MODULE

in

Integrated Software
Application

By:

Joel DM. Reyes

Rosemarie R. San Luis

2020

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PREFACE

Integrated software application combines the most commonly used functions of many
productivity software programs into one application, such as MS Word, MS Excel, MS Power
point, MS Access, and MS Publishing 2010. These applications are used by large and small
offices for many of their information system needs.

Part One covers Microsoft Word which is consider the most popular word processing
software today which you can create notes, letters, documents, books, newsletter and even
Web pages.

Part Two covers Microsoft Office Excel which is a very powerful tool to create and
format spreadsheets and analyze and share information to make more informed decisions.
Excel is the world’s most widely-used spread sheet program and is a part of the Microsoft
Office suite. It is very powerful for day-to-day business activities such as preparing a simple
invoice, making office forms, or managing a complex accounting ledger.

Part Three covers Microsoft PowerPoint which is a presentation software with which
you can create professional-looking presentation for seminars, schools and Web pages.

Part Four covers Database Management System using MS Access. MS Access is a

database program which you can create, organize, analyze, and summarize data collected.

Part Five covers Desktop Publishing Software. In this Module, student will learn how
to create a variety of publications including business cards, greeting cards, calendars,
newsletters and much, much more.

JOEL DM REYES
ROSEMARIE R. SAN LUIS

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COURSE
DESCRIPTION
The course is an integration of popular software applications in word The

The course is an integration of popular software applications in word

processing, spreadsheets, presentation and graphics, desktop publishing and
database management system.

Course Learning Outcome At the end of this course, the student should be able to:
 1. Acquire dexterity in work processing, spreadsheets, presentation, desktop
publishing and database management.

2. Prepare reports using a variety of software packages.

Integrated software is a collection of software especially created to work on closely

related programs. These are used in personal computers where the most commonly used
and most similar programs are grouped together in one application. Word processing,
spreadsheet, database management system and desktop publishing.

PART ONE

MICROSOFT WORD 2010

Intended Learning Objectives (ILO)At the end of the unit, the students should

be able to:

1. Identify the MS Word Environment

2. Familiarize with MS Word applications.
3. Improve their knowledge in handling word processing software.
4. Produce reports using the different features of MS Word 2010.

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MS WORD 2010 ENVIRONMENT
 Integrated
Software Application by rdmreyes/[email protected] Page 4
To Hide or Show a Toolbar

1. Click on the Tools menu.

2. Click Customize from the dropdown list. It opens the following window:
 3. Select the Toolbars tab.
4. Tick the checkboxes next to the toolbars you want to display. For example, click the
checkbox in front of Drawing and that toolbar will be shown at the bottom of the
Microsoft Word window.
5. Clear the checkboxes that you don’t want to display; this will hide the toolbar. For
example, clear the box next to Formatting. It will hide the Formatting toolbar at the
top right of the Microsoft Word window.

Open a New Document

1. Click on the File menu.

2. Select New from the dropdown list. This will open a New Document window.
3. Click Blank Document.

Save a New Document

1. Click on the File menu.

2. Select Save from the dropdown list. It will open a Save as window for you:
3. In the Save in window, select the location where you want to save your file.
4. Type the name of the file, in the File name field.
5. Press the Save button.

Save an Existing document

Once you have saved a document with a certain name, if you make some changes in it, you
will need to save the document again. To do this, click on the File menu, click Save.
Alternatively, you can click the Save icon on the Standard toolbar.

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Insert, Highlight and Delete Text

In the process of typing a document, you may need to insert or delete text. Being
able to highlight text will help to make inserting and deleting text a speedier process
Delete Text

Once you have highlighted the text that you wish to delete, press the Delete key on the
keyboard. You can also use Back Space key.

Insert Text

1. Place your cursor where you want to insert the text by clicking the left button of your
mouse.
2. Type the text that you want to insert.
3. To insert a space between words, press the space bar from the keyboard.

Cut, Copy and Paste Text

1. Highlight the text that you want to move. Then click on the Edit menu. 2. Select the Cut
option, as shown below, if you want to remove it from its original place in your document.

3. If you only want to make a copy, select the Copy option from the Edit menu. 4. Once
you have either cut or copied the text that you want, you need to place your cursor where
you want to place the text.
5. Finally, click on the Edit menu again and select the Paste option.

Copy and Paste text using the Standard toolbar

1. Select the text that you want to cut or copy.

2. Click on the Cut icon on the Standard toolbar to cut the selection
3. Click on Copy icon on the Standard toolbar to copy the selection.
4. Place your cursor where you want to paste the text.
5. Click on the Paste icon on the Standard toolbar to paste what you have cut/copied.

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Cut, Copy and Paste text by using the Keyboard

1. Highlight the text that you want to cut or copy.

2. To cut the selection, hold down the Ctrl and X keys at the same time on the keyboard.
3. To copy the selection, hold down the Ctrl and C keys on the keyboard at the same
time.
4. Once you have cut or copied the selection, place your cursor where you want to paste
 the text.
5. Hold down the Ctrl and V keys on the keyboard at the same time to paste the text.

Cut, Copy and Paste text by using the Mouse

1. Highlight the text that you want to cut or copy and right click on your mouse.
2. To cut the text, click on the Cut option as shown below.

3. To copy the text, select the Copy option as shown below.

4. Place the cursor where you want to insert the text.

5. Right click on the mouse and select the Paste option as shown below.

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Change Case

After you type up a document, you may decide that you want to change a sentence to
appear in upper case, or you may have already typed something in upper case and decide
that it would look better in lower case or just as a regular sentence. Knowing how to change
the case saves you having to retype the whole section of your document. We will now be
exploring the case options available to you.

Changing the Case

1. As always, select the text you want to change first.

2. Click on the format menu and select the Change Case option. The Change Case
 window consists of five options that are outlined in the table below.
3. Select the option you would like and press ok to make the changes.
Sentence This option changes the first letter of the selected sentence into a capital, if the
case first letter of that sentence is in lower case. For example 'welcome to The
Computer Scool' will be changed to 'Welcome to The Computer School'. Note
that it will not turn the capitals that you have purposely made into lower case.

lower This option converts the selected letters into small letters. For example
case 'WELCOME THE COMPUTER SCHOOL' will be changed to 'welcome to
the computer school'.

UPPER This option converts selected letters into capital letters. For example
CASE 'Welcome to The Computer School' will be changed to 'WELCOME TO THE
COMPUTER SCHOOL'.

Title Case This option converts the first letter of all selected words into a capital. For
example, 'welcome to the computer school' will be changed to 'Welcome To
The Computer School'.

tOGGLE This option swaps between the case of the letters you have highlighted. It
cASE converts the capital letters into lower case letters and vice versa. For example
'Welcome To The Computer School' will be changed to 'wELCOME tO tHE
cOMPUTER sCHOOL'. A good example of when this might be useful is if
you had accidentally typed a whole section of your document with the caps
lock key on.

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Large Dropped Initial Letter

1. Click the paragraph you want to begin with a dropped letter.

2. Under the Format menu, click Drop Cap.
3. Under the Position heading, click Dropped or In margin.
4. Click OK.

Change Text Appearance

Opening and saving a document, inserting and deleting text, and, cutting, copying and
pasting text are relatively standard actions whether you are using Microsoft Word or a more
basic word processing program like Notepad. In Microsoft Word, however, you can also
change the appearance of your text by changing the font, size, style and effects, which may
enable you to more effectively, convey a message.

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Font Style

As you can see, there are a number of style choices available to you and any of these styles
can be applied to text within the same document. The fonts you choose can also be changed
to be Bold, Italic or Underlined using these toolbar icons.

This icon will make your highlighted text appear Bold

This icon will make your highlighted text appear in Italics

This icon will underline your highlighted text.

Text Color
The color of text can also be changed. To make full use of this feature, you will need a colour
printer.

There is an icon to change the colour of your text on the Toolbar.

To change the colour of the text, highlight the text that you want to change the colour of then
click the dropdown arrow. This will open up the following colour menu.

Choose the desired color or click on the More Colors option to select different colors. When
you click on a color, your text will be changed to that color.
Alternatively, you can change the color using the Format menu on the Menu Bar and
selecting Font from the dropdown list.

Format Paragraph

1. Select the area that you wish to format by highlighting it.

2. Click on the Format menu and select Paragraph. It opens the following window:
3. Select the Indents and Spacing tab.

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4. The General heading has the following two options:
∙ The Alignment option determines the position of text between margins. You can align text to
the right , left , center , as well as making it justified.
∙ The Direction option determines the direction of text in two ways. You can specify the
direction of text by using Right-to-left option or Left-to-right option.

5. Indentation is the space before and after text. There are two options to indent the
paragraph.

∙ Before text allows you to specify the space before the text. For example, if you
select 2 centimeters and your text is left aligned, text will start leaving a 2
centimeter space on the left side.

∙ After text allows you to specify the space you want after the text. For example, if
you select 2 centimeters and your text is left aligned, you will have 2
centimeters space on the right side.
 5. The Spacing option defines the space between two paragraphs. There are two options
to specify the spacing between the paragraphs.
∙ Before allows you to specify the space before the paragraph.
∙ After allows you to specify the space after the paragraph.
6. Line Spacing is the distance between the lines of paragraph. There are five options as
described below.
∙ Single Spacing is the default option for Microsoft Word. It holds the maximum
size font in a single line, plus a small amount of extra space.
∙ The 1.5 Spacing option makes space between lines one and one half more than
the single line.
∙ Double Spacing makes the distance between lines double that of single lines. ∙
The At least and Exactly Spacing options set variable spacing between lines
depending upon the amount of space you select in the At field.
∙ The Multiple Spacing option also sets variable spacing between lines depending
upon the amount of space you select in the At box.

Change the Page Setup

1. Click on the File menu and select Page Setup. The following window will appear.

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2. Under the heading of Margins there are six options. The table below outlines what each
represent.

Top This option defines how much blank space will appear at the top edge of the
margin page.

Bottom This option defines how much blank space will appear at the bottom of the
margin page.

Left This option defines how much blank space will appear on the left hand side of
margin the page.
Right This option defines how much blank space will appear on the right hand side
margin of the page.

Gutter This option adds extra space to the left side or top margin of a document that
margin you want to bind. A gutter margin makes sure that the text will not be
obscured by the binding.

Gutter Related to the Gutter Margin, this option is used to indicate where the
position program needs to provide the extra space for the binding; either the top or
the left hand side.

3. Under the heading of Orientation, you are able to select a Portrait or Landscape
orientation of the page.
4. In the Preview section of this window you are able to see the changes you have made.
When you are happy with the changes, click OK.

Bullets

Bullets can make your document more concise and more readable. Microsoft Word
can automatically create lists with bullets as you type or you can quickly and easily add
bullets or numbers to existing lines of text after you have typed them.

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Add Bullets

1. Click on the Format menu and select Bullets and Numbering.

2. To insert bullets, ensure that you are in the Bulleted tab window. (You can also select
the Numbered tab to a numbered list).
 3. Select one of the bullet styles (or numbered styles) and click OK.
4. Type any text after the bullet that you have added and press Enter. This will
automatically insert the next bullet.
5. You can also add bullets by using the Bullets and Numbering options located on the
Formatting toolbar.

Adding Bullets to Existing Text

You can also add bullets to existing text. Simply highlight the text that you would like to
become a bulleted list and select the bullets as you would normally (by clicking on Format,
Bullets and Numbering and selecting the style of bullets you would like to use).

Remove Bullets

1. If your document already has bullets and you want to remove them, highlight the text
from which you would like to remove bullets.
2. Click on the Format menu and select Bullets and Numbering.
3. Select None as the bullet style in the Bullets and Numbering window and click OK.
This will remove the bullets from your list.

Borders and Shading

Borders and shading add a professional, finished touch to your work. You can make
your document stand out clearly from others just by adding some nice borders and shading.

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Adding a Page Border

1. Click on the Format menu.

2. Select Borders and Shading.
3. Click on the Page Border tab.
Setting Under setting you have the option to choose a simple box border, a border with
a shadow effect, a border with a 3-D effect or you can customise a border.
Customising a border allows you to remove borders by clicking on the preview
section, for example, you may want to remove both of the side borders and
leave the top and bottom borders only.
Style Under the style setting you have the option to choose the style, colour and width
that you would like the border. You can also choose to have an artistic border by
choosing one of the art border options.

Preview The preview section of the window gives you the opportunity to view what the
page border will look like before you apply the changes to your document

Apply This dropdown list provides you with a list of options available for the page
To border. For example, you can apply the border to the whole document, and the
border will appear on every page in your document, or you can choose to apply
it to the first page only in your document if you want the effect of a title page
and so forth.

Adding Paragraph Borders

Just as you can add a page border, you can also have a border around particular
paragraphs in your document to make them stand out. Highlight the paragraph that you want
to add a border to. Instead of clicking on the Page Border Tab after selecting Borders and
Shading from the Format menu, click on the Borders Tab. You will see that the same format
applies to the window as in the table above, but here you can choose to apply it to the
paragraph.

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Adding Shading

You can see in the image above that there is also a Shading tab which you can get to
by following the Borders and Shading option under the Format menu. This gives you the
option of adding a background colour and design to your document. The preview window will
again give you an indication of what the shading will look like before you go ahead and apply
it to your document.

Adding Page Numbers

1. Click on the Insert menu.

 2. Select Page Numbers from the dropdown list. The following window will appear:

3. In the Position dropdown box, specify the position you want the page number to print -
either at the top or the bottom.
4. In the Alignment box, specify whether to align the page numbers left, center, right, or
on the inside or outside edges of each page.
5. If you want to show the page number on the first page, tick the Show number on first
page option as shown in the figure; otherwise leave it blank.
6. Click the Format button on the bottom left. The following window will open:

7. In the Number Format option, you can select different formats for your page numbers.
For example, instead of 1, 2, 3 you can also choose a, b, c.
8. Page Numbering gives you the option Start at which allows you to start counting from
any number, not just 1. Type the number you from which you wish to start counting
and click OK.

Headers and Footers

Headers and Footers are the areas at the top and bottom margins of each page in a
document. You can add different information such as the date, a company logo, the
document's title, the file name and the author's name at the top or bottom of each page. You
can also add page numbers in the header or footer of a page. This is an alternative method
to the way have learned in the previous section of this module.

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Headers and Footers are Left aligned by default.

However, you can move your text and information to the centre by pressing the tab key once
and onto the right side by pressing the tab key twice or you can align the text by using the
formatting toolbar options.

Editing Headers and Footers

If you want to edit a header or footer, just double click on text in the Header or Footer. This is
the same as clicking the View menu and selecting the Header and Footer option once there is
text in the header or footer. Make your changes, then close the toolbar.

Delete a Header or Footer

If you want to delete a Header or Footer, just double click text in the Header or Footer as you
would to edit it. In the Header and/or Footer area, highlight the text and press the Delete key.
Close the Header or Footer.

Auto Text

Auto Text can speed up your typing by pre-formatting text you commonly use, such as
names, offices, departments, streets, cities, countries, etc. It can also help point out possible
errors. If your software is properly programmed, Microsoft Word can be a wonderful tool to
get your work done better, faster, and with a greater degree of accuracy. Microsoft Word
already comes with a number of built-in AutoText entries; however, you will now learn how
you can create your own AutoText/AutoCorrect entries.

Find and Replace

In Microsoft Word you can easily find or replace any word or phrase. You can use the Find
option to locate each occurrence of a specified text and you also have the option of replacing
the text by using the Replace option. In this tutorial you will learn how to use the Find and
Replace options.

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Spell Check

Microsoft Word can check the spelling and grammar automatically as you type. It indicates
possible spelling errors using a red wavy underline and grammatical errors using a green
wavy underline. You can also check the spelling and grammar of an entire document all at
once after you have finished typing your document which can often be more convenient.

Mouse is used to place the cursor wherever you want on screen. mouse has two
buttons on it side-by-side your index finger should sit comfortably on the buttons. left-side
button is the one you will use most of the time. The right-side button pulls a menu down
which will offer you a range of functions.

Thesaurus

A thesaurus is a book containing lists of synonyms. Microsoft Word has its own in-built
thesaurus which provides you with a list of words similar in meaning to a word in your
document and it highlights the one that is closest in meaning to the one you have typed. You
will learn how to use Microsoft Word's Thesaurus.

Insert Tables

Microsoft Word provides the opportunity to draw tables, so you can keep your information in
an organized way. It is possible to draw a simple table as well as a complex one. In this
section of the module you will learn how to draw a table.

You can insert entire rows or columns using this feature as well, and, it also gives you
the option of adding individual cells to the right of a cell that you click in.

Auto formatted Tables

1. To get a predefined style for a table, click on the Table menu and select AutoFormat
from the dropdown list. It will open the Table AutoFormat window that is shown in
the figure below.

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 2. Choose from a variety of table styles. Select one of the Table Styles and you will see a
preview of it in the Preview section at the bottom of the window.
3. Once you have selected a style, click on the Apply button.
4. The next window allows you to insert the number of columns and rows you would like
in your table. Click OK once you have finished, and your formatted table will appear
in your document.

Delete a Table

1. If you want to delete a table, click on the Table menu.

2. Select Delete from the dropdown list.
3. Select table from the list of options it provides. This will delete the selected table and
its contents.

Deleting Columns and Rows

1. To delete a column, highlight the column(s) you want to delete. Click on the Table
menu, select delete, and then select columns. The selected column(s) will be deleted. 2. To
delete a row, highlight the row(s) you want to delete. Click on the Table menu, select
delete, and then select rows. The selected rows(s) will be deleted.

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Format Tables

Now that you know how to insert a table, the next step is to be able to format it. In
Microsoft Word, once you have created a table you can then use different options like add or
remove the border, change the color of the border, change the line style, add a fill color and
more.

Print

After going to the trouble of typing up your document, you may decide you need it on paper.
Microsoft Word allows you to print your document so long as your computer is connected to
a printer. There are actually three ways that you can print a document with this program.

Word Art

WordArt is a feature in Microsoft Word that enables you to apply a whole range of special
effects to text. By using WordArt you can insert predefined styles of the text into your
document. You can change the colors and add different effects to your text. In this part of the
module you will learn how to use WordArt.

The toolbar options are outlined below.

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Edit Text This option returns you to the Edit WordArt Text window so that you
can make any necessary changes. Once you are finished, click OK.
WordArt Gallery This option returns you to the WordArt Gallery if you want to change
the style. Select the new style that you want and click OK.

WordArt Shape This option allows you to change the shape that your text will form.

WordArt Same This option allows you to make all the letters of your text the same
Letter Heights height.

WordArt This option allows you to change the direction of the text from
Vertical Text horizontal to vertical.

WordArt This option allows you to change the spacing between the letters.
Character Spacing

Format WordArt This option allows you to change the colours and outline style of your
WordArt. It opens a window for you to select the colours and styles as
shown below.

Draw and Add Text to Drawings

Drawing can really be fun. Microsoft Word assists you in drawing and also allows you to
write text in your drawings, which helps make your drawings presentable and attractive.

Draw a Picture

1. Click on the Insert menu.

2. Select Picture from the dropdown list, then click on New Drawing. It will open up the
Drawing Canvas for you.
3. Now you can draw your own picture with the help of different shapes and colours from
the Drawing toolbar. The Drawing toolbar is located at the bottom of your screen. If

the toolbar fails to appear, click on the Drawing icon from the Standard toolbar.
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Autoshapes Provides a wide range of shapes that you can use for your drawings.
You will learn more about this option later. In the meantime, there
are the rectangle and circle options which provide you with two
basic shapes to create drawings.
 Line Allows you to draw a simple line.

Arrow Allows you to place arrows in your drawing.

Insert Allows you to use WordArt in your drawings.

WordArt

Fill Colour Allows you to colour in your shapes. Click on the shape you wish to
colour and select a fill colour.

Line Colour Allows you to make the outlines of your shapes a different colour.
The line style and dash style options also allow you to change the
outlines of the shapes in your drawings.

Shadow These options allow you to change the appearance of your picture
Style canvas by giving it an extra dimension.
3-D Style

4. To get a picture from a file that you already have stored on your computer, select
Picture from the Insert menu and click on From File.
5. Locate the picture you want to insert.
6. Select the picture and click on the Insert button or just double click on the picture. It
will be placed on a drawing canvas and then you can resize and adjust your picture on
the drawing canvas.

AutoShapes

The AutoShapes option gives you greater flexibility in creating drawings using Microsoft
Word. It enables you to use several types of shapes; for example, Lines, Connectors, Basic
Shapes, Block Arrows, Stars and Banners, Flowcharts, and Callouts. These shapes can be
resized, rotated, colored and connected with other shapes. You can also add text in
AutoShapes. Let's discover how to make full use of the AutoShapes option!

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Screen Shots

Screen shots allow you to take a snapshot of whatever is on the computer screen. They can be
used to provide exact picture representations for computer activities. They are also useful in
making step by step instructions for running a particular software program because other
people are able to see the items that you are describing.

Take Screen Shots

To take a screen shot press the Alt and Print Screen keys on the keyboard at the same time.
This will take a picture of the active window (the active window is the window that has the
dark blue border. Alternatively, if you want to take a picture of the entire screen, simply press
the print screen button on the keyboard. You will not hear any sound, but the picture will go
to the Clipboard. If you want to check what is on the clipboard, you can click on the Edit
menu from the Main Menu Bar and select Office Clipboard from the dropdown list.

Clip Art

A collection of photographs, diagrams, maps, drawings, sounds, animations, and other

graphics that can be incorporated into documents is called Clip Art. Microsoft Word makes it
easy to add clip art

Hyperlinks

A Hyperlink is a link you can create in your document that, when clicked, will take you to a
different document; whether that be a webpage, another document on your computer, or
another section of the same document. Words or phrases which serve as links are underlined,
or appear in a different color, or both. They can be useful if you want to direct someone to
more information on a topic that you are talking about in your document.

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Adding Hyperlinks

1. Click on the Insert menu on the Main Menu Bar.

2. Select Hyperlink from the dropdown list. (Alternatively, you could click this icon from
 the toolbar. It will open the following window:
3. Type the word or phrase which you want to display as a Hyperlink in the Text to
display field. For example, you could type the word 'Link'. If you select the word in
your document first and then click the Hyperlink option, that word will automatically
displayed in theText to display field of the Insert Hyperlink window.
4. Type the Web Address you want to open when the hyperlink is clicked in the Address
field and click OK. You can also select a file name from the Look in field, however,
this has limited usefulness as the link will only work if people are going to be viewing
your document from your computer.
5. To open the Hyperlink, hold down the Control key [Ctrl] and click on the Hyperlink.

Adding Bookmarks

You may want to direct your reader's attention to another part of your document, for example,
a table which may illustrate the information that you have written in a passage. You can use
the hyperlink feature to direct people to this other location within your document; however,
you need to know how to use the bookmark feature of Microsoft Word.

Editing a Hyperlink

You can change the display text of the hyperlink by placing your cursor in the text and typing
in the new one and deleting the parts of the display text that you no longer need. So long as
the colored/underlined appearance is maintained, it will still be linked to the document that
you specified in the Address field.

You can also change the target of the Hyperlink. Right click the Hyperlink, select Edit
Hyperlink and make the required changes in the Address box.

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Removing a Hyperlink

If you want to remove a Hyperlink, right click the Hyperlink and select the Remove
Hyperlink option, or. simply highlight the link and press delete or backspace on the keyboard.
Document Templates

Templates are pre-set documents that allow you to "fill-in" information. This is useful when
you want to create the same type of document again and again. For example, if you want to
use a standard document format such as a letter, then setting up a template is the best option
as it will undoubtedly save you time in the long term. There are two methods of creating
document templates; both are outlined below.

Creating Document Templates from an Existing Template

1. Click on the File menu on the Main Menu Bar.

2. Select New from the dropdown list. This will open the New Document task pane.
Depending on your version of Microsoft Word, you will need to click on General
Templates under the Templates heading, or, On My Computer and select the General
Tab.

3. These options will open a window with predefined templates, as shown in the figure
below.

4. Notice that by selecting the different tabs you can choose from the wide variety of
templates that are available to you. For example, by selecting the Other Documents
tab, you could select a template such as 'Professional Resume'. You will be able to
see the preview of the template in the Preview section as shown in the above figure.

5. Once you have chosen a template to use select the Template option under the Create
New heading as shown in the figure, then click OK.

6. This will open the template for you and allow you to edit it. For example, you may wish
to change the page size, styles, margin settings, delete or add text, adjust other
formats and so forth.

7. Click on the File menu and select Save As from the dropdown list. In the Save as type
field, 'document template' will already be selected.

8. The default folder is the Templates folder in the Save in field. This means that if you go
to open a new template, yours will have been added to the list of general templates
that you can choose from. You can, however, change this to any folder you wish.

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9. In the File name box, type a name for your new template and click save.

Creating Document Templates Using an Existing Document

1. Click on the File menu and select Open.

2. Open the document you want to make into a template.
 3. Click the File menu and select Save As. The following window will open.
4. In the File name field, type the name you want to give to your template.
5. Select Document Template in the Save as type field.
6. When you select Document Template in the Save as field, the default Templates folder
will be automatically entered in the Save in field. Remember, that if you choose to
save it in this folder, your template will have been added to the list of general
templates that you can find in Microsoft Word. Choose the folder where you wish
your template to be saved and click Save to create the template.

Watermarks

Watermarks can add an overall graphic dimension to a newsletter, flyer or letter. The
watermark is printed in the centre of the page and you can choose the size you want it to be.
You can also use a paint program to change the watermark's colour before you insert it as a
background picture.

Add a Watermark

1. Open a new document>

2. Click Format on the Main Menu Bar.
3. Select Background form the dropdown list, then click on Printed Watermark from the
list of background options it provides. This will open up the following menu. 4. You will
have an option to place either a Picture Watermark or a Text Watermark.

Text Watermark

Type in the text that you would like, select the font you would like to use, alter the text size
and color if you wish. You can choose for the text to be displayed diagonally across the page
or horizontally. You also have the option of making the text appear semi-transparent. Clicking
Apply will show you what it will look like or simply click OK.

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Picture Watermark

If you select a picture as a watermark, you first select any picture you have available on your
computer. You are then able to select its size and whether it will appear 'washed out' or with
more color. Click Apply to see what it will look like or simply click OK.
Remove a Watermark

In the Printed Watermark window (as shown above), click on the No watermark radio button
located at the very top of the window.

Graphic Charts

Charts are an effective way to convey information or emphasize a point. It is a quick way to
express an idea. You can create charts by using Microsoft Word.

Create Charts

1. Click on the Insert menu on the Main Menu Bar.

2. Select Picture from the dropdown list, then click on Chart. When you click on the Chart
menu, it will automatically display a sample chart and related information (data
sheets), as shown below.
3. You can input your data by clicking on a particular row or column and you will see the
changes in the charts.
4. You can choose a different chart style by selecting Chart type from the Chart menu
which will have appeared (along with the Data menu) in the Main Menu Bar.

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5. You can give a title to your chart by selecting the Chart Options from the Chart menu
and then click on the Titles tab in the Chart Options window. Enter the title that you
want to display, in the Chart title field.
6. You can also label your data by clicking on the Data Labels tab in the Chart Options
 window. Under the Label Contains heading, tick the labels that you would like to
appear on your chart and click OK.

Create Labels

Labels are used for many different purposes. For example, you can create labels for single
items, gift tags as shown below or addresses. You can also create mailing labels by using the
Mail Merge Wizard; this method is mainly used by businesses to send a mass mail-out to a
large group of people.

Print Labels

To print your label, use the Print option from the Envelopes and Labels window.

∙ To print a single label, select the Single label option.

∙ To print a full page of the same labels, select the Full page of the same label option.

HOW TO MAKE A BROCHURE IN MICROSOFT WORD?

Create a new document

This can either be a blank document or start with one of the brochure templates. Microsoft
Word offers single-page, bi-fold, and tri-fold brochure templates.

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ORIENTATION

If you’re starting with a blank page, create a tri-fold brochure layout by going to the Layout
tab on the ribbon. Click on Orientation, and change the orientation from portrait to
landscape.
MARGINS

Then, click on Margins and adjust the margins to .5” or smaller. Remember, the margins will
create a white space around the border of the brochure, so if you are using a colored
background you will want to make the margins smaller by selecting Margins --> Custom
Margins. I’d suggest .25” right and left, and .31” top and bottom.

You can skip this step if using a template, unless you want to adjust the preset margins.

CHOOSE A THEME

Next, under the Design tab, go to Themes and select the desired theme for your brochure.
This theme will then populate the Home tab with selected fonts and colors for Headings,
Titles, Subtitles and Normal Text.

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A template will come with a pre-selected theme. You can change the theme under the Design
tab as shown above, or open up the style pane to make small adjustments, such as changing
the default Header color.

CREATE THE BASIC STRUCTURE

Ruler and gridlines

Under the View tab, select the checkbox to add the ruler and gridlines. Use the gridlines and
ruler to create accurate spacing.

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TEXT BOXES

If using .5” margins, create text boxes that are 3” wide. These can be made shorter or longer
depending on the copy you want to include. For example, use a short box to create a title and
a long box to add several paragraphs of text.

To insert text boxes, go to the Insert tab --> Text Box. In addition to a blank text box, you will
see a number of options based on the theme you have chosen.

COLUMNS

You will need two pages with three columns. The first page will be the front, back, and inner
fold of the brochure. The second page will be the inside of the brochure. Use the ruler and
gridlines to space the text boxes into three even columns per page.

If using a template, this is already done for you, so you can skip this step.

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ADD YOUR CONTENT

Now that you have six columns, start adding your content to your brochure. In addition to
copy, use the Insert menu to add images, shapes, and charts. Remember that images can bleed
from one column to the next.
CREATE CONTENT GROUPS

Your content will naturally fall into content groups, such as a header and subhead, or a group
of shapes that form a design. Select each of these individual objects and convert them into a
group. This will allow you to move each of those components together as you tweak the
design.

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ENJOY YOUR FINISHED DESIGN

You now know how to design a brochure in Microsoft Word! Whether you choose to start
from scratch with a blank document, or use a template, you’re only limited by your
imagination.

We hope this tutorial and the 5 C’s of effective brochure design will help you create stunning,
compelling designs in Microsoft Word to showcase your product, business, or event.

Alternatives to creating brochures in Word

In addition to Word, there are other tools you can use to create brochures, flyers and
pamphlets.

LucidPress is a popular web tool allowing you to create brochures right in your browser by
choosing from a variety of templates, importing content from Google Docs or DropBox, and
even collaborating online with a colleague or client.

Design software like Adobe’s InDesign and Illustrator as well as Microsoft Publisher are also
viable options to help you get a professional result.

================================================================

= Activity:

(Use your imagination in making a colorful design in MS Word)

1. Make a Brochures using MS Word

2. Make a Colorful Invitation Letter (example; Wedding, Birthday, anniversary etc.)

3. Make a Business Letter Card (Calling card)

4. Make Holiday greeting cards (Example; Christmas, Valentines etc.)

5.Recreate the following picture by using the different AutoShapes options.

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Software Application by rdmreyes/[email protected] Page 32
5. Copy pictures using Clip Art into the document selecting at least two pictures related to
each of the following topics:
a. Animals
b. Plants
c. Signs
6. Open a Microsoft Word document and create a chart which shows the overall results
that you have achieved for different subjects in different classes. Enhance you work
 Subjects First Sem Second Sem

Marketing 70 65 83

Human Resource 65 76 70

Steno Typing 85 55 68

Computer 80 70 90

MS WORD ACTIVITY

1. Make a business proposal letter with a “CONFIDENTIAL” (watermark)

background.
2. Create Deed of Sale Legal form with (watermark) “SECRET” 3. Create
an Affidavit of Lost with (watermark) “CLASSIFIED” 4. Make an Artistic
Personal Biography Title “Story of Life” using Word
ART Text with watermark “PERSONAL” and encrypt with password
5. Make an Index Card with picture using “text box”
6. Create an artistic front pages folder using page boarder
7. Make an explanation letter of late and absences in a class with digital
signature.

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PART ONE

MICROSOFT EXCEL 2010

Intended
Learning Objectives (ILO)

At the end of the unit, the students should be able to

8. Identify the MS Excel Environment

 9. Familiarize with MS Excel applications.
10. Improve their knowledge in handling spreadsheet software.
11. Produce reports using the different features of MS Excel 2010.

Microsoft Office Excel 2010 is a powerful tool you can use to create and format
spreadsheets, and analyze and share information to make more informed decisions.
Microsoft Excel is a spreadsheet program designed for everyday tasks such as setting up a
budget, maintaining an address list, or keeping track of a list of to-do items. Excel is part of
Microsoft Office.

Microsoft Excel 2010 and Microsoft Excel 2013 are very similar to Microsoft Excel
2016 or latest version in appearance. If you are new to the Ribbon interface or the backstage
view, Excel 2010 version gives you an opportunity to get accustomed to the new interface
before upgrading to Excel 2013 and Excel 2016 or latest version of MS excel.

Low version of Excel differs from the higher version of Excel in display advertising and
advanced features but the basic operation and commands are the same and similar to the
higher versions of excel. If you find that you and need to better features of latest version,
upgrade your excel in a latest version, but if you need a low cost and less maintenance, old
version Microsoft Excel is enough for daily use.

Learning Microsoft Excel 2010 will expose you to many of the following:

1. Create better spreadsheets

2. Improve spreadsheet analysis
3. Share spreadsheets and business information with others
4. Manage business information more effectively.

The Microsoft Excel Window 2010

The MS Excel 2010 Environment

Microsoft Office Excel 2010 provides several methods for starting and exiting the
program. You can open Excel by using the Start menu or a desktop shortcut. When
you want to exit Excel, you can do so by using the File tab, the Close button, or a
keyboard shortcut.
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Title Bar. Displays both the name of the application and the name of the spreadsheet.

The Ribbon is designed to help you quickly find the commands that you need to
complete a task. Commands are organized in logical groups, which are collected
together under tabs.

Quick Access Toolbar. The place to keep the items that you not only need to access
quickly.

The formula bar is located above the worksheet; this area displays the contents of the
active cell. The formula bar can also be used for entering or editing data and formulas.

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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.

Tabs of the Ribbon

1. Home. Includes some of the most commonly used button like those for cutting and
pasting information, formatting data, etc.
2. Insert. Let’s you add tables, graphics, charts, hyperlink, textbox, and Word Art. 3.
Page Layout. Let’s you set up margins, paper orientation, and other page setting. 4.
Formulas. Contains mathematical instruction that you use to perform calculations. This
tab helps you build smart formulas.
5. Data. Let’s you get information from an outside data source (database) so you can
analyze it in Excel. It also includes stools for sorting, filtering, and sub-grouping. 6.
Review. Include office proofing tools (like the spell checker). It also has buttons that lets
you add comments to a worksheet and manage revision.
7. View. Let’s you switch on and off a variety of viewing options.
8. Add ins. This tab is visible only if you have loaded a workbook or add-in that
customizes the menu or toolbars. Because menus and toolbars are no longer
available in Excel 2007, this customization appear in the Add-Ins tab.

Collapsing a Ribbon

You can collapse the ribbon by double-clicking any tab or right clicking the tab
before clicking minimize the Ribbon. Or Press Ctrl + F1.

The 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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Scroll Bar

Located along the right side and bottom of the document window. Use to move the
screen display horizontally and vertically.

Minimize Button. Reduces the application window to a small icon.

Maximize/Restore Button. Enlarge the application window
Close Button. Closes the window.

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. You
can change what displays on the Status bar by right-clicking on the Status bar and
selecting the options you want from the Customize Status Bar menu. You click a menu item
to select it. You click it again to deselect it. A check mark next to an item means the item is
selected.

Terms to be Familiar With

Workbook. The file in which you work and store your data. It contains one or more
worksheets.

Worksheets. The primary document that you use in Excel to store and work with
data. It is also called a spreadsheet. A worksheet is always stored in a workbook. A
worksheet consists of cells that are organized into columns and rows.

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. For example, the cell located in the upper-left corner of the worksheet is cell A1,
meaning column A, row 1. Cell E10 is located under column E on row 10. You enter your
data into the cells on the worksheet.

Cell. The intersection of rows and columns. An Excel 2007 spreadsheet contains
16,000 columns and more than 1,000,000 rows. This means that there are more than
16,000,000,000 individual cells in a spreadsheet.

Active Cell. The selected cell in which data is entered when you begin typing. Only
one cell is active at a time.

Active Sheet. The sheet that you are working on in a workbook.

Rows. The numbers down the side of the worksheet.

Column. The letters across the top of the worksheet.

Text Box. A rectangular object on a worksheet or chart,

in which you can type text.

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Name Box. Displays the name of the active cell or the
selected range, and can be used to name a cell range and as a
shortcut to a cell or range of the cell.

Row Heading. The numbers down the side of the worksheet

 which identify the rows in the worksheet.

Column Heading. The letters across the top of the

worksheet which identify the column in the worksheet.

Worksheet Tab. The tabs at the bottom of the workbook

which are labeled Sheet 1, Sheet 2, Sheet 3.

Office Assistant. Provides topics and tips to help you finish your job. It is
represented by animated picture. It is capable of answering picture.

A Button. Is a 3-D control on the screen that looks like it is pushed in when you click
on it. The main difference between an icons and a buttons is: an icon is usually double
clicked while a button is a single click.

Worksheet Navigation Tab. By default, every workbook has 3 sheets. You are able
to navigate the sheets by clicking on the sheet tab.

Create a new workbook

When you create a workbook in Microsoft Excel Starter 2010, you can start from scratch or
you can start from a template, where some of the work is already done for you.

1. Click File, and then click New.

2. If you want to start with the equivalent of a blank grid, click Blank workbook.

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 If you want a head-start on a particular kind of workbook, choose one of the templates
available on Office.com. Choose from budgets, event planners, membership lists, and more.

3. Excel Starts opens the blank workbook or template, ready for you to add your data.

Save a workbook

When you interrupt your work or quit, you must save your worksheet, or you will lose your
work. When you save your worksheet, Excel Starter creates a file called a workbook, which
is stored on your computer.

1. Click the Save button on the Quick Access Toolbar.

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(Keyboard shortcut: Press CTRL+S.)
 If this workbook was already saved as a file, any changes you made are immediately saved in
the workbook, and you can continue working.

2. If this is a new workbook that you have not yet saved, type a name for it.
3. Click Save.

Enter data

To work with data on a worksheet, you first have to enter that data in the cells on the
worksheet.

1. Click a cell, and then type data in that cell.

2. Press ENTER or TAB to move to the next cell.

Tip To enter data on a new line in a cell, enter a line break by pressing ALT+ENTER.

3. To enter a series of data, such as days, months, or progressive numbers, type the starting
value in a cell, and then in the next cell type a value to establish a pattern.

For example, if you want the series 1, 2, 3, 4, 5..., type 1 and 2 in the first two cells.

Select the cells that contain the starting values, and then drag the fill handle across the
range that you want to fill.

Tip To fill in increasing order, drag down or to the right. To fill in decreasing order, drag
up or to the left.

Make it look right

You can format text and cells to make your worksheet look the way you want.

▪ Towrap text in a cell, select the cells that you want to format, and then on the Home tab, in
theAlignment group, click Wrap Text.

▪ Toadjust column width and row height to automatically fit the contents of a cell, select the
columns or rows that you want to change, and then on the Home tab, in the Cells group,
click Format.

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 Under Cell Size, click AutoFit Column Width or AutoFit Row Height.

Tip To quickly autofit all columns or rows in the worksheet, click the Select All button,
and then double-click any boundary between two column or row headings.

▪ To change the font, select the cells that contain the data that you want to format, and then on
the Home tab, in the Font group, click the format that you want.

▪ To apply number formatting, click the cell that contains the numbers that you want to format,
and then on the Home tab, in the Number group, point to General, and then click the format
that you want.

For more help with entering and formatting data, see Quick start: Format numbers in a
worksheet.

Copy, move, or delete data

You can use the Cut, Copy, and Paste commands to move or copy rows, columns, and cells.
To copy, press CTRL+C to use the Copy command. To move, press CTRL+X to use the Cut
command.

1. Select the rows, columns, or cells you want to copy, move, or delete.

To select a row or column, click the row or column heading.

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1. Row heading
 2. Column heading

To select a cell, click the cell. To select a range of cells, click click and drag, or click and use
the arrow keys while holding down the SHIFT key.

2. Press CTRL+C to copy or CTRL+X to cut.

If you want to delete a row or column, pressing DELETE while the row or columns is
selected clears the contents, leaving an empty row or cell. To delete a row or column, right
click the row or column heading, and then click Delete Row or Delete Column.

Note Excel displays an animated moving border around cells that have been cut or copied.
To cancel a moving border, press ESC.

3. Position the cursor where you want to copy or move the cells.

To copy or move a row or column, click the row or column header that follows where you
want to insert the row or column you copied or cut.

To copy or move a cell, click the cell where you want to paste the cell you copied or cut.

To copy or move a range of cells, click the upper-left cell of the paste area. 4. Paste the data

in the new location.

For rows or columns, right-click the row or column heading at the new location, and then
click the Insert command.

For a cell or range of cells, press CTRL+V. The cells you copied or cut replace the cells at
the new location.

For more information about copying and pasting cells, see Move or copy cells and cell
contents

Change the order

When you sort information in a worksheet, you can see data the way you want and find
values quickly.

Select the data that you want to sort

Use the mouse or keyboard commands to select a range of data, such as A1:L5 (multiple
rows and columns) or C1:C80 (a single column). The range can include titles that you created
to identify columns or rows.

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 To sort with just two mouse clicks, click Sort & Filter, and then click either of
the Sort buttons.

1. Select a single cell in the column on which you want to sort.

2. Click the top button to perform an ascending sort (A to Z or smallest number to largest). 3.
Click the bottom button to perform a descending sort (Z to A or largest number to smallest

Filter out extra information

By filtering information in a worksheet, you can find values quickly. You can filter on one or
more columns of data. You control not only what you want to see, but also what you want to
exclude.

1. Select the data that you want to filter

2. On the Home tab, in the Edit group, click Sort & Filter, and then click Filter.

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 3. Click the arrow in the column header to display a list in which you can make filter
choices.

Note Depending on the type of data in the column, Excel Starter displays either Number
Filters orText Filters in the list.

Calculate data with formulas

Formulas are equations that can perform calculations, return information, manipulate the
contents of other cells, test conditions, and more. A formula always starts with an equal sign
(=).

Formula Description
=5+2*3 Adds 5 to the product of 2 times 3.
=SQRT(A1) Uses the SQRT function to return the square root of the value in A1.
=TODAY() Returns the current date.
=IF(A1>0) Tests the cell A1 to determine if it contains a value greater than 0. Select a

cell and start typing

In a cell, type an equal sign (=) to start the formula.

Fill in the rest of the formula

▪ Type a combination of numbers and operators; for example, 3+7.

▪ Use the mouse to select other cells (inserting an operator between them). For example, select
B1 and then type a plus sign (+), select C1 and type +, and then select D1.
▪ Type a letter to choose from a list of worksheet functions. For example, typing "a" displays
all available functions that start with the letter "a."

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Complete the formula
 To complete a formula that uses a combination of numbers, cell references, and operators,
press ENTER.

To complete a formula that uses a function, fill in the required information for the function
and then press ENTER. For example, the ABS function requires one numeric value — this
can be a number that you type, or a cell that you select that contains a number.

Chart your data

A chart is a visual representation of your data. By using elements such as columns (in a
column chart) or lines (in a line chart), a chart displays series of numeric data in a graphical
format.

The graphical format of a chart makes it easier to understand large quantities of data
and the relationship between different series of data. A chart can also show the big picture so
that you can analyze your data and look for important trends.

1. Select the data that you want to chart.

Tip The data should be arranged in rows or columns, with row labels to the left and column
labels above the data — Excel automatically determines the best way to plot the data in the
chart.

2. On the Insert tab, in the Charts group, click the chart type that you want to use, and then
click a chart subtype.

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Tip To see all available chart types, click to launch the Insert Chart dialog box, and
 then click the arrows to scroll through the chart types.

3. When you rest the mouse pointer over any chart type, a ScreenTip displays its name.

For more information about any of the chart types, see Available chart types. Print

Before you print a worksheet, it's a good idea to preview it to make sure that it looks the way
you want. When you preview a worksheet in Excel, it opens in the Microsoft Office
Backstage view. In this view, you can change the page setup and layout before you print.

1. To print a portion of a worksheet, click the worksheet, and then select the range of data that
you want to print. To print the entire worksheet, click the worksheet to activate it. 2. Click File,
and then click Print.

Keyboard shortcut You can also press CTRL+P.

Note The preview window displays black and white, regardless of whether your document
includes color, unless you are using a printer that can print color.

3. Click Print.

Share, using e-mail or the Web

Sometimes you will want to share your workbook with others. If you are sharing the
workbook with someone who also has Excel, you can send your workbook as an attachment
to an e-mail message. The recipient can open the workbook in Excel to work with it.

Note Using commands for sending e-mail attachments requires that you have an e-mail
program, such as Windows Mail, installed on your computer.

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If your goal is for the recipient to see the workbook, rather than edit it, you can send a
snapshot of the workbook, as a PDF or XPS file.

1. Click the File tab, and then click Save & Send.
2. Click Send Using E-mail
3. Do one of the following:
▪ To send the workbook as an Excel file, click Send as Attachment.
▪ To send the workbook as a snapshot, click Send as PDF or Send as XPS. 4. Your
e-mail program starts an e-mail message for you, with the specified type of file attached.
Write your e-mail, and then send it.

An alternative to sending the workbook is to store it in Windows Live OneDrive. This way,
you have a single copy of the workbook that is accessible to others. You can send people a
link to the workbook, where they can view it, and even edit it in their Web browser (if you
give them permission).

1. Click the File tab, and then click Save & Send.
2. Click Save to Web.
3. Click Sign In, enter your Windows Live ID and password, and click OK.

If you use Hotmail, Messenger, or Xbox Live, you already have a Windows Live ID. If you
don't have one, click Sign up for a new account to create a new Windows Live ID.

4. Select a folder in One Drive and click Save As. Type a name for your file and click Save.

The document is now saved on One Drive. In One Drive, you can give people permission to
view and edit the contents of your folders. When you want to share a workbook, you send a
link to it in e-mail.

For more information about storing your documents in One Drive, see Save a document to
One Drive from Office.

The Following table provides some shortcut keys.

Ctrl+Shift+arrow key The last nonblank cell in the same column or row
as the active
cell; or if the next cell is blank, to the next
nonblank cell

Ctrl+Shift+End The last used cell on the worksheet

(lower-right corner of the
range containing data)

Ctrl+Shift+Home The beginning of the worksheet (A1)

Ctrl+Shift+Page Down The current and next sheet in the workbook

Ctrl+Shift+Page Up The current and previous sheet in the workbook

Ctrl+spacebar The entire column where the active cell is located

Shift+spacebar The entire row where the active cell is located

Ctrl+Shift+spacebar or Ctrl+A The entire worksheet

Ctrl + ; Enter the current Date

Ctrl + Shift + ; Enter the current Time

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Ctrl + Shift + ' Copy Value from cell above

Ctrl + ' Copy Formula (exact) from cell above

Ctrl + D Copy Formula (relational reference) from cell above

Ctrl + R Fill Right

Perform Mathematical Calculations

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

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.

Perform Automatic Calculations

By default, Microsoft Excel recalculates the worksheet as you change cell entries. This
makes it easy for you to correct mistakes and analyze a variety of scenarios.

Automatic Calculation

Make the changes described below and note how Microsoft Excel automatically recalculates.
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Perform Advanced Mathematical Calculations

When you perform mathematical calculations in Excel, be careful of precedence.

Calculations are performed from left to right, with multiplication and division performed
before addition and subtraction.

Advanced Calculations

1. Move to cell A7.

2. Type =3+3+12/2*4.
3. Press Enter.

Note: Microsoft Excel divides 12 by 2, multiplies the answer by 4, adds 3, and then adds
another 3. The answer, 30, displays in cell A7.

To change the order of calculation, use parentheses. Microsoft Excel calculates the
information in parentheses first.

1. Double-click in cell A7.

2. Edit the cell to read =(3+3+12)/2*4.
3. Press Enter.
Note: Microsoft Excel adds 3 plus 3 plus 12, divides the answer by 2, and then multiplies the
result by 4. The answer, 36, displays in cell A7.

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Insert and Delete Columns and Rows

You can insert and delete columns and rows. When you delete a column, you delete
everything in the column from the top of the worksheet to the bottom of the worksheet. When
you delete a row, you delete the entire row from left to right. Inserting a column or row inserts
a completely new column or row.

Create Borders

You can use borders to make entries in your Excel worksheet stand out. You can choose
from several types of borders. When you press the down arrow next to the Border button
, a menu appears. By making the proper selection from the menu, you can place a
border on the top, bottom, left, or right side of the selected cells; on all sides; or around the
outside border. You can have a thick outside border or a border with a single-line top and a
double-line bottom. Accountants usually place a single underline above a final number and a
double underline below.

Merge and Center

Sometimes, particularly when you give a title to a section of your worksheet, you will want to
center a piece of text over several columns or rows.

Add Background Color

To make a section of your worksheet stand out, you can add background color to a cell or
group of cells.

Example:

2. Choose the Home tab.

3. Click the down arrow next to the Fill Color button .
4. Click the color dark blue. Excel places a dark blue background in the cells you
selected.

Change the Font, Font Size, and Font Color

A font is a set of characters represented in a single typeface. Each character within a font is
created by using the same basic style. Excel provides many different fonts from which you
can choose. The size of a font is measured in points. There are 72 points to an inch. The
number of points assigned to a font is based on the distance from the top to the bottom of its
longest character. You can change the Font, Font Size, and Font Color of the data you enter
into Excel.

Move to a New Worksheet

In Microsoft Excel, each workbook is made up of several worksheets. Each worksheet has a
tab. By default, a workbook has three sheets and they are named sequentially, starting with
Sheet1. The name of the worksheet appears on the tab. Before moving to the next topic,
move to a new worksheet. The exercise that follows shows you how.

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Change A Column's Width

You can increase column widths. Increasing the column width enables you to see the long
text.

Format Numbers

You can format the numbers you enter into Microsoft Excel. For example, you can add
commas to separate thousands, specify the number of decimal places, place a dollar sign in
front of a number, or display a number as a percent.
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Change a decimal to a percent.

Creating Excel Functions, Filling Cells, and Printing

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.

A 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.

A union reference includes two or more references. A union reference consists of two or
more 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:

1. Use an equal sign to begin a formula.

2. Specify the function name.

3. 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.

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4.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.

5.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.

Functions

The SUM function adds argument values.

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

Calculate an Average with the AutoSum Button

In Microsoft Excel, you can use the AutoSum button to calculate an average.
Find the Lowest Number

You
can use the MIN function to find the lowest number in a series of numbers.

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Find the Highest Number

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

Count the Numbers in a Series of Numbers

You can use the count function to count the number of numbers in a series
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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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In Microsoft Excel, you can represent numbers in a chart. On the Insert tab, you can
choose from a variety of chart types, including column, line, pie, bar, area, and scatter. The
basic procedure for creating a chart is the same no matter what type of chart you choose. As
you change your data, your chart will automatically update.

Chart is a visual representation of a selected data on a worksheet. It is a very useful

tool to show trends in data, comparison and patterns. Excel generates chart based on the
data you select.

You select a chart type by choosing an option from the Insert tab's Chart group.
After you choose a chart type, such as column, line, or bar, you choose a chart sub-type. For
example, after you choose Column Chart, you can choose to have your chart represented as
a two-dimensional chart, a three-dimensional chart, a cylinder chart, a cone chart, or a
pyramid chart. There are further sub-types within each of these categories. As you roll your
mouse pointer over each option, Excel supplies a brief description of each chart sub-type.

Change the Style of a Chart

A style is a set of formatting options. You can use a style to change the color and format of
your chart. Excel 2007 has several predefined styles that you can use. They are numbered
from left to right, starting with 1, which is located in the upper-left corner.

Click Change the Size and Position of a Chart

When you click a chart, handles appear on the right and left sides, the top and bottom, and
the corners of the chart. You can drag the handles on the top and bottom of the chart to
increase or decrease the height of the chart. You can drag the handles on the left and right
sides to increase or decrease the width of the chart. You can drag the handles on the
corners to increase or decrease the size of the chart proportionally. You can change the
position of a chart by clicking on an unused area of the chart and dragging.

Move a Chart to a Chart Sheet

By default, when you create a chart, Excel embeds the chart in the active worksheet.
However, you can move a chart to another worksheet or to a chart sheet. A chart sheet is a
sheet dedicated to a particular chart. By default Excel names each chart sheet sequentially,
starting with Chart1. You can change the name.

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MS EXCEL Activity
 1. Make automatic teller Machines in Weekly Groceries
Example;
Quantity Grocery Price Tax 5% Price + tax

2 Sardines PhP 15.00

3 Onion PhP 20.00

TOTAL

2. Create a basic grading system using percent’s and auto sum

Attendanc Quizzes Midterm Hands- Finals Total Status
e+ (10%) (25%) on (25%) (100%)
Character (15%)
(25%)

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3. Create a Payroll using MS. EXCEL
WEEKLY TIME RECORD
No. of DAYS IN OUT LUNCH IN OUT TOTAL
HRS.

MONDAY

TUESDAY
 WEDNESDAY

THURSDAY

FRIDAY

SATURDAY

SUNDAY

4. Create an activity using the Chart Wizard. In excel

6

4
Series 1
3 Category 1 Category 2 Category 3 Category 4

2 Series 2 Series 3

5. Teach the VlookUP and HlookUp command (example)

ISSUED CAR NAME RANK/POSITION PRICE

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PART THREE

MICROSOFT POWERPOINT 2010

 Intended
Learning Objectives (ILO)

At the end of the unit, the student should be able to:

1. Identify the MS PowerPoint Environment

2. Familiarize with the different MS PowerPoint applications.
3. Improve their knowledge in handling word processing software.
4. Produce reports using the different features of PowerPoint

Microsoft PowerPoint is a presentation program that produces graphics and

generates professional-looking presentation that can include animation, narration, images,
and videos.

A presentation is any kind of interaction between a speaker and audience, but it

usually involves one or more of the following visual aids: LCD projectors, 35mm slides,
overhead transparencies, computer-based slides (either local or at a Web site), handouts,
and speaker notes.

A PowerPoint presentation is made up of a series of slides that can contain charts,

diagrams, pictures, SmartArt diagrams, bulleted lists, eye-catching text, multimedia video
and sound clips, and more.

PowerPoint 2010 provides a variety of professionally designed templates, themes,

and style galleries to help you create great-looking presentations.

Learning Microsoft PowerPoint 2010 will expose you to many of the following:

1. Create and deliver dynamic presentations

2. Share information effectively
3. Protect and manage information
4. Creating Custom Layout
5. Inserting New themes, layouts, and Quick Styles
6. Designing Quality Smart Art Graphics
7. Adding new and improved effects like shadow, reflection, glow, soft edges,
warp, bevel, and 3-D rotation to shapes, SmartArt graphics, tables, text, and
WordArt in your Office PowerPoint 2010 presentations.

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MS POWERPOINT WINDOW 2010
Screen Elements Description

Ribbon Contains multiple tabs, each with several groups of

commands

File Tab Displays a list of commands related to things you can do

with a presentation, such as opening, saving, printing, or
sharing

Quick Access Toolbar Displays buttons to perform frequently used commands

with a single click. Frequently used commands in
PowerPoint include Save, Undo, and Repeat. For
commands that you use frequently, you can add
additional buttons to the Quick Access Toolbar.

Title Bar Displays the name of the presentation and the name of
the program. The Minimize, Maximize/Restore Down,
and Close window control buttons are grouped on the
right side of the title bar

Ribbon tabs Display across the top of the Ribbon, and each tab
relates to a type of task-related activity within
PowerPoint.

Control Buttons Minimizes, restores, or closes the program window.

Slide pane Displays a large image of the active slide in PowerPoint

View Buttons A set of commands that control the look of the

presentation window

Notes pane Displays below the Slide pane and allows you to type
notes regarding the active side
 Status bar A horizontal bar at the bottom of the presentation
window that displays the current slide number, number
of slides in a presentation, Theme Name, View buttons,
and Zoom slider

Slide/Outline pane Displays either all of the slides in the presentation in the
form of miniature images called thumbnails (Slides tab)
or the presentation outline (Outline tab).

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Backstage view gives you various options for saving, opening, printing, and sharing
your presentation. It is similar to the Microsoft Office button menu from PowerPoint 2007
and the File Menu from earlier versions of PowerPoint. However, instead of just a menu it's
a full-page view, which makes it easier to work with.

Creating Your Presentation

You create your PowerPoint presentation on slides. You use layouts to organize the
content on each slide. PowerPoint has several slide layouts from which to choose. Themes
are sets of colors, fonts, and special effects. Backgrounds add a colored background to
your slides. You can add themes and backgrounds to your slides. After you complete your
slides, you can run your presentation.

To Create New Blank Presentation

1. Click the File tab. This takes you to backstage view.

2. Select new.
3. Select Blank presentation under Available Templates and Themes. It will be
Highlighted by default.

4. Click Create.
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To save time, you can create your presentation from an Office.com template, which you
can also select under Available Templates and Themes.

To open an existing presentation:

1. Click the File tab. This takes you to backstage view.

2. Select Open. The Open dialog box appears.
3. Select your desired presentation, then click Open.

If you have opened the existing presentation recently, it may be easier to choose Recent
from the File tab instead of Open to search for your presentation.

Compatibility mode

Sometimes you may need to work with presentations that were created in earlier
versions of PowerPoint, such as PowerPoint 2003 or PowerPoint 2000. When you open
these types of presentations, they will appear in Compatibility mode.

Compatibility mode disables certain features, so you'll only be able to access

commands found in the program that was used to create the presentation. For example, if
you open a presentation created in PowerPoint 2003, you can only use tabs and commands
found in PowerPoint 2003.

The slides contain the information you want to communicate with your audience. This
information can include text, pictures, charts, video, and sound.

Slides contain placeholders, which are areas on the slide that are enclosed by
dotted borders. Placeholders can contain many different items, including text, pictures, and
charts. Some placeholders have placeholder text, or text you can replace. They also have
thumbnail-sized icons that represent specific commands such as Insert Picture, Insert
Chart, and Insert ClipArt. In PowerPoint, hover over each icon to see the type of content
you can insert in a placeholder.
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Adding New Slide to a Presentation

You can use different methods to insert a new slide to a PowerPoint 2010
presentation. The following show you the methods that you can used.

A slide layout contains placeholders, such as text, chart, table, or SmartArt graphic,
where you can enter text or insert elements.

When you create a new slide, you can apply a standard layout or a custom layout of
your own design. You can also apply a layout to an existing slide at any time.

To insert a new slide using the keyboard

∙ Press Ctrl + Enter (if working in Normal View)

OR Press Ctrl + M

To insert a new slide using the mouse

∙ On the Home tab, in the Slides group, click the upper portion of the New Slide button. This
will add a new slide with bullet point in it.
∙ Start adding text to the new slide.
∙ Press Enter and type in the information making up the next bullet point. ∙ Continue until you
have typed in all your bullet point information (suggest a maximum of 6 per slide).

To enter a new line that is not preceded by a bullet point

∙ At the end of a line, instead of press Enter, press Shift + Enter. This will jump the cursor
down to the next line without preceding the line by a bullet point symbol.

To insert a new slide with different layouts

∙ On the Home tab, in the Slides group, click the lower portion of the New Slide button. This will
displayed several layouts:
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To Copy Slides from Other PowerPoint Presentation

∙ Open the presentation, save it under a different name, and then delete the slides that you
don't want.
∙ Open two PowerPoint windows side-by-side and drag-and-drop slides between them. ∙ Open
two PowerPoint presentations, copy slides from one of them to the Clipboard (Ctrl+C), and
then paste them into the other presentation (Ctrl+V).
∙ Use the PowerPoint Reuse Slides feature, as described here.

To reuse slides from other presentations

∙ On the Home tab, in the Slides group, click the lower portion (with down--pointing arrow) of
the New Slide icon to open its menu.

Click Reuse Slides. The Reuse Slides pane appears.

Note: Copying the theme with the Apply Theme to All/Selected Slides command does not
copy the background graphics, layouts, or anything else other than font, color, and effect
choices.

Slide View

Normal view: This is the default view where you create and edit your slides. You can
also move slides in the Slides tab in the pane on the left.

Slide Sorter view: In this view, miniature slides are arranged on the screen. You can
drag and drop slides to easily reorder them and to see more slides at one time. This is a
good view to use to confirm that you have all the needed slides and that none have been
deleted.

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Reading view: This view fills most of the computer screen with a preview of your
presentation. Unlike Slide Show view, it includes easily accessible buttons for navigation,
located at the bottom-right.

Slide Show view: This view completely fills the computer screen and is what the
audience will see when they view the presentation. Slide Show view has an additional menu
that appears when you hover over it, allowing you to navigate slides and access other
features you can use during a presentation.

The Outline tab shows your slide text in outline form. This allows you to quickly edit
your slide text and view the contents of multiple slides at once.
Adding notes to slides

PowerPoint gives you the ability to add notes to your slides—often called speaker notes—to
help you deliver or prepare for your presentation. You can enter and view your speaker
notes using the Notes pane or the Notes Page view.

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To use the Notes pane:

1. Locate the Notes pane at the bottom of the screen, directly below the Slide
pane.
2. Click and drag the edge of the pane to make it larger or smaller.
3. Type your notes in the Notes Pane.

A theme is a predefined combination of colors, fonts, and effects that can be

applied to your presentation. PowerPoint includes built-in themes that allow you to easily

create professional-looking presentations without spending a lot of time formatting. A theme

is a set of colors, fonts, effects, and more that can be applied to your entire presentation
to give it a consistent, professional look.

Theme elements.

1. Theme Colors (available from every Color menu)

2. Theme Fonts (available from the Font menu)

3. Shape Styles (available in the Format tab when you click a shape)

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Working with Image

To insert an image from a file:

1. Select the Insert tab.

2. Click the Picture command in the Images group. The Insert Picture dialog box
appears.
3. Select the desired image file, then click Insert.

Note: You can also select the Insert Picture from File command in a placeholder to insert
images.
To locate clip art:

1. Select the Insert tab.

2. Click the Clip Art command in the Images group.
3. The clip art options appear in the task pane to the right of the document. 4.
Enter keywords in the Search for: field that are related to the image you want to
insert.
5. Click the drop-down arrow in the Results should be: field.
6. Deselect any types of media you do not want to see.
7. If you want to also search for clip art on Office.com, place a check mark next
to Include Office.com content. Otherwise, it will just search for clip art on
your computer.

Inserting Screenshots

Screenshots are pictures that capture the visible windows and items
displayed on your computer screen. They may include an open window of a website,
items on your desktop, or an open program, like the PowerPoint images displayed in
this tutorial. These images can be useful for explaining or displaying computer
programs, functions, and websites. PowerPoint allows you to capture an image of an
entire window or a screen clipping of part of a window.

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To insert screenshots of a window:

1. Select the Insert tab.

2. Click the Screenshot command in the Images group.
3. The Available Windows from your desktop will appear. Select the window
you want to capture as a screenshot.
4. The screenshot will appear in your slide.

To insert a screen clipping from a window:

1. Select the Insert tab.

2. Click the Screenshot command, then select Screen Clipping.
3. faded view of your current desktop will appear, and your cursor will turn into a
cross shape

4. Click, hold, and drag on the area of the window you want to capture.
5. The screen clipping will appear in your slide.
 To resize an image:

1. Click the image.

2. Position your mouse over any one of the corner sizing handles. The cursor
will become a pair of directional arrows

3. Click, hold, and drag your mouse until the image is the desired size.
4. Release the mouse. The image will be resized.

Note: he side sizing handles change the image's size but do not keep the same
proportions. If you want to keep the image's proportions, always use the corner handles.

Slide Master, Header and Footer

Slide Masters are basically templates that are used to create a new presentation. It
contains all of the properties of your PowerPoint presentation slide layouts, themes, effects,
animation, backgrounds, text font style and color, date and time, and graphic placement.
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When you want to make a change to the look of your slides, you don't have to change each
slide individually. Just make the change once on the slide master, and PowerPoint
automatically updates the existing slides and applies the changes to any new slides you add.
So, your presentation looks more consistent.

PowerPoint presentation contains three masters: slide, notes, and handout. Which master
you open depends on what part of your presentation you want to change. The slide master
controls all the presentation slides, while the notes master and handout master controls the
appearance of all speaker notes pages, and handout pages, respectively.

To include object on every or specific slides

∙ On the View tab, in the Presentation Views group, click the Slide Master icon. ∙ Add the
objects you want to a slide master or slide layout, and then modify its size and placement.

Slide master (position at the top slide miniature in the left pane) will includes object on
every slide.
Slide layout will includes object only on the specific layout.

∙ To close, click the Close Master View icon.

 To insert a placeholder in slide layout

∙ On the View tab, in the Presentation Views group, click the Slide Master icon. ∙
Select the slide layout to which you want to insert a placeholder.
∙ Click the Insert Placeholder icon arrow, and then click the placeholder you want to insert.

To Hide background
objects on a slide

∙ On the View tab, in the Presentation Views group, click the Slide Master icon. ∙ Select the
slide master (for all slides) or slide layout (for specific slides) you want to hide background
objects.
∙ On the Slide Master tab, in the Background group, check the Hide Background Graphics
check box.
∙ To hide a background object on a single slide, display the slide in Normal view, click the
Design tab, in the Background group, and then select the Hide Background Graphics
check box.
∙ To close, click the Close Master View icon.

To insert background graphic on a slide

∙ On the View tab, in the Presentation Views group, click the Slide Master/ Handout Master/
Notes Master icon.

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∙ On the Insert tab, in the Illustrations group, click the Picture icon.
∙ From the Insert Picture dialog box displayed, locate and select the picture you want and then
click the Insert button.
∙ To close, click the Close Master View icon.

Inserting Header and Footer in PowerPoint

From the Insert tab, in the Text group, click the Header & Footer icon.

To Hide background objects on a slide

∙ On the View tab, in the Presentation Views group, click the Slide Master icon. ∙ Select the
slide master (for all slides) or slide layout (for specific slides) you want to hide background
objects.
∙ On the Slide Master tab, in the Background group, check the Hide Background Graphics
check box.
∙ To hide a background object on a single slide, display the slide in Normal view, click the
Design tab, in the Background group, and then select the Hide Background Graphics
check box.
∙ To close, click the Close Master View icon.

To insert background graphic on a slide

∙ On the View tab, in the Presentation Views group, click the Slide Master/ Handout Master/
Notes Master icon.
∙ On the Insert tab, in the Illustrations group, click the Picture icon.
∙ From the Insert Picture dialog box displayed, locate and select the picture you want and then
click the Insert button.
∙ To close, click the Close Master View icon.

Inserting Header and Footer in PowerPoint

From the Insert tab, in the Text group, click the Header & Footer icon.

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To insert the date and time on a specific slide

∙ Insert a text box to the slide where you want to insert the date and time.

From the Insert tab, in the Text group, click the Date & Time icon.
 To insert the slide number on a specific slide

∙ Insert a text box to the slide where you want to insert the slide number. ∙ From the Insert tab,
in the Text group, click the Slide Number icon. The current slide number is inserted into the
text box.

To start number with different number

∙ Insert the slide number if you need one on the slide or slide master.
∙ From the View tab, in the Presentation Views group, click the Slide Master, Handout Master,
or Notes Master icon (with the master you want to change).

Click the Page Setup icon

Creating and Formatting Tables

There are three ways to insert a table, and each method has its purpose. The following
sections explain each of the table creation methods.

1) Use Insert Table dialog box

2) Use Table icon
3) Draw the table

To create a table with Insert Table dialog box

∙ Open a new presentation.

∙ In a content placeholder, click the Table icon to display the Insert Table dialog box. OR On
the Insert tab, in the Tables group, click on the Table icon and choose Insert Table.

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∙ From the Insert Table dialog box displayed, in the Number of columns: box, enter a figure
to determine the number of columns in the table.
∙ In the Number of rows: box, enter a figure to determine the number of rows in the table. ∙
Click OK.

To insert a table from the Table icon

∙ Insert a new blank slide to the presentation.
∙ On the Insert tab, in the Tables group, click on the Table icon and drag across the grid until
you select the desired number of rows and columns (maximum 10 X 8). ∙ The table appears
immediately on the slide as you drag.

Inserting Sound Effects to Presentation

There are several ways that you can include a sound in a presentation:

∙ Insert a sound file. The sound plays during the presentation whenever anyone points to or
clicks the sound icon, depending on the settings that you specify.
∙ Associate a sound with an object. The sound plays when anyone points to or clicks that
object (such as graphic).
∙ Associate a sound with an animation effect. The sound plays when the animation effect
occurs.
∙ Associate a sound with a slide transition. The sound plays when move the presentation
from one slide to the next.
∙ Insert a sound that plays automatically in the background. The sound plays when you
start the presentation until the end.

To choose a sound from the Clip Organizer

∙ On the Insert tab, in the Media Clips group, click the down arrow beneath the Sound icon,
and click Sound from Clip Organizer.
∙ The Clip Organizer appears with icons for the available clips.

Slide Transitions are special affects you can add to a PowerPoint slide to determine how
one slides moves to the next.

To assign an automatic transition to a slide

∙ View or select the slide in Normal or Slide Sorter view.

∙ On the Animations tab, in the Transition to This Slide group, check the Automatically
After: check box.
∙ In the Automatically After: text box, type a transition time, in seconds, to replace the default
time.

To add transition to a slide

∙ Select and display the slide or slides that you want to apply transition. ∙ On the Animations
tab, in the Transition to This Slide group, click the one that you want, or click No Transition
to turn off any existing transition effect.
∙ You also can click on the More button to see gallery of effects.

Animation Effects are a special visual or sound effect to text or an object. The easiest
way to apply animation effects is to use commands on the Animations tab.

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Find and Replace

Find and Replace is another technique that can be used to edit text. Find and Replace
allows you to search all of your slides for a specific word or phrase

To change text direction:

1. Select the text you want to modify.

2. Click the Text Direction command in the Paragraph group. A
menu will appear.
3. Choose for the direction of the text to be Horizontal, Rotated, or Stacked.

MS POWERPOINT ACTIVITY

1. Create an Office Presentation of the following Department of your chosen

business plan using blank presentation and using ―hyperlink button‖ to
connect in different slide layout (tables, charts, graphs) colors, themes and
animation. (Minimum of 15 slides of every department).

⮚ Marketing Department
⮚ Human Resource Department
⮚ Financial Department
⮚ Production Operation Department

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PART FOUR

DATABASE MANAGEMENY SYSTEM USING MS ACCESS

 Intended Learning Objectives (ILO)At the end of the unit, the students should
be able to:

1. Identify the MS Access Environment

2. Familiarize with MS Access applications.
3. Improve their knowledge in handling database software.
4. Produce reports using the different features of MS Access 2010.

DATABASE MANAGEMENT SYSTEM

A Database is an organized collection of related data about a subject organized in a

useful manner that allows access, retrieval and use of that data.

A Database Management System (DBMS) is a software package designed to

define, manipulate, retrieve and manage data in a database.

The examples of database are telephone directory, library database, bank accounts,
music records, student records, personnel records, inventories, dictionary, tax records, client
directory, and many more.

The examples of database management system software are MS Access. My SQL,

Microsoft SQL Server, Oracle, DB2 and File Maker Pro.

Objectives of Database

⮚ Data Integrity. Maintaining and assuring the accuracy and consistency of data. ⮚ Data
Integration. Combining data residing in different sources and providing users with a
unified view of these data.
⮚ Data Independence. It allows the database to be structurally changed without
affecting most existing programs.

Importance of Database System

⮚ Integrated data
⮚ Data Accessibility
⮚ Data Expanded and Manipulated
⮚ Data Independence
⮚ Reduced Redundancy of data
⮚ Data Security
⮚ Data Sharing

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COMPONENTS OF DATABASE ENVIRONMENT

Database Administrator. A p erson who is responsible for the overall information

from database is called Database administrator or simply DBA.

System Developers. These are persons who design and develop new application
program such as programmers and system analysts.

End User. These are the people who interact with database management system to
perform different operations on database such as encoding, retrieving, updating, inserting,
and deleting data.

User Interface. It consists of menus, buttons and other components. All windows
based software use graphical user interface.

Application Programs. A program that is used to send commands to the database

management system to manipulate database.

Repository. A collection of all data definitions, data relationships, output styles and
report formats etc. All this information is the metadata that is important to manage database.

DBMS. A software that manages the databases on a computer.

Four Major Uses of DBMS

1. Database Development. Database management packages like MS Access or Lotus

Approach allow end users to easily develop the databases they need. DBA and other
database specialists handles database development to improve the integrity and security of
organizational database. Database developers use the data definition language (DDL) in
database management systems like Oracle 8 or IBM’s DB2 to develop and specify the data
contents, relationships and structure of each database.

Data Dictionary. Another tool of database administration. It is computer-based catalog

or directory containing metadata, that is, data about data, about the structure, data elements
and other characteristics of an organization’s database.

9
2. Database Interrogation. End-user can use a DBMS by asking for information from a
database using a query language or a report generator. SQL and QBE, or Structured Query
Language, is a query language found in many database management packages. The basic
form of an SQL query is: SELECT. . . . FROM . . . . . WHERE. . . Query by Example’s point
and click capabilities make it easier for end-users than SQL.

3. Database Maintenance. It is accomplish by transaction processing programs and other

end-user application packages. Information specialists can also employ various utilities
provided by DBMS for database maintenance.

4. Application Development. Application developers can use the internal 4 GL

programming language and built-in software development tools provided by many DBMS
packages to develop custom application programs.

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Four (4) Types of Database Objects

1. Table. Database object that contains the basic information you wish to store. A blue
and white icon represents the table in the Navigation Pane. .It is a collection of stored
data that is organized into fields. It consists of organized data into column and rows.
Each row represents a set of information called record. Each column represents a
specific information called field.

2. Query. It is a way of searching for and compiling data from one or more tables.
Running a query is like asking a detailed question of your database You use queries
to retrieve specific data from your database and to answer questions about your data.
For example, you can use a query to find the names of the employees in your
database who live in a particular state.

3. Form. It is where you can enter a new record, study existing data, view data from a
table or a query, or simply print information or any combination of these tasks. Forms
give you the ability to choose the format and arrangement of fields. You can use a
form to enter, edit, and display data.

4. Report. It is a carefully organized presentation of data from a table of query in print. It

can show group of data with subtotals and totals from a summary of information from
a table or query.

Other Database Objects

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

2. Module. Groups of procedures written in Visual Basic and used to automate tasks.

Steps in Planning a Database

 1. Determine the purpose of your database.

⮚ Know the information you want for your database and determine what subjects
you need to store facts about and what facts you need to store about each
subject.

⮚ Discuss your designed database to the person who will use it.

2. Determine the fields that you need.

⮚ Convey each field to the subject of the table.

⮚ Avoid using calculated or derived data
⮚ Involve all the information you will need for your field
⮚ Store information starting from smallest rational parts

3. Determine the tables you need in the database.

⮚ The information gathered should be analyzed.

⮚ Be sure that the table does not duplicate any information.
⮚ Each table should contain information about one subject that will help you maintain
information about each subject independently from other subject.

4. Identify fields with unique values for each record.

In order for Microsoft Access to connect information stored in separate tables. Ex. To
connect faculty records with all the assigned subjects, each table in your database must
include a field or set of fields that uniquely identifies each individual records in the table.
Such field or set of fields is called a primary key – a field or a set of fields that identifies
individual records in a distinctive way.

5. Determine the relationship between tables.

After you decide the kind of information into tables and identified primary key fields, you
must know how to bring this related information back together again in meaningful ways. To
do this, you have to define relationships between tables.

6. Filter your design.

Study the design of your tables, fields, and relationships you have to include. Changing your
database design is easier before entering all the information, that after you have filled the
tables with data.

7. Re-examine what fields will go into your database.

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Define the data type and properties so that the fields form an accurate description of types
of data needed in the database.

8. Enter the data and create other database objects.

After you meet the design requirements and specifications of the table structure, you
can now enter the data to the table and then create queries, forms, reports, data access or
linking of files.

Terms to Remember

Hyperlink Colored and underlined text or a graphic that you click to go to a file, a location or
a file, as HTML page on the World Wide
Web, or as HTML page on an internet.

UNC Path Universal Naming Conversion: is a naming conversion for files that provides a
machine-independent means of locating the
file.

URL Uniform Resource Locator: An address that specifies protocol like HTTP or FTP, and a
location of an object, document,
WWW page, or other destination on the Internet or Intranet, ex.
http:/www.hyperbit.com/

OLE A program integration technology you can use to share information between programs.
All the office programs support
OLE, so you can share information through linked and
embedded objects.

Null A value you can create in a field or use in expressions and queries to indicate missing
or unknown data.

Datasheet View Creates the table structures based on the data entered.

Design View Creates a table in design mode, where fields are added and all properties are
specified.

Table Wizard Guides you through creating a table based on built-in templates.

Link Table Wizard Adds a link to a table in another database on your computer (across the
world).

MANAGING DATABASE USING MS ACCESS 2010

Microsoft Access is a database software package. A database is a collection of

related data organized into many connected lists. Telephone and address books are
examples of paper 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

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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.

With Microsoft Access you create structures called tables that allow you to
organize/store the data so that it's easy to find later, you create forms that let you input/enter
the data into the tables and then you create reports that let you analyze and print selected
information from the tables, and queries for searching within it. Tables are organized into
vertical columns and horizontal rows.

For example, if you run a store, you would create a Customers table, a Products table and
an Invoices table. Then, when you open an account for a new customer you would have a
Customer form to input a customer's data into the Customers table and an Order form to
input the purchase information. Later, you could print any number of Sales reports, grouping
and arranging the information from the Invoices, Customers and Products tables to analyze
daily or weekly or monthly sales in all kinds of combinations.

What is a Datasheet? A datasheet displays the information stored in a table in columns and
rows. You can use a datasheet to create a table, enter data, retrieve data, and perform other
tasks. The columns are called fields and the rows are called records. A field is more than
just a column: it is a way of organizing information by the type of data. A record is more
than just a row—it is a unit of information. Every cell in a given row is part of that row’s
record.

Learning MS Access 2010 will expose you to many of the following:

1. Create Database using Template and Print

2. Design a Database and Understanding Database Objects
3. Create a Blank Database
4. Open/Modify an Existing Database
5. Create a database based on the templates that are found online
6. Create Queries, Forms and Reports
7. Sort, retrieve, and analyze information by running queries.
8. Create Parameter Queries, and Creating Macros
9. Using Form Wizard to generate Forms, enter and Edit Data.
10. Create a Relational Database
11. Format and Edit Data and Navigating Tables
12. Create Main Switchboards and Sub-Switchboards

Parts of MS Access Screen 2010

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 The Access 2010 Screen is very different to that in previous versions. The menus have
been replaced by the Access 2010 Ribbon; there is the Microsoft Office Button instead of
the old file menu; and the old database window has been replaced by the Access 2010
Navigation Pane. There is also a Getting Started screen to create or open a database file
when Access is launched.

Access 2010 is a relational database application in the Microsoft 2010 Office Suite that
allows users to enter, manage and run reports on large amounts of data.

The Access Window

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