
lastname Text 12 employee last name
salary Currency annual salary
startdate Date/Time date employee started job
married Yes/No marital status
factnum Number Integer factory number
Setting the Primary Key – (if you don’t the system will create its own primary key!)
1. Click the panel to the left of empnum
[to select more than one field as primary key, click and drag over multiple fields]
2. Select Edit|Primary Key (or click on key icon on toolbar) – key symbol appears.
3. Save the Table with File|Save , enter Table Name as Emp and click OK
4. Close table (click small button with cross at top left hand corner of Table design screen)
Create a second table
Create a factory table with the structure below :
Field Name Data Type Field Size Description
Factnum Number Integer Factory Number
Location Text 12 Town where factory is located
Phone Number Long Integer Factory phone number
Queries – Asking Questions
Much of the power of a computerised database comes from the ability to make ‘ad hoc’ queries (formulated & run when needed) such as:
Who works in Factory 1?
Which employees earn more than £20,000?
Which employees in Factory 1 are married?
To perform queries open the query interface and add the table(s) to be queried:
1. Select the Queries tab in the database manager and click the New button.
2. Select Design View from the list then click the OK button.
3. Select the Emp table from the Table list and click the Add button, then the Close button.
[N.B. the Emp table including a list of fields has been placed in the design window. Also
the lower part of the query design interface has rows for Field, Table, Sort, Show,
Criteria & Or ]
To construct a query you must:
Select the fields to be used in the query (in required result or as selection criteria)
Ensure that result fields are selected in Show row with X (and those fields used as
selection criteria but not required in final result have a blank Show value)
Any selection criteria are entered in the Criteria row.
Query: ‘What are the employee names and which factory do they work in?’
(result fields are Firstname, Lastname & Factnum – no selection criteria)
1. Either Click, drag & drop a field (Firstname) from the Emp window to the first Field
panel Or Click the expansion button on the first Field panel and select Firstname
2. Add the Lastname & Factnum fields.
3. If you wish to save the query before running it, then save (File|Save)as Query1
4. Open Query1 from the database window to run the query & give the result
(Alternatively click on the Run Query button on the Toolbar (Exclamation Mark)
within Query Design)
Sort
1. Go to the Lastname field & click on the Sort panel below it
2. From the drop down menu select Ascending and run the query
Set a Selection Condition (e.g. only Factory 2 employees in result table)
1. enter 2 in the Criteria cell below the Factnum field
2. Run the query
Set multiple Selection Conditions (e.g. which Factory 2 employees are married)
1. In the Design Query window add Married to the list of fields selected
2. Type yes in the Criteria panel under Married
3. Run the query
Skill Test
Answer the following queries and check the results
a. List the salaries of all the married employees
b. List the salaries of all married employees in Factory 2
c. List the employee number and start date of the employees in Factory 2
Query: Which employees started work before 1990 abd earn more than Rs.20,000/-?
1. Select the fields Firstname, Lastname, Startdate & Salary
2. Type >20000 in the Criteria panel of the Salary field
3. Type <01/01/90 in the Criteria panel of the Startdate field (note how Access changes this to < #01/01/90# which is how it deals with dates)
4. Run the query and check the result
[Technically the crosses in the Show boxes of the Salary & Startdate fields should be removed by clicking on them since the query asks for a list of employee names as the only result output]
Skill Test
a. Which employees in Factory 1 were hired after 1986?
b. Which employees earn less than Rs.21,000?
c. Who started work on 15/10/86?
d. Who earns Rs.23,000?
e. Does anyone earn more than Rs.100,000
f. What are the firstnames and salaries of the employees whose surname is Simpson?
Calculating Totals
Query: What is the total of all salaries paid?
1. Start a new query and select the field Salary
2. Click the Totals button on the Toolbar (S). This adds a new Totals line to the query
3. Click on the Totals panel below Salary and select Sum from the list
4. Run the query
[Other options include:
Group By groups data by a selected field
Avg averages the value of a numeric field
Min/Max minimum/maximum value of numeric field
Count counts the number of records in the result table]
Query: What is the total of all salaries paid in each of the 3 factories?
1. Start a new query and add the Factnum field and select the Totals button
2. Select the default Group By option in the Totals panel and run the query
Skill Test:
a. Get the average salary of all employees
b. Get the average salary in each factory (use Avg in the Salary field & Group By in the Factnum field)
c. What is the total salary of employees starting work before 1990?
d. How many employees are in Factory 1 (use Count)
e. How many employees are in each factory (As b except use Count)
How many employees are in Factory 1? (Use the Where option in the Totals panel of Factnum & place 1 in the Criteria panel)
Introduction to Microsoft power point :
Microsoft PowerPoint is a powerful tool to create professional looking presentations and slide shows. PowerPoint allows you to construct presentations from scratch or by using the easy to use wizard PowerPoint is a complete presentation graphics package. It gives you everything you need to produce a professional-looking presentation. PowerPoint offers word processing, outlining, drawing, graphing, and presentation management tools- all designed to be easy to use and learn.
The following gives you a quick overview of what you can do in PowerPoint:
- When you create a presentation using PowerPoint, the presentation is made up of a series of slides. The slides that you create using PowerPoint can also be presented as overhead transparencies or 35mm slides.
- In addition to slides, you can print audience handouts, outlines, and speaker’s notes.
- You can format all the slides in a presentation using the powerful Slide Master which will be covered in the tutorial.
- You can keep your entire presentation in a single file- all your slides, speaker’s notes, and audience handouts.
- You can import what you have created in other Microsoft products, such as Word and Excel into any of your slides.
Creating and opening a presentation :
AutoContent Wizard
Creates a new presentation by prompting you for information about content, purpose, style, handouts, and output. The new presentation contains sample text that you can replace with your own information. Simply follow the directions and prompts that are given by Microsoft PowerPoint.
Design Template
Creates a new presentation based on one of the PowerPoint design templates supplied by Microsoft. Use what is already supplied by Microsoft PowerPoint and change the information to your own.
Blank Presentation
Creates a new, blank presentation using the default settings for text and colors. Go to next step:
Opening An Existing Presentation
1. Select Open An Existing Presentation from the picture above
2. Click on your presentation in the white box below step 1
If you do not see your presentation in the white box, select More Files and hit OK.
Locate you existing Presentation and hit the Open button
Create a Blank Presentation
After you select Blank Presentation a window pops up asking you to select the layout of the first slide.
Pre-Designed Slide Layouts (Left to Right)
- Title Slide
- Bulleted List
- Two Column Text
- Table
- Text & Chart
- Chart & Text
- Organizational Chart
- Chart
- Text & Clip Art
- Clip Art & Text
- Title Only
- Blank Slide
Different Views That PowerPoint Demonstrates
There are different views within Microsoft PowerPoint that allow you to look at your presentation from different perspectives.
|
Normal View |
Outline View |
Slide View |
Slide Sorter View |
Slide Show View |
|
Switches to normal view, where you can work on one slide at a time or organize the structure of all the slides in your presentation |
Switches to outline view, where you can work with the structure of your file in outline form. Work in outline view when you need to organize the structure of your file. |
Switches to slide view, where you can work on one slide at a time |
Displays miniature versions of all slides in a presentation, complete with text and graphics. In slide sorter view, you can reorder slides, add transitions, and animation effects. You can also set the timings for electronic slide shows. |
Runs your slide show in a full screen, beginning with the current slide if you are in slide view or the selected slide if you are in slide sorter view. If you simply want to view your show from the first slide: 1. Click Slide Show at the top of the screen 2. Select View Show |
Slide Manipulation
- Inserting A New Slide
1. Click Insert at top of screen
2. Select New Slide .
- Formatting A Slide Background
-
- You can format your slide to make it look however you would like, whether it be a background color, picture, or a design template built into Microsoft PowerPoint. The next step will show you how to apply a Design Template, but the other items mentioned above can be accomplished the same way.
1. Click Format at the top of the screen
2. Select Apply Design Template
3. Select Design you wish to apply
4. Click Apply Button
- Inserting Clipart & Pictures
0. Display the slide you want to add a picture to.
1. Click Insert at the top of the screen
2. Select Picture
3. Select Clip Art
4. Click the category you want
5. Click the picture you want
6. Click Insert Clip on the shortcut menu
7. When you are finished using the Clip Gallery, click the Close button on the Clip Gallery title bar
8. Steps 1-4 are very similar when inserting other Pictures, Objects, Movies, Sounds, and Charts
Adding Transitions to a Slide Show
1. In slide or slide sorter view, select the slide or slides you want to add a transition to.
2. On the Slide Show menu at the top of the screen, click Slide Transition
3. In the Effect box, click the transition you want, and then select any other options you want
4. To apply the transition to the selected slide, click Apply.
5. To apply the transition to all the slides, click Apply to All.
6. Repeat the process for each slide you want to add a transition to.
7. To view the transitions, on the Slide Show menu, click Animation Preview.
Viewing/Displaying the Slide Show /presentation :
1. Click Slide Show at the lower left of the PowerPoint window.
2. On the Slide Show menu, click View Show.
3. On the View menu, click Slide Show.
4. Press F5 on the keyboard
Navigating While In Your Slide Show
- Forward Navigation
- Simply click on the left Mouse Button or hit the Enter Button on your keyboard
- Reverse Navigation
- Hit the Backspace on the keyboard
- Exiting the show
- Hit the Esc Button on the keyboard
- Inserting Clipart & Pictures
1. Display the slide you want to add a picture to.
2. Click Insert at the top of the screen
3. Select Picture
4. Select Clip Art
5. Click the category you want
6. Click the picture you want
7. Click Insert Clip on the shortcut menu
8. When you are finished using the Clip Gallery, click the Close button on the Clip Gallery title bar
9. Steps 1-4 are very similar when inserting other Pictures, Objects, Movies, Sounds, and Charts
PowerPoint gives you four views in which you create and organize your presentation
To be in Slide view you click on the following button located in the bottom-left hand corner of any slide: ( ).
The Slide view shows a single slide. In Slide view, you work on one slide at at time. Here, you can type your slide title and body, add other text to the slide, draw shapes, add clip art, choose a color scheme, make a graph, etc. In Slide view, you have access to all the tools on the Tool Palette as well as buttons on the Toolbar.
Outline View-
To be in Outline view you click on the following button located in the bottom-left hand corner of any slide
The Outline view shows all the titles and body text in your presentation. In Outline view, you can move slides around within your presentation and also edit your text.
Click on the Outline view button to view your title slide in this view.
Slide Sorter View-
To be in Slide Sorter view you click on the following button located in the bottom-left hand corner of any slide:
The Slide Sorter view shows you a minature of each slide in your presentation. You can drag slides around on the screen to reposition them in this view. You can also select and copy multiple slides should you want to use them in other presentations.
Click on the Slide Sorter view button to view your title slide in this view.
Notes View-
To be in Notes view you click on the following button located in the bottom-left hand corner of any slide:
The Notes view lets you create speaker’s notes. Each page corresponds to a slide in your presentation and includes a reduce image of the slide. You can draw and type in Notes view the way you can in Slide View.
Click on the Notes view button, to view your title slide in this view.
You now know all of PowerPoint’s views. There is one more button located in the bottom- left hand corner of any slide: This is the Slide Show button. The Slide Show button runs a slide show starting from the currently selected slide.
Slide Masters
A PowerPointSlide Master contains objects that you want to appear on each slide in your presentation. With a Slide Master, you only have to create an item once and PowerPoint will automatically include them on every slide. Some things are set up by PowerPoint (for example; place for slide title and text) so you don’t have to create them each time. If you want to add additional items to a master, you can at any time. The Slide Master has boxes already set up for the slide title and text. They’re called the Master Title and the Master Body object. The format of these objects determines the way your text will look on each slide. You can always make slides look different from the Slide Master, but a Slide Master gives you a consistent starting point.
As you create a slide, you have the option of using or not using the elements from the Slide Master. To change the entire presentation, you simply change the format of the Slide Master. PowerPoint will then change all your slides accordingly.
PowerPoint Templates
PowerPoint also offers templates. A template is a presentation containing PowerPoint masters and a color scheme. PowerPoint offers 160 pre-designed templates to help you get started quickly. Applying a template to a presentation you are creating means the design work is already done for you.
Now that you have learned about PowerPoint masters and templates it is time to learn create a slide.
Animate text and objects
1. In normal view, display the slide that has the text or objects you want to animate.
2. On the Slide Show menu, click Custom Animation, and then click the Effects tab.
If you are animating a chart created in Microsoft Graph, click the Chart Effects tab.
3. Under Check to animate slide objects, select the check box next to the text or object you want to animate.
4. Under Entry animation and sound and Introduce text (if you are animating text), select the options you want.
For Help on an option, click the question mark and then click the option.
5. Repeat steps 3 and 4 for every object you want to animate.
6. Click the Order and Timing tab.
7. To change the order of animation, select the object you want to change under Animation order, and then click one of the arrows to move the object up or down in the list.
8. To set the timing, select the object and then do one of the following:
To start the animation by clicking the text or object, click On mouse click.
To start the animation automatically, click Automatically, and then enter the number of seconds you want to have elapse between the previous animation and the current one.
9. To preview animations, click Preview.
. The operating system is the core software component of your computer. It performs many functions and is, in very basic terms, an interface between your computer and the outside world. An Operating System, or OS, is a software program that enables the computer hardware to communicate and operate with the computer software. Without a computer Operating System, a computer would be useless.
Types of operating system :
Multi-user – A multi-user Operating System allows for multiple users to use the same computer at the same time and/or different times. See our multi-user dictionary definition for a complete definition for a complete definition. Below are some examples of multi-user Operating Systems.
Multiprocessing – An Operating System capable of supporting and utilizing more than one computer processor. Below are some examples of multiprocessing Operating Systems.
Multitasking – An Operating system that is capable of allowing multiple software processes to run at the same time. Below are some examples of multitasking Operating Systems.
Multithreading – Operating systems that allow different parts of a software program to run concurrently. Operating systems that would fall into this category are:
