COM 215: Computer Packages II

Generally speaking, computer system is a collection of electronic gadget which under the
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control of a given instructions (programs) facilitates in to accepting, processing of data as
well as transforming it into a prescribed form called information.

Components of computer

Computer system consists of two parts:

1. Hardware
2. Software

Hardware - Physical components that make up a computer system.

Software - Computer programs and related data that provide the instructions for telling
computer hardware what to do and how to do it.

HARDWARE

Hardware components are often categorized as being input, output, storage or processing
components.

Devices which are not an integral part of the CPU are referred to as peripherals.

SOFTWARE COMPONENT

Software components of a computer system have no physical presence; they are stored in
digital form within computer memory.

There are different categories of Computer software viz:

1. System software

2. Applications software

System software is the software used to manage and control the hardware components and
which allow interaction between the hardware and the other types of software.

The most obvious types of system software are:

1. Operating system

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 COM 215: Computer Packages II
2. Utilities programs.
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3. Library
4. Language translators

APPLICATION SOFTWARE

Application software is programs designed to perform specific tasks for users. Application
software can be used as a productivity/business tool; to assist with graphics and multimedia
projects; to support home, personal, and educational activities; and to facilitate
communications.

Specific application software products are called software packages.

Types of Application software

1. Word Processing software: this is used to create worksheets, type letters, type
papers, etc.

Examples
MS Word
WordPerfect
MS Works
AppleWorks

2. Desktop Publishing software: these are use to make signs, banners, greeting cards,
illustrative worksheets, newsletters.

Examples
Adobe PageMaker,
MS Word
MS Publisher
AppleWorks
Quark Express.

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 COM 215: Computer Packages II
3. Spreadsheet software: This kind of tool is used to compute number-intensive
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problems such as budgeting, forecasting, etc. A spreadsheet will plot nice graphs very
easily. Examples
MS Word
MS Excel
Quattro Pro
Lotus 1-2-3
MS Works
AppleWorks.
4. Database software is use to store data such as address, membership and other text
information. A database can be used to easily sort and organize records.

Examples
MS Access
Filemaker Pro
AppleWorks
MS Works.

5. Presentation software - this software is used to create multimedia stacks of

cards/screens that can effectively present a lesson or a sales pitch. The user often
clicks on buttons to advance to the next screen in a sequence.

Examples
MS PowerPoint
AppleWorks (slideshows)
HyperStudio
HyperCard
Digital Chisel,
SuperCard

6. Internet Browsers - This software allows one to surf the Web. Often they can read
email and create Web pages too.

Examples

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Netscape Navigator (or Netscape Communicator)
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MS Internet Explorer
AOL Browser.

7. Graphics Programs (pixel-based) - This software allows one to touch up

photographs and create graphics from scratch.

Example
Adobe Photoshop
Paint Shop Pro
AppleWorks
MS Works, MS Paint (comes free on Windows PC's)
Painter

8. Graphics Programs (vector-based) - This software creates graphics that are similar
to illustrations or cartoon drawings.

Example
Adobe Illustrator
Corel Draw
AppleWorks
Fireworks.

SPREADSHEET SOFTWARE
A spreadsheet is an interactive computer application for organization, analysis and storage
of data in tabular form. The program operates on data entered in cells of a table. Each cell
may contain either numeric or text data, or the results of formulas that automatically calculate
and display a value based on the contents of other cells.

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 COM 215: Computer Packages II
In this course we are going to use Microsoft Excel to address some of the issues of
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descriptive statistics such as Means, medians, standard deviations, correlation coefficients
and other statistical measures.

MICROSOFT EXCEL

Excel is a computer software program designed to create spreadsheets. It also includes many
formulas and other tools to complete statistical analyses.

Excel window

COMPONENTS OF MS-EXCEL

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar
gives you with access to commands you frequently use. By default, Save, Undo, and Redo

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 COM 215: Computer Packages II
appear on the Quick Access toolbar. You can use Save to save your file, Undo to roll back an
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action you have taken, and Redo to reapply an action you have rolled back.

The Title Bar

Next to the Quick Access toolbar is the Title bar. On the Title bar, Microsoft Excel displays
the name of the workbook you are currently using. At the top of the Excel window, you
should see "Microsoft Excel - Book1" or a similar name.

The Ribbon

You use commands to tell Microsoft Excel what to do. In Microsoft Excel 2007, you use the
Ribbon to issue commands. The Ribbon is located near the top of the Excel window, below
the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays
several related command groups. Within each group are related command buttons. You click
buttons to issue commands or to access menus and dialog boxes. You may also find a dialog
box launcher in the bottom-right corner of a group. When you click the dialog box launcher, a
dialog box makes additional commands available.

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Worksheets
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Microsoft Excel consists of worksheets. Each worksheet contains columns and rows. The
columns are lettered A to Z and then continuing with AA, AB, AC and so on; the rows are
numbered 1 to 1,048,576. The number of columns and rows you can have in a worksheet is
limited by your computer memory and your system resources.

The combination of a column coordinate and a row coordinate make up a cell address.

The Formula Bar

Formula Bar

If the Formula bar is turned on, the cell address of the cell you are in displays in the Name
box which is located on the left side of the Formula bar. Cell entries display on the right side
of the Formula bar. If you do not see the Formula bar in your window, perform the following
steps:

1. Choose the View tab.

2. Click Formula Bar in the Show/Hide group. The Formula bar appears.

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Note: The current cell address displays on the left side of the Formula bar.
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Status Bar

The Status bar appears at the very bottom of the Excel window and provides such
information as the sum, average, minimum, and maximum value of selected numbers.

SIMPLE MATHEMATICAL CALCULATIONS IN EXCEL

In Microsoft Excel, you can enter numbers and mathematical formulas into cells. Whether
you enter a number or a formula, you can reference the cell when you perform mathematical
calculations such as addition, subtraction, multiplication, or division. When entering a
mathematical formula, precede the formula with an equal sign. Use the following to indicate
the type of calculation you wish to perform.

+ Addition

- Subtraction

* Multiplication

/ Division

^ Exponential

In the following exercises, you practice some of the methods you can use to move around a
worksheet and you learn how to perform mathematical calculations.

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ADDITION IN EXCEL
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1. Type Add in cell A1.

2. Press Enter. Excel moves down one cell.
3. Type 1 in cell A2.
4. Press Enter. Excel moves down one cell.
5. Type 1 in cell A3.
6. Press Enter. Excel moves down one cell.
7. Type =A2+A3 in cell A4.
8. Click the check mark on the Formula bar. Excel adds cell
9. A1 to cell A2 and displays the result in cell A4. The formula displays on the Formula
bar.

Note: Clicking the check mark on the Formula bar is similar to pressing Enter. Excel records
your entry but does not move to the next cell.

SUBTRACTION

1. Press F5. The Go To dialog box appears.

2. Type B1 in the Reference field.
3. Press Enter. Excel moves to cell B1.

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4. Type Subtract.
5. Press Enter. Excel moves down one cell.
6. Type 6 in cell B2.
7. Press Enter. Excel moves down one cell.
8. Type 3 in cell B3.
9. Press Enter. Excel moves down one cell.
10. Type =B2-B3 in cell B4.
11. Click the check mark on the Formula bar. Excel subtracts cell B3 from cell B2 and
the result displays in cell B4. The formula displays on the Formula bar.

MULTIPLICATION

1. Hold down the Ctrl key while you press "g" (Ctrl+g). The Go To dialog box appears.
2. Type C1 in the Reference field.
3. Press Enter. Excel moves to cell C1
4. Type Multiply.
5. Press Enter. Excel moves down one cell.
6. Type 2 in cell C2.

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7. Press Enter. Excel moves down one cell.
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8. Type 3 in cell C3.

9. Press Enter. Excel moves down one cell.

10. Type =C2*C3 in cell C4.
11. Click the check mark on the Formula bar. Excel multiplies C1 by cell C2 and displays
the result in cell C3. The formula displays on the Formula bar.

DIVISION

1. Press F5.
2. Type D1 in the Reference field.
3. Press Enter. Excel moves to cell D1.
4. Type Divide.
5. Press Enter. Excel moves down one cell.
6. Type 6 in cell D2.
7. Press Enter. Excel moves down one cell.
8. Type 3 in cell D3.
9. Press Enter. Excel moves down one cell.
10. Type =D2/D3 in cell D4.
11. Click the check mark on the Formula bar. Excel divides cell D2 by cell D3 and
displays the result in cell D4. The formula displays on the Formula bar.

When creating formulas, you can reference cells and include numbers. All of the following
formulas are valid:

=A2/B2

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=A1+12-B3
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=A2*B2+12

=24+53

AUTOSUM

You can use the AutoSum button on the Home tab to automatically add a column or row
of numbers. When you press the AutoSum button, Excel selects the numbers it thinks you
want to add. If you then click the check mark on the Formula bar or press the Enter key,
Excel adds the numbers. If Excel's guess as to which numbers you want to add is wrong, you
can select the cells you want.

The following illustrates AutoSum:

1. Go to cell F1.
2. Type 3.
3. Press Enter. Excel moves down one cell.

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4. Type 3.
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5. Press Enter. Excel moves down one cell.
6. Type 3.
7. Press Enter. Excel moves down one cell to cell F4.
8. Choose the Home tab.

9. Click the AutoSum button in the Editing group. Excel selects cells F1 through F3
and enters a formula in cell F4.

10. Press Enter. Excel adds cells F1 through F3 and displays the result in cell F4.

CREATING EXCEL FUNCTIONS

By using functions, you can quickly and easily make many useful calculations, such as
finding an average, the highest number, the lowest number, and a count of the number of
items in a list.

Microsoft Excel has many functions that you can use.

Using Reference Operators

To use functions, you need to understand reference operators. Reference operators refer to a
cell or a group of cells. There are two types of reference operators: range and union.

Range reference refers to all the cells between and including the reference. A range
reference consists of two cell addresses separated by a colon. The reference A1:A3 includes
cells A1, A2, and A3. The reference A1:C3 includes cells A1, A2, A3, B1, B2, B3, C1, C2,
and C3.

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Union reference includes two or more references. A union reference consists of two or more
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numbers, range references, or cell addresses separated by a comma. The reference
A7,B8:B10,C9,10 refers to cells A7, B8 to B10, C9 and the number 10.

Understanding Functions

Functions are prewritten formulas. Functions differ from regular formulas in that you supply
the value but not the operators, such as +, -, *, or /.

For example, you can use the SUM function to add. When using a function, remember the
following:

 Use an equal sign to begin a formula.

 Specify the function name.-
 Enclose arguments within parentheses. Arguments are values on which you want to
perform the calculation. For example, arguments specify the numbers or cells you
want to add.
 Use a comma to separate arguments.

Here is an example of a function:

=SUM(2,13,A1,B2:C7)

In this function, the equal sign begins the function.SUM is the name of the function.2, 13,
A1, and B2:C7 are the arguments.
Parentheses enclose the arguments. Commas separate the arguments. After you type the first
letter of a function name, the AutoComplete list appears. You can double-click on an item in
the AutoComplete list to complete your entry quickly. Excel will complete the function name
and enter the first parenthesis.

EXERCISE 1

Functions

The SUM function adds argument values.

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1. Open Microsoft Excel.

2. Type 12 in cell B1.
3. Press Enter.
4. Type 27 in cell B2.
5. Press Enter.
6. Type 24 in cell B3.
7. Press Enter.
8. Type =SUM(B1:B3) in cell A4.
9. Press Enter. The sum of cells B1 to B3, which is 63, appears.

Calculate an Average

You can use the AVERAGE function to calculate the average of a series of numbers.

1. Move to cell A6.

2. Type Average. Press the right arrow key to move to cell B6.
3. Type =AVERAGE(B1:B3).
4. Press Enter. The average of cells B1 to B3, which is 21, appears.

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 COM 215: Computer Packages II
HOW TO FIND THE LOWEST NUMBER
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You can use the MIN function to find the lowest number in a series of numbers.

1. Move to cell A7.

2. Type Min.
3. Press the right arrow key to move to cell B7.
4. Type = MIN(B1:B3).
5. Press Enter. The lowest number in the series, which is 12, appears.

Note: You can also use the drop-down button next to the AutoSum button to calculate
minimums, maximums, and counts.

HOW TO FIND THE HIGHEST NUMBER

You can use the MAX function to find the highest number in a series of numbers.

1. Move to cell A8.

2. Type Max.
3. Press the right arrow key to move to cell B8.
4. Type = MAX(B1:B3).
5. Press Enter. The highest number in the series, which is 27, appears.

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Count the Numbers in a Series of Numbers
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You can use the count function to count the number of numbers in a series.

1. Move to cell A9.

2. Type Count.
3. Press the right arrow key to move to cell B9.
4. Choose the Home tab.
5. Click the down arrow next to the AutoSum button .
6. Click Count Numbers. Excel places the count function in cell C9 and takes a guess at
which cells you want to count. The guess is incorrect, so you must select the proper
cells.
7. Select B1 to B3.
8. Press Enter. The number of items in the series, which is 3, appears.

Fill Cells Automatically

You can use Microsoft Excel to fill cells automatically with a series. For example, you can
have Excel automatically fill your worksheet with days of the week, months of the year,
years, or other types of series.

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EXERCISE 2
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Fill Cells Automatically
The following demonstrates filling the days of the week:

1. Click the Sheet2 tab. Excel moves to Sheet2.

2. Move to cell A1.
3. Type Sun.
4. Move to cell B1.
5. Type Sunday.
6. Select cells A1 to B1.
7. Choose the Home tab.
8. Click the Bold button . Excel bolds cells A1 to B1.
9. Find the small black square in the lower-right corner of the selected area. The small
black square is called the fill handle.
10. Grab the fill handle and drag with your mouse to fill cells A1 to B14. Note how the
days of the week fill the cells in a series. Also, note that the Auto Fill Options button
appears.

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DATA ANALYSIS

One of the most useful ways to begin an initial exploration of data is to use techniques that
result in a graphical representation of the data. These can quickly reveal characteristics of the
variable being examined. There are a variety of graphical

BAR CHART

Example1
The school of sciences comprises of different lecturers form different departments. To have
the statistics of number of publications of lecturers in the college The report of some
publications in 2017 summarized data collected by observing four lecturers. In total, there
were 2 publications by Haliru Ibrahim Wala, 4 publications of Mal. Kabiru Yunusa, 5
publications of Ahmad Maccido and 3 publications by Mr. Jude Nwoji.
In this example, we will use the publications data to create a bar chart. Begin by entering the
data into the Excel spreadsheet. Enter the Lecturers into column A and title it Lecturers.
Enter the number of publications into B, titling it Publications. Once the dataset is entered,
you screen should look like the next image.

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Next, we will create the bar chart.

1. First of all select the inserted data
2. Click Insert and select Charts>Column and select the first option under 2-D
Column. Excel will automatically select the data entered and create a bar chart.
You should see the following bar chart.

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PIE CHARTS
Still we can use the previous example to make a pie charts as shown below
To achieve that, nearly the same procedure with a bar chart but only varied in the selection of
data presentation format
1. First of all select the inserted data
2. Click Insert and select Pie> Pie and select the first option under 2-D Column.
Excel will automatically select the data entered and create a pie chart. You should
see the following pie chart.

DATA FREQUENCY TABLES

Data frequency table refers to a way of presenting a summary of the data in such a manner
that it facilitates the possibility of seeing patterns or relationships in the data. A data
frequency table shows how many times each data point (observation or outcome) occurs in a
given data set. Distributions may take different shapes and this example we will consider data
which is typical of that obtained from the questionnaire concerning the computer literacy of

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students at a School of Business and a School of Sciences. The issue or variable which will
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be considered here is the length (in months) of computer working experience which students
obtained before registering for their ND-program. In this example we have obtained 30
completed and usable questionnaires from students from the Department of Statistics.

School of Business and another 30 completed and usable questionnaires from students from
the School of Science. We have 60 data points in all.

The 30 respondents from the Students supplied the following number of months
working experience:

Table 2.1: Students, number of months working experience

23 28 29 34 34 39 43 44 45 45 48 48 49 54 54
54 55 56 56 65 65 65 67 73 76 76 77 78 87 92

The set of have been reproduced across columns. Having entered the data, it is possible to
create a data frequency table by just counting the number of times each data point occurs.
However, it is often the case that it is better to group data into intervals such as 10-19, 20-
29 etc. This occurs with data for quantitative variables such as age, weight, income etc,
where there are likely to be many different outcomes.

The first step in producing a Frequency Table is to establish the range of the data. The
range for this set of data is 69.

I guess you know how to get it: (largest - smallest)

The second step is to decide the number of group’s intervals into which the data should be
divided. A heuristic for this is that the data may be grouped into the number of intervals
represented by the square root of the sample size. As the sample size is 30 five or six groups
would be appropriate in this exercise. It is useful to keep the width of the intervals constant
except perhaps for the first and final groups. In this example we have used interval markers
of under 25, 36, 48, 60, 72 and greater than 72. These numbers need to be entered in
different side.

Excel has a function which allows data frequency tables to be constructed which is

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=frequency()
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The =frequency() function is an array function which means that it is entered in a different
way to other functions. The function needs two pieces of information which are:

1. The full range of data from which the frequency distribution.

2. The intervals which are to be used in the data frequency table.

This is called the bin range.

Considering t h e a b o v e Figure, the required data distribution in intervals has been

entered into the range C11 through D16. The =frequency() function can now be used in
the adjacent column to calculate the frequencies. As =frequency() is an array function the
range D11 through D16 is first selected and then to produce a frequency table for the data,
the following formula is entered in D11.

=FREQUENCY(A2:A31,C11:C16) [CTRL + Shift + Enter]

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COMPUTATION FOR MEASURES OF CENTRAL TENDENCY IN EXCEL

The most common measures of central tendency are:

 Mean
 Median
 Mode

N-VALUE

Before we calculate the measures of central tendency, we need to find out the value of N ( the number
of subjects or observations). The way to do this in excel is to use the Count() function over the range
of values.

The syntax for the count function is:

=count(range)

Example

To find the n of the following data, you are expected to inter it either in a one column or as it
is.

OBSERVATION
12 14 29
18 15 10
14 12 17
10 9 14

And then select a cell which you want to hold the result and then, key in the count function
and pass the range as shown in the next figure.

The count function was put in to a cell D8, as follows:

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=COUNT(A2:C5)
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MEAN
In the case of Mean there is a built in Excel function that returns the mean as its value
=Average(Range)

For example to get the mean of the data above, you are going to use the function average()
and pass the rage.

In this case we used

=AVERAGE(A2:C5)

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MODE

Likewise the mode, there is a function with can retune the mode of a given distribution
The syntax for this computation is:
=Mode(Range)

MEDIAN
The syntax for this computation is
=Median(Range)

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MEASURES OF DISPERSION IN EXCEL

Dispersion is contrasted with location or central tendency, and together they are the most
used properties of distributions.

There are many types of dispersion measures:

1. Range
2. Mean Absolute Deviation
3. Variance / Standard Deviation

RANGE

Conventionally, a range for a given series of data could be obtained by subtracting the
minimum unit of data from the maximum simply:

Range = max – min

So, in excel there is no predefine function that can return that, there for it could be compute
by determine the maximum data value as well as the minimum hence we apply the function
=MAX() for maximum and =MIN() for minimum

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Therefore, the range formula which is Range = max – min could now be applied since both
max and min value were obtain in D7 and E7 respectively.

MEAN ABSOLUTE DEVIATION

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There are built-in function in Excel that calculate mean absolute deviation which is
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AVEDEV function.

Syntax

The syntax for the AVEDEV function in Microsoft Excel is:

AVEDEV( number1, [number2], ... [number_n] )

VARIANCE
To calculate statistical variance in Microsoft Excel, use the built-in Excel function VAR
Syntax:

VAR(value1, value2, value3, ... valueN)

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STANDARD DEVIATION

The STDEV function returns the standard deviation for data that represents a sample.
To calculate the standard deviation for an entire population, use STDEVP or
STDEV.P.

MEASURES OF ASSOCIATION

The measures of association refer to a wide variety of coefficients that measure the
statistical strength of the relationship on the variables of interest; these measures of strength,
or association, can be described in several ways, depending on the analysis.

Correlation Coefficient

We usually use correlation coefficient (a value between -1 and 1) to display how strongly two
variables are related to each other. In Excel, the CORREL function is used to find the
correlation coefficient between two variables

Note: A correlation coefficient of +1 indicates a perfect positive correlation, which means

that as variable A increases, variable B increases and while variable A decreases, variable B
decreases.

On the other hand, a correlation coefficient of -1 indicates a perfect negative correlation. As

variable A increases, variable C decreases and as variable A decreases, variable C increases.

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The syntax for the CORREL function is:
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=CORREL(cell range of variable A, cell range of variable B)

Example
Let find the correlation between age and height of a given number of students

Simple Linear Regression

A college bookstore must order books two months before each semester starts. They believe
that the number of books that will ultimately be sold for any particular course is related to the
number of students registered for the course when the books are ordered. They would like to
develop a linear regression equation to help plan how many books to order. From past
records, the bookstore obtains the number of students registered, X, and the number of books
actually sold for a course, Y, for 12 different semesters. These data are below.

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Actually, there are two ways to do a linear regression analysis using Excel. The first is done
using the Tools menu, and results in a tabular output that contains the relevant information.
The second is done if data have been graphed and you wish to plot the regression line on the
graph. Using the Tools menu

In order to do this version of the linear regression analysis, in Excel, you have to begin by
creating a data table that has the independent and dependent variables. This table has to have
the data in columns, not rows, in order for the regression to work properly. A sample data
table is shown below.

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To do the linear regression, go to the Tools Menu and select Data Analysis. From the Data
Analysis window select Regression. That will open a wizard that will look like the picture
below:

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The next step is to tell the Regression Wizard the things it needs to know; the location of the
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Y(students) data, the location of the X(books) data, and the place to put the result of the
regression analysis. Each of these can be filled in by putting the cursor in the window you
want to fill in and then clicking on the top of the column and dragging to the bottom, holding
the left button down. That will copy the cell references into the blank. Move the cursor into
the next blank to be filled and repeat.

In the Output Options section, you have the opportunity either to have the result of the
regression analysis put on a new, blank page in your Excel workbook, or to be located on the
same page as the data. To locate the result on the same page as the data, click in the button
labeled Output range, and then click in the box to the right of that button to move your
cursor there. Now, click on a cell that you want to be the upper left hand corner of the output
and that cell location will be put into the wizard. Click the OK button and the result of the
regression analysis will be located in the spot that you have chosen.

DATABASE SOFTWARE

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What is Database?
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A database is simply an organized collection of related data, typically stored on disk, and
accessible by possibly many concurrent users. Databases are generally separated into
application areas. For example, one database may contain Human Resource (employee and
payroll) data; another may student’s data; another may contain accounting data; and so on.
Databases are managed by a DBMS.

A DBMS is responsible for:

 Accessing data
 Inserting, updating, and deleting data
 Security
 Integrity, facilitated by:
o Locking
o Logging
o Application-defined rules, including triggers
 Supporting batch and on-line programs
 Facilitating backups and recoveries
 Optimizing performance
 Maximizing availability
 Maintaining the catalog and directory of database objects
 Managing the buffer pools
 Acting as an interface to other systems programs
 Supporting user interface packages, such as the popular SQL interface for
relational database systems

There are 3 traditional types of database management systems: hierarchical, relational,

and network. Current popular database systems include Oracle; Sybase (same as
Microsoft's SQL Server but on a different platform); IBM's DB2, IMS, and
SQL/DS; Ingres; Informix; and smaller, but reasonably powerful off-the-shelf
products such as dBase, Access, Foxpro, Paradox, and dozens of others.

The choice of a database product is often influenced by factors such as:

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 The computing platform (i.e., hardware, operating system)
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 The volume of data to be managed
 The number of transactions required per second
 Existing applications or interfaces that an organization may have
 Support for heterogeneous and/or distributed computing
 Cost
 Vendor support

PURPOSE OF DATABASE SYSTEM

In the early days, database applications were built on top of file systems.

Drawbacks of using file systems to store data:

1. Data redundancy and inconsistency (Multiple file formats, Duplication of

informationin different files)
2. Difficulty in accessing data (Need to write a new program to carry out each new task)
3. Data isolation
4. Integrity problems, Integrity constraints (e.g. account balance > 0)
5. Atomicity of updates
-Failures may leave database in an inconsistent state with partial updates carried out
-E.g. transfer of funds from one account to another should either complete or not
happen at all
6. Concurrent access by multiple users
-Concurrent accessed needed for performance
-Uncontrolled concurrent accesses can lead to inconsistencies
-E.g. two people reading a balance and updating it at the same time
7. Security problems

Database systems offer solutions to all the above problems

Types of Database

Object-oriented database systems are currently in development. They allow us to model

and manipulate complex data structures and objects, and hence support many new

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applications, including CAD/CAM. As of 1996, object-oriented databases represent a very
37
small segment of the commercial market (perhaps 1%). It is interesting to note that some
major DBMS vendors are starting to support complex objects (such as images) in their
relational products.

Relational Databases
This is the most common of all the different types of databases. In this, the data in a relational
database is stored in various data tables. Each table has a key field which is used to connect it
to other tables. Hence all the tables are related to each other through several key fields.

What is DBMS?

DBMS Stands for Database Management System; is a technology tool that directly supports
data management. It is a package designed to define, manipulate, and manage data in a
database.

Functions of a DBMS
1. Designed to allow the definition, creation, querying, update, and administration of
databases
2. Define rules to validate the data and relieve users of framing programs for data
maintenance
3. Convert an existing database, or archive a large and growing one
4. Run business applications, which perform the tasks of managing business processes,
interacting with end-users and other applications, to capture and analyze data

Example of DBMSs
1. Microsoft SQL Server
2. Microsoft Access
3. Oracle
4. SAP etc

MICROSOFT ACCESS

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Microsoft Access is a database software package. A database is an organized collection of
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records. Telephone and address books are examples of databases. With Access, you can
create a computerized database. For example, you can use Access to organize the students
who attend a school, the courses they take, and the instructors who teach them. After you
create an Access database, you can search it, manipulate it, and extract information from it.

ELEMENTS OF MS-ACCESS

Microsoft access has some prominent elements / objects that facilitate in data persistency as
well as manipulation, these includes:

1. Table
2. Query
3. Report
4. Macro
5. Modules

TABLE

In Access, data is stored in tables. A table is a set of columns and rows, with each column
referred to as a field. Each value in a field represents a single type of data. Each row of a
table is referred to as a record.

QUERIES

You use queries to retrieve specific information from your database based on the criteria set
to it. For example, you can use a query to find the names of the employees in your database
who live in a particular state.

FORM

Forms give you the ability to choose the format and arrangement of fields. You can use a
form to enter, edit, and display data.

REPORTS

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Reports organize or summarize your data so you can print it or view it onscreen. You often
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use reports when you want to analyze your data or present your data to others.

MACROS

Macros give you the ability to automate tasks. You can use a macro to add functionality to a
form, report, or control.

MODULES

Like macros, modules give you the ability to automate tasks and add functionality to a form,
report, or control. Macros are created by choosing from a list of macro actions, whereas
modules are written in Visual Basic for applications.

CREATE A DATABASE
When you start Access, the Getting Started with Microsoft Office Access screen appears..
You can create a blank database or you can use one of the templates provided by Microsoft.
When you use a template, Access creates forms you can use to enter data, reports you can use
to retrieve data, and more. You can modify the forms, reports, and other objects to suit your
needs. This tutorial will teach you how.

To Create Blank Database

1. Start Access.
2. Click Blank Database.
3. Type the name you want to give your database in the File Name field. Access will
automatically append .accdb to the name.
4. Click the Browse button. The File New Database window appears.
5. Locate the folder in which you want to store your database. Note that the name of the
file appears in the File Namefield.
6. Click OK.
7. Click the Create button. Access creates the database and opens a datasheet with the
Table Tools available to you.

Note the Table Tools in the upper-right portion of the Ribbon.

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To Create Database Using template

1. Start Access. The Getting Started With Microsoft Office Access screen appears.
2. Click Local Templates. Icons representing local templates appear in the center of the
window.
3. Click the icon for the template you want to use.
4. Click the Browse button. The File New Database window appears.
5. Locate the folder in which you want to store your database.
6. Click OK.
7. Click Create. Access creates and opens your database.

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41

What is a Datasheet?
In Access, data is stored in tables. A datasheet displays the information stored in a table in
columns and rows. The columns are called fields and the rows are called records. You can
use a datasheet to create a table, enter data, retrieve data, and perform other tasks.

What is a Table?
A table is a set of columns and rows. Each column is called a field. Within a table, each field
must be given a name and no two fields can have the same name.Each value in a field
represents a single category of data.

Each value in a field represents a single category of data.

For example,The table below have three fields: Last Name, First Name, and Phone Number.
The table consists of three columns: one for last name, one for first name, and one for phone
number. In every row of the table, the Last Name field contains the last name, the First Name
field contains the first name, and the Phone Number field contains the phone number. Each
row in a table is called a record.

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To create a new table

1. Activate the Create tab.

2. Click Table Design in the Tables group. Access changes to Design view and the Table
Tools become available.
3. Type the first field name in the Field Name field.
4. Press the Tab key.
5. Click the down-arrow that appears when you click in the Data Type field and then
select a data type.
6. Click Primary Key if the column you created is a primary key. A small key appears
next to the field name.
7. Press the Tab key.
8. Type a description. The description is optional.
9. Press the Tab key. Access moves to the Field Name field.
10. Repeat steps 3 through 10 until you have created all of your fields.

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43

STRUCTURED QUERY LANGUAGE (SQL)

Structured Query Language is perhaps the most common way to extract data from a relational
database system. The (simplified) format is:

SELECT field name FROM database's table name WHERE conditional clause

For example, to find all professors earning more than N75,000, a suitable query might be:

SELECT name, salary

FROM payroll
WHERE job = 'Professor' and salary > 75000

WORD PROCESSING SOFTWARE

MICROSOFT WORD

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Microsoft Word is a word processing software package. Microsoft Word allows you to create
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and edit personal and business documents, such as letters, reports, invoices, emails and
books.

Uses of MS-word

Microsoft Word can be used for the following purposes:

1. To create business documents having various graphics including pictures, charts, and
diagrams.
2. To store and reuse ready-made content and formatted elements such as cover pages
and sidebars.
3. To create letters and letterheads for personal and business purpose.
4. To design different documents such as resumes or invitation cards etc.
5. To create a range of correspondence from a simple office memo to legal copies and
reference documents.

How to start MS-word

Microsoft Word is a word-processing application that can be part of the Microsoft Office
suite or a stand-alone program installed on to your computer.
Follow these step-by-step instructions to start a document in Microsoft Word.

Step 1: From the desktop or from your ‘Start’ menu, open Microsoft Word.

Step 2: Microsoft Word will open up and present you with an option to select a document
template, or a blank document.

Step 3: If you don't want to use any of the templates on display, click on the blank document.

Step 4: A new blank document will open up ready for you to start typing.

Components of MS-word

Microsoft Word often shows the blank page as default

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The above screen is made up of the following components:

1. Title bar
2. Menu bar
3. Tools bar
4. Ruler
5. Text Area
6. Document viewer
7. Status bar
8. The Title bar – It displays the name of the window.
9. The Task Bar – This is found at the bottom of the desktop. It contains the start
button, the Quick launch toolbar and the task bar tray (Which contains the clock and
other icons.)
10. The Status Bar – This is found at the bottom of the window. It provides information
about the current state of what is being viewed on the window and any other
contextual information.
11. The Toolbars – It provides a quick way to access task. Most toolbar correspond to a
menu command.
12. The Scroll bar – If a window is not enough to display all the information, a scroll bar
appears at the side (either vertically or horizontally) of the window. It can either be
dragged or clicked.

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13. The Menu bar – It is below the title bar, it displays important menu like File, Edit,
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Insert, View, Help etc.

Document View

In Word, you can display your document in one of five views: Normal, Web Layout, Print
Layout, Reading Layout, or Online Layout.

Normal View

Normal view is the most often used and shows formatting such as line spacing, font,
point size, and italics. Word displays multiple-column text in one continuous column.

Web Layout

Web layout view enables you to view your document as it would appear in a browser
such as Internet Explorer.

Print Layout

The Print Layout view shows the document as it will look when it is printed.

Reading Layout

Reading Layout view formats your screen to make reading your document more
comfortable.

Outline view

Outline view displays the document in outline form. Headings can be displayed
without the text. If you move a heading, the accompanying text moves with it.

TOOLS BAR

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1. Create a new Word document.

2. Open a saved Word file.
3. Save the current document.
4. Print the current document.
5. View a print preview of the document.
6. Spelling and grammar check.
7. Open the Research pane to search references.
8. Copy the current selection.
9. Paste the clipboard content at cursor location.
10. Undo the last command or typing.
11. Insert a hyperlink on current selection, or at cursor location.
12. Insert a table.
13. Open the Read Mode view of the document

Basic Things You Need to Know About Microsoft Word

Before you get started with Word, there are a few concepts with which you need to be
familiar. This lesson explains those concepts.

 Click
 Options
 Highlighting Text
 Highlighting Menu Items
 Placing the Cursor
 Menu Commands Using the Alt Key
 Shortcut Notations
 Starting a New Paragraph

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 Exiting Microsoft Word
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CLICK
Below are the steps to achieve click:
1. Point to the item
2. Press your left mouse button once.
If you are asked to double-click an item:
1. Point to the item.
2. Quickly press your left mouse button twice.
If you are asked to right-click:
1. Point to the item.
2. Press your right mouse button

Options
The following is an introduction to various features of the Microsoft Word screen.

Highlighting Text

Throughout these lessons, you will be asked to highlight text. You can use either of the
following methods:

Highlighting by Using the F8 and Arrow Keys

1. Place the cursor before or after the text you wish to highlight and click the left mouse
button.
2. Press the F8 key, which will serve as an "anchor" showing where text you wish to
highlight begins or ends.
3. Press the appropriate arrow key (left arrow to move to the left or right arrow to move
to the right) until the text is highlighted. You can use the up or down arrow key to
highlight one line at a time. Press Esc to remove the anchor.

Highlighting by Using the Mouse

1. Place the cursor before or after the text you wish to highlight.
2. Hold down the left mouse button.

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3. Move the mouse left, right, up, or down until the text is highlighted.
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Highlighting Menu Items

Menu Bar

To select a Menu bar item:

1. Click the Menu bar item. A drop-down menu will appear.

2. To change the Menu bar option selected, move the mouse pointer across the Menu
bar.
Note: After you highlight an item on the Menu bar, you can also use the left and right
arrow keys to move across the Menu bar.

Drop-Down Menu Items

When you click any option on the Menu bar, a drop-down menu appears. To choose a drop-
down menu item:

 Click the drop-down menu item.

Or

1. Use the arrow keys to move up or down the drop-down menu.

2. Press Enter to select a drop-down menu item.

Placing the Cursor

During this lesson, you will often be asked to place the cursor at a specific location on the
screen. You place the cursor by moving the cursor to the specified location and pressing the
left mouse button or by using the arrow keys to move to the specified location.

Choosing Menu Commands by Using the Alt Key

There are many methods to accomplish tasks when you are using Microsoft Word. Generally,
when selecting items from the menu. However, you can also select a menu option by:

1. Pressing the Alt key while typing the underlined letter on the Menu bar.

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2. Typing the letter underlined on a drop-down menu. If a dialog box appears, you can
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move around the dialog box by pressing the Alt key and any underlined option.

Shortcut Key Demonstration

1. Hold down the Alt key and press "o" to select Format from the menu.
2. Press "p" to select Paragraph from the drop-down menu.
3. Hold down the Alt key and press "i" to select the Indents and Spacing tab.
4. Hold down the Alt key and press "b" to select before from the Spacing frame.
5. Press Enter to close the dialog box.

Shortcut Notations

A key name followed by a dash and a letter means to hold down the key while pressing the
letter. For example, Alt-O means you should hold down the Alt key while pressing "o" A
shorthand notation of the above demonstration would read as follows:

1. Press Alt-o, p.
2. Press Alt-i.
3. Press Alt-b.
4. Press Enter.

Typists who are slowed down by using a mouse usually prefer using keys.

Starting a New Paragraph

When you type in Microsoft Word, you do not need to press a key to move to a new line as
you do when typing with a typewriter. To start a new paragraph, press the Enter key.

Exiting Microsoft Word

You have completed this lesson. Typically, you would save your work before exiting. This
lesson does not require you to enter any text, so you might have nothing to save. To exit
Microsoft Word:

1. Click File on the Menu bar.

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2. Click Exit, which can be found at the bottom of the drop-down menu.
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3. If you have entered text, you will be prompted: "Do you want to save changes to
Document1?" To save your changes, click Yes. Otherwise, click No.
4. Specify the correct directory in the Save In box.
5. Name your file by typing lesson2.doc in the File Name field.
6. Click Save.

Using Backspace Key

The exercises that follow will teach you how to enter and delete text. To enter text, simply
type just as you would if you were using a typewriter. To capitalize, hold down the Shift key
while typing the letter. Use the Backspace key to delete text. You do not need to press Enter
to start a new line -- Microsoft Word automatically wraps at the end of the line. Press Enter to
start a new paragraph.

Exercise 1

1. Type the following sentence:

The name of my lecturer is Ahmad Maccido

2. Now delete the name "Ahmad" Using either the arrow keys or the mouse, place
the cursor between the “d” of the name Ahmad and the "M" that is the first
alphabet of the name Maccido.

3. Press the Backspace key until the word "Ahmad" is deleted.

Using Delete Key

You can also delete text by using the Delete key. First, highlight the text you wish to delete,
then press the Delete key.

Exercise 2

Delete the word "Maccido" from the sentence you just typed.

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1. Highlight the word "Maccido" Place the cursor before the "M" in the word "Maccido"
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and press the F8 key. Then press the right arrow key until the word "Maccido" is
highlighted.
2. Press the Delete key. The sentence should now read:
"The name of my lecturer is Ahmad."

Inserting Text

To insert text, you must be in the Insert mode. To check to see whether you are in the Insert
mode, look at the Status bar, located at the very bottom of the screen.

Look at the right side of the Status bar. If the letters "OVR" are gray, you are in the Insert
mode. If the letters "OVR" are black, you are in the Overtype mode.

Insert Mode

Overtype Mode

To change to the Insert mode:

1. Double-click the letters "OVR."

2. The letters "OVR" are now gray.

Alternatively

You can use the keyboard to change to the Overtype mode.

1. Press Alt-t, o.

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2. Click Edit.
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3. Press Alt-v (toggles between overtype and insert).
4. Press Enter.

Bold, Underline, and Italicize

You can bold, underline, or italicize when using Word. You also can combine these features
in other words, you can bold, underline, and italicize a single piece of text. In the exercise
that follows, you will learn three different methods for bolding, italicizing, or underlining
when using Word. You will learn to bold, italicize, or underline by using the menu, an icon,
or the keys.

Exercise 3

Type the following exactly as shown. Remember, pressing the Enter key starts a new
paragraph.

Press the Enter key at the end of each of the following lines to start a new paragraph.

Bold by Using an Icon

1. On the line that begins with "Icon," highlight the word "Bold." To do so, place the
cursor before the letter "B" in "Bold." Press the F8 key; then press the right arrow key
until the entire word is highlighted.

2. Click the Bold icon on the toolbar.

Note: To turn off bold, highlight the text and press the Bold icon again.

3. Click anywhere in the Text area to remove the highlighting.

Alternate Method: by Using the Keys

1. On the line that begins with "Keys," highlight the word.

2. Press Ctrl-b (hold down the Ctrl key while pressing b).

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Note: To turn off Bold, press Ctrl-b again
54

Italicize by Using an Icon

1. Highlight the word

2. Click the Italic icon on the toolbar.

Note: To turn off italics, highlight the text and press the Italic icon again.

3. Click anywhere in the Text area to remove the highlighting.

Alternate Method: Italicize by Using Keys

1. highlight the word

2. Press Ctrl-i (hold down the Ctrl key while pressing i).

Note: To toggle Italic off, press Ctrl-i again. You can also remove formatting by
pressing Ctrl-spacebar.

Underline - Using the Menu

You can underline when using Word. The following are some of the underlines format:

1. Abdulkadir Maccido Ahmad

2. Abdulkadir Maccido Ahmad
4. Abdulkadir Maccido Ahmad
5. Abdulkadir Maccido Ahmad
6. Abdulkadir Maccido Ahmad

Underline by Using the Icon

1. On the line that begins with "Icon," highlight the words

2. Click the Underline icon on the toolbar. You will get a single underline.

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Note: you can also change the styles of the underline by clicking the side arrow of the
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U icon

Alternate Method -- Underline by Using the Keys

1. On the line that begins with "Keys," highlight the words

2. Press Ctrl-u (hold down the Ctrl key while pressing u). You will get a single
underline.

SAVE FILE

You must save your files if you wish to recall them later. Before you can save, you must give
your file a name. To save your file and close Word, follow the instructions given in the
subsequent pages.

1. Choose File > Save As from the menu.

2. Specify the correct folder in the Look In box.
3. Name your file by typing lesson1.doc in the File Name box.
4. Click Save.
5. Choose File > Exit from the menu.

OPEN FILE

To continue working on a file you previously saved, you must open the file. To open the file
you used in Lesson 3:

1. Choose File > Open from the menu.

2. Make sure the folder you noted during the previous lesson displays in the Look In
field.
3. The file is named "lesson1.doc." Type lesson1.doc in the File Name field.
4. Click Open. The file you created during the previous lesson appears.

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CUT AND PASTE

In Microsoft Word, you can cut (delete) text from one area of a document and save that text
so it can be pasted elsewhere in the document. When you cut text, it is stored on the
Clipboard. You can also copy text. When you copy text, it is also stored on the Clipboard.
Information stored on the Clipboard stays there until new information is either cut or copied.
Each time you execute Cut or Copy, you replace the old information on the Clipboard with
whatever you just cut or copied. You can paste Clipboard information as often as you like.

Exercise 3

Cut - Using the Menu

1. Type the following:

I want to move. I am content where I am.

1. Highlight "I want to move."

2. Choose Edit > Cut from the menu.
3. Your text should now read:
"I am content where I am."

Paste: Using the Menu

1. Place the cursor after the period in the sentence "I am content where I am."
2. Press the spacebar to leave a space.
3. Choose Edit > Paste from the menu.
4. Your text should now read
"I am content where I am. I want to move."

Alternate Method: Cut by Using the Icon

1. Type the following:

I want to move. I am content where I am.

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2. Highlight "I want to move."
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3. Click the Cut icon .
4. Your text should now read:
" I am content where I am."

Alternate Method: Paste by Using the Icon

1. Place the cursor after the period in the sentence

"I am content where I am."
2. Press the spacebar to leave a space.

3. Click the Paste icon .

4. Your text should now read:
"I am content where I am. I want to move."

FONT SIZE

In Microsoft Word, you can change the size of your font (text). The following exercise
illustrates changing the font size.

Change Font Size - Using the Menu

1. Type the following:

Smallest. Bigger. Biggest.
2. Highlight "Smallest."
3. Choose Format > Font from the menu.
4. Choose the Font tab.
5. Type 8 in the Size field, or click 8 in the box below the Size field.
6. Click OK.
7. Highlight "Bigger."
8. Choose Format > Font from the menu.
9. Choose the Font tab.
10. Type 14 in the Size field, or click 14 in the box below the Size field.
11. Click OK.

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12. Highlight "Biggest."
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13. Choose Format > Font from the menu.
14. Choose the Font tab.
15. Type 24 in the Size field, or click 24 in the box below the Size field.
16. Click OK.
17. Your text should now look similar to the following:
Smallest.Bigger.Biggest.

Alternatively Change Font Size by Using the Toolbar

1. Highlight:
"I am the smallest. I am a little bigger. I am the biggest."
2. Press Ctrl-spacebar to set the formatting back to the default.
3. Highlight "Smallest."

4. In the Font Size box on the toolbar, type 8.

5. Press Enter.

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