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ECDL Syllabus 5 Courseware Form 4

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Contents MODULE 1 CONCEPTS OF INFORMATION & COMMUNICATION TECHNOLOGY (ICT) .............................................................................................................. 1

OPERATING SYSTEM SOFTWARE ............................................................................. 1 APPLICATIONS SOFTWARE.................................................................................... 1 ENHANCING ACCESSIBILITY .................................................................................. 2 Activity 1 ............................................................................................. 3

MODULE 3 WORD PROCESSING ..................................................................... 4

MAIL MERGE ................................................................................................... 4 PREPARING THE MAIN DOCUMENT........................................................................... 4 PREPARING THE DATA SOURCE FILE ........................................................................ 5 Activity 2 ........................................................................................... 10

MERGING THE DATA ........................................................................................ 11 Activity 3 ........................................................................................... 13

MODULE 4 SPREADSHEETS .......................................................................... 14

CHARTS....................................................................................................... 14 CREATING A CHART ......................................................................................... 15 CHANGING THE CHART TYPE ............................................................................... 17 MOVING, RESIZING & DELETING A CHART............................................................... 17 Activity 4 ........................................................................................... 18

ADDING, EDITING & REMOVING A CHART TITLE ........................................................ 19 ADDING DATA LABELS ...................................................................................... 19 CHANGING THE CHART AREA BACKGROUND ............................................................. 19 PRINTING A SELECTED CHART ............................................................................. 20 Activity 5 ........................................................................................... 20

MODULE 5 USING DATABASES..................................................................... 21

UNDERSTANDING DATABASES ............................................................................. 21 DATABASE ORGANIZATION................................................................................. 21 OPENING & CLOSING MS ACCESS ........................................................................ 23 OPENING & CLOSING A DATABASE FILE .................................................................. 23 CREATING A NEW DATABASE FILE......................................................................... 26 Activity 6 ........................................................................................... 27

SHOWING & HIDING TOOLBARS........................................................................... 27 USING HELP.................................................................................................. 27 OPENING, SAVING & CLOSING OBJECTS ................................................................. 28 CHANGING BETWEEN OBJECTS & VIEW MODES ......................................................... 28 Activity 7 ........................................................................................... 29

CREATING A NEW TABLE ................................................................................... 29 SETTING A FIELD AS A PRIMARY KEY...................................................................... 31 Activity 8 ........................................................................................... 32

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DELETING A TABLE, QUERY, FORM & REPORT ........................................................... 33 NAVIGATING BETWEEN RECORDS IN A TABLE, QUERY OR FORM....................................... 33 SORTING RECORDS ......................................................................................... 35 ADDING & DELETING RECORDS IN A TABLE.............................................................. 35 ADDING, MODIFYING & DELETING DATA IN A RECORD................................................. 37 CHANGING THE WIDTH OF A COLUMN .................................................................... 37 Activity 9 ........................................................................................... 38

APPLYING FIELD PROPERTY SETTINGS .................................................................... 38 INDEXING A FIELD........................................................................................... 43 ADDING A FIELD TO AN EXISTING TABLE ................................................................. 44 Activity 10.......................................................................................... 45

CREATING QUERIES ......................................................................................... 46 ADDING CRITERIA USING COMPARISON OPERATORS ................................................... 49 Activity 11.......................................................................................... 50

CREATING & NAMING A FORM ............................................................................. 50 ENTERING, MODIFYING & DELETING RECORDS.......................................................... 53 ADDING & MODIFYING TEXT IN FORM HEADERS & FOOTERS .......................................... 54 Activity 12.......................................................................................... 56

CREATING & NAMING A REPORT........................................................................... 57 CHANGING THE ARRANGEMENT OF DATA FIELDS & HEADINGS ........................................ 61 MODIFYING REPORT HEADERS & FOOTERS .............................................................. 62 Activity 13.......................................................................................... 63

MODULE 6 PRESENTATION .......................................................................... 64

INSERTING A GRAPHICAL OBJECT INTO THE MASTER SLIDE............................................ 64 ADDING FOOTERS ........................................................................................... 65 Activity 14.......................................................................................... 66

CREATING CHARTS .......................................................................................... 67 SELECTING A CHART ........................................................................................ 68 CHANGING THE CHART TYPE ............................................................................... 68 ADDING, REMOVING & EDITING A CHART TITLE ........................................................ 68 ADDING DATA LABELS ...................................................................................... 69 CHANGING COLOUR IN A CHART........................................................................... 70 Activity 15.......................................................................................... 70

CREATING AN ORGANISATION CHART..................................................................... 70 ADDING & REMOVING CO-WORKERS & SUBORDINATES................................................ 71 SPELL CHECKING A PRESENTATION ....................................................................... 72 PRINTING..................................................................................................... 73 Activity 16.......................................................................................... 75

Courseware compiled by James Cilia

2009


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Module 1

Concepts of Information & Communication Technology (ICT)

Operating System Software

Systems software is a program that controls the computer and enables it to run applications software (discussed further down). Systems software allows the computer to manage its internal resources. This software is designed to allow the computer system to manage its own resources (disks, monitor, keyboard, and printer). This software runs the basic computer operations - it tells the hardware what to do and how, and when to do it. Applications software cannot run without system software. There are several brands of system software:

MS Windows – is the most common operating system on Computers. MS Windows provides an easy interface between the computer and the user. It uses pictures (graphical representations) which look like push buttons on the screen and you can use the mouse to press them. This interface is known as a Graphical User Interface (GUI). MS Windows comes in a variety of versions. It has been updated over the years to make it more powerful and easier to use.

Macintosh Operating System (Mac OS) – is the standard operating for Apple Corporation’s Macintosh computers. Like Windows, the MAC OS has a GUI interface.

Besides, MS Windows and MAC OS there are other operating systems for example Linux, Unix and OS/2 Warp.

Applications Software

Applications software are programs that help the user carry out specific tasks on the computer. Such software has been written for a specific application - such as word-processors, spreadsheets, databases and presentation software. Application software falls into two categories:

Tailor-made (or Custom-written) software – is software designed for a particular customer. Typically individual computer programmers or software houses are contracted to develop computerised systems for companies and organisations.

Off-the-Shelf (or packaged) software – is software designed for use by the general public. Typically off-the-shelf software is available from all software selling shops. Large software houses develop this software.

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Off-the-shelf software includes:

Word-processing programs (e.g. MS Word, Writer) – used to prepare text-based documents such as letters, memos, reports etc.

Spreadsheet programs (e.g. MS Excel, Calc) – used to analyse and summarise numerical data. Spreadsheets are commonly used in accounting environments to prepare balance sheets and financial reports.

Database programs (e.g. MS Access, Base) – used to organise and manage large quantities of data. Databases enable efficient manipulation of data.

Presentation graphics programs (e.g. MS PowerPoint, Impress) – used to organise text and numeric data in an appropriate format to be displayed to a group of people. Typically presentations are used in the preparation of on-screen displays, overhead transparencies and 35mm slides.

Photoediting programs (e.g. MS PhotoEditor, Adobe PhotoShop, GIMP) – used to alter images and graphics. These programs are used to change the size of pictures, crop pictures, adjust the colours of pictures etc.

Desktop publishing programs (e.g. MS Publisher, Adobe InDesign) – used to prepare high quality printed material e.g. flyers, invitations, posters, reports, magazines, and books.

Internet Web Browsers (e.g. MS Internet Explorer, Mozilla Firefox, Opera) – used to locate and display information at Web sites. Browsers display Web pages with text, graphics, sounds and video-clips.

Communications software (e.g. MS Outlook, Mozilla Thunderbird) – used for the transmission of electronic messages or documents between different computers.

Enhancing Accessibility

Persons with special needs make use of specific hardware and software to help them work on a computer. Such hardware and software is often referred to as assistive technology.

Voice recognition software is a program used to convert spoken words to text. The term "voice recognition" is sometimes used to refer to speech recognition where the recognition system is trained to a particular speaker. These programs are often used by persons with visibility impairment.

Screen reader is a program that reads the contents of a computer screen aloud to a user. Screen readers are used primarily by visually impaired persons.

Screen magnifier is a program that magnifies a portion of the computer screen, so that it can be more easily viewed. Screen magnifiers are used primarily by individuals with partial visual impairment.

On-screen keyboard is a program that displays a virtual keyboard on the computer screen that allows people with mobility impairments to type data by using a pointing device or joystick. Besides providing a minimum level of functionality for some people with mobility impairments, on–screen keyboard can also help people who do not know how to type.


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Activity 1

1. Distinguish between operating systems software and applications software.

2. Name two common operating systems software.

3. List 5 categories of applications software.

4. Briefly explain three types of assistive technology.

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Module 3

Word Processing

Mail Merge

Sometimes you may need to send a standard letter to a large number of contacts. Typically you will address each of these letters specifically to the intended recipient and you may also need to prepare labels with individual recipient addresses to affix to the envelope. The novice user might type the standard letter, save it and then personalize each of these letters manually by typing the recipient contact details. However, this task is expensive in terms of time especially if the same letter is sent to many recipients. The mail merge facility in MS Word makes the task of generating mass mailing letters and labels relatively easy. Preparing any type of merged document typically involves two files:

The main document contains the standardised text and graphics to be included on the letters or labels. You insert special instructions, known as merge fields, in this document to indicate where you want the variable information to be printed from the data source file.

The data source file contains the information that varies with each version - for example, names, addresses, account numbers etc.

When you merge the data source file and the main document, MS Word inserts the appropriate information from the data file in the main document’s standard text. Preparing the Main Document

The first step when you perform a mail merge is creating a main document. If you want to use an existing document as a mail merge main document, open it before you choose mail merge. To create the Main Document:

1. Type the main document or letter and save it. 2. Click Tools menu. 3. Point to Letters & Mailings. 4. Click Mail Merge Wizard... The Mail Merge task

pane will be displayed. 5. Tick the option Letters. 6. Click Next: Starting document. (located at the

bottom of Mail Merge task pane).


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7. Tick the option Use the current document if you want to use the active letter/document displayed on the screen.

8. Click Next: Selecting recipients. (located at the bottom of Mail Merge task pane). The Mail Merge wizard will prompt you to select the recipients to be later included in the letter (refer to next section).

Preparing the Data Source File

As indicated earlier on, the data source file contains the text and graphics that vary with each version of a merged document. The second step when you perform a mail merge is creating a new data source file or use an existing data source file. In this section you will create a new data source file. However, before creating a new data source file, you will learn about some basic concepts of data organisation. Each set of related information makes up one record in the data file. One record in a person’s mailing list, for example, contains all the information for one individual person. The different types of information – title, name, mailing address, father’s name, and so on - are called fields. Each field in the data file must have a unique name. In most cases, you list the field names in the first record of the data file, called the header record. The remaining records in the data file, the data records, contain the field information corresponding to each field name in the header record.

Name Surname Address1 Address2 Town

John Borg 44, Main Street Qormi

Mary Vella ‘Il-Bejta’ St. Philip Street Zebbug You can go through the following steps to create a new data source file. The following steps continue from the previous section.

1. Tick the option Type a new list if you want to create a new data source file. If you want to use an existing data source file, tick the option Use an existing list.

2. Click Create… below Type a new list. The New Address List dialog box will be displayed. This dialog box lists the fields you are likely to use in letters, labels and envelopes. You can remove any of these fields or add new fields to the data source file.

3. Click Customise… button to remove, add or rename fields in the data source file. The Customise Address List dialog box will be displayed.

Header record

Field Names

Data records

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4. To remove a field:

i. Click the field name to delete. ii. Click Delete button in the Customise Address List dialog box. The

underlying message will be displayed. iii. Click Yes button. The deleted field will no longer be displayed in the

Customise Address List dialog box.


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To add a field:

i. Click Add… button in the Customise Address List dialog box. The Add field dialog box will be displayed.

ii. Type a name for your field. iii. Click OK button. The fieldname will be

displayed in the Customise Address List dialog box.

To rename a field:

i. Click Rename button in the Customise Address List dialog box. The Rename Field dialog box will be displayed.

ii. Type in the new name in the To: field.

iii. Click OK button. The fieldname will be displayed in the Customise Address List dialog box.

To arrange the order of field:

i. Click the field name to adjust its position in the Customise Address List dialog box.

ii. Click Move up or Move down button.

5. Following changes made in the Customise Address List dialog box (step 4), click OK button. The Customise Address List dialog box will be closed. The New Address List dialog box will display the added or renamed fields.

6. Click Close button. The Save Address List dialog box will be displayed.

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7. Browse to the drive/folder where the file will be saved. 8. Type in a name for the data source file in the File name: field. 9. Click Save button. The Mail Merge Recipients dialog box will be displayed.

Also the mail merge toolbar will be displayed.

10. Click OK button to close the Mail Merge Recipients dialog box. Following the creation of the data source file you will proceed with typing in the data:

1. Click Edit recipient list… in the Mail Merge task pane or

the Mail Merge Recipients button in the Mail Merge toolbar. The Mail Merge Recipients dialog box will be displayed.

2. Click Edit… button. The New Address List dialog box will be displayed. 3. Type in the data in the fields.


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4. Click New Entry button to type in the data of the next record. 5. Repeat step 3-4 (in this section) for further record entries. 6. Click Close button to return to the Mail Merge Recipients dialog box. The

latter will display all record entries. 7. Click OK button to close the Mail Merge Recipients dialog box.

To edit a record:

1. Repeat steps 1-2 as above. 2. You can navigate to the specific record to edit using the First, Previous,

Next or Last button in the View Entries section.

Alternatively you can move to a direct record if you know any piece of data in this record:

i. Click the Find… button. The Find Entry dialog box will be displayed. ii. In the Find: field type the data you know. iii. Tick the option All fields to search this data in all fields. Tick the

option This field and select the field (from the drop-down list) to locate the record.

iv. Click Find Next button to move to the record showing the data entered in step ii.

v. Repeat step iv to move to the next record showing the data entered in step ii.

vi. Click Cancel button of the Find Entry dialog box.

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3. Edit the data as necessary. 4. Click Close button to return to the Mail Merge Recipients dialog box. 5. Click Cancel button to close the Mail Merge Recipients dialog box.

To delete a record:

1. Click Edit recipient list… in the Mail Merge task pane or the Mail Merge Recipients button in the Mail Merge toolbar. The Mail Merge Recipients dialog box will be displayed.

2. Click Edit… button. The New Address List dialog box will be displayed. 3. Repeat step 2 as above to locate the record to delete. 4. Click Delete Entry button. You will be prompted to confirm whether you wish

to proceed with the deletion or not. 5. Click Yes button. The record will be deleted from the data source file. 6. Click Close button to return to the Mail Merge recipients dialog box. 7. Click OK button.

Activity 2

1. Start MS Word and open a new blank document.

2. Save this document as announce.doc in the folder Module 3 Exercises.

3. Type in the following text:

18th February 2004 Attn. Joseph Muscat, St. Philip, Main Street, Zebbug ZBG 1010 Dear Joseph, You are requested to call at Administration Building RM 205 to collect your invitation. Sincerely yours, James

4. Create a data source file containing the following fields:

Name, Surname, Address1, Address2, City, Country, Postcode.

continued…


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5. Save the data source file as addresslist.doc in the folder Module 3 Exercises.

6. Enter the following data in this file:

Name Surname Address1 Address2 City Country Postcode John Vella St. Peter Main Street Balzan Malta BZN3333

Mary Bonanno 55 Mdina Road Qormi Malta QRM2222

Phil Costa Il-Bejta St. Joseph Street Msida Malta MSD1111

7. Edit the Surname of the second record from Bonanno to Borg.

8. Delete the third record. Add the following record instead:

Name Surname Address1 Address2 City Country Postcode Mario Calleja My Nest St. Philip Street Zebbug Malta ZBG4444

9. Save and close the documents announce.doc and addresslist.doc. Close

MS Word. Merging the Data

Once you have created the main document and attached to it a data source file it is very easy to perform the merge process. To tell MS Word where you want variable information printed, you insert the merge field names defined in the attached file. When you merge the main document with the data file, Word replaces the merge field names with the corresponding field information from each record in the data file.

1. In the main document, place the cursor at the location where the merge field will be inserted.

2. Click Insert Merge Fields button in the Mail Merge toolbar. The Insert Merge field dialog box will be displayed.

3. Select the appropriate field names. 4. Click Insert button. 5. Click Close button. 6. Repeat steps 1-5 as necessary.

«Title» «Name» «Surname» «Address_Line_1» «Address_Line_2» «Town» «Post_code»

7. Click View Merged Data button. The

document will display the data. 8. Click Merge to Printer button to print the

letters including the merged data. The Merge to Printer dialog box will be displayed.

9. Tick the appropriate option. 10. Click OK button to print the letter/s.

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Note that:

Each merge field starts and ends with these special “chevron” symbols <<>>. You cannot insert a merge field from the keyboard; you have to use Insert Merge Fields button.

Don’t forget to include spaces between merge fields if they are separate words and remember the punctuation that needs to appear in the finished document.

If you see a field code such as {MERGEFIELD Title} instead of «Title», select it and press ALT+F9 key combination to display the field result.

Some buttons in the Mail Merge toolbar: Button Effect

Click the name of the field you want to use, and MS Word inserts it in the main document. When you perform the mail merge later on, Word reads this field from the data file, and inserts it in this place in the main document.

Choose this button to switch between views of the document with the field names displayed, or with the actual data.

These buttons move you to either the beginning of the data file or to the previous record in the data file.

These buttons move you to either the end of the data file or the next record in the data file.

This button invokes the Mail Merge Helper dialog box. Use this when you want to begin the merge process again.

Use this button to check the mail merge main document against the data file. If there are field names in the main document that do not appear in the data file, this identifies them.

These buttons control the mail merge process and are used to perform a mail merge, send a mail merge document to a printer or to email instead.

These buttons allow you to find a particular field in the data file, or open a data file for editing.


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Activity 3

You will use Module 3 practice files.

1. Open the document announce.doc in the folder Module 3 Exercises. You will use this document as the form letter for a mail merge.

2. Use the file addresslist.doc in the folder Module 3 Exercises as the data source to be merged with the announce.doc form letter.

3. Replace the existing name and address lines at the top of the announce.doc document with the appropriate address block.

Joseph Muscat, St. Philip, Main Street, Zebbug ZBG 1010 Dear Joseph, with the following fields:

<<Title>> <<Name>> <<Surname>> <<Address1>> <<Address2>> <<City>> <<Postcode>> Dear <<Name>>

…

4. Merge the address list data source file with the letter to create a mail-merged document showing all the addressees.

5. Save the mail merge document as merge.doc in folder Module 3 Exercises.

6. Save and close all open documents. Close MS Word.

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Module 4

Spreadsheets

Charts

A chart/graph is a graphical representation of the numeric data in a worksheet. Each cell (or piece of data) represented in the chart is called a data point. Data points are represented on the chart by bars, columns, lines, or some other graphical device. A group of related data points is called a data series.

Name English Maltese Maths

Anthony 55 80 74

Maria 63 43 84

Philip 62 57 65

Rita 43 7 95

Typically, values are plotted along the vertical plane (y-axis) and categories are plotted along the horizontal plane (x-axis). Labels that run horizontally under the various data series and display the categories represented are x-axis labels. Labels running vertically and listing the value increments are the y-axis labels.


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Creating a Chart

1. Highlight the data to be included in the graph. 2. Click Insert menu. 3. Click Chart… The Chart Wizard dialog box will be displayed.

4. Select a chart from the Chart type: list, and then select a subtype from the Chart sub-type: group.

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If you selected your data in advance, you can see a preview of the chart by clicking the Press and Hold to View Sample button. Click Next button. The second Chart Wizard dialog box appears.

5. If you did not highlight the data earlier, use the Data range box to enter the range you want to chart. You can select the range coordinates by highlighting the range directly on the sheet. Click Next button. The third Chart Wizard dialog box appears.

6. Click the Chart-title: field and type in a title explaining the subject of the chart. Click in the Category (X) axis: field and type in a title explaining what type of data is on the X-axis. Click in the Value (Y) axis: field and type in a


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title explaining what unit/s of measurement is/are used for the values. Examine the sample Chart on the left of the dialog box and if everything is right click on Next button. The final Chart Wizard dialog box is displayed.

7. To insert the chart as a new chart sheet, activate the As new sheet: option and enter a title for the sheet in the text box provided. If you prefer to embed the chart on an existing worksheet, activate the As object in: option and use the drop-down list to choose the sheet you want to use. Click Finish button.

Note that:

You can click the Chart Wizard button instead of step 3 and 4. Changing the Chart Type

You can change the chart type after you create a chart:

1. Click anywhere in the chart. If the chart is embedded on the sheet where the data is located, the chart border will display sizing handles (small black squares).

2. Click Chart menu. 3. Click Chart Type… The Chart Type dialog box will be displayed. 4. Select a chart from the Chart type: list, and then select a subtype from the

Chart sub-type: group. 5. Click OK button.

Moving, Resizing & Deleting a Chart

To move or copy a chart between different sheets or workbooks:

1. Click anywhere in the chart to copy/move. 2. Click Cut button (to move) or Copy button (to copy). 3. Click in the sheet or workbook where the chart will be moved or copied. 4. Click Paste button.

To resize a chart:

1. Click anywhere inside the chart. The chart border displays sizing handles. 2. Position the pointer on one of the sizing handles. The pointer changes to a

double-headed arrow. 3. Drag the mouse to resize the chart.

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Note that:

If you drag the corner handles, the chart expands/contracts proportionately to its current size. If you drag the edge handles, the chart expands or contracts in that direction only.

To delete a chart:

1. Click anywhere inside the chart. 2. Press DELETE key.

Note that:

If the chart is in a separate sheet click Edit menu and click Delete Sheet.

Activity 4


1. Open the workbook graphs.xls located in the folder Module 4 Exercises.

2. Create a chart showing the following data:

X-data series Student Y-data series English History Chart Type Column Format Clustered Column with 3D Visual effect. Chart Title Results Category Group A Value Max. 100 marks Place chart As new sheet: First Results

3. Switch to Sheet1.

4. Create a chart showing the following data:

X-data series Student Y-data series English Science Chart Type Column Format Clustered Column. Compares values across categories. Chart Title English & Science Results Category Group A Value Max. 100 marks Place chart As object in: Sheet1

5. Move the chart created in the previous step such that the top left corner is in cell A13 below the data.

6. Resize the chart such that the bottom right corner of the chart will be in cell G33.

7. Delete the chart. Undo the previous command.

8. Save and close the workbook. Close MS Excel.


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Adding, Editing & Removing a Chart Title

1. Click anywhere in the chart. 2. Click Chart menu. 3. Click Chart Options… The Chart Options dialog box will be displayed. 4. Edit or remove the chart or axis titles. 5. Click OK button.

Adding Data Labels

You can add two kinds of labels to a chart:

Value Labels – these indicate the numerical values of the individual data points.

Text Labels – these display the names of the data points. By default, MS Excel already displays these names on an axis.

To add/remove labels to your chart:

1. Click anywhere in the chart. 2. Click Chart menu. 3. Click Chart Options… The Chart Options dialog box will be displayed. 4. Click Data Labels tab. 5. Select or deselect either Show value or/and Show label. 6. Click OK button.

Changing the Chart Area Background

You can modify the colours of the chart area, plot area and data series:

1. Click anywhere on the chart area (outside the plot area), plot area or data series.

2. Click Format menu.

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3. Click Selected Chart Area, Selected Plot Area or Selected Data Series. The Format Chart Area or Plot Area or Data Series dialog box will be displayed.

4. Click Patterns tab. 5. Select the appropriate colours for the Border and Area. 6. Click OK button.

Printing a Selected Chart

You can print a chart as follows:

1. On the worksheet, click the embedded chart to print. If the chart is in a separate sheet, click the chart sheet to print.

2. Click File menu. 3. Click Page Setup. 4. On the Chart tab, under Printed chart size, click Use full page, Scale to fit

page, or Custom. 5. Click File menu. 6. Click Print.

Note that:

If you click Custom, and then click OK, you can drag the chart area to the location and size that you want.

Activity 5


1. Open the workbook graphs.xls located in the folder Module 4 Exercises.

2. In the First Results sheet, edit the chart title Results to English & History Results

3. Edit the Value axis title from Max. 100 marks to 100 marks.

4. Modify the chart such that all columns display value labels.

5. Apply a light yellow colour to the chart area.

6. Apply a white colour to the plot area.

7. Apply a green colour to the red coloured columns.

8. Save and close the workbook. Close MS Excel.


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Module 5

Using Databases

Understanding Databases

A database is an organised collection of data. We are familiar with many examples of databases that are not computerised. These include telephone directories, address books and TV programme listings. All of these have well organised data referred to as information. A telephone directory book lists the name, surname, address and phone number of every subscriber. This data is sorted in alphabetical order according to the surname of the subscriber. Accordingly you can only search for a phone number provided you know the person’s surname. However, a database program with the same information as that found on a telephone directory enables you to search a phone number using any piece (name, address and phone number) of information, which you know about the person. Storing a database on a computer:

increases the speed with which one can get information; makes it easy to store large amounts of information can be sorted;

Typical uses of large-scale databases include airline booking systems, government records, bank account records and hospital patient details. Database Organization

A database file stores data in tables. A table stores and displays related data in a spreadsheet-like format with columns (called fields) and rows (called records). Each column in a table is called a field and represents a specific piece of data, such as ID card, surname, name etc. Fields may contain text, numbers, dates etc.

IDCard Surname Name DateOf

Birth Average

Mark PassFail Phone Fee

88286M Abela Maria 17/12/86 56 Y 21464646 €245

78587M Bonnici Caroline 03/03/87 87 Y 21464545 €245

67386M Callus Phyllis 04/04/86 35 N 21464343 €245

Data Value

Record

Fields

Field Names

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To identify each column of data, the first row in the database table contains the field names. Each field name is unique and represents the smallest unit of data. Each row in a database table is called a record and represents all of the related fields on one line. For example, all of the information about one student, ID card, surname, name, date of birth, average mark, pass/fail, phone and fee make up one record. The diagram shown above displays three records. Each item of data in a database table is referred to as a data value or data item.

IDCard Surname Name

DateOf Birth

Average Mark

PassFail Phone Fee

88286M Abela Maria 17/12/86 56 Y 21464646 €245

text text text date/time number Y/N text currency

The data type determines the kind of data that can be stored in a table field. Data types include text, number, date/time, yes/no, currency etc. Referring to the above diagram, the data type for the:

‘ID Card’ field is text because the data consists of a mix of numbers and an alphabet letter;

‘Date of Birth’ field is date/time;

‘Average Mark’ field is number;

‘Pass/Fail’ field is y/n. The data values allowed in this field are ‘Y’ or ‘N’;

‘Phone’ field is text even though the data value consists of numbers. Typically the number data type is reserved for fields containing numbers that will be used for calculations. It is unlikely that you will perform calculations on phone numbers;

‘Fee’ field is currency.

The field properties determine how the data in a particular field will be displayed. For example you can determine the format of the ‘Date of Birth’ field i.e. whether you will enter a long date, short date or medium date. You can also set the maximum number of characters that can be entered in the ‘id card’ field by setting the field size. You can also set a default value in a field. There are other field properties which will be discussed later on. A primary key is a field that uniquely identifies each record in a database table. It is a field containing data that is different for every record in a database. Examples of primary keys include identity card numbers, passport numbers, index numbers, and item code numbers. Indexes are commonly used in books to look for any particular information quickly. Similarly, databases use indexes to speed up searches on a table using a given field. An index speeds up searches on the indexed fields as well as sorting and grouping operations. For example, if you search for specific students using the ‘surname’ field, you can create an index for this field to speed up the search. By default, the primary key field in a table is automatically indexed. However, you can set indexing on other fields in a table.

Data type

Primary Key


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Opening & Closing MS Access

MS Access is an example of a database management system – an application that enables you to create and manage a database on a computer. MS Access comes in a variety of versions. Over the years the program has been updated, making it more powerful and easier to use. These course notes are based on MS Access 2003.

1. Click Start button. 2. Highlight All Programs. 3. Click Microsoft Access. A similar screen to the one shown above appears.

To close MS Access:

1. Click File menu. 2. Click Exit.

Note that:

You can close MS Access using the shortcut key combination: ALT+F4 key Opening & Closing a Database File

To open a database file:

1. Click Open button. 2. Click the drop-down arrow in the Look in: field and select the drive and/or

folder that contain the database file to open.

Menu Bar

Toolbars

Task pane

Title Bar

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3. Double-click the database file you want to open. The Security Warning dialog

box is displayed. 4. Click Open button.

5. The database window displaying the name of the database file in the title bar

appears. Note that:

MS Access database files end with the extension .mdb.

You can open a recently used database file using the File menu. By default, the File menu displays a list of 4 recently used database files. Click the database file to open.

You can also open a recently used database file using the task pane. In the Open a file section, click More files… and follow steps 2-3 as above. If the Task Pane is not visible, click View menu and Task Pane.

You can open a database file using the shortcut key combination: CTRL+O keys and follow steps 2-3 as above.


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When you open an existing database (or create a new database), the database window will be displayed. This window has several components.

Component To Do This

Command buttons To create new objects or open objects listed in the object list.

Object buttons To select the type of object (tables, queries, forms etc.).

New Object Shortcuts To create objects using wizards or in Design view.

Object list To list all of the objects available for each object type.

Groups To group shortcuts to objects of different types.

New Object Shortcuts

Object List Object buttons

Command buttons

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An Access database contains several components known as objects:

A table stores and displays related data in a spreadsheet-like format with columns and rows.

A query is a question you ask about your data that retrieves specific records from one or more tables.

A form is a customised view of the data used to facilitate the entry, viewing or editing of data in tables by displaying one record at a time.

A report is used for designing a printed copy of database information, grouping records into several levels and performing calculations.

To close a database file:

1. Save your work. 2. Click File menu 3. Click Close command.

Note that:

You can close a database file using the shortcut key combination: CTRL+F4 key.

Creating a New Database File

1. Click New button. A new file with empty cells will be opened. 2. In the New File task pane, click Blank Database. The

File New Database dialog box will be displayed.


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3. Click the drop-down arrow in the Save in: field and select the disk and/or folder where the database file will be saved. By default, the file will be saved on Drive C: in My Documents folder.

4. In the File name: field type the name of the database file. 5. Click Create button. A window displaying the database file name in the title

bar appears. Note that:

Database file names can have up to 255 characters including spaces. File names cannot include any of the following characters: forward slash (/), backslash (\), greater than sign (>), less than sign (<), asterisk (*), period (.), question mark (?), quotation mark ("), pipe symbol (|), colon (:), or semicolon (;).

Activity 6


1. Start MS Access.

2. Open the database file first.mdb in the folder Module 5 Exercises.

3. Close first.mdb.

4. Open a new (blank) database file. Save this file in the folder Module 5 Exercises using the name second.mdb.

5. Close second.mdb.

6. Close MS Access. Showing & Hiding Toolbars

A toolbar is a row/column of buttons/icons. These buttons are used to accomplish tasks quickly without opening menus. By default, MS Access displays the Database toolbars. To hide/display the database toolbar:

1. Click View menu. 2. Highlight Toolbars. 3. Click Database. The Database toolbar will be hidden. To display this toolbar

again, repeat steps 1-3. Using Help

1. Click Help menu. 2. Click Microsoft Access Help. The office assistant is displayed. 3. Type a keyword or question in the Answer Wizard box. 4. Click Search button. 5. Click the topic to display.

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Opening, Saving & Closing Objects

As indicated earlier, the database window displays the objects: tables, queries, forms, reports etc. To open a table, query, form or report:

1. Click Tables, Queries, Forms or Reports button. 2. Double-click the name of the table, query, form or report to open.

To save a table, query, form or report click Save button. To close a table, query, form or report click Close button. Changing between Objects & View Modes

To switch between one object and another:

Click on Tables, Queries, Forms or Reports button. Each object has two different view modes:

Object View Modes Tables Datasheet view and Design view

Queries Datasheet view and Design view

Forms Form view and Design view

Reports Print Preview and Design view

To switch between view modes in a table, form, query and report:

1. Click the Tables, Queries, Forms or Reports button.

2. Select the table, query, form or report to open. The data will be displayed.

3. Click the Design view button to switch to the design view mode.

4. Click the Datasheet view (for tables and queries), Form View (for forms) or Print Preview (for reports) button to switch back to the screen that displays data.


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Activity 7


1. Open the database file second.mdb in the folder Module 5 Exercises.

2. Use the Help facility to find information about tables. Display the topic About creating a table.

3. Use the Help facility to find information about forms. Display the topic Create a form.

4. Close second.mdb in the folder Module 5 Exercises.

5. Open first.mdb.

6. Switch between the Tables, Queries, Forms and Reports objects.

7. Open the table tblBook.

8. Switch to the Design view mode.

9. Switch back to the Datasheet view mode.

10. Close the table tblBook.

11. Open the form frmBook.

12. Switch to the Design view mode.

13. Switch back to the Datasheet view mode.

14. Close the form frmBook.

15. Close first.mdb.

16. Hide the Database toolbar.

17. Display the Database toolbar.

18. Close MS Access. Creating a New Table

A database file stores data in tables. You always start your database through the table object. Tables can be created in Design view or using the table wizard. This course will focus on creating tables in Design view. The Design view is used to define the field names, the order the fields will appear in the table, the type of data each field will contain, and the size and format of each field. You can also add field descriptions to help you remember what information should be entered into a field. These descriptions display in the lower left corner of your screen as you enter records in Datasheet view. To create a table in Design view:

1. In the database window, click the Tables button. 2. In the right pane, double-click Create table in

Design view. A new window appears for inputting field names, their data types and descriptions (refer to the screen displayed overleaf).

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3. For each row in the table enter the field name, select a data type (read further down to learn about data types) and type a description (optional). Use the TAB key to move from column to column.

4. Once you enter all field names, data types and descriptions, select a field and set this as the primary key. (Read further down to learn how to set the primary key).

5. When you finish click Save button. The Save As dialog box is displayed.

6. In the Table name: field type a name for your table. 7. Click OK button.

Note that:

In a table, a ‘row’ represents a record. In Design view a ‘row’ represents one column in the table. For example, if in Design view you name a row ‘IndexNo’, the table will have a column called ‘IndexNo’ and each record in the database will need to have an ‘Index No’ field entry.

When you save your table, remember to start its name with ‘tbl’. This naming convention will later help you to identify this database object as a table.

Field Names Listed below are some general rules for naming your fields:

Use any combination of letters, numbers, and special characters, except a period (.), exclamation mark (!), accent mark (`), or brackets ([]).

Use a maximum of 64 characters. Choose a unique name for each field.


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Avoid using spaces in your field names; e.g. use ‘IndexNo’ or Index_No’ rather than ‘Index No’. While not specifically prohibited by Access, spaces can cause problems if you need to do calculations on your fields.

Data Types For every field name entered in the first column of the Design view window you need to specify its data type. The data type determines the kind of data that you can store in a field. MS Access provides you with a list of data types to choose from. The default data type is ‘text’. The following table summarises the field data types to be used during this course. Data Type Description Examples Storage Size

Text Allows you to enter alphabetic or numeric data. Typically used where there is a limit on the amount of data. No calculations can be done on numeric data entered as text data type.

Name, postcode, address & telephone number.

Up to 255 characters.

Number Allows you to enter numeric data that may be used for calculations.

Quantity in stock,

amount sold & marks.

1, 2, 4, 8 or 16 bytes.

Date/Time Allows you to enter Date or time data. Date of birth, Production & expiry date,

time lap.

8 bytes.

Yes/No Allows you to enter yes/no, true/false or on/off values to a field.

Promoted, Married.

1 bit.

To choose a data type for a field:

1. In Design view, tab to the Data Type column for the desired field. 2. Click on the drop-down arrow to display a list of data types. 3. Press the first character of the data type to be used e.g. ‘T’ for a Text field.

Setting a Field as a Primary Key

The primary key is the field that uniquely identifies each record in a database table. It is a field containing data that is different for every record in a database. Primary keys prevent duplicate records because the field must contain a unique data item. To define a primary key field in a table:

1. In Design view, click the field to define as a primary key. 2. Click the Primary key button on the database toolbar. A key symbol will

be displayed in the record selector for the field name. 3. Click Save button.

Note that:

By definition, the primary key field cannot contain any duplicate entries. For example, a ‘surname’ field cannot be defined as a primary key because the surname field may contain the same data values in different records. For many

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of the tables you design, there will be a field that provides unique values (e.g. ‘identity card number’, ‘passport number’, ‘index number’, and ‘item code number’) that can function as a primary key. If not you can create a field that contains artificially unique values to be your primary key.

Once you define a field as a primary key, MS Access will test the contents of the field each time you add or edit a record. An error message will be displayed if there is a duplicate or a blank entry. The primary key cannot be left blank for any records of the table.

The data present in a table is automatically sorted by the primary key field.

By default, the primary key field (if there is only one key field in a table) is indexed. The index speeds up searches on the primary key fields as well as sorting and grouping operations.

To delete the primary key setting from a field:

1. In Design view, click the field to remove its primary key setting. 2. Click the Primary key button on the database toolbar. The record selector

will no longer display the key symbol. 3. Click Save button.

Activity 8



2. Create a table in Design view. Use the following field names and data types:

Field Name Data Type Description IndexNo AutoNumber Surname Text Name Text DateOfBirth Date/Time TelNo Text Email Hyperlink Fee Currency AverageMark Number Shows the average mark in the annual

exams. Promoted Yes/No

3. Set the IndexNo as the primary key field.

4. Save the table as tblStudents.

5. Close tblStudents.

continued…


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6. Create another table in Design view within the same database file second.mdb. Use the following field names and data types.

Field Name Data Type Description CodeNo AutoNumber Title Text Artist Text Price Currency Release Date/Time Label Text Rank Number

7. Set the CodeNo as the primary key field.

8. Save the table as tblMusic.

9. Close tblMusic.

10. Close second.mdb.

11. Close MS Access. Deleting a Table, Query, Form & Report

To delete a database object (table, query, form & report):

1. Click the table to delete. 2. Press DELETE key. A warning message will be displayed prompting you to

confirm whether you want to proceed with deleting the object or not.

3. Click Yes button to delete the object.

Navigating between Records in a Table, Query or Form

MS Access provides several methods to move between records in a table and query. You can:

Click the mouse directly in the cells of the table/query. Use the navigation buttons in the lower left corner of the Datasheet view.

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Use the keyboard to move around the table/query.

Do this Cursor moves

TAB, ENTER or RIGHT CURSOR key To the next field in the table.

SHIFT+TAB or LEFT CURSOR key To the previous field in the table.

UP CURSOR key Up one record.

DOWN CURSOR key Down one record.

HOME key To the beginning of a record.

END key To the end of a record.

CTRL+HOME key To the beginning of the table.

CTRL+END key To the end of the table.

Double click the Record Number box, type the record number and press ENTER key.

To the specified record.

Note that:

If you are editing the contents of a field, the HOME, END, LEFT CURSOR and RIGHT CURSOR keys will move the cursor within the characters typed in the field. The entire field must be selected for these keys to move the cursor between fields in the record.

You can navigate within the fields of a record in a form as indicated here:

Press To move TAB key To next field in the record.

SHIFT+TAB keys To previous field in the record.

HOME key To move to the first field in the record.

END key To move to the last field in the record.

You can move from one record to the next using the buttons at the bottom of the form window:


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To go to a specific record:

1. Double-click and type the number of the record you want to retrieve. 2. Press ENTER key.

Sorting Records

By default, the records are sorted by the primary key field. You can change the order of records in tables, forms or query results through sorting. Records can be sorted in ascending or descending order by any field. To sort records in tables, forms or query results:

1. Display the data in the Form View or table/query Datasheet view. 2. Click the field you want to use for sorting records. 3. Click Sort Ascending button

or Sort Descending button Note that:

When you sort a field in ascending order, any records in which that field is blank are listed first.

To sort dates and times from earlier to later, use ascending order. Use descending order to sort from later to earlier.

Adding & Deleting Records in a Table

To add records in a table:

1. Open the table in Datasheet view. 2. Click in the right hand most cell of the last record. 3. Press TAB or ENTER key to move to the next row. 4. Type the data in the fields of the next row. 5. Repeat steps 2-4 to enter more records.

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Note that:

As you work with records, the record selector button to the left of the record will indicate the record’s status.

Record Selector Description

The current record; the record has been saved as it appears.

A new record that you can enter information in.

The record that is being edited; changes are not yet saved.

A blank record will show at the end of the table with an asterisk (*),

indicating the location where any new record will be entered. As you add or edit data in a record, a pencil will display, indicating you are entering or editing data that has not been saved. When you move to another record or close the datasheet, the pencil will disappear and the data will automatically be saved. There is no need to save the table unless you have changed its design or layout.

You can also add records by clicking the New Record button at the bottom of the Datasheet view window.

As you add records, field descriptions are displayed in the status bar of MS Access window.

Pressing ESC key will undo the current field. If pressed twice, it will undo the current record.

Occasionally, you may need to delete a record(s) from your database. When you delete a record, or row, from the database, the records below the deleted row are automatically moved up. To delete a record(s):

1. Select the record(s) to be deleted by clicking the Record Selector buttons. 2. Press DELETE key or click the Delete button on the Database toolbar.

Access displays a warning dialog box prompting you to confirm or cancel the deletion of the record(s).

3. Click Yes button to confirm the deletion or No button to cancel the deletion request.

Note that:

When you delete a record this will be permanently deleted i.e. you cannot undo a deleted record.


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Adding, Modifying & Deleting Data in a Record

To add data in a record:

1. Open the table in Datasheet view. 2. Type the data in the first field. 3. Press TAB or ENTER key to move to the next field. 4. Repeat steps 2-3 to enter data in the other fields. 5. When you reach the end of the first record, press TAB or ENTER key to save

the data and automatically move to the next record.

Editing a record is similar to editing text in MS Word or MS Excel. You can insert, delete and replace data in any field. If you want to add text to a field, click where the new text will be inserted and begin typing. Use the BACKSPACE and DELETE keys to delete characters to the left or right of the cursor. To delete an entire field, select the field and press the DELETE key. To replace text, select the text to be replaced and start typing. If you make a mistake as you are editing and the changes have not been saved yet (i.e. the pencil icon shows in the Record Selector button), click the UNDO button or ESC key to cancel your changes. Pressing ESC key once will cancel changes made to the current field. Pressing ESC key twice will cancel all changes made in the record. Changing the Width of a Column

You can change the column size to accommodate a field heading or field entry in the Datasheet view:

1. Position the mouse pointer over the right edge of the column heading for the column you want to resize. The pointer changes to a double-headed arrow.

2. Drag the pointer to the right to increase the column width or drag it to the left to decrease the column width.

Note that:

If you double-click over the right edge of the column heading, the width of that column will change to fit the longest entry in the field.

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Activity 9



2. Open the table tblStudents in Datasheet view.

3. Type in the following data

Field Name Record 1 Record 2 Record 3 IndexNo 1 2 3 Surname Cilia Mifsud Camilleri Name John Maria Felicita DateOfBirth 17/11/87 11/10/87 12/12/87 TelNo 21464646 21454545 21444444 Email [email protected] [email protected] [email protected] Fee 245 245 245 AverageMark 66 55 32 Promoted

4. Edit the data as follows:

Record 1 TelNo From: 21464646 to 21434343 Record 2 Name From: Maria to Marianne

5. Adjust the width of the field Email such that all data values in this field will be visible.

6. Save tblStudents.

7. Delete record 3 from the table tblStudents.

8. Close tblStudents.

9. Close the database file second.mdb.

10. Close MS Access. Applying Field Property Settings

Apart from specifying different data types for each field in your table, you can also set the field properties to customise the appearance or contents of a field. An example of a field property is the size of the field. Suppose, for example, you are entering local postcodes of the format ZBG2409 or VCT1030. Because you know that a local postcode is not going to be over 7 characters, you set the field size property to 7.


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As another example, suppose you are entering exam marks. Because you know that an exam result will not exceed 100, you set the field size property to Byte. The Byte property accepts numbers in the range 0 to 255. The properties and options available for a field are dependent on the field data type. For example, a Date/Time field does not have a Field Size property.

The following table summarises the field properties that will be used during this course: Field Property Use Field Size Limits a text field to a certain size, or limits a number field to values within

the data type’s range.

Format Displays dates, text, and numbers in a specific display format.

Caption A name to be used as a column heading in a datasheet or as a label on a form or report. The field name is used as the default label for a field if no caption is specified.

Default Value Automatically inserts this value in all new records.

Validation Rule

Limits data entered to a specific value that meets a certain criteria. Displays a dialog box if an acceptable value is not used.

Validation Text Used to display a customised error message when the validation rule is violated.

Required Can be Yes or No. If Yes, data is required in the field and cannot be left blank.

Indexed Simplifies sorting. Also can be used to prevent duplicate values from being entered in a field.

Changing the Field Size The Field Size property limits the size of a field. You establish a field size to ensure that the data entered in a field does not exceed a specified size. Field size options are different for text and number fields:

Field Properties for a field with a text data type.

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For a text field, you can type a number to indicate the maximum number of characters that can be entered in the field. For example, using the field properties, you can change the size of a phone number field to 8 characters. The default size for a text field is ‘50’ characters with a maximum field size for a text field of ‘255’ characters.

For a number field, the field size indicates the range of values and whether the field can contain fractional values. The default field size for a number field is ‘long integer’, which means that the field must contain a whole number. The following field size options are available for number fields:

Field Size Label Accepts… Storage size

Byte 0 to 255 1 byte

Integer –32,768 to 32,767 2 bytes

Long Integer –2,147,483,648 to 2,147,483,647 4 bytes

Single Any number with up to 7 decimal places 4 bytes

Double Any number with up to 15 decimal places 8 bytes

Decimal Any number with up to 28 decimal places 12 bytes

To change the field size in a table:

1. In Design view, click the field to set its field size.

2. In the Field Properties (lower pane), on the General tab card, click the Field Size box.

3. Change the field size:

a. For a text field, type the number of characters that will be allowed in the field.

b. For a number field, click the drop-down arrow to the right of the field size label. Select the appropriate field size property (refer to the table above).

4. Click Save button.

Note that:

It is advisable to consider the data to be entered in a field and set the field size property accordingly. Using a field size larger than needed can greatly increase the size of the database file.

If your table already contains data and you reduce the field size, the following dialog box will be displayed. If you decrease the size of the field that contains data, this will be truncated if it exceeds the new width of the field. Click Yes or No button as appropriate.


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Changing Number Field Format For ‘number’ and ‘currency’ there are several formatting options. For the ‘number’ field, the General format is automatically selected. For the ‘currency’ field, the Currency format is automatically selected. The following format options are available for Number and Currency fields: Format Property

Displays

General Displays numbers as they were entered e.g. 7000. This is the default for Number fields.

Euro Displays as currency and uses the Euro symbol €.

Fixed Displays two decimal places e.g. 7000.00.

Standard Displays comma and two decimal places e.g. 7,000.00.

Percent Multiplies the value by 100 and shows % e.g. 50%.

Scientific Displays standard scientific notation.

To change the field format of ‘number’ or ‘currency’ fields:

1. In Design view, click the ‘number’ or ‘currency’ field to set its format. 2. In the Field Properties (lower pane), on the General tab card, click the

Format box. 3. Click the drop-down arrow to the right of the Format label. Select the

appropriate format property (refer to the table above).

4. Click Save button. Note that:

The percent format multiplies the number entered by 100 and adds the % symbol. If you type the number 7, this will be displayed as 700%. To enter 7% type 0.07% or 7%.

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Changing Date/Time Field Formats The format of a ‘date/time’ field can include only the date, both the date and time, or only the time. MS Access provides several date/time options to choose from. Format Property Displays as General If no time is entered, only the date is displayed. If no date is entered,

only the time is displayed. This is the default and is a combination of the Short Date and Long Time settings.

Long Date Wednesday, December 17, 2003

Medium Date 17-Dec-03

Short Date 17/12/03

Long Time 09:43:30 PM

Medium Time 09:43 PM

Short Time 09:43

Mm/dd/yyyy 17/12/03 will display as 17/12/2003

To change the field format of ‘date/time’ fields:

1. In Design view, click the ‘date/time’ field to set its format. 2. In the Field Properties (lower pane), on the General tab card, click the

Format box. 3. Click the drop-down arrow to the right of the Format label. Select the

appropriate format property (refer to the table above). 4. Click Save button.

Applying & Modifying Default Values In addition to changing the field sizes and formats, you can also use the field properties screen to set default field values. Default field values are values that automatically fill in a field in new records. You can either leave the default value, or change the data to a new value. Defining a default value for a field simplifies data entry when a certain value is entered frequently. For example, in a student table, you might have a field for Town. If most of the students come from Zebbug, you could set the default value to Zebbug. Then you will only enter data in this field if the town is other than Zebbug.


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1. In Design view, click the field that will have a default value applied to it. 2. In the Field Properties (lower pane), on the General tab card, click the

Default Value field. 3. Type the value to be displayed automatically. 4. Click Save button. When you enter data in new records, the default value will

automatically appear in the field.

Indexing a Field

An index speeds up searches on the indexed fields as well as sorting and grouping operations. For example, if you search for specific students using the ‘surname’ field, you can create an index for this field to speed up the search. By default, the primary key field in a table is automatically indexed. However, you can set indexing on other fields in a table. When deciding which fields to use as indexes, look at the fields you expect to search frequently for particular values, or that you will want to sort by. To set an index to a field:

1. In Table Design View, select the field be indexed. You can select a field by clicking on its name in the Field Name column.

2. In the Field Properties (lower pane), on the General tab card, click the Indexed field.

3. Click the drop-down arrow and select the appropriate option (refer to the following table).


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Option To Do This

No Deletes the existing index or leaves the field unindexed.

Yes (Duplicates OK) Indexes the field, allowing duplicate values among fields in the table.

Yes (No Duplicates) Indexes the field prohibiting duplicate values among fields in the table.

Note that you cannot index an AutoNumber or Memo field.

You can view and modify existing indexes in the table design view as follows:

In Table Design View, click Indexes button. The following dialog box will be displayed:

The following table describes the possible changes you can make to properties of the indexes: Option To Do This

Sort Order Select either Ascending or Descending.

Primary Indicates whether the selected index is the primary key field.

Unique Indicates whether the selected index prohibits duplicate field contents.

Ignore Nulls

Indicates whether Access searches through fields that do not contain any data. If Access ignores null values in an indexed field, it makes searches and sorts more efficient.

Indexes can be deleted by selecting the index and pressing the DELETE key. Adding a Field to an Existing Table

To insert a new field in Design view:

1. Click the Record Selector button to select the field row where you want the new field to be inserted.

2. Click Insert Rows button. 3. Type the name of the field and press TAB key. 4. Set a data type for the field. 5. Click Save button.


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Note that:

If you add a field after data has been entered, the new field will be blank for all existing records.

When you add a new field, you are changing the table’s design. You must save the changes to the table before you can switch to Datasheet view or close the table.

Activity 10



2. Open the table tblStudents in Design view.

3. Add the following fields below the field Promoted:

Field Name Data Type EnglMark Number MaltMark Number MathMark Number

4. Delete the field AverageMark.

5. Move the field Promoted after the field MathMark.

6. Rename the field TelNo to PhoneNo.

7. Insert the field Gender (Data type - Text) before the field PhoneNo.

8. Set the field properties as shown below:

Field Properties Field Name Data Type Field Size Format Surname Text 25 > Name Text 25 DateOfBirth Date/time n/a medium date Gender Text 1 PhoneNo Text 8 Email Hyperlink > Fee Currency € EnglMark Number byte MaltMark Number byte MathMark Number byte Promoted Yes/No

9. Set indexing (duplicates allowed) on the Surname and Name fields.

10. Save and close tblStudents.

11. Close the database file second.mdb. Close MS Access.

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Creating Queries

MS Access provides a powerful tool – the query object - to extract particular information from your database file. A query allows you to select and display records that meet a specified set of criteria. For example, showing only those records of students born during ‘1983’ and residing in ‘Qormi’. A query cannot be created unless the database file has at least one table. You can base a query on a single table, on multiple tables, or on other queries. Queries are particularly effective when you want to use fields from multiple tables that have a relationship. You cannot use filters when you want to extract data from multiple tables. In MS Access you can create different types of queries. For the purpose of this course, you will learn how to create select queries. A select query displays a datasheet of all the records and fields matching the criteria you entered without changing any of the data. The results of a query are known as a recordset. Queries can either be created in Design View or by using one of the query wizards. In this course you will learn how to create a query in Design View:

1. In the Database window, click the Queries object.

2. Double-click Create query in Design view. The Select Query window and the Show Table dialog box will be displayed.


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3. In the Show Table dialog box, double-click the table/s on which the query will be based. When you double-click on a table, a list of available fields will be displayed at the top pane, known as the table pane, of the query window.

4. Click Close button in the Show Table window. The Select Query window is divided into two areas: the table pane (top pane) and the QBE grid (bottom pane). The QBE (query by example) grid is a collection of cells where you define the query. Use the first row (Field) for the query’s field names. Use the third row (Sort) for sorting options. Use the fourth row (Show) to determine which fields appear in the query results. Use the rest of the rows (Criteria, and so on) to set up your criteria.

Field List

Field Table Pane

QBE Grid

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5. In the table pane, double-click the field name/s (in the field lists). The Field: (first row), in the QBE grid, will display the field name selected. The Table: (second row), in the QBE grid, will automatically display the name of the table which has the selected field.

6. Repeat this step for the other fields that will be included in the query. The order in which you select your fields is the order in which they will appear in the recordset (the results of a query).

7. Click the drop-down arrow in the Sort: box and select the sorting order [ascending, descending or (not sorted)] for the data in that field. Use ascending order to sort dates and times from earlier to later. Use descending order to sort from later to earlier.

8. In the Criteria: box type an expression (read further down) and press ENTER key. Criteria are used to extract a specific set of data. The basic idea is that you select a field and then enter an expression that defines your criteria. For example, to extract details of borrowers and books to be returned on 17-Dec-04.

9. Deactivate any check box/es in the Show: cells for the field/s that will not be displayed in the recordset. In most cases such fields are added to the QBE grid for criteria purposes only. You can unhide the field/s by unchecking the Show: check box.

10. Click Run button to display the results of the query.

11. Click Save button to save your query. The Save As dialog box will be displayed.

12. In the Save As dialog box, type a name for the query in the Query Name:

13. Click OK button. Note that:

When you save a query, remember to start its name with ‘qry’. This naming convention will later help you to identify this database object as a query.

You should save your query if you plan to re-use it. Saving your query will save the query’s structure, not its results. If you add data to a table that matches the criteria (read further down) in the query, and then you run the query, a new up-to-date recordset is generated.


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Adding Criteria Using Comparison Operators

Criteria expressions are short statements that tell MS Access what subset of your data you want to see. The following table displays the comparison operators that can be used in criteria expressions:

Symbol Description Symbol Description

= Equal to > Greater than

< Less than >= Greater than or equal to

<= Less than or equal to <> Not equal to

Typically comparison operators are used on numeric or date fields. However you can also use them on text fields. For example, the expression <’D’ will match field values that begin with letters A, B or C. Expression Field Description

=Borg Surname Displays records where Surname is ‘Borg’.

<>John Name Displays records where Name is not equal to ‘John’.

<=G Surname Displays records where the Surname begins with letters A through G.

=78772M ID Displays the record where ID is 78772M.

<30 English Displays records where English is less than 30.

>=45 Maltese Displays records where Maltese is greater or equal to 45.

>1/1/95 Date of Birth Displays records where Date of Birth is after 1/1/95.

Note that:

If you want your data to match an exact value, there is no need to use the equal symbol (=) in your criteria expression.

Example: You add a single selection criterion to the Criteria: cell in the QBE grid:

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Running the above query displays all students whose surname is ‘Mifsud'. Note that when you type Mifsud and click another cell, Mifsud will be displayed as “=Mifsud”.

Activity 11


1. Open the database file fourth.mdb in the folder Module 5 Exercises.

2. Create a query using the Design View based on the tblAlbum. The query should display the following fields in the order:

asin, price, release, rank and label.

3. Run the query.

4. Save this query as qryAlbums.

5. Close the qryAlbums.

6. Re-open the qryAlbums.

7. Remove the fields asin and rank from the qryAlbums. Run the query.

8. Add the fields artist and title as the first two fields in the qryAlbums. Run the query.

9. Set the criteria such that those records where the artist is The Beatles are displayed. Run the query.

10. Add the appropriate expressions such that only those records where the artist is The Beatles and the price is £13.49 and the release date is before 31/12/1966. Run the query.

11. Save and close the qryAlbums.

12. Save and close the file fourth.mdb. Close MS Access. Creating & Naming a Form

A form is a type of a database object that is primarily used to enter or display data in a database. Earlier in this course, the table object was used for data entry, editing and viewing. The form object provides a more user-friendly interface for data entry, editing and viewing. A form is another way of looking at data in a table. If you add or edit records in a form, you are actually changing the data in the underlying table. When you work with data in a form, all the field properties in the table’s design will apply, including default values and validation rules. The form wizard helps you create a form quickly. The wizard asks you questions and creates a form based on your answers. You can then customize the form the way you want it in Design view.


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To create a form using the form wizard:

1. In the Database window, click the Forms object.

2. Double-click Create form by using wizard. This will start a wizard that asks you questions and creates a form based on your answers.

3. Click the drop-down arrow below Tables/Queries: and select the table or query (discussed in a later section) that contains the data to be used in the form.

4. The left part (under Available Fields:), displays a list of fields that make up the table or query selected in the previous step. Double-click the field to include in your form. This field will move to the Selected Fields: list. Repeat this for all fields that you wish to include in your form. You can remove fields from the Selected Fields: list by double-clicking the fields to remove. Click Next button. The next Form wizard dialog box is displayed.

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5. Select one of the four layout options Columnar, Tabular, Datasheet and Justified. When you select a layout, a sample appears in the left pane. Click Next button. The third dialog box is displayed.

6. Select one of the ten style options: Blends, Blueprint… Sumi Painting. When you select a style, a sample appears in the left pane. Click Next button. The fourth dialog box is displayed.


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7. In the What title do you want for your form? type a name for your form. Select whether you want to start entering data in the form or you want to modify the form’s design. If you select the option Open the form to view and enter information the Form view window will be displayed. Click Finish button.

Note that:

When you save a form, remember to start its name with ‘frm’. This naming convention will later help you to identify this database object as a form.

Entering, Modifying & Deleting Records

To add a new record in Form view:

1. Click New Record button on the toolbar. A blank record will be displayed. 2. Type in the data.

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Note that:

Data entry through a form is equivalent to data entry in a table. Therefore data entered via the form object also goes in the table on which the form is based on.

To modify/edit data within a field:

1. Click in the field you want to edit. 2. Type in the data.

Note that:

When you move to another record, MS Access saves your changes. To delete a record:

1. Position the cursor in any field of the record to be deleted. 2. Click the Delete Record button.

Adding & Modifying Text in Form Headers & Footers

The Form Wizard is an essential tool for creating a form. However, you may need to modify the design of a form. For example, to add/edit a header or footer you will need to use the Form Design View. To switch from the Form View to the form Design View:

1. In Form View, click View menu. 2. Click Design View. The Design View window is displayed.

Note that:

You can click the Design View button to switch to the form Design View.

The labels hold the field names or caption from the fields’ properties. The fields hold the table data. Each label and its corresponding field are collectively known as bound controls.

Labels Fields


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To switch from the form Design View to the Form View:

1. In Form View, click View menu. 2. Click Form View. The Form View window is displayed.

Note that:

You can click the Form View button to switch to the Form View window. To add a header and/or footer to the form: Header text is the text that appears at the top of every record in a form. Footer text is the text which appears at the button of every record in a form.

1. Switch to the form Design View. The form Design View window displays three sections: Form Header, Detail and Form Footer (scroll down to see the Form Footer). You will need to create a space between the Form Header section and the Detail section to enter header text. You will need to create a space below the Form Footer.

2. Click View menu.

3. Click Form Header/Footer. The Form Header and the Form Footer will no longer be displayed.

4. Click View menu again.

5. Click Form Header/Footer. The Form Header and the Form Footer sections will be displayed again. There is now a space between the Form Header and detail section. There is also a space below the Form Footer section.

6. Click Label button on the Toolbox toolbar.

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7. Create a text box below the Form Header or below the Footer. The cursor will be displayed in the text box.

8. Type the header or footer text in the appropriate text box created. 9. Click outside the text box. 10. Save the form. 11. Switch to the Form View.

Note that:

If the Toolbox toolbar (in the form Design View) is not displayed, click Toolbox button.

To edit the form header/footer text:

1. Switch to the form Design View. 2. Click in the header or footer text box to edit. 3. Edit the text. 4. Save the form. 5. Switch to Form View.

Activity 12


1. Open the database file third.mdb in the folder Module 5 Exercises.

2. Create a form based on the table tblBorrowers. Use the form wizard to create the form.

Include all fields in the table tblBorrowers.

Apply a Columnar layout and Standard style.

Save this form as frmBorrowers.

3. Add the following records through the Form View:

Field Name Record 5 Record 6 IDNo 25776M 3476M Surname Callus Costa Name Mario Phil Address1 St. Philip St. Mary Address2 Bishop Borg Street Long Street Town Zebbug Hamrun Postcode ZBG1111 HMR2222 PhoneNo 21464141 21424344

4. Move to the first record.

5. Move to the last record. Delete the last record.

6. Type again the details of the record deleted in step 5. Refer to step 3 to enter the data in the last record.

continued…


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7. Insert the text Rexton School Library in the header section of the form frmBorrowers. Apply the font style Verdana pt. size 11 and a blue colour to the text Rexton School Library. Save and display the form in Form View.

8. Insert the text (c) J. Borg 2004 in the footer section of the form frmBorrowers. Apply the font style Verdana pt. size 11 and a blue colour to the text (c) J. Borg 2004. Save and display the form in Form View.

9. Create a form based on the tblBooks. Use the form wizard to create the form.

Include fields CopyNo, BookTitle and Author in the table tblBooks.

Apply a Columnar layout and Blends style.

Save this form as frmBooks.

10. Save and close the database file third.mdb. Close MS Access. Creating & Naming a Report

The records in a table or query can be printed using the reports object. The reports object enables you to select, organise and print records a customised format. The report wizard helps you create a report quickly. The wizard asks you questions and creates a report based on your answers. You can then customize the report the way you want it in Design view. To create a report using the report wizard:

1. In the Database window, click Reports object.

2. Double-click Create report by using wizard. This will start a wizard that asks you questions and creates a report based on your answers.

3. Click the drop-down arrow below Tables/Queries: and select the table or query that contains the data to be used in the report.

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4. The left part (under Available Fields:), displays a list of fields that make up

the table or query selected in the previous step. Double-click the field to include in your report. This field will move to the Selected Fields: list. Repeat this for all fields that you wish to include in your report. You can remove fields from the Selected Fields: list by double-clicking the fields to remove. Click Next button. The next Report wizard dialog box is displayed.

5. To add a grouping level, double-click the field you want to group with. Grouping fields allows you to organise the content of your report. For example, if you wish to group the records by ‘surname’, double-click surname (the screen shown above will be displayed). When you group a field, MS Access separates all of the records that relate to that particular field. By grouping fields, you can create reports that are easier to read when you need specific information grouped together.

Click Next button. The next Report wizard dialog box is displayed.


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6. Determine how the report will display the sorting of the records. You can sort the records by up to 4 fields in either ascending/descending order. Select a field from the drop-down list box. If you have number or currency fields in your report, you can include summations, averages, minimum, and maximum in your report. Click Summary Options… button. The Summary Options dialog box will be displayed. Tick the appropriate options and click OK button. You will be returned to the previous Report Wizard dialog box.

Click Next button. The next Report wizard dialog box is displayed.

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7. Select one of the layout options. When you select a layout, a sample appears in the left pane. Select whether you want to print your report in ‘Portrait’ or ‘Landscape’ format. Click Next button. The next Report wizard dialog box is displayed.

8. Select one of the six style options: Bold, Casual… Soft Gray. When you select a style, a sample appears in the left pane. Click Next button. The last Report wizard dialog box is displayed.


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9. In the What title do you want for your report? type a name for your report. Select whether you want to preview the report or you want to modify the form’s design. If you select the option Preview the report the Print Preview window will be displayed. Click Finish button.

Note that:

When you save a report, remember to start its name with ‘rpt’. This naming convention will later help you to identify this database object as a report.

Changing the Arrangement of Data Fields & Headings

The Report Wizard is an essential tool for creating a report. However, you may need to modify the design of a report. For example, you can change the arrangement of data fields and headings. To perform such a change you need to switch from the Print Preview to the Design View:

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In the Print Preview, click Design View button. The Design View window will be displayed.

Note that:

The Design View displays the different sections in a report: Report Header, Page Header, Detail, Page Footer and Report Footer.

Considering the rptResults: Report window (displayed above) shows the headings (Surname, Name, StudentID, Address1 etc.) in the Page Header section and the corresponding data fields in the Detail Section. The headings hold the field name or caption from the field’s properties. The data fields hold the table data.

To switch back to the Print Preview, click the Print Preview button. To change the arrangement of headings and data fields:

1. Click the heading. Sizing handles will appear on the border of the heading.

2. Press and hold SHIFT key. 3. Click the corresponding data field. Sizing handles will

appear on the border of the data field. 4. Position the pointer over the border of the selected

heading or data field. The pointer changes to a hand shape. 5. Drag the hand shape pointer to a new location. 6. Click Save button.

Modifying Report Headers & Footers

You may also need to edit or format the text in headers/footer objects in the report. For example you may wish to edit the header of a report which by default is the title name entered in the final step of the last Report wizard dialog box. To format or edit report headers and footers:

1. In the report Design View, click in the report header/footer text box. Sizing handles will be displayed.

2. Apply formatting options (e.g. typestyle, font style, size and colour) in the header/footer text box.


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3. To edit the text, click again the header/footer text box. The cursor appears in the text box. Edit the text as necessary.


Activity 13


1. Open the database file third.mdb in the folder Module 5 Exercises.

2. Using the report wizard, create a report based on the tblBorrowers.

Include all fields in the table tblBorrowers.

Set your report to print the records in ascending order according to Surname, then by Name and then by IDNo.

Apply a Tabular layout and a Landscape orientation.

Select the style of your report to Compact.

Save this report as rptBorrowers.

3. Edit the report header text from rptBorrowers to Rexton School Library. Preview the report.

4. Apply the font style Verdana pt. size 20 and bold typestyle to the header text Rexton School Library. Preview the report.

5. Edit the layout of the report such that the text in each heading in the report is displayed in full. You will need to adjust also the corresponding data fields. Preview the report.

6. Save and close rptBorrowers.

7. Open the database file sixth.mdb in the folder Module 5 Exercises.

8. Using the report wizard, create a report based on the tblAnimals.

Include the fields AnimalID, AnimalType, FoodType and CostPerMonth fields.

Group the data by the type of food required and sum the cost per month.

Set your report to print the records in ascending order according to AnimalID.

Apply a Stepped layout and a Portrait orientation.

Select the style of your report to Corporate.

Save this report as rptAnimals.

9. Edit the report header text from rptAnimals to Cost Per Month. Preview the report.

10. Save and close rptAnimals.

11. Save and close the database file sixth.mdb. Close MS Access.

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Module 6

Presentation

Inserting a Graphical Object into the Master Slide

The Slide Master is the slide that holds the format for all slides in the presentation. It enables you to add background items that you want to appear on every slide in a presentation. If you make a change to the Slide Master (e.g. choosing a special font for the text, italicising the slide title or changing the bullet styles), the change affects all slides in your presentation that follow the master. You can also add a logo or page number to a slide. To display the Slide Master:

1. Click View menu. 2. Point to Master. 3. Click Slide Master. MS PowerPoint will display a slide similar to the following.

Also the Slide Master View toolbar will be displayed.

4. To return to the normal view, click Close Master View button in the Slide

Master View toolbar. To insert a picture from the clip art gallery in the Slide Master:

1. Repeat steps 1-3 as above. 2. Click Insert menu. 3. Point to Picture. 4. Click Clip Art… The Insert Clip Art task pane will be displayed. 5. In the Search text box, type a word or phrase that describes the clip you

want or type in all or some of the file name of the clip. 6. Click Search button. 7. Click the graphic to insert.

Note that:

You can resize and re-position the picture as necessary. Read further down for more details.

To clear the search criteria fields and begin a new search, below the Results box, click Modify.


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To insert an image in the Slide Master:

1. Click View menu. 2. Point to Master. 3. Click Slide Master. 4. Click Insert menu. 5. Point to Picture. 6. Click From File… The Insert Picture dialog box will be displayed. 7. Browse to the disk/folder where the image file is located. 8. Click Insert button. The picture will be inserted.

To insert a drawn object in the Slide Master:

1. Repeat steps 1-3 as above. 2. On the Drawing toolbar click AutoShapes button. 3. Point to a category and click the shape you want.

To delete the clip art, image or drawn object in the Slide Master:

1. Click the clip art, image or drawn object to delete. 2. Press Delete key.

Adding Footers

Footers consist of text, slide numbers, and a date at the bottom of your slides. To add text, slide numbers and a date at the bottom of your slide/s:

1. Click View menu. 2. Click Header and Footer…

3. Select or enter the appropriate options. 4. Click Apply to All or Apply button.

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Note that:

If you don't want the information to appear on the title slide, select the Don't show on title slide check box.

Option To Do This

Date and Time

Update automatically

Displays and updates the current date and time in the slide footer. Click the date and time format you want in the Update automatically list. This option is unavailable unless the Date and time check box is selected

Fixed Displays the date and time in the slide footer. Type the date and time you want in the Fixed box.

Slide number Adds the slide number to the slide footer.

Footer Adds the text you type in the Footer box to the bottom of the slide.

Activity 14


1. Open the presentation file third.ppt located in Module 6 Exercises folder.

2. Using the slide master insert the image www.gif located in the folder Module 6 Exercises at the top right side of the slide.

3. Using the Header and Footer dialog box insert:

a. a date which is automatically updated,

b. a slide number and

c. the footer text Putting the Puzzle Together.

Apply these settings to all the slides in the presentation except the Title Slide.

4. Save and close third.ppt. Close MS PowerPoint.


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Creating Charts

MS PowerPoint gives you the ability to insert charts or graphs directly in your presentation. These become particularly important when you want your audience to visualise numeric data. Different charts may be used depending on what the numeric data represents:

Pie charts are used for figures representing percentages. Line charts are used to demonstrate a trend in numeric data. Bar charts are used to compare different sets of numbers.

To insert a graph in a slide:

1. Click Format menu. 2. Click Slide Layout… 3. Select Title & Chart Layout from the Slide Layout task

pane. 4. Click OK button. 5. Double-click the graph placeholder.

Note that:

MS PowerPoint displays a table containing data (a miniature spreadsheet) known as datasheet, and immediately below this a bar graph based on the table data.

If you click outside the graph, the datasheet will disappear. Double-click the chart to re-display the datasheet.

A datasheet looks like a spreadsheet. Information is entered in cells, which are formed by the intersection of rows and columns. For most types of charts each column represents a category of data, while each row is a data series, and is marked with a symbol – for example, a small 3-D bar – to indicate what type of chart you are creating.

To edit data in the datasheet window:

1. Click the cell at the top left corner. All cells will be highlighted.

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2. Press Delete key. All the data will be removed from the datasheet. 3. Type the new data.

As new data is entered in the datasheet, the graph is created. Selecting a Chart

Double-click the chart to select. The datasheet will also be displayed. Changing the Chart Type

By default, MS PowerPoint displays a bar chart. You can change the sample chart inserted as follows:

1. Click Chart menu. 2. Click Chart Type. The Chart Type dialog box will be displayed. 3. In the Chart Type category, select the chart to use. 4. Select the Chart sub-type: (on the right). The chart sub-type name appears

in the message area below the chart sub-types. 5. Press and hold the mouse on the Press and Hold to View Sample button. 6. Click OK button to apply the new chart type.

Adding, Removing & Editing a Chart Title

1. Double-click the chart to add a title to. 2. Click Chart menu.


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3. Click Chart Options…

4. In the Titles tab, click in the Chart title field: 5. Type, edit or remove the title. 6. Click OK button.

Adding Data Labels

1. Double-click the chart to add a title to. 2. Click Chart menu. 3. Click Chart Options…

4. Tick Value to add values or numbers. If you are working on a pie-chart, you can tick Percentage.

5. Click OK button.

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Changing Colour in a Chart

You can modify the colours of the chart area, plot area and data series:

1. Click anywhere on the chart area (outside the plot area), plot area or data series.

2. Click Format menu. 3. Click Selected Chart Area…, Selected Walls… or Selected Data Series.

The Format Chart Area or Walls or Data Series dialog box will be displayed. 4. Click Patterns tab. 5. Select the appropriate colours for the Border and Area. 6. Click OK button.

Activity 15

1. Open a new presentation file. Save the presentation as fourth.ppt in Module 6 Exercises folder.

2. Apply a Title and Chart layout to the first slide. In the title placeholder type the text: Marks.

3. Create a Column chart using the following data:

English Maltese Maths Borg James 45 72 55 Callus Maria 56 65 62 Fenech Josef 60 48 88

4. Change the chart type to a Bar chart.

5. Add the title Mid-Year 2009 Results to the chart.

6. Edit the title Mid-Year 2009 Results to End of Year 2009 Results.

7. Add value labels to the chart.

8. Change the colours of the bars to yellow, green and orange.

9. Save and close fourth.ppt. Close MS PowerPoint. Creating an Organisation Chart

To insert an organisation chart in a slide:

1. Click Format menu. 2. Click Slide Layout… 3. Select Organisation Chart Layout from the

Slide Layout task pane. 4. Click OK button. 5. Double-click the organisation chart placeholder. The Diagram Gallery will be

displayed. 6. Select organisation chart below Select a diagram type: 7. Click OK button.


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Note that:

MS PowerPoint displays an organisation chart template and the organisation chart toolbar.

To enter text:

1. Click the box you want to type in. 2. Begin typing in the first line. 3. Press Enter key and type in the

second line. 4. Click outside the text box when

you are ready – the data entered in the current box will be retained.

Note that:

To edit the content of a text box, click in the text box and enter your typing. Adding & Removing Co-workers & Subordinates

To add managers, co-workers and sub-ordinates:

1. Click the appropriate text box. 2. Click Insert Shape drop-down arrow button in the Organisation Chart

toolbar. 3. Click Subordinate, Co-worker or Assistant.

To delete co-workers and sub-ordinates:

1. Click the appropriate text box. 2. Press Delete key.

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Spell Checking a Presentation

By default, MS PowerPoint checks the spelling of the text in your slides and presenter’s notes. Every single word in each slide and notes is compared to a built-in dictionary available in MS Office. A wavy red line appears beneath words that are not found in the dictionary. However, at times a word can be spelled correctly yet MS PowerPoint does not find it in its dictionary. Proper nouns (Rita), specialised terms (phototranspiration), acronyms and abbreviations (UOM) etc. are not likely to be in the MS Office dictionary. If you do not want MS PowerPoint to question such words during spell checks, you can add them to a custom dictionary. In addition to spelling mistakes, MS PowerPoint also alerts you to repeated words - for example “the the” - and words that have an unusual pattern of capitalisation, such as “PLay”. To use the automatic spelling check:

1. Right-click the mouse over the word having a wavy red underline. 2. A pop-up menu appears listing any suggestions Word may have about the

correct spelling or grammar, as well as the following choices: Ignore, Delete repeated word, Add, and Spelling. Click any suggestion and the appropriate option.

You can also resolve errors without using the pop-up menu by simply editing the text. MS PowerPoint checks the spelling of the word again as soon as you move your cursor away from it, and if the word is now spelled correctly, the red line disappears. To run the spelling and grammar check:

1. Click Spelling and Grammar button. 2. Click the appropriate options (refer to the following table). 3. Click OK button when MS PowerPoint displays a message that it has checked

all text in the document.

Option To Do This

Not In Dictionary

Displays a possible error, such as an incorrectly spelled word, a duplicate word, a grammar error, or incorrect capitalization. Edit the text in this box to correct it, and then click Change, or click the correct word in the Suggestions box and then click Change.

Suggestions Lists a number of words close to the incorrectly spelled word. Click the appropriate suggestion to choose it.

Ignore Leaves the word unchanged and continues with the checking. The spell checker stops if the same word is encountered within the same document. This button changes to Resume if you click in the document to edit the document.


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Option To Do This

Ignore All Leaves the word unchanged and skips any occurrences of the same word within the entire document throughout the rest of the current MS PowerPoint session.

Add Adds the word in the Not In Dictionary box to the custom dictionary.

Change Replaces the incorrectly spelled word with the highlighted word/phrase in the Suggestions: box. When the selected error is a repeated word, this button changes to Delete so you can easily remove the second instance of the word.

Change All Replaces all occurrences of the same incorrectly spelled word with the word/phrase in the Suggestions: box.

Autocorrect Adds a word to the AutoCorrect list so that Word can correct any incorrect spelling of it automatically as you type.

Note that:

If the insertion point or selection was not at the beginning of your document when you begin checking spelling, MS PowerPoint asks if you want to continue checking from the beginning of the document.

MS PowerPoint doesn't check the spelling in embedded objects such as charts or in inserted objects such as MS Word documents.

If the insertion point is in the notes pane or slide pane, the spelling check alternates checking between the two. If the insertion point is on the Outline tab, all the slides are checked first, then all the notes.

Printing

Like all other computer application programs, MS PowerPoint has its printing features. These are somewhat different from MS Word, because you can print different components of your presentation. You can print slides, outlines, notes pages, and handouts.

1. Click File menu. 2. Click Print... The Print dialog box will be displayed. 3. Select the range of slides or notes pages to be printed. 4. In the Copies box, type the number of copies you want to print. 5. Select what you want to print in the Print what: box. (refer to the table) 6. Choose any additional print options (refer to the table). 7. Click OK button.

Option To Do This

All Prints all the slides in the presentation.

Current Slide Prints the current slide or notes page.

Selection Prints all the slides that are currently selected.

Slides Prints the range of slides or notes pages you specify. If you type only a beginning number, all slides or notes pages from that slide or notes page will be printed. If you want to print only one slide or notes page, type that slide's number in both boxes.

Handouts (2 slides per page)

Prints two slide images per page (use for the largest images and the greatest amount of detail).

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Option To Do This


Prints three slide images per page (use when you want space for notes on one side of the page).


Prints six slide images per page.

Notes Pages Prints the presenter’s notes pages that correspond to the slide numbers you request.

Outline View Prints your outline according to how your outline appears on-screen in Outline view. An outline can be formatted or unformatted (plain text) and expanded or collapsed (titles only). Also, the type size depends on the view scale in which you are working.

Scale To Fit Paper Scales slides automatically to fit the paper loaded in your printer.

Frame Slides Adds a thin frame around the border of printed slides, handouts, and notes pages.

Include comment pages

Prints pages containing comments for all slides that contain comments. When printing slides, all comments for a slide are printed on one page. When printing handouts, a comment page contains comments from all the slides on a handout page.

Print Hidden Slides Prints all hidden slides. Otherwise, slides marked as hidden aren't printed.

Pure Black & White

Turns all colours fills to white, all text and lines to black, adds outlines or borders to all filled objects, and renders pictures in greyscale. This option is useful when you want to print draft copies on a colour printer or when you want to print very readable speaker's notes and handouts.

Black & White Turns all fills to white (or black and white, if patterned). Unbordered objects that have no text appear with a thin black frame.


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Option To Do This

Preview Displays your slides, handouts, notes, or outline as they will look when printed.

Activity 16


1. Open the file fourth.ppt located in Module 6 Exercises folder.

2. Insert a new slide at the end of the presentation. Use the Title and Diagram or Organization Chart layout for this slide.

3. In the title placeholder type IT Department.

4. Create the following organization chart.

5. Edit the text Executive Director to Chief Information Officer.

6. Delete the box containing Corporate Services.

7. Add a sub-ordinate box containing Administration below User Services.

8. Save and close fourth.ppt. Close MS PowerPoint.

Executive Director

Corporate Services Technical Services User Services