Computers-MS Access

MS Access

MS Access is a powerful database management system that functions in the windows environment and allows to create and process data in a database.Some of the key features are:
Data entry and update:Access provides easy mechanisms for adding,changing and deleting data,including the ability to make mass changes in a single operation.
Queries:Using Access,allows to ask complex questions concerning data in the database very easily and receive instant answers.
Forms:Access helps to produce attractive and useful forms for viewing and updating data.
Reports:Access contains a feature to create sophisticated reports easily for presenting data.
Database is a collection of data organized in a manner that allows access,retrieval and use of that data.Access allows to add,change and delete data in the database.
A database consists of a collection of tables in Access.The rows in the tables are called records.A field contains a specific piece of information within the record.
Starting Access
Click on Start button.
Click on All Programs.
Click on MS Office.
Click on MS Access.



Understanding Access Window
Title bar:It shows the name of the displayed database.
File tab:It displays file commands as New and Open.
Quick Access Toolbar:It displays quick access buttons to Save,Undo and Redo commands.
Status bar:displays information about the current object or view.
Create a New Table
By entering data into a table,you can start a database.Tables consist of columns and rows that intersect to form cells for holding data.Each row is considered to be a record in a table.You can use columns to hold fields in a table.
Click on create tab on the ribbon.
Click on table button.
Access opens a new table in datasheet view.
Double-click the column header to create a field name.
Type a name for the field.
Press Enter key from keyboard.
Click on next column.
Select the data type for the field.Eg. select Text,if you want to add Name field.
If you want to change the data type,click on the arrow button andame column.
change the data type according to your need.
After selecting the data type,its properties will be displayed in the lower pane.
After selecting the data type,press the TAB key to move the insertion point to the description column.
Press TAB key again to move to the Field Name column in the second row.
Type the text in field name column.
Press the TAB key to move to the Data Type column.
The word ‘Text’ is currently displayed in that field.
Press the TAB key to move the insertion point to Description column,if you want the data type as text.
Type the text for the description column.
Repeat steps to make the remaining entries in the table to complete it.

Setting a Primary Key
A primary key is a key that differentiates the records in a file.The data stored in a key field contains data that is unique to a specific record.A student record,example,would use Roll number as a key field because it uniquely identifies each student.
In each new table that you create,you’ll want to set one field as the primary key.Access uses this key to relate this table’s records to those in another table.
Choose the field that you want to set as the primary key.
Click on the primary key button.
The field will be set as the primary key,indicating by a small key in the field of selector column.To remove it,select the primary key field and click on the primary key button again.
Save a Table
After creating a new table,it must be saved to make it a permanent part of the database.
Right click on the table’s tab.
Click on Save.
Type a name for the table.
Click on OK.
The table remains open,and its new name appears on its tab.
Insert and Delete fields
New fields can be inserted and existing removed into a field list.A new row appears in the grid-above the one selected.
Steps-
Select the field where you want new field should appear above.
Click on design tab.
Click on insert rows.
A new row appears above the selected row.
Type a field name and choose a field type.

Select a field you want to delete.
Click on design tab.
Click on delete rows.
The row will be deleted,along with any data that the fields have.

Understanding Data Type
Each field has a data type that defines what you can store in it.Data entry is restricted to valid entries for the type you choose,which helps to prevent data entry errors.Example,you cannot enter letters in a field set to Number,and you must enter valid dates or times in a date/time field.

Text:This is a general purpose field containing any data.It has a limit of 255 characters and cannot be used for numeric calculation.
Memo:This has a limit of 63,999 characters;used for detailed,descriptive fields.
Number:This type stores numeric data that you can use in calculations.It can also hold symbols,as decimal points and commas.
Date/Time:This type only stores numbers representing valid dates and times.
Currency:Stores currency data that you can use in calculations.
Auto Number:stores a sequencial number for each record.
Yes/No:The value -1 represents Yes,and the value 0 represents No,but the field can be formatted to display values as
True/False or Yes/No.
OLE Object:stores objects created in another application-as Word or Excel-that you can link to or fix in an Access table.
Hyperlink:You can link to websites,email addresses,files on your computer,files on any other location.
Attachment:You can attach data files.

Change Data Type

The data type of a field can be changed anytime to better represent data.Field types should be set before entering data into table,field type can be changed anytime.

Click on the down arrow to ope the Data Type list for the field.
Click on new type.
To save the changes to the table,click on save.
Click on yes to allow the deletion of records that violate the new field type’s rules.
No can be clicked to abandon the change.

Rename a table

A table can be renamed at any time.Access automatically updates all references to the table throughout the database.The table must be closed in order to rename it.

Right click on the table name in the navigation pane.A short cut menu appears.
Choose rename from the shortcut menu.The table name appears in edit mode.
Type the new name for the table and press enter key from the keyboard.
The new name appears on the table.
Click on the table name in the navigation pane.
Click on Home tab.
Click on delete button from record group.
A confirmation dialog box opens.
Click Yes.
The table will delete.

Adding Records to a table

The first step is to create a table by building the structure and saving the table.The second step is to add records to the table.The table must be open so that the records can be added to the table.The table displays in datasheet view.In datasheet view,the table is represented as a collection of rows and columns called a datasheet.

Double click on table in the customer:database window.
Type the customer id in the first customer id field.
Press the tab key to complete the entry for the customerid field.
Type the following entries by pressing the tab key after each one to complete the record.
After typing the last entry,press the tab key.
The insertion point comes to the customerid field in the second row.
Add the remaining records by following the same steps you used to add first record.
Click on save,to save the changes.

MS Power Point

Powerpoint is the component of microsoft office.It combines text,cli art,drawing features and other objects to create self running or interactive display.
Powerpoint offers several advantages-
1.It navigates easily through the presentation.
2.It allows information from other sources to be available for presentation.
3.The computer uses the capability of its color to its full extent.
4.It utilizes multimedia effect.
5.Projection equipment is not required.
Getting started with MS Powerpoint:
Click start.
Click Programs.
Click MS Powerpoint.
Click Blank presentation.
Enter title of your presentation.
Click insert.
Click chart.
Or click pictures.
Or click on MS Word Table.
In word table enter the number of columns and number of rows.Type contents in word table.
Changing the case of the text:
Click format.
Select change case
Select text for the changing the case.
Click OK.
To display the slide,select slide sorter option from View menu.

Delete a slide
Select the slide to be deleted.
Select delete slide from edit menu.

Adding clip art pictures

Click insert.
Select clip art.
Select the picture.
Click on insert.
Selected picture is inserted in slide.

Saving Presentation:
From File menu select save as option.
Save as dialog box is displayed.
Click on Save button.

Know Computer Security

Computer Security

Now-a-days computers are becoming a reliable source to create,store and manage critical information.It is also crucial that users take measures to protect their computers and data from loss,damage,and misuse.For example,a company must ensure that information,such as credit records,employee and customer data and purchase information are secure and confidential.
Computer security risk is a term known for any event or action that could be harmful for a computer hardware,software,data information or processing capability.Some breaches to computer security are accidental while others are planned.Any illegal act involving a computer is generally referred to as a computer crime.The term cybercrime refers to online or internet-based illegal acts.
The following sections describes some of the more common computer security risks and safeguards,you can take to minimize or prevent their consequences.
Computer Viruses
Virus is a potentially damaging program in a computer,which negatively effects or infects your computer without your knowledge and alters the working of the computer.More specifically,a computer virus is a segment of program code from some outside source that implants itself in a computer.Once a virus is in your computer,your files and operating system may be damaged.
The increased use of networks,the internet and email has accelerated the spread of computer viruses.With these technologies,computer users easily can share files and any related viruses.Viruses are activated on your computer in three basic ways:
(1)Opening an infected file
(2)Running an infected program
(3)Booting the computer with an infected floppy disk in the disk drive.
The most common way of virus in a computer is through the attachment in an email.Before you open or execute any email attachment,you should ensure that the email message is from a trusted source.A trusted source is a company or person you believe will not send you a virus infected file knowingly.You should immediately delete any email received from an unknown source without opening or executing the attachment.Thus you can protect your computer against viruses if you follow the precautionary measures.
Viruses in computer are not generated accidentally but are programmed intentionally by a programmer known as a virus author.Some virus authors find writing viruses a challenge.Others write them to cause destruction.Writing a virus program usually requires significant programming skills.Some viruses are harmless ranksthat simply freeze a computer temporarily or display sounds or messages.The music bug virus,example,instructs the computer to play a few chords of music.Other viruses destroy or corrupt data stored on the hard disk of the infected computer.If your computer acts differently from usual,it may be infected with a virus.
Today,viruses pose as serious threat to the safety of a computer.Currently,more than million known virus programs exist with an estimated 6 new virus programs discovered each day.
Though there are numerous variations,3 main virus types known to exist are,boot sector,file and macro.
A boot sector virus also known as a system virus,executes when a computer boots up because it resides in the boot sector of a floppy disk or the master boot record of a hard disk.When you leave a floppy disk in the floppy disk drive and boot up the computer,the computer attempts to execute the boot sector on the disk in drive A.The hard disk of a computer can be infected by any virus on the floppy disk’s boot sector even if the disk is not the boot disk.

Parts of Computer

Parts of a Computer

Monitor
CPU
Keyboard
Mouse
Memory


Monitor-shows the pictures as we see on the television.
Keyboard-works for computer and helps writing characters.
Mouse-points on the monitor as your teacher points on the blackboard with a finger.
CPU-brain of the computer as we have.
Memory-to store figures on memory chip.
Monitor(screen)-
It is also known as Visual Display Unit.
It can be black and White or Colored.
It comes in various sizes.

Keyboard-
It looks like a typewriter.
It is used to type alphabets,numbers and symbols.
There are special keys for special functions.
Summary
Computer has 4 main parts-Monitor,CPU,Memory and Keyboard.
CPU is known as the brain of the computer.
What we do on the computer can be seen on the monitor.
Keyboard has many keys which are used to type alphabets,numbers and other special characters.

Some More parts of a computer

Mouse
It is also called a pointing device.
It has 2 or more buttons.
Clicking it,selects an item on the screen.
It helps us to draw pictures on the screen.
When mouse is moved on the desk,the pointer on the screen moves in the same direction.
A mouse has cord to connect to the CPU and cordless as well.

Printer
It is used to print letters and drawing on the paper.
Popular printers are Dot matrix,Deskjet and Laser Printers.

Floppy
It stores data/information as we write in our notebook for future use.
It is placed in a floppy disk drive.
It stores less amount of information.

Floppy Disk Drive
It is used to read and write the data to a floppy as we use our eyes while reading or writing.


Hard Disk Drive
It can store a large amount of data.
It is fixed inside the cabinet of computer.
It comes in various storage capacities.

CD ROM
CD stands for Compact Disk.
It can contain Games,Music,Movies and Programs.
It has shiny surface.

CD ROM Drive
It reads data from the CD ROM.

Joystick
It is used to play games,on the computer as we play video games.
It is an input device.

Speakers
Speakers are used for listening to music and other sounds.

Microphone
We can record our voice using a microphone.

Scanner
It scans text/image and puts it into computer as we see any picture and store it in the memory.

Summary
Mouse is used to move the mouse pointer on the screen in the desired direction.
Printer is used to print the output on the paper.
CD ROM is used to store movies,songs and other data.
Floppy is also used to store information but has lessor capacity in comparison to CD ROM.
Joystick is used to play games.
Scanner copies images to the computer.
We can listen to music with the help of speakers.

Computers-MS Excel

MS Excel
MS Excel is a powerful spreadsheet program that allows you to organize data,complete calculations,make decisions,graph data.
Excel allows you to organize data in rows and columns.These rows and columns collectively are called a worksheet.In electronic worksheet data is organized in same manner as manual worksheet.As like MS Word,spreadsheet has basic features to help create,edit and format worksheets.
Starting Excel
Click start.
Click All Programs.
Click MS Office.
Click MS Excel.

On opening Excel program,a blank workbook is displayed called Book1.

Title bar shows name of the displayed document.

File Tab help manage file information to save,open,print information for the document.

Quick Access Toolbar displays quick access buttons to save,undo and redo commands.

Program Window Controls buttons are used to minimize the program window,restore the window to full size or close the window.

The workbook contains sheets,called worksheets.A new workbook contains three worksheets.Each sheet has a name displayed on a sheet tab at the bottom of the workbook.

A cell is called the intersection of each column and row in a worksheet.A cell is the basic unit of a worksheet into which data is entered.

Each worksheet in a workbook has 16384 columns and 1048576 rows.

A cell is referred by its unique address or cell reference.To identify a cell,specify column letter first,followed by the row number,eg B8.

Formulas and Functions

Formulae are expressions which help you to calculate and analyse data in your worksheet.A formula in the worksheet always begins with an equal sign.
In maths,when you write a formula,you write out the values and the operators,followed by an equal sign(=).as 2+2=.
But in Excel,formulas begin with an equal sign(=),as =2+2.

Cell Referencing

Every cell in a worksheet has a unique address,also called a cell reference.

Cell Range

A group of related cells in a worksheet is called a range.Cell ranges are identified by their anchor points,upper left corner and lower right corner.The range reference includes both anchor points separated by a colon,eg A1:A3 includes A1,A2,A3.

Using Average,Max,Min Functions

If you want to calculate the average,highest,lowest sale of few persons in January,February,March from a range you can use functions like Average,Max,Min.
Excel,by default,includes formula called functions to help in computing the data.A function takes a value,performs an operation and returns a result to the cell,eg,=AVERAGE(G5:G14).

Creating a Chart

A chart can be created to compare data and view patterns and trends easily.After creating a chart,chart tools on the ribbons can be used to fine tune the chart to display and explain the data.

Select the range of data that you want on chart.
Click on Insert tab on the Ribbon.
Click on chart type from the Charts group.
Excel immediately creates a chart,places it on the worksheet.
Excel displays three chart tabs(Design,Layout,Format)for working with the chart.

MS Word-Mail Merge!

CREATE A LETTER FOR MAIL MERGE

Open the Word document that you want to use as the letter.
Click the Mailings tab.
Click on Start Mail Merge.
Click on Letters.
Click on Select Recipients.
The New Address List dialog box appears,displaying areas where information can be entered.
Type the appropriate information for each person.
To enter information for another person,click on New Entry.
On finishing creating mailing list,click OK.
Click on save button to save the file.

Computers-MS Word

MS WORD

The word processor is a software package which helps to enter and edit an entire document much faster than the usual manual way.MS Word is a window based application and is normally available in the program menu or in the desktop as an icon.
The menu bar provides access to the various word commands.The toolbar contains some useful buttons which help us to access some commands very quickly.
The formatting toolbar helps to format the document.The Ruler is used to set the margin of the page and is also used to set tabs.
There are two options to work on a word document.Either you will work on the pre-existing file or you will create a new one.For this,
a)Click on File menu.
b)On the menu list that drops:
click on Open menu,for pre existing file.
Click on new menu,to create new file.
For saving a document,click on File menu and then Save.
Selecting text:
Steps:
Bring cursor to left of the text.
Hold shift key.
Gradually keep on pressing the right arrow key of the keyboard.
Formatting
Now, when the text is selected, we can do various formatting to the text.
Bring mouse pointer on B and then click it. Selected text becomes bold.
To bring it back to normal text, click it again.
To make the text italics, click I next to ‘B’.
To underline text, click U button next to I.

To close all opened documents, click exit in the File menu.

Adding WordArt
Select the text you want to convert into the WordArt.
Click on Insert tab.
Click on WordArt.A list of options appears.
Click on the WordArt style you want to use.
Type text.
Click OK.

Creating a Table
Click in the document where you want to insert a table.
Click on Insert.
Click on Table.
Enter rows and columns.
Word adds table to the document.

Adding Page Number
Click on Insert
Click on Page Number.
Click on location for page numbers.

Change Page Orientation

Click on Page Layout.
Click on Orientation.Orientation may be portrait or landscape.Click an option.

Word changes the orientation.

Inserting a Page Break

If you wish to start a new page at the same specific location in your document,you can insert a page break.

Click in the document where you want to insert a page break.
Click on insert tab.
Cick on page break button.

Remove Page Break

Click on Draft View button from the status bar to display the document in Draft View.
A Page break line appears.
Click on page break line and then press Delete key from the keyboard.

  Changing Alignment of Text

Text can be aligned in different ways to enhance the appearance of document.By default,Word assigns the Left Align command.

Select the text that you want to format.
Click on Home tab.
Click on one of the following buttons:
Align Left to left align text.
Center button to center text.
Align Right to right align text.
Justify button to justify text.

Changing the Line Spacing

Select the text you want to use a different line spacing.
Click on Home tab.
Click on Line spacing to display the available line spacing options.
Click on the line spacing option you want to use.

Changing the Color of Text
Select text that you want to format.
Click on Home tab.
Click on down arrow of font color.
Click on any color.

Changing the size of text
Select the text  you want to change to a different font.
Click on Home tab.
Click on down arrow of font size.
Click on the size you want to use.

Count  words in a Document

When a work requires a specific number of words,you can use word count to count the number of words.

The number of words in the document is the number across from word count.
The number of words in the document appears on the status bar.

Set Line Spacing between paragraphs

The amount of space between paragraphs of text can be changed.

Select the text that you want to format.
Click on Home tab.
Change  line spacing by line spacing option.

Creating a bullet or number list

Items in a list can be separated by beginning each item with a bullet or number.

Select the text to be formatted.
Click on Home tab.
Click on a list button.
Bullets button can be clicked to create a bulleted list.

Indenting a Paragraph

To make paragraphs in document,text can be indented.

Select the paragraph needed to be indented.
Click on Home tab.
Click on increase indent to indent the left edge of paragraph.
To decrease the indent,click on decrease indent.
Find and replace text
Click at the beginning of document.
Click on Home tab.
Type the text you want to find.
Type the text you want to use,in place of the text you typed.
Click on Find.
Inserting Symbols
Click on the location where you want a symbol to appear.
Click on insert.
Click on symbol.

Deleting  text in document
You can delete the text that is no longer needed.
Select the text that you want to delete.
Press the delete key from keyboard to remove the text.
Undo Feature
Click on open undo icon on quick access toolbar.
Word reverses the effects of the last change.
Copy and Paste
Select the text you want to copy.
Click on Home tab.
Click on copy.
Click on the location where you want to place the text.
Click on Paste.
The text will appear in the new location.
Open a saved document
Click on File tab.
Click on open button.
Recently opened documents appear on the File menu,and any of these documents can be clicked to open them.
Saving a document
Click on File tab.
Click on Save as button.


Spelling and Grammar mistakes

All the spelling and grammar errors in document can be found and corrected.

Click on Review tab.
Click on spelling and grammar button.

There is an area which displays misspelled word or grammar error.
There is also an area which displays suggestions for correcting error.