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SPREADSHEETS.
Definition of a Spreadsheet.
A Spreadsheet is a ledger sheet that lets the user enter, edit, and manipulate numerical data.
A Spreadsheet usually consists of a series of rows & columns in which data entries can be made.
Types of Spreadsheets:
There are 2 types of spreadsheets:
1) Manual spreadsheet:
A Manual spreadsheet is ledger book with many sheets of papers divided into rows and columns for entering/writing data.
The data is entered manually using a pen or pencil.
2) Electronic Spreadsheet:
A computer program that looks like the manual ledger sheet with rows & columns for entering data that can be manipulated mathematically using of formulae.
Advantages of Electronic Spreadsheets over Manual Worksheets.
An electronic spreadsheet:
1. Has a large worksheet for data entry & manipulation as compared to manual worksheet.
2. Has inbuilt formulae called Functions that are non-existent in manual worksheets. These functions enable the user to quickly manipulate mathematical data.
3. Uses the power of the computer to quickly carry out operations.
4. Has better formatting & editing qualities than the manual worksheet.
5. Utilizes the large storage space available on computer storage devices to save & retrieve documents.
6. Can easily be modified in its form, while a manual spreadsheet involves a lot of manual calculations & are very difficult to amend.
7. The user can very quickly & efficiently perform complicated computations using the information stored in an electronic spreadsheet.
8. It is accurate in its calculations & allows automatic recalculation on formulae.
I.e., when one value/figure is changed, the result of the formula is automatically adjusted by the computer so as to correspond with the different input. For a manual spreadsheet, changing one value means rubbing the result & writing the correct one again.
9. It offers graphical representation of data leading to comprehensive decisions.
10. Replaces the pencil & paper approach of the manual operations of the worksheet.
I.e., it enables the user to produce neat work because; all the work is edited on the screen and a final copy is printed. With a manual spreadsheet, neatness & legibility of the work depends on the writer’s hand-writing skills.
11. It improves on the capabilities & speed of the Calculator.
Examples of the commonly used Spreadsheet packages
□ VisiCalc – this was the 1st type of spreadsheet to be developed for PCs.
□ Lotus 123 – this is an integrated software with spreadsheet module, graphs, and database.
□ Microsoft Excel.
□ Corel Quattro-Pro
□ Microsoft Works Excel
□ Super calculators.
□ Multiplan.
□ Vp-Planner.
Review Questions.
1. Define a Spreadsheet.
2. Differentiate between the traditional analysis ledger sheet and an electronic spreadsheet.
3. Name three commonly spreadsheet packages.
COMPONENTS OF A SPREADSHEET
A spreadsheet has 3 main components, namely;
a) Workbook.
b) Database.
c) Graphs / Charts.
Workbook:
When working in any spreadsheet program, you use workbook files to hold your information.
❖ A Workbook is a file in a spreadsheet package that contains one or more worksheets. The worksheets are made up of rows & columns in which you work and store your data.
A Workbook allows the user to organize various kinds of related information in a single file.
Database:
Spreadsheet programs such as Excel have special features, which can be used to manage data values entered in the cells of the spreadsheet.
These features, which are found on the Data menu, were incorporated in Excel but they belong to Database Management System software.
Examples of such features include: Filtering of records, use of Forms, calculating of Subtotals, data validation, Pivot tables and Pivot chart reports.
Example:
If related data values are entered on the same row, they form a Record. Hence, a worksheet can be manipulated as a database that has data records entered in it.
Graphs/Charts:
A Chart is a graphical/pictorial representation of data in a worksheet. Charts are used to summarize data in a worksheet in a pictorial form.
They enable the users to present complex data elements from a worksheet in a simple format that they can understand.
Charts make it easy for users to see comparisons, patterns, and trends in data, e.g., instead of having to analyse several columns of a worksheet, one can see at a glance whether sales are falling or rising.
Examples of charts are: Pie charts, Line graphs, Bar charts, Histograms, Column charts, etc.
Review Questions.
1. Name and describe the three components of a spreadsheet.
2. Explain the following terms as used in spreadsheets.
i) Workbook.
ii) Chart.
Application areas of spreadsheets (Areas where Spreadsheets are used)
1. Accounting.
Spreadsheets provide an easy & streamlined means of financial management. They are mostly used by Accountants to record their daily transactions & also keep financial records.
For example; a spreadsheet can be used to do the following:
• Record sales & purchases.
• Calculate profits.
• Produce Invoices, and also compile financial statements.
• Prepare budgets.
• Assist the management of an organization to monitor the current state of payments from customers in relation to goods delivered.
• Detect aged debtors (i.e., those people who have owed you money for more than the period allowed in your terms of business.
• Track the value of assets over time (i.e., Appreciation and Depreciation).
Note. Most spreadsheet programs come with inbuilt functions such as SUM, AVERAGE, PRODUCT, etc, which enable the Accountant to carry out his/her daily accounting tasks easily.
2. Data management.
A spreadsheet enables information to be produced easily and kept up-to-date.
For example;
• It enables the user to create, edit, save, retrieve and print worksheet data & records.
• It enables data to be arranged neatly in tabular structure.
• Related data can be typed on the same worksheet. If the data is on different worksheets, the worksheets can be linked so that the data can be accessed easily.
Some of the data management functions include:
▪ Sorting (i.e., arranging worksheet records in a particular order so as to easily access the data items).
▪ Filtering (i.e., displaying only the records that meet a given condition).
▪ Use of Forms to enter & view records.
▪ Use of Total/Subtotal function.
3. Scientific Applications.
Spreadsheet programs can be used by Scientists & Researchers to compile & analyse their results.
4. Statistical analysis / Mathematical operations.
Spreadsheets provide a set of data analysis tools that can be used to develop complex statistical analyses. In addition, some of the tools generate charts.
Examples of statistical functions include:
▪ AVERAGE – used to calculate the mean of a set of values.
▪ MEDIAN – used to give the value in the middle of a set of values.
Such mathematical operations can be used by:
- Teachers to compile their students’ marks and produce results.
- Clerks & Secretaries to enable them easily create tables of figures and manipulate them quickly as required.
5. Forecasting (What if analysis).
The automatic recalculation feature makes it possible to use the “What if” analysis technique.
What if analysis is a feature in a spreadsheet that is used to find out the effect of changing certain values in a worksheet on other cells.
It involves changing the value of one of the arguments in a formula in order to see the difference the change would make on the result of the calculation.
This method can be used for financial forecasting, budgeting, cost analysis, etc.
Review Questions.
1. Explain five application areas where spreadsheet software can be used.
2. Explain the concept of “What if” analysis.
Common features of Electronic spreadsheets.
The following are the typical facilities provided by electronic spreadsheets:
1. Have the ability to create, edit, save & retrieve worksheets.
2. Have inbuilt functions & formulae which can be used to perform calculations.
3. Allows Automatic recalculation, i.e., when you change one value, the rest of the values in the spreadsheet are automatically recalculated by the computer to correspond with the different input. This enables you to play “what if” games with your system.
4. Have the ability to Sort and filter data (i.e., arrange data in a predefined order).
5. Have a Data validation facility, which ensures that the correct data is entered into the Spreadsheet.
6. Have a Chart facility that can be used to draw line graphs, Bar charts, histograms, etc.
7. Have the ability to format data (both text & numeric data) using predefined formats.
8. Some Spreadsheets have a SOLVER facility that is used to uncover the best uses of scarce resources so that desired goals can be achieved.
9. Have the ability to adjust Column widths & Row heights automatically.
10. Have the ability to hide and unhide rows & columns, and also freeze panes.
11. They enable printing of worksheets within the shortest time possible.
12. They have pre-designed Templates for automating tasks.
A Template is a document that acts as a blueprint or outline for other documents of the same type. It contains the standard text, graphics & formatting that will be used in all documents of this type.
This means that, all formulas and formatting for similar workbooks such as Invoices can be saved as templates and then be used to automate the task without having to create the workbook again.
13. Have the ability to summarize data using Consolidation and Pivot tables.
Consolidation allows the merging of several worksheets into a summary sheet, while still keeping the original worksheets intact. Consolidation adds together cells with the same co-ordinates in the various worksheets.
Pivot tables can be used to cross-tabulate large amounts of data.
Differences between an Electronic Spreadsheet and a Calculator
An electronic spreadsheet: -
1. Has more memory than calculator.
2. Is able to perform complex logical operations, but a calculator cannot.
3. Uses the large storage capacity of the computer that a calculator does not have.
4. Has a large working area that a calculator does not have.
Review Questions.
1. Describe any five features of a spreadsheet program.
2. State five features of spreadsheets that are useful in financial modelling.
3. How does a spreadsheet differ from a Calculator?
MICROSOFT EXCEL
This is a Spreadsheet program that enables users to create electronic worksheets that can be used to perform simple & complex calculations using a computer.
Ms-Excel has inbuilt functions that are used as shortcuts for performing mathematical, financial and statistical calculations.
Starting Microsoft Excel.
1. Click Start, point to Programs, then click Microsoft Excel.
-OR-
Click the Microsoft Excel icon, if it is displayed on the desktop.
WORKSHEET LAYOUT (Features/ Parts/ Elements of the Ms-Excel Screen).
1) At the top of the window,
a. Title bar. It has the System /Control menu button on the left & the Resizing buttons on the right.
b. Menu bar.
c. Toolbars, e.g., Standard & Formatting toolbars. They contain the Toolbar buttons.
d. Name box – displays the active cell, e.g., A1.
e. Formula bar: A bar at the top of the Ms-Excel window that is used to enter or edit values or formulas in cells or charts. It also displays the constant value or formula stored in the active cell.
To display or hide the formula bar, click Formula bar on the View menu.
2) Column Identifiers (or Column headers) – Letters that identify the columns.
3) Row Identifiers (or Row headers) – numbers that identify the rows.
A Worksheet has a total of 256 columns & 65,536 rows.
4) Active (Current) cell – the cell in which the selection box (Cell pointer) is placed.
5) Cell Pointer.
6) Gridlines - the thin lines that indicate the cell boundaries in a worksheet.
7) At the bottom of the window,
a. Status bar - displays different indicators about the current working environment.
To display or hide the Status bar, click Status bar on the View menu.
□ Sheet tabs – these are names of the sheets that appear at the bottom of the workbook window.
□ Tab scrolling buttons - They enable the user to select and use a different sheet.
□ Scroll bar, scroll box & the scroll arrows.
Scroll bars are the shaded bars along the right side and bottom of a window. To scroll to another part of the file, click the arrows in the scroll bar or drag the scroll box.
THE WORKSHEET:
a. This is the primary document in a Spreadsheet program that is used to store & work with data.
b. A Worksheet is a tool that is used for maintaining numeric data in a tabular form, simplifying numerous calculations and presenting numerical data graphically.
A worksheet is basically a page stored in a workbook, and acts as the working area.
A Worksheet consists of cells that are organized into columns & rows in which data entries are made.
Columns: – These are fields that make up the worksheet of a Spreadsheet. A Column is a vertical arrangement of cells.
Rows: – These are records that form a worksheet. A Row is usually a horizontal arrangement of cells.
Cell:
❖ A box formed when a row & a column intersect in a worksheet or a table, where the data is entered.
A cell is referred to or identified by use of the column letter heading & the row number heading (e.g., A1 refers to the first cell).
A Worksheet can be used in:
a) A Company Sales Report to show the sales for each item over the year.
b) An Employees’ Payroll to calculate the employee’s salaries for each month.
c) A Students Progress record to store information on student’s marks and monitor their progress.
d) Personal Expenses to maintain a budget of your monthly expenses.
e) Mortgage Repayment Calculations to calculate the monthly repayment amount on a mortgage loan.
To Insert a single new worksheet.
1. On the Insert menu, click Worksheet.
Selecting worksheets.
To select Do this
A single sheet Click the tab for the sheet.
Two or more adjacent sheets Click the tab for the first sheet, hold down the SHIFT key, then click the tab for the last sheet.
When you select a sheet, the color of its tab will change to white.
Two or more nonadjacent sheets Click the tab for the first sheet, hold down CTRL key, then click the tabs for the other sheets.
All sheets in a workbook Right-click a sheet tab, then click Select All Sheets on the shortcut menu.
Note. To deselect the sheets, click inside any of the worksheets.
To Rename a worksheet (Giving meaningful names to sheets).
1. Click the tab for the sheet you want to rename.
2. On the Format menu, point to Sheet, then click Rename.
The current name for that sheet will be selected.
3. Press Backspace or Delete, type a new name, then press ENTER.
To Delete worksheets.
1. Select the worksheet(s) you want to delete.
2. On the Edit menu, click Delete Sheet.
To Hide a worksheet.
1. Select the sheet(s) you want to hide.
2. On the Format menu, point to Sheet, then click Hide.
To Display a hidden worksheet.
1. On the Format menu, point to Sheet, then click Unhide.
2. In the Unhide sheet box, double-click the name of the hidden sheet you want to display.
Ms-Excel add-ins - Components that can be installed on your computer to add commands and functions to Excel. These add-in programs are specific to Excel.
CREATING A NEW WORKBOOK.
To create a new, blank workbook.
1. On the File menu, click New, then click Blank Workbook on the New Workbook task pane.
To create a new workbook based on the default workbook template.
1. Click on the New workbook icon on the Standard toolbar.
TYPES OF DATA IN SPREADSHHETS.
1) Labels (Text).
❖ Labels are texts consisting of alphanumeric characters that can be entered into a cell.
E.g., Item codes such as Salary, Names such as John.
❖ Labels are made up of alphanumeric character strings.
In Excel, Text is any combination of numbers, spaces, & nonnumeric characters.
E.g., 10A19, 27AXY, 12-976, 208 4675.
2) Values (Numbers).
Values consist of numerals & mathematical formulas entered into a cell.
In Excel, a number can contain only the following characters: digits 0 to 9 + - ( ) / $ %.
3) Formulas.
❖ A Formula is a sequence of values, cell references, functions & arithmetic operators whose calculation results to a numeric value.
❖ It is an equation that performs operations on worksheet data.
Formulas can perform mathematical operations such as addition, subtraction, division and multiplication.
A Formula is used to tell Ms-Excel how you want a particular value to be computed.
4) Functions.
❖ It is a special command, which you can type into your formula to perform arithmetic operations.
❖ It is an inbuilt equation that is used for calculations.
❖ A Function is a short predefined (inbuilt) formula used to perform a given specific task.
Functions can be used to perform both simple and complex calculations.
EDITING CELL CONTENTS.
1. Double-click on the cell that contains the data you want to edit.
-Or-
Click in the cell, then press F2.
2. Edit (make changes to) the cell contents.
E.g., if you had left out a character, use the Left or Right Arrow key to move the insertion point to the position of the correction, then type the character. If you had typed wrong characters, use the Backspace or Delete to erase them.
3. To enter your changes to the active cell, press ENTER, then use the Arrow keys to move to another cell.
SAVING WORKBOOKS.
Purpose.
In order to use the worksheet at a later time.
If the saving is done periodically, say every 1 minute, it helps prevent data loss in case of power failure.
When you save a workbook for the first time, you assign a file name and indicate where you want to store the file on your computer’s hard disk or in another location. Each time you subsequently save the workbook, Ms-Excel updates the workbook file with your latest changes.
To save a new, unnamed workbook.
1. Click the Save button on the Standard toolbar.
-OR-
On the File menu, choose Save (or press CTRL+S) to display the Save As dialog box.
2. In the File name box, enter a name for the worksheet.
3. In the Save in list, select the drive and/or folder where you want the worksheet to be saved.
4. Click the Save button.
To save a copy of a workbook (or save a workbook with a new name).
1. Open the workbook you want to make a copy of.
2. On the File menu, click Save As….
3. In the File name box, enter a new name for the file.
To save the copy in a different folder or drive, click a different location in the Save in list.
4. Click the Save button.
To save workbooks automatically as you work.
1. On the Tools menu, click Options, click the Save tab, then select the Save AutoRecover info every checkbox.
2. In the minutes box, enter the interval for how often you want to save files.
OPENING A SAVED WORKSHEET.
Purpose.
You can open a saved worksheet (i.e., a worksheet stored on the hard disk of the computer or on a floppy disk) in order to:
Continue working on it, if it was saved before completion.
View the data it contains.
Update it, if the data it contains represents information that changes periodically. For example, A Weekly report.
1. Choose Open on the File menu,
-OR-
Click the Open button on the Standard toolbar (or press CTRL+O) to display the Open dialog box.
2. In the Look in drop down list, click the drive or folder that contains the file you want to open.
3. In the folder list, locate and open the folder that contains the file.
4. Double-click the file you want to open (or click the file, and then click the Open button).
Note. To open a recently opened file, select it from the bottom of the File menu.
Exiting / Quitting Ms-Excel.
Purpose.
You exit from Ms-Excel when you have finished working with it.
1. On the File menu, click Exit.
-OR-
Press ALT+F4),
-OR-
Click the Close button on the top right hand corner of the Title bar of the Ms-Excel window.
If the workbook was not saved before or the changes made to the open workbook are not saved, Ms-Excel will give you an option to save those changes by displaying the Save As dialog box. Choose Yes to save the changes, or No to discard the changes.
SELECTING DATA IN CELLS, ROWS OR COLUMNS.
To select Do this:
A single cell Click the cell, or press the Arrow keys to move to the cell.
Text in a cell Double-click in the cell (or click in the cell, press F2 to display the Insertion point), then select the text in the cell.
A range of cells 1. Click the first cell of the range, hold down the left mouse
button, then drag to the last cell in the range.
-OR-
Click the first cell in the range, hold down SHIFT key, then click the last cell in the range.
-OR-
Click the first cell in the range, hold down SHIFT key, then use the Arrow keys to extend the selection.
All cells on a worksheet Press CTRL+A (or on the Edit menu, click Select All).
Nonadjacent cells or cell ranges Select the first cell or range of cells, hold down CTRL & select the other cells or ranges.
An entire row or column Click the row or column heading.
Adjacent rows or columns Drag across the row or column headings.
-OR-
Select the first row or column, hold down SHIFT key, then select the last row or column.
Nonadjacent rows or columns Select the first row or column, hold down CTRL & select the other rows or columns.
Note. To cancel a selection of cells, click any cell on the worksheet.
A Range is any group of cells in a worksheet. The cells in a range can be adjacent or nonadjacent.
Clearing cell contents.
Clearing cells removes the cell contents (formulas and data), or formats (such as number formats, and borders), but leaves the blank cells on the worksheet.
1. Select the cells, rows, or columns you want to clear.
2. On the Edit menu, point to Clear, then click Formats or Contents.
Clicking All, will clear formats and contents, and also remove any cell comments and data validation.
Note. If you click a cell and then press the DELETE key, Ms-Excel will remove the cell contents but does not remove comments or cell formats.
Inserting blank cells, rows, or columns.
Purpose.
√ You can insert a row or column, to make room for additional information in the worksheet. This may be necessary when some extra information, which was not expected earlier, needs to be included.
To Insert new blank cells.
1. Select a range of existing cells where you want to insert the new blank cells. Select the same number of cells as you want to insert.
2. On the Insert menu, click Cells.
3. In the Insert dialog box, click Shift cells right, Shift cells down, Entire row, or Entire column.
To Insert Rows.
1. To insert a single row, select a row (or click a cell in the row) immediately below where you want the new row to appear.
For example, to insert a new row above row 5, click a cell in row 5. To insert multiple rows, select the same no. of rows as you want to insert.
2. On the Insert menu, click Rows.
To Insert Columns.
1. To insert a single column, select a column (or click a cell in the column) immediately to the right of where you want the new column to appear.
For example, to insert a new column to the left of column B, click a cell in column B. To insert multiple columns, select the same no. of columns as you want to insert.
2. On the Insert menu, click Columns.
Deleting cells, rows, or columns
Deleting removes the cells from the worksheet and shifts the surrounding cells to fill the space.
1. Select the cells, rows, or columns you want to delete.
2. On the Edit menu, click Delete.
3. If you are deleting cells, the Delete Cells dialog box appears. Click Shift cells left, Shift cells up, Entire row, or Entire column.
Exercise (a).
1. How many columns are there in an Excel worksheet?
2. Identify and explain the FOUR types of data in Spreadsheets.
3. Explain how you would do the following operations on a Worksheet in Microsoft Excel.
i) Rename a worksheet.
ii) Delete a worksheet.
iii) Insert a single new worksheet.
iv) Move from one worksheet to another.
v) Select a cell.
vi) Select a range of cells.
vii) Select nonadjacent cells or cell ranges.
viii) Select everything in a worksheet.
4. Define the following terms as used in Spreadsheets: (6 marks)
i) Cell.
ii) Formula.
iii) Labels.
5. What is the difference between Clearing cells and Deleting cells?
Exercise (b).
1. What is the meaning of each of the following concepts?
i) Labels.
ii) Values.
iii) Formula.
iv) Function.
2. Distinguish between Labels and Formulae with respect to Spreadsheets.
Exercise (c).
1. List FOUR types of information that can be entered into a cell. (4 marks).
2. Explain THREE cell data types in spreadsheet. (6 marks).
POSITIONING (ALIGNING) DATA IN A CELL.
Purpose.
√ Adjusting the alignment of the cell contents, helps to distinguish different types of information in cells.
Usually when you enter text data into a worksheet, it is normally aligned to the left in a cell, while numbers, dates & times are aligned to the right.
To center the data, or align data to the left or right in a cell.
1. Select the cells with the data you want to reposition.
2. On the Formatting toolbar, click the appropriate alignment button.
• Click the Align Left button - to align text to the left of the cell.
• Click the Center button - to center text in the cell.
• Click the Align Right button - to align text to the right.
Merging cells across columns.
You can easily merge headings across the top of a range of cells. When you merge cells, the selected cells are combined into one cell. This spreads the content of one cell over many cells.
1. Copy the data you want into the upper-leftmost cell within the range.
2. Select the cells you want to merge.
Warning. Excel places only the data in the upper-leftmost cell of the selected range into the resulting merged cell. If there is data in other cells, the data is deleted when you merge the cells.
3. To merge cells in a row or column and center the cell contents, click the Merge and Center button on the Formatting toolbar,
-Or-
On the Format menu, click Cells, click the Alignment tab, then select the Merge cells checkbox.
This will combine the cells and center the heading in the new, wider cell.
.
HIDING ROWS OR COLUMNS.
Purpose.
Hiding rows or columns prevents the display and printing of data held in particular rows or columns. For instance, when your rows or columns contain confidential formulas not necessary in the printed report.
1. Select the rows or columns you want to hide.
2. On the Format menu, point to Row or Column, then click Hide.
The selected rows or columns including their headings will not be visible.
To display a hidden row or column.
1. To display hidden rows, select the row below and the row above the hidden rows.
To display hidden columns, select the column to the left and the column to the right of the hidden columns. For example, to redisplay hidden column C, select column B & column D.
If you want to redisplay noncontiguous columns, say, column C, D & F, select all the columns from B through G, i.e. columns B, E & G.
2. On the Format menu, point to Row or Column, then click Unhide.
Tip. If the first row or column of a worksheet is hidden, to display it;
1. Click Go To on the Edit menu.
2. In the Reference box, type A1, and click OK.
3. On the Format menu, point to Row or Column, then click Unhide.
APPLYING BORDERS, SHADINGS & PATTERNS TO A WORKSHEET.
You can apply borders to cells, shade cells with a background color, or shade cells with a color pattern in order:
Purpose.
To distinguish between different types of information in a worksheet.
To make the worksheet more appealing to the eye.
To draw attention to important data in the worksheet.
To Apply a Border to cells.
1. Select the range of cells that you want to put a border around.
2. On the Format menu, select Cells. In the resulting dialog box, click on the Border tab.
3. Under the Presets section, select the Border style you want, e.g. Outline or Inside borders or both.
4. To change the line style for the border, click a style in the Style list, and then click a button to indicate the border placement.
You can specify the colour of the lines from the Color drop-down list.
5. Click the OK button when you are done.
To Apply or Remove cell Shadings.
1. Select the cells you want to apply shading to or remove shading from.
2. On the Format menu, click Cells, then click the Patterns tab.
3. In the Cell shading box, click the color you want to shade the cells with.
4. To include a background color with the pattern, click the arrow next to the Pattern box, then click the pattern style and color you want.
5. Click the OK button.
The borders, shades and patterns that you have specified all apply to the range you had selected.
FORMATTING NUMBERS IN A WORKSHEET.
Purpose.
Formatting of numbers in a worksheet can make your worksheet much more presentable.
For example,
Long numbers without commas are difficult to read.
Too many uneven decimal places in a worksheet make it difficult to compare figures.
A worksheet that has some figures with six decimal places, others with commas and others with no decimal places has an untidy appearance.
To Add or Remove the Thousands separator in a number.
Method 1.
1. Select the range of cells containing the numbers whose format you want to change.
2. Click the Comma Style (,) button on the Formatting toolbar.
Method 2.
1. On the Format menu, click Cells, then click the Number tab.
2. In the Category list, click Number.
3. Select or clear the Use 1000 separator (,) checkbox.
All numbers in the selected range will be displayed with commas separating the thousands and with two decimal points, e.g., 7,375.00
To Change the no. of Decimal places displayed in a number.
Method 1.
1. Select the range of cells whose decimal places you want to change.
2. To display more digits after the decimal point (to increase the no. of decimal places), click the Increase Decimal button on the Formatting toolbar.
To display fewer digits after the decimal point (to decrease the no. of decimal places), click the Decrease Decimal button.
Method 2:
1. On the Format menu, click Cells, then click the Number tab.
2. In the Category list, click Currency, Accounting, Percentage, or Scientific.
3. In the Decimal places box, enter the number of decimal places you want to display.
If you want to change the currency symbol, click the symbol you want to use in the Symbol list.
To Display numbers as Percentages or Fractions.
Method 1.
To quickly display nos. as percentages of 100, click the Percent Style (%) button on the Formatting toolbar.
Method 2.
1. Select the range cells you want to format as percentages.
2. On the Format menu, click Cells, then click the Number tab.
3. To display nos. as percentages, click Percentage in the Category list. In the Decimal places box, enter the number of decimal places you want to display.
4. To display nos. as fractions, click Fraction in the Category list, then click the type of fraction you want to use.
To Add or Remove a Currency symbol.
Method 1.
1. Select the range of cells you want to format as currency.
2. Click the Currency Style ($) button on the Formatting toolbar.
Method 2.
1. On the Format menu, click Cells, then click the Number tab.
2. In the Category list, click Currency.
3. In the Symbol list, select the currency symbol that you want.
To remove a currency symbol, click None in the Symbol list.
To Display minus signs on negative numbers.
1. Select the cells you want to change.
2. On the Format menu, click Cells, then click the Number tab.
For simple numbers, click Number in the Category list.
For currency, click Currency in the Category list.
3. In the Negative numbers box, select the display style for negative numbers.
To Reset a number format.
1. Select the cells you want to reset to the default number format.
2. On the Format menu, click Cells, then click the Number tab.
3. In the Category list, click General.
Exercise.
1. Explain step-by-step how you would perform the following operations on a worksheet in Microsoft Excel.
i) Enter data into a worksheet cell.
ii) Edit cell contents.
iii) Make text in a cell Bold, Italic and double-underlined.
iv) Adjust a column width to accommodate the longest cell entry in a range of cells.
2. Explain what are Label prefixes in spreadsheets. (10 Mk)
3. A worksheet table has columns A through N. The Chief Accountant doesn’t require the information contained in columns E, F and G. Give a step-by-step procedure on how to make sure that only the columns with the required information are printed.
4. You have the number 435273.7865 in a cell. How will it look if you format the cell as commas and 2 decimal places?
FINDING RECORDS.
Purpose.
√ Suppose you wanted to view records that meet given conditions, you would have to sort the table according to the conditions so as to find out where those records appear in the list. Such conditions are referred to as ‘Criteria’.
However, this method will require you to sort the table whenever you want to find something different.
Ms-Excel offers an easier solution to this through the Filter command on the Data menu.
1. Click on any cell in the table that contains the records you want to search for.
2. On the Data menu, choose Filter, then select AutoFilter from the submenu.
A downward arrow appears on the right of each field name.
3. Click the down arrow on a column to display the conditions that can be set. Select a condition (Criteria) from that list.
Note. If the criteria you want is not in the list or if you want to enter two conditions, then perform the following steps:
i) Select the column / field to search by clicking on the down arrow to the right of the field name.
The Custom AutoFilter dialog box appears.
ii) In the Show rows where: box, select the conditions to use by clicking on the down arrow. The list includes ‘is greater than’; ‘is less than’, etc.
iii) Enter the Value to compare the contents of the field width. You could type or select it from a drop down list of values available in the database.
4. Click the OK button to complete the task.
Note. To redisplay the records, click on the down arrow to the right of the field name that you had selected, and select the option All.
Example:
| |A |B |C |D |
|1 |Date |Person |Item |Amount |
|2 |26-Jan-97 |Morris |Bar |95 |
|3 |28-Mar-97 |Albert |Take Away |136 |
|4 |28-Jan-97 |Anne |Lunch |53 |
|5 |09-Mar-97 |Susan |Breakfast |112 |
|6 |12-Jun-97 |Jane |Snacks |56 |
|7 |12-Apr-97 |Richard |Snacks |118 |
|8 |15-Mar-97 |Peter |Bar |114 |
|9 |25-Mar-97 |Mike |Take Away |80 |
|10 |01-Mar-97 |James |Bar |167 |
|11 |09-Jun-97 |Morris |Take Away |71 |
|12 |16-Jun-97 |Susan |Lunch |80 |
Suppose you want to view all the sales that exceed 100 Shillings but are below 150 shillings from a week’s list of sales records.
□ The field to use for the search would be Amount. So, click on the down arrow on the right of the Amount field.
□ The Operator would be is greater than, and the value would be 100.
□ Enter the second criteria, as Amount is less than 150, then click the OK button.
□ All the records whose amount is between 100 and 150 will be displayed (Only the records matching the criteria are displayed).
| |A |B |C |D |
|1 |Date |Person |Item |Amount |
|3 |28-Mar-97 |Albert |Take Away |136 |
|5 |09-Mar-97 |Susan |Breakfast |112 |
|7 |12-Apr-97 |Richard |Snacks |118 |
|8 |15-Mar-97 |Peter |Bar |114 |
|10 |01-Mar-97 |James |Bar |167 |
PIVOT TABLES.
Purpose.
√ A Pivot table helps us to summarize and analyze large amounts of existing data, from a list or table, using the format and calculation methods of your choice.
Suppose we wanted the daily totals for each of the sales persons along with the total sale for each day: A PivotTable can help us get that kind of information much more easily.
1. Select any cell in the list or table you want to summarize.
2. On the Data menu, select PivotTable and PivotChart Report…
3. This will activate Step 1 of the PivotTable Wizard. In this step, select the source of data Ms-Excel will use to create the Pivot Table. From the choices given, select Microsoft Excel list or Database.
Click on the Next button.
4. Step 2 of the Wizard shows you the range containing the list of data detected around the position of your cell pointer of Step 1. If necessary, change the range.
Click on the Next button.
5. Click the Layout… button to specify how you want the PivotTable to appear.
6. On the right hand side of the PivotTable and PivotChart Wizard – Layout dialog box, the Pivot Wizard shows the column titles (field names) found in your list.
• Drag the field name whose contents you want to summarize downward to the area marked ROW.
• Drag the field name whose contents you want to summarize across the PivotTable to the area marked COLUMN.
• Drag the field name that contains the data to be summarized into the area marked DATA.
7. Step 3 of 3 will be displayed again allowing you to specify a convenient location for the PivotTable. The PivotTable may be positioned either as a new worksheet or on the existing worksheet.
If you select Existing worksheet in this dialog box, then you must specify the cell where the top left corner of the PivotTable will be positioned.
8. To specify a name for the PivotTable, click on the Options button.
9. Click on the Finish button. Ms-Excel places the Pivot Table in the location you specified.
Refreshing Records in the PivotTable.
1. Select a cell in the PivotTable.
2. On the PivotTable toolbar, click on the Refresh Data button.
Note. To refresh the PivotTable whenever you open the workbook, click Options on the PivotTable menu of the PivotTable toolbar. Under Data source options, select the Refresh on open checkbox.
CELL REFERENCES (Cell Addresses).
❖ A Cell reference is the identity of a cell in a worksheet.
❖ A Reference identifies a cell or a range of cells on a worksheet and tells Ms-Excel where to look for the values or data you want to use in a formula.
Examples of Cell references.
i) Single cell reference.
ii) Mixed cell reference.
iii) Label cell reference.
iv) Relative cell reference.
v) Absolute cell reference.
REFERENCING OF CELLS.
A cell is identified by use of the Column letter heading & the Row number heading.
To refer to a cell, enter the column letter followed by the row number. For example, B2 refers to the cell at the intersection of column B & row 2.
Examples of cell references.
To refer to Type
The cell in column A & row 10 A10
The range of cells in column A & rows 10 to 20 A10:A20
The range of cells in row 15 & columns B to E B15:E15
All cells in row 5 5:5
All cells in rows 5 to 10 5:10
All cells in column H H:H
All cells in columns H to J H:J
The range of cells in columns A to E & rows 10 to 20 A10:E20
PERFORMING CALCULATIONS IN MS-EXCEL.
USING WORKSHEET FUNCTIONS.
❖ A Function is a special command, which you can type into a formula to perform arithmetic operations.
❖ A Worksheet function is a special inbuilt formula that performs an operation on the values that you provide.
❖ It is an inbuilt equation that is used for calculation.
A function performs operations or calculations using specific values, called arguments. The arguments can be either cell references or values or both.
Categories of Functions in Ms-Excel.
Functions are grouped into broad categories by some common features particular to the function.
1. Financial functions.
Analyze investments and securities; determine depreciation, calculate cash flows and loans, e.g. the PMT function.
2. Date & Time functions.
Calculate values that represent dates and times.
E.g., the TODAY function is used to return the current date according to the computer’s internal clock.
3. Math & Trigonometry functions.
Can be used to perform simple mathematical operations, such as calculating Square roots (SQRT), rounding a number (ROUND), calculating the total value for a range of cells (SUM), etc.
They are also used to replace complex trigonometric calculations like Sine (SIN), Cosine (COS), etc.
E.g., ABS – gives the Absolute value of a number. The Absolute value of a number is the number without its sign.
Syntax: ABS(number)
4. Statistical functions.
Perform calculations (statistical analysis) on ranges of data.
E.g., AVERAGE - calculates the average (arithmetic mean) of a set of values in a range.
STDEV – Estimates Standard Deviation based on a sample. Standard Deviation is a measure of how widely values are dispersed from the Average value (Mean).
Syntax: STDEV(number1,number2,….)
5. Logical functions.
Calculate the results of logical formulas. E.g., the IF Function.
6. Look up & Reference functions.
Finds or refers to the contents of a cell. For example, the VLOOKUP function.
7. Database functions.
Perform statistical calculations and queries on database tables. For instance, DSUM will find the total of values in a particular field (column).
8. Information functions.
Return information about cells, ranges, the operating system, and some Ms-Excel tools, or to mark places where information is missing or incorrect.
E.g., CELL - returns information about the formatting, location or contents of a cell.
CREATING MS-EXCEL FORMULAS.
Purpose.
√ When you need to perform a calculation in Ms-Excel, you use a formula.
You can create simple formulas that can be used; lets say, to add the values in two cells, or you can create complex formulas that can calculate the Standard deviation of certain values.
For example, the formula ‘=SUM(D1:D7)’ uses a function to add the values in the range D1:D7. It gives the same result as the formula ‘=D1+D2+D3+D4+D5+D6+D7’.
Before you write your formula in Ms-Excel, it is advisable to do the following;
i) Decide what you want to be calculated, e.g., the Total Cost of items.
ii) Note down the values in the worksheet required for the calculation and use them to write down the formula, e.g. Quantity * Price.
iii) Substitute the values with their cell references, e.g. B3*D3.
Calculation operators in formulas.
Operator - A sign or a symbol that specifies the type of calculation to perform on the elements of a formula.
Excel includes 4 different types of calculation operators:
i) Arithmetic (Mathematical) operators.
ii) Logical (Comparison) Logical operators.
iii) Reference operators.
iv) Text concatenation operators.
Arithmetic (Mathematical) operators.
Performs basic mathematical operations such as Addition, Subtraction, Division or Multiplication.
Arithmetic operator Meaning Example.
+ (Plus sign) Addition 3 + 3
- (Minus sign) Subtraction 3 – 1
* (Asterisk) Multiplication 3 * 3
/ (Forward slash) Division 3/3
% (Percent sign) Percent 20%
Logical (Comparison) operators.
Compares two values and produces a logical value, either TRUE or FALSE.
Comparison Meaning Example.
= (equal sign) Equal to A1=B1
> (greater than sign) Greater than A1>B1
< (less than sign) Less than A1= (greater than or equal to sign) Greater than or equal to A1>=B1
79,"B", Assigns a letter grade to the second score A
IF(A3>69,"C",IF(A3>59,"D","F"))))
=IF(A4>89,"A",IF(A4>79,"B", Assigns a letter grade to the third score C
IF(A4>69,"C",IF(A4>59,"D","F"))))
In the above formula, the second IF statement is also the value_if_false argument to the first IF statement. Similarly, the third IF statement is the value_if_false argument to the second IF statement.
For example, if the first logical_test / condition (AverageScore>89) is TRUE, "A" is returned. If the first logical_test is FALSE, the second IF statement is evaluated, and so on.
EDIT/ CHANGE A FORMULA.
1. Select the cell containing the formula you want to edit.
2. Click in the Formula bar, make the changes to the formula, then press the ENTER key.
Note. If formulas are not used, there will be no automatic recalculation when any of the numbers change.
Automatic recalculation:
This means that, Spreadsheets are able to calculate values such as SUM, AVERAGES, PERCENTAGES, etc automatically without requiring the intervention of the user (or without putting the user into the hard task of thinking).
RELATIVE REFERENCES
When you create a formula, cells or ranges of cells will be referred to based on their position relative to the cell that contains the formula. If cell B6 contains the formula =A5; Ms-Excel finds the value one cell above and one cell to the left of B6.
If the position of the cell that contains the formula changes, the reference is changed.
A Relative reference is a cell reference, which changes automatically when the formula is copied to another cell or range. It describes the location of a cell in terms of its distance (in rows and columns) from another cell.
Note. When you copy a formula containing relative references down or across from one cell to another, Ms-Excel adjusts the references in the pasted formula automatically to refer to a different cell that is the same no. of rows & columns away from the formula.
Example 1:
If the formula in cell B6 (i.e., =A5) (which is one cell above & one cell to the left of B6) is copied to cell B7. Ms-Excel will adjust the formula in cell B7 to =A6, which refers to the cell that is one cell above and one cell to the left of cell B7.
Example 2:
If cell A3 contains the formula =A1+A2, and you copy cell A3 to cell B3, the formula in cell B3 becomes =B1+B2.
ABSOLUTE REFERENCES.
In a formula, an Absolute cell reference is the exact address of a cell, regardless of the position of the cell that contains the formula.
An absolute cell reference takes the form $A$1, $B$1, etc.
The table below shows the different types of references.
|Reference: |Effect on a cell reference |
|A1 |Relative reference. |
|$A$1 |Both rows and column references are absolute |
|A$1, B$1 |Absolute row reference, i.e., only the row reference is absolute. |
|$A1, $B1 |Absolute column reference, i.e., only the column reference is absolute. |
Unlike relative references, Absolute references don’t automatically adjust when you copy formulas across rows and down columns. For example, if you copy an absolute reference in cell B2 to cell B3, it stays the same in both cells.
Therefore, if you don’t want Ms-Excel to adjust references when you copy a formula to a different cell, i.e., if a formula refers to a particular cell and you would like to copy it such that the subsequent copies of cell references still refer to that same cell reference, you must use Absolute referencing.
For example,
If your formula multiplies cell A5 with cell C1 (=A5*C1), you can create an absolute reference to cell C1 by placing a dollar sign ($) before the parts of the reference that you don’t want them to change.
To create an absolute reference to cell C1, for instance, add dollar signs to the formula as follows: =A5*$C$1.
Note. To enter the dollar sign in a cell reference; move the cell pointer in the cell reference to be made absolute, then press the function key F4 or the keyboard combination SHIFT+4.
Worked Example:
| |A |
|2 | |
|=D1 | |
|=F5*C10 | |
|=H$46+J40 | |
|=$E12-D$14*$F$2 | |
DATA SORTING.
Sorting is the process of arranging data within a range in a particular order.
Purpose.
Sorting helps in arranging data in some order of priority, i.e., from lowest to highest or from highest to lowest.
It also helps to quickly locate the highest or lowest value in a list.
When you sort, Ms-Excel rearranges rows, columns, or individual cells by using the sort order that you specify. You can sort a list in Ascending (1-9, A-Z) or Descending order (9-1, Z-A). You can perform a sort based on the contents of one or more columns.
Note. The data is sorted in reference to columns.
To sort rows in ascending or descending order based on the contents of one column.
1. Click a cell in the column by which you want to sort. The column on which the list is arranged is known as the Key.
2. To arrange the data from lowest to highest, click on the Sort Ascending button on the toolbar. To arrange the data from highest to lowest, click on the Sort Descending button on the toolbar.
-Or-
On the Data menu, click Sort. In the Sort by box, click the column you want to sort and then choose the sort order.
To sort rows based on the contents of two or more columns.
1. Click a cell in the list you want to sort.
2. On the Data menu, click Sort to display the Sort dialog box.
3. Under Sort By, specify the first column by which you want to sort, then choose the sort order by clicking on the Ascending or Descending box.
4. You can add up to two keys in the Then By boxes according to your need.
Assume that you need to sort by more than 3 columns, i.e., your list contains employee information and you need to organize it by Department, Title, Last Name, and First Name, sort the list twice. Click First Name in the first Sort by box and then sort the list. Click Department in the second Sort by box, click Title in the first Then by box, and click Last Name in the second Then by box, and then sort the list.
5. Select any other sort options you want, then click OK to perform the sort.
Sort columns based on the contents of rows.
1. Click a cell in the list you want to sort.
2. On the Data menu, click Sort.
3. Click the Options button.
4. Under Orientation, click Sort left to right, then click OK.
5. In the Sort by and Then by, click the rows you want to sort.
Examples:
i) A teacher may arrange pupil’s records according to the marks scored in a test, starting with the highest to the lowest in order to assign class positions.
ii) An Accountant may arrange a list of financial records according to the date of the transaction and customer name in order for him to be able to quickly locate any record using the transaction date and name of customer.
iii) Arranging a telephone list according to alphabetical order of last name in order to easily locate a name and phone number. If there are several people with similar last names, you can specify two keys such that the records are arranged in order of first name as well.
LINKING WORKSHEETS.
Purpose.
√ Sheets are normally independent. If a change in a value in one sheet is intended to affect other values in different sheets, it is advisable to link the sheets so that Ms-Excel will automatically update the affected values if you make any changes.
Alternatively, you can calculate the new values and manually make the changes to all the other sheets. This would be unreliable & cumbersome especially if this is to be done for many values in many large worksheets.
1. When typing in a formula that refers to a cell in another sheet, include the name of the sheet before that particular cell reference separated by a colon.
Example 1:
The formula =G6*Sheet1!B6 (instead of =G6*B6) will refer to B6 in Sheet 1 rather than in the current sheet.
Example 2:
Typing the formula =Salesinfo!A10 in cell A10 of Sheet2 will cause the contents of cell A10 in the Sheet named Salesinfo to be also the contents of A10 in Sheet2.
Exercise.
1. How would you display the contents of the cell B45 of worksheet named Price in the cell B5 of worksheet named Sales such that the two cells always display the same value?
CREATING CHARTS.
Purpose.
Charts are used to present data effectively. They make relationships among numbers easy for users to see because they turn numbers into shapes that can be compared to one another.
For instance, rather than having to analyze several columns on worksheet numbers, you can see at a glance whether sales are falling or rising over quarterly periods, or how the actual sales compare to the projected sales.
Different Types of Charts and their uses.
i) Line Chart: A Line graph is used to show trends.
ii) Bar Chart: - It can be used to show comparison of Sales and Target.
iii) A Stacked Bar Chart: - It can be used to show the distribution of sales by month and compare the performance of salesmen.
iv) A Pie Chart: shows the distribution of sales.
v) Scatter Charts.
vi) Column Charts.
Steps required when creating a simple chart.
1. Enter the data you want to be represented in the chart on the worksheet.
2. Select the cells or range that contains the data you want to be represented in chart.
If the cells you want to select for your chart are not in a continuous range,
• Select the first group of cells that contain the data you want to include.
• Hold down the CTRL, then select any additional cell groups you want to include. The nonadjacent selections must form a rectangle.
3. On the Insert menu, click Chart (or click the Chart Wizard button on the Standard toolbar). Then use the Chart Wizard to help you through the process of choosing the chart type and the various chart options.
1. Select Chart type.
□ In the Chart type dialog box, click the Standard Types tab or the Custom Types tab.
□ Under Chart Type, click the chart category you want to use, then select the type of chart under Chart subtypes on the right.
A brief description of the chart selected appears below the sub-types. This helps you decide whether the type suits the data you have selected. You may also view a sample of the chart that will be produced.
□ Click on the Next button.
2. Specify the range of cells to include in the chart.
This gives you a chance to select your range again if necessary.
In the Chart Source data dialog box,
□ Click the Data range tab, then confirm the selected range or enter a new range.
□ Under Series in, click an option to change the way in which the data should be plotted; across Rows or down Columns. To help you decide the right option, the sample chart changes according to the selection you have made.
□ If you are sure about the range you have selected and the sample chart is what is desired, click on the Next button.
3. Select the Chart options.
In this step, there are several chart options as indicated by the various categories at the top of the Chart Options dialog box.
□ Click the Titles tab. Click in the Chart Title area and type in the title for your chart. Type in the titles for axes in their respective places.
□ Click the Legend tab, and then select the Show Legend box. Under Placement, click an option to show where the legend will be placed.
□ Click on the Next button.
Legend - A box that identifies the patterns or colors that are assigned to the data series or categories in a chart. A legend indicates which color (pattern) represents what data item.
Axis - A line that borders one side of the plot area, providing a frame of reference for measurement or comparison in a chart.
For most charts, data values are plotted along the value axis, which is usually vertical (Y-axis), and categories are plotted along the category axis, which is usually horizontal (X-axis).
Note. Ms-Excel creates the axis values from the worksheet data.
4. Select the Location of Chart placement.
This step involves placing the chart you have created.
You can create a chart as an embedded object on the sheet you are working on or on its own sheet.
□ Under Place chart, click an option either to insert the chart as a new sheet or as an object in the current data sheet.
5. Click on the Finish button.
To change the Chart type.
1. Click the chart to activate the Chart menu.
2. On the Chart menu, click Chart Type.
3. Click the Standard Types tab, click the inbuilt chart type you want to use, then click the OK button
Changing Chart Options.
1. Click the chart. On the Chart menu, click Chart Options to display the Chart Options dialog box.
To add or change the Chart Title.
1. Click the Titles tab.
2. Click in the Chart title box, and then type the text for the title.
To add a Legend to a chart.
1. Click the Legend tab.
2. Select the Show legend check box.
3. Under Placement, click the option you want.
Note. When you click one of the Placement options, the legend moves, and the Plot Area (area bounded by the axes) automatically adjusts to accommodate it.
To change Data series names or the Legend text.
1. Click the chart. On the Chart menu, click Source Data.
2. On the Series tab, click the data series name you want to change.
3. In the Name box, specify the worksheet cell you want to use as the legend text or data series name. You can also type the name you want to use.
To edit the Chart title and the Axes titles.
1. On the chart, click the title you want to change.
2. Type the new text you want.
3. Press the ENTER key.
How worksheet data is represented in a chart.
A chart is linked to the worksheet data it's created from and is updated automatically when you change the worksheet data.
To change the Cell range used to create a chart.
1. Click the chart.
2. On the Chart menu, click Source Data, then click the Data Range tab.
3. Make sure the entire reference in the Data range box is selected.
4. On the worksheet, select the cells that contain the data you want to appear in the chart.
If you want the column and row labels to appear in the chart, include the cells that contain them in the selection.
To include a new range into an existing chart.
This helps to add information not already in the chart.
1. Select the range you want to add in the chart.
2. Position the mouse pointer along the edge of the selected range until it changes into an arrow.
3. Drag the range into the chart.
Ms-Excel will automatically update the chart so that it includes the new range.
To change the Placement of a chart.
1. Click the chart. On the Chart menu, click Location.
2. To place the chart on a new chart sheet, click As new sheet, then type a name for the new chart sheet in the As new sheet box.
To place the chart as an embedded object on a worksheet, click As object in, click a sheet name in the As object in box, and then click the OK button.
Drag the embedded chart where you want it on the worksheet.
To Move and resize chart items by using the Mouse.
1. Click the chart item you want to move or resize.
To move an item, point to the item, then drag it to another location of the sheet.
To resize a chart item, point to a Sizing handle. When the pointer changes to a double-headed arrow, drag the sizing handle until the item is the size you want.
Delete data from a chart
To delete data from both the worksheet and the chart.
1. Delete the data from the worksheet. The chart will be updated automatically.
To delete data from the chart only.
1. Click the data series you want to delete.
2. Press the DELETE key.
To delete data labels, titles, or legends in a chart.
1. Click the chart item you want to delete.
2. Press the DELETE key.
To change the Font, font Size, font Colour of text in a chart or make the text Bold, Italic or Underlined.
1. Click the chart text, or select the individual characters you want to format.
2. On the Formatting toolbar, click a button for the format you want.
Setting up a chart for printing.
You can adjust where the chart will print on the page by sizing and moving the chart with the mouse in Page break view.
1. Click the worksheet outside of the chart area.
2. On the View menu, click Page Break Preview.
3. To set printing options for a chart sheet, click Page Setup on the File menu.
4. Click the Chart tab, and then select the options you want.
Tip. To print an embedded chart without its associated worksheet data, click the embedded chart to select it, and then follow the above instructions for chart sheets.
Chart area - the entire chart and all its elements.
To zoom or size the display of a chart sheet.
1. Click the tab for the chart sheet.
2. Click Zoom on the View menu, then click the option you want.
To size the chart sheet so that it fills the entire workbook window, click Sized with Window on the View menu. When a chart sheet is sized with the window, you cannot zoom in or out of it.
To view an embedded chart in a separate window.
1. Click the embedded chart you want to see in its own window.
2. On the View menu, click Chart Window.
Printing the chart.
Purpose.
√ To create a paper copy of the chart to present to other people.
√ To maintain a paper filing system alongside the computer filing system.
1. To print both the worksheet and the chart, click on the Print button on the toolbar.
To print the chart only, select the chart by clicking on it, then select Print on the File menu.
2. Under Print what in the resulting dialog box, click on Selected Chart, and then choose OK.
Exercise.
1. (a). What is a Chart?
(b). What are the steps required when creating a simple chart?
2. The chart has ‘Thousands’ displayed along the Y-axis, yet the figures are in Millions of Kenya Shillings. How do you change the chart such that it displays ‘Millions of Kenya Shillings’ instead?
3. You want the legends to become the X-axis titles and the X-axis titles to be used as the legends. How do you implement this?
PRINTING A WORKSHEET.
Purpose.
Whenever you need a paper copy of the worksheet to present to other people.
If you maintain a paper filing system alongside the computer filing system.
PAGE SETUP.
You can control the appearance or layout of printed worksheets by changing options in the Page Setup dialog box.
Purpose.
√ To define where one page ends and another page starts.
√ To print a large worksheet to fit on a single page.
√ To add descriptive information to be printed with your worksheet.
√ To define rows and columns you want to print on each page of the output.
√ To change the order in which various worksheets should print.
Setting the Page Margins.
1. Select the worksheet you want to print.
2. On the File menu, click Page Setup, then click the Margins tab.
3. In the Top, Bottom, Left, and Right boxes, enter the margin size you want.
You can also tell Ms-Excel to automatically position your worksheet at the center of the page, both horizontally (across) and vertically (downwards) by clicking the options under Center on Page.
To set Header or Footer margins.
• To change the distance from the top edge to the header, enter a new margin size in the Header box.
• To change the distance from the bottom edge to the footer, enter a new margin size in the Footer box.
These settings should be smaller than your top and bottom margin settings.
Tip. To see how the margins will affect the printed document, click Print Preview before the document is printed.
Setting the paper Orientation.
Orientation specifies how the worksheet will be printed on a page.
1. On the Page Setup dialog box, click the Page tab.
2. Under Orientation, click Portrait or Landscape.
To set the Paper size for printing.
1. Click the Page tab.
2. In the Paper size box, select the size of paper you want to use from the resulting drop down list.
3. If you want Ms-Excel to fit your worksheet on one page; under Scaling, click on Fit to and make sure that the specification is “Fit to: 1 page(s) wide by 1 tall”.
Setting the print Quality.
You can speed up the time it takes to print a worksheet by temporarily changing the printing quality.
1. Click in the worksheet.
2. On the File menu, click Page Setup, then click the Page tab.
3. In the Print quality box, click the resolution you want to use.
To print in Draft quality,
• Click Draft in the Print quality box.
Note. Draft quality increases printing speed by ignoring formatting and most graphics.
To add header and/or footer comments to be printed with your worksheet.
1. On the Page Setup dialog box, click the Header/Footer tab.
2. Under Header, type in the information you want to appear at the top of each page.
Under Footer, type in the information you want to appear at the bottom of each page.
Alternatively, you can click on the arrow on the right of the Header or Footer to reveal a list of preset headers and footers and then select one of them.
To print with or without Cell gridlines.
1. On the Page Setup dialog box, click the Sheet tab.
2. Select or clear the Gridlines checkbox.
Note. Worksheets print faster if you print without gridlines.
To print the Row and Column headings.
Row headings are the row numbers to the left of the worksheet. Column headings are the letters that appear at the top of the columns on a worksheet.
1. On the Page Setup dialog box, click the Sheet tab.
2. Select the Row and column headings checkbox.
To specify which areas of the sheet you want to print, click in the Print Area box, then drag through the worksheet the areas that you want to print.
Choosing the printer.
There are many types of printers and Ms-Excel communicates with each one differently. Therefore, you have to tell Ms-Excel which printer is connected in order to get the right results.
1. On the File menu, select Print to display the Print dialog box.
2. Select the printer you want to use from the list of printers shown in the Name box.
Note. If the wrong printer has been selected in the Printer Setup, the printer will produce funny characters (garbage) when you order Ms-Excel to print the worksheet.
To define what part of the worksheet to print.
Purpose.
√ To select a certain portion of the worksheet for printing.
To print a selected area of a worksheet.
1. On the View menu, click Page Break Preview.
2. Select the area you want to be printed.
3. Right-click a cell within the selection (or on the File menu, point to Print Area), then click Set Print Area.
When you save the document, your print area selection is also saved.
Note. Page break preview - shows you what data will go on each page so you can adjust the print area and page breaks.
To print a selection, or the active worksheet(s).
1. To print a specific selection, select the range of cells to print.
2. On the File menu, click Print.
3. Under Print what, select an option to print, i.e., Selection or Active sheet(s).
When you choose Selection, Ms-Excel prints the selection and ignores any print area defined on for printing on the worksheet.
To print more than one copy at a time.
1. In the Number of copies box, enter the number of copies you want to print.
Preview a page before printing
1. Click Print Preview on the File menu (or on the Standard toolbar) to see a picture of how your worksheet will look when it is printed on a paper.
2. Use the buttons on the toolbar to look over the page or make adjustments before printing.
3. If what you see in the Print Preview screen satisfies you, click the Print button on the toolbar to start printing.
4. To return to the normal Ms-Excel screen, click the Close button in the Print Preview screen.
Print preview displays the printed page so you can adjust columns and margins. The way pages appear in the preview window depends on the available fonts, the resolution of the printer, and the available colors.
DATABASES.
What is a Database?
❖ It is a collection of information related to a particular subject or purpose.
❖ A collection of related data or information grouped together under one logical structure.
❖ A logical collection of related files grouped together by a series of tables as one entity.
Examples of databases.
You can create a database for;
- Customers’ details. - Library records.
- Personal records. - Flight schedules.
- Employees’ records. - A music collection.
- An Address book (or Telephone directory), where each person has the Name, Address, City & Telephone no.
DATABASE CONCEPTS.
Definition & Background.
A Database is a common data pool, maintained to support the various activities taking place within an organization.
The manipulation of database contents to yield information is by the user programs.
The database is an organized set of data items that reduces duplications of the stored files.
INTEGRATED FILE SYSTEMS.
These refer to the traditional methods of storing files, i.e., the use of paper files. E.g., Manual & Flat files.
- In Integrated file systems, several inter-independent files are maintained for the different users’ requirements.
- The Integrated file systems have the problems of data duplication.
- In order to carry out any file processing task(s), all the related files have to be processed.
- Some information resulting from several files may not be available, giving the overall state of affairs of the system.
DATABASE MAINTENANCE.
A Database cannot be created fully at once. Its creation and maintenance is a gradual and continuous procedure. The creation & the maintenance of databases is under the influence of a set of user programs known as the Database Management Systems (DBMS).
Through the DBMS, users communicate their requirements to the database using Data Description Languages (DDL’s) & Data Manipulation Languages (DML’s).
In fact, the DBMS provide an interface between the user’s programs and the contents of the database.
During the creation & subsequent maintenance of the database, the DDL’s & DML’s are used to:
i) Add new files to the database.
ii) Incorporate fields onto the existing records in the database.
iii) Delete the obsolete (outdated) records.
iv) Carry out adjustments on (or amend) the existing records.
v) Expand the database capacity, for it to cater for the growth in the volume for enhanced application requirements.
vi) Link up all the data items in the database logically.
Data Dictionary.
All definitions of elements in the system are described in detail in a Data dictionary.
The elements of the system that are defined are: Dataflow, Processes, and Data stores.
If a database administrator wants to know the definition of a data item name or the content of a particular dataflow, the information should be available in the dictionary.
Notes.
• Databases are used for several purposes, e.g., in Accounting – used for maintenance of the customer files within the base.
• Database systems are installed & coordinated by a Database Administrator, who has the overall authority to establish and control data definitions and standards.
• Database storage requires a large Direct Access storage (e.g., the disk) maintained on-line.
• The database contents should be backed up, after every update or maintenance run, to supplement the database contents in case of loss. The backup media to be used is chosen by the organization.
Data Bank.
A Data Bank can be defined as a collection of data, usually for several users, and available to several organizations.
A Data Bank is therefore, a collection of databases.
Notes.
• The Database is organizational, while a Data Bank is multi-organizational in use.
• The Database & the Data Bank have similar construction and purpose. The only difference is that, the term Data Bank is used to describe a larger capacity base, whose contents are mostly of historical references (i.e., the Data Bank forms the basis for data or information that is usually generated periodically). On the other hand, the contents of the Database are used frequently to generate information that influences the decisions of the concerned organization.
TYPES OF DATABASE MODELS.
1) Relational database model.
A Relational database is a set of data where all the items are related.
The data elements in a Relational database are stored or organized in tables. A Table consists of rows & columns. Each column represents a Field, while a row represents a Record. The records are grouped under fields.
~ A Relational database is flexible and easy to understand.
~ A Relational database system, has the ability to quickly find & bring information stored in separate tables together using queries, forms, & reports. This means that, a data element in any one table can be related to any piece of data in another table as long as both tables share common data elements.
Examples of Relational database systems;
i) Microsoft Access.
ii) FileMaker Pro.
iii) Approach.
2) Hierarchical database model.
It is a data structure where the data is organized like a family tree or an organization chart.
In a Hierarchical database, the records are stored in multiple levels. Units further down the system are subordinate to the ones above.
In other words, the database has branches made up of parent and child records. Each parent record can have multiple child records, but each child can have only one parent.
Components of Data hierarchy.
Databases (logical collection of related files).
Files (collection of related records).
Records (collection of related fields).
Fields (Facts, attributes – a set of related characters).
Characters (Alphabets, numbers & special characters or symbols).
3) Network database model.
A Network database model represents many-to-many relationships between data. It allows a data element or record to be related to more than one other data element or record. For example, an employee can be associated with more than one department.
DATA BASE MANAGEMENT SYSTEMS (DBMS).
❖ These are programs used to store & manage files or records containing related information.
❖ A collection of programs required to store & retrieve data from a database.
❖ A DBMS is a tool that allows one to create, maintain, update and store the data within a database.
A DBMS is a complex software, which creates, expands & maintains the database, and it also provides the interface between the user and the data in the database.
A DBMS enables the user to create lists of information in a computer, analyse them, add new information, delete old information, and so on. It allows users to efficiently store information in an orderly manner for quick retrieval.
A DBMS can also be used as a programming tool to write custom-made programs.
CLASSIFICATION OF DATABASE SOFTWARE.
Database software is generally classified into 2:
1. PC-based database software (or Personal Information Managers – PIMs).
2. Corporate-based database software.
PC-based database software.
The PC-based database programs are usually designed for individual users or small businesses.
They provide many general features for organizing & analyzing data. For example, they allow users to create database files, enter data, organize that data in various ways, and also create reports.
They do not have strict security features, complicated backup & recovery procedures.
Examples of PC-based systems;
* Microsoft Access. * FoxPro.
* Dbase III Plus * Paradox.
Corporate database software.
They are designed for big corporations that handle large amounts of data.
Issues such as security, data integrity (reliability), backup and recovery are taken seriously to prevent loss of information.
Examples of Corporate-based systems;
* Oracle. * Informix * Ingress.
* Progress. * Sybase. * SQL Server.
Common features of a database packages.
i) Have facilities for Creating databases.
ii) Have facilities for Updating records or databases.
Using a DBMS, you can define relationships between records & files maintained in a database. In this case, a transaction in one file of the database can also cause a series of updates in parts of other tables. Thus, the data is input only once to the database and is made available to the many files composing it.
iii) Have facilities for generating Reports.
iv) Have a Find or Search facility that enables the user to scan through the records in the database so as to find information he/she needs.
v) Allow Sorting that enables the user to organize & arrange the records within the database.
vi) Contain Query & Filter facilities that specify the information you want the database to search or sort.
vii) Have a data Validating facility.
FUNCTIONS OF A DATABASE MANAGEMENT SYSTEM.
The DBMS is a set of software, which have several functions in relation to the database as listed below:
1. Creates or constructs the database contents through the Data Manipulation Languages.
2. Interfaces (links) the user to the database contents through Data Manipulation Languages.
3. Ensures the growth of the database contents through addition of new fields & records onto the database.
4. Maintains the contents of the database. This involves adding new records or files into the database, modifying the already existing records & deleting of the outdated records.
5. It helps the user to sort through the records & compile lists based on any criteria he/she would like to establish.
6. Manages the storage space for the data within the database & keeps track of all the data in the database.
7. It provides flexible processing methods for the contents of the database.
8. Protects the contents of the database against all sorts of damage or misuse, e.g. illegal access.
9. Monitors the usage of the database contents to determine the rarely used data and those that are frequently used, so that they can be made readily available, whenever need arises.
10. It maintains a dictionary of the data within the database & manages the data descriptions in the dictionary.
Note. Database Management System (DBMS) is used for database;
√ Creation.
√ Manipulation.
√ Control, and
√ Report generation.
ADVANTAGES OF USING A DBMS.
1. Database systems can be used to store data, retrieve and generate reports.
2. It is easy to maintain the data stored within a database.
3. A DBMS is able to handle large amounts of data.
4. Data is stored in an organized format, i.e. under different fieldnames.
5. With modern equipment, data can easily be recorded.
6. Data is quickly & easily accessed or retrieved, as it is properly organized.
7. It helps in linking many database tables and sourcing of data from these tables.
8. It is quite easy to update the data stored within a database.
A database is a collection of files grouped together by a series of tables as one entity. These tables serve as an index for defining relationships between records and files maintained in the database. This makes updating of the data in the related tables very easy.
9. Use of a database tool reduces duplication of the stored files, and the reprocessing of the same data items. In addition, several independent files are maintained for the different user requirements.
10. It is used to query & display records satisfying a given condition.
11. It is easy to analyse information stored in a database & to prepare summary reports & charts.
12. It cost saving. This results from the sharing of records, reduced processing times, reduced use of software and hardware, more efficient use of data processing personnel, and an overall improvement in the flow of data.
13. Use of Integrated systems is greatly facilitated.
An Integrated system – A total system approach that unifies all the aspects of the organization. Facilities are shared across the complete organization.
14. A lot of programming time is saved because the DBMS can be used to construct & process files as well as retrieve data.
15. Information supplied to managers is more valuable, because it is based on a widespread collection of data (instead of files, which contain only the data needed for one application).
16. The database also maintains an extensive Inventory Control file. This file gives an account of all the parts & equipment throughout the maintenance system. It also defines the status of each part and its location.
17. It enables timely & accurate reporting of data to all the maintenance centres. The same data is available and distributed to everyone.
18. The database maintains files related to any work assigned to outside service centres.
Many parts are repaired by the vendors from whom they are purchased. A database is used to maintain data on the parts that have been shipped to vendors and those that are outstanding from the inventory. Data relating to the guarantees and warranties of individual vendors are also stored in the database.
DISADVANTAGES OF DATABASES.
1. A Database system requires a big size, very high cost & a lot of time to implement.
2. A Database requires the use of a large-scale computer system.
3. The time involved. A project of this type requires a minimum of 1 – 2 years.
4. A large full-time staff is also required to design, program, & support the implementation of a database.
5. The cost of the database project is a limiting factor for many organizations.
Database-oriented computer systems are not luxuries, and are undertaken when proven economically reasonable.
Exercise (a).
1. (a). What is a database?
(b). What are Database management system software?
2. Name and explain the THREE types of database models. (6 marks).
3. Explain THREE major concerns in a database system. (6 marks).
4. How are database software generally classified? Give examples of range of products in each type of classification.
5. State 5 features of an electronic database management system.
6. Explain the importance of using a Database management system for storage of files in an organization.
Exercise (b).
1. Write short notes on:
i) Database.
ii) Database maintenance.
iii) Data bank.
2. State the components of a data hierarchy.
3. (a). List the TWO classes of database software.
(b). Give FOUR widely used Database management systems today.
4. Identify FIVE functions of a Database management system.
5. Describe the advantages and disadvantages of a database.
Exercise (c).
1. Define the following terms:
i) Database. (4 marks)
ii) Database Management System (DBMS). (4 marks).
iii) Relational database.
iv) Hierarchical database.
v) Network database.
2. List and briefly describe THREE advantages of using the electronic database approach in data storage as compared to the file-based approach.
3. List and briefly describe TWO features found in a typical Database Management System.
4. Identify and describe three major shortcomings of the conventional file structures that are being addressed by the database approach. (6 marks).
5. Describe the functions of the following tools found in a database management system (DBMS).
a) Data Definition Language (DDL) (2 marks).
b) Data Manipulation Languages (DML) (2 marks).
c) Data Dictionary (DD) (3 marks).
MICROSOFT ACCESS.
Ms-Access is a Window-based program used to manage information, which is in form of databases.
It helps in storing information about different subjects in separate tables.
It also enables the user to add and edit records, sort, query and also print records.
Note. Ms-Access can be installed as a stand-alone program, but it is mainly found within the Microsoft Office suite. It is very useful for routine and simple database management tasks.
Starting Microsoft Access.
2. Click Start, point to Programs, then click Microsoft Access.
-OR-
Click on the Microsoft Access icon on the Microsoft Office Shortcut Bar, if it is displayed on the desktop.
Features (Parts) of the Microsoft Access Window.
8) Menu bar.
It appears horizontally at the top of the window. It is used to issue Ms-Access commands.
i) Toolbars.
They appear after the Menu bar. They contain icons (buttons).
The toolbars provide many of the tools you need to find, edit, and print records. You can use the buttons in the toolbars to:
□ Add or delete records.
□ Preview and Print data.
□ Check spellings.
□ Cut, copy, or paste selected text, fields, whole records, or the entire datasheet.
□ Sort records.
□ Find or replace values, and also Filter records.
ii) Scroll bars.
They enable the user to see data not visible on the screen.
iii) Status bar.
It is a horizontal bar at the bottom of the screen that displays information about commands, toolbar buttons, and other properties.
COMPONENTS OF A DATABASE (Database Terminologies).
1) Data.
The material (stuff) that a database program stores, organizes and manages for you.
2) Table.
❖ A collection of related data organized in rows and columns.
❖ A collection of data about a specific topic.
❖ A collection of records that describe a similar data.
3) Field.
❖ An element of a table that contains a specific item of information.
❖ A single unit of information within a table.
❖ The place where data is placed within a database.
❖ A collection of related characters.
❖ A group of characters that form a unit of information such as Age, Telephone number, or a Job classification.
In a datasheet, each column represents a Field.
One field holds one piece of data. E.g., in a Student record, the possible fields are Name, Admission number, and Age.
All the fields for one student constitute a Record.
a) Field Name:
❖ This is the name that indicates each column (field).
❖ It is the column title/ heading or a label for a field.
b) Field Type:
❖ It is the type of data stored in a field.
4) Record.
❖ A group of logically related fields treated as a unit. It can be a collection of data about a person, a place, an event, or some other item.
❖ A set of all the fields for one row in a table.
Each record contains fields for storing your information. For example,
Name Age Origin Sex
John 23 Machakos Male
In a database table, each row represents a Record.
DESIGNING A DATABASE STRUCTURE.
Good database design makes the database easy to maintain. Data is stored in tables and each table contains data about only one subject, e.g., Customers.
Before using Ms-Access to build tables, queries, forms, and other objects, it is advisable that you first sketch out and rework the design on a paper.
The following are some of the basic steps in designing a database.
1. Determine the purpose of the database file and how it has to be used.
• Think about the questions that you would like the database to answer.
• Gather the forms used to record the data.
• Sketch out the reports you would like the database to produce.
This helps you to determine what facts (Fields) will be stored in the database and what table each fact belongs to.
2. Determine the fields needed in the database.
Each field is a fact about a particular subject. E.g., if you are designing a database that will handle your customers, you might need to store the following facts: Company name, Address, City, State, & Phone no.
Create a separate field for each of these facts.
When determining the fields that are needed, ensure that the following design principles are observed:
• Include all of the information you will need.
• Store the information in the smallest logical parts. E.g., a name is usually split into 2 or 3 fields; First Name, Middle Name & Last Name. This makes it easy to sort the data.
• The Fields should not be similar to each other.
E.g., in a Suppliers table, you should not create fields such as Product1, Product2, & Product3, because it will be difficult to find all suppliers who provide a particular product. This will also force you to change the design of your database if a supplier provides more than 3 products.
In the Products table, you need only one field for Products.
3. Determine the type of tables needed in the database.
Each table should contain information about one subject. The list of fields you have will enable you to know what tables you need.
E.g., if you have a HireDate field, its subject is an employee, and so it belongs in the Employees table.
You might have a table for Customers, a table for Products, and a table for Orders.
4. Identify the field or fields with unique values in each record.
In order for Ms-Access to connect information stored in separate tables; for instance, to connect a customer with all the customer's orders, each table in your database must include a Primary key (a field or set of fields that uniquely identifies each individual record in the table).
5. Determine the relationships between tables.
After dividing your information into tables and identifying primary key fields, you need a way to tell Ms-Access how to bring related information back together again in meaningful ways. This is done by defining Relationships between the tables.
6. Refining the design.
After designing the tables, fields, and relationships you need, study the design and detect any mistakes that might remain. If there is any, change your database design before entering the data.
7. Entering data and creating other database objects.
After making sure that the table structures meet your needs, add your data to the tables.
CREATING A MS-ACCESS DATABASE.
Database is a collection of data and objects, such as tables, queries, or forms, related to a particular topic or purpose.
MS-ACCESS DATABASE FILES.
Using Ms-Access, you can manage all your information from a single database file.
Database File:
❖ A collection of logically related records.
❖ A collection of all tables and objects used to manage data.
A Database file consists of rows and columns.
Within the file, you can use database objects such as:
• Tables - to store your data.
• Queries - to find and retrieve any data you want.
• Forms - to view, add, and update data in tables.
• Reports - to analyze or print data in a specific layout.
Methods of creating an Ms-Access Database file.
A) Create a new Blank database file.
You can create a Blank database & then add the Tables, Forms, Reports & other objects later.
This requires the user to define each database element separately allowing him/her to create a self-defined database.
1. Click New on the File menu or on the Standard toolbar (or press CTRL+N).
2. Under New, click Blank Database, then click the OK button.
3. In the File New Database dialog box, specify a name & location for the database file, then click on the Create button to display the Database window.
Note. All Ms-Access databases are saved with an automatic extension of .mdb
4. Click on the tab that has the object you want to create, e.g., Tables, and follow the instructions provided in the resultant dialog box.
Database window - The window that appears when you open an Ms-Access database. It displays tabs/ buttons for the database objects, such as Tables, Queries, Forms, Reports, Macros and Modules. These shortcuts are used for creating new database objects and opening existing objects.
B) Create a database file using the Database Wizard.
The Database Wizard allows the user to create in one operation the required Tables, Forms, and Reports for the type of database you choose. The wizard provides a set of databases where the user is free to modify them according to his/her needs.
1. On the File menu, click New.
2. Under New from template, click General templates.
3. Click the Databases tab, then double-click the icon for the kind of database you want to create, (or click the icon, then click the OK button).
4. In the File New Database dialog box, specify a name & location for the database.
5. Click on the Create button, then follow the instructions in the Wizard to define your new database.
DATABASE TABLES.
A Table is a collection of data about a specific topic.
Defining the structure of a database Table.
Tables organize data into columns (called fields) & rows (called records).
E.g., in a Products table, each field contains the same type of information for every product, such as the Product's name.
Each record in that table contains all the information about one product, such as the Product's name, supplier ID number, units in stock, and so on.
When defining a table structure, enter the following:
1) Field Name:
Each column in a database table is called a Field.
Field name is the name that identifies each column (i.e., it is the title of a field or column).
To enter names in the columns, for example, enter the First Name in its own column & Last Name in a separate column.
2) Field Type:
This specifies the type of data to be used/ stored in the field.
3) Field Size:
Specifies the maximum no. of characters that can be typed in that column.
Field width – the no. of spaces required to hold the largest data item to be stored in the field.
FIELD DATA TYPES.
A Data type is the characteristic of a field that determines what type of data it can store / hold.
Field Data types available in Ms-Access.
1. Text.
A Text field can store text or combination of text & numbers, such as names, addresses, or any numbers that do not require calculations, such as Telephone nos., or Postal codes.
A Text field stores up to 255 characters.
2. Memo.
A Memo field is used to store lengthy text & numbers that are more than 255 characters, such as notes or descriptions.
A Memo field can store up to 65,536 characters.
3. Number.
A Number field is used to store numeric data that would be included in mathematical calculations.
Stores 1, 2, 4, or 8 characters.
Note. A Number field only stores Whole numbers (i.e., numbers without decimal values) from 0 to 255.
4. Currency.
A Currency field is used for currency values or to store any calculations that involve money or that require a high degree of accuracy. This prevents rounding off during calculations.
Stores 8 characters.
A Currency field is accurate to 15 digits to the left of the decimal point & 4 digits to the right.
5. Date/Time.
A Date or Time field is used to store dates and times depending on the formats chosen.
It stores 8 characters.
6. Yes/No.
Used for data that can be only one of two possible values, such as Yes/No, True/False, On/Off.
Stores 1 character.
7. AutoNumber.
AutoNumber is a field data type that automatically stores a unique number for each record as it is added to a table.
It automatically numbers the records in the table. It is used for unique Sequential (incrementing by 1) or Random numbers that are automatically inserted when a record is added.
It stores 4 characters.
8. OLE Object.
An OLE Object field allows one to bring data & files from another program into the current field.
Used for OLE objects (such as Ms -Word documents, Ms -Excel spreadsheets, Pictures, or Sounds) those were created in other programs using the OLE (Object Linking and Embedding) protocol.
9. Hyperlink.
A Hyperlink field links the fields to another table within the same database or in a different database.
10. Lookup Wizard.
The Lookup Wizard is used to create a field that allows you to choose a value from another table or from a list of values using a combo box.
Choosing data types and field sizes
The following considerations determine the kind of data type to use for a field:
i) The kind of values you want to allow in the field, e.g., you cannot store text in a field with a Number data type.
ii) The amount of storage space you want to use for values in the field.
iii) The types of operations you want to perform on the values in the field, e.g., Ms-Access can sum values in Number or Currency fields, but not values in Text or OLE Object fields.
Note. A field's data type defines what kind of values you can enter in a field. E.g., if you want a field to store numerical values or data that you can use in calculations, set the field’s data type to Number or Currency. A field whose data type is Text can store data consisting of either text or number characters.
CREATING A DATABASE TABLE.
Ms-Access provides 3 ways of creating a blank (empty) table;
1) Use the Table Wizard. The Wizard enables the user to choose the fields for the table from a variety of predefined tables such as Business contacts, Household inventory, or Medical records.
2) Create a table in Design view where you can add fields, define how each field appears or handles data, and create a primary key.
3) Enter data directly into a blank datasheet. When you save the new datasheet, Ms-Access will analyze your data and automatically assign the appropriate data type and format for each field.
TO CREATE A TABLE USING THE DATASHEET VIEW.
Datasheet view - A window that displays data from a Table, Form, or Query, in a row-and-column format. In Datasheet view, you can edit fields, add and delete data, and search for data.
1. Click New on the File menu or on the Standard toolbar (or press CTRL+N).
2. Under New, click Blank Database, then click the OK button.
3. In the File New Database dialog box, specify a name & location for the database file, then click on the Create button to display the Database window.
4. Under Objects, click Tables, then click New on the Database window toolbar.
5. Double-click Datasheet view (or click on Datasheet view, then choose the OK button).
A blank Datasheet with rows and columns is displayed.
6. Enter the Field names.
To rename each field/column.
Double-click the column name.
-OR-
Click in the column, then choose Rename Column on the Format menu. Type the Field name, then press the ENTER key.
7. Click in the cells and enter your data. Press the TAB key to go to the next field or record.
8. After adding data to all the columns you want to use, save the Datasheet table.
9. If you do not set a Primary key before saving the newly created table, Ms-Access will ask if you want it to create a primary key for you. If you answer Yes, Ms-Access will create an AutoNumber primary key.
After saving the table, Ms-Access will assign data types to each field based on the kind of data you have entered.
Note. Any columns you leave empty will be deleted when you save the Datasheet.
|Customer Orders: Table |
|Order Number |Customer ID |Company Name |City |Required Date |
|11022 |BSBE V |B’s Beverages |London |25-May |
|11023 |HANAR |Hanari Carnes |Rio De Janeiro |09-May |
|11024 |EAST C |Eastern Connection |London |10-May |
To add or edit data in a datasheet.
1. To change data within a field, click in the field you want to edit, then type the data.
To replace the entire value, move the pointer to the leftmost part of the field until it changes into the plus pointer, then click to select. Type the data.
Notes.
• To correct a typing mistake, press the BACKSPACE key.
• To cancel your changes in the current field, press the ESC key. To cancel your changes in the entire record, press the ESC key again before you move out of the field.
• When you move to another record, Ms-Access saves your changes.
To rename a field in a table in Datasheet view.
Method 1.
1. Double-click the field selector of the field that you want to change.
2. Type the new field name, then press the ENTER key to save it.
Method 2.
1. Click in the column that you want to change.
2. On the Format menu, choose Rename Column.
3. Type the new field name, then press the ENTER key.
To change the Column Width in Datasheet view.
Method 1.
1. Click in the column whose width you want to change.
2. On the Format menu, click Column Width.
3. Type the desired width in the Field Size box, then choose the OK button.
To make the column width fit an entry, click Best fit.
Method 2.
1. Point to the edge of the column whose width you want to change. The pointer becomes a double-headed arrow.
2. Drag the arrow to increase or decrease the column width.
To change the Font, Appearance, Font Size, Colour & Underline of text in a field or record in Datasheet view.
Method 1.
1. Select the text, Record or Field whose contents you want format.
2. On the Formatting toolbar, click the arrows to the right of the Font, Font Size, & Font Color button, then choose the options you want, or click the Bold, Italic, Underline button.
Method 2.
1. On the Format menu, click Font, then choose the options you want in the Font dialog box.
To change the Row Height in Datasheet view.
1. Click in the row / record whose height you want to change.
2. On the Format menu, click Row Height.
3. Type the desired height in the Row Height box, then choose the OK button.
SELECTING FIELDS & RECORDS IN A DATASHEET USING THE MOUSE.
To select Do This
A single field Point to the left edge of the field. When the pointer changes into a Plus, click the left mouse button.
-OR-
Click in the field, then press F2.
Adjacent fields click the left edge of a field, then drag to extend the selection.
-OR-
Select the first field; hold down the SHIFT key, then press the Left or Right arrow to extend the selection.
A column Click the field selector.
Adjacent columns click the field name at the top of the column, then drag to extend the selection.
A record (row) Click the Record selector.
-OR-
Click in the row, then click Select Record on the Edit menu.
Multiple records click the record selector of the first record, then drag to extend the selection.
All records Click Select All Records on the Edit menu (or press CTRL+A).
Field selector - A small box or bar that you click to select an entire column in a datasheet.
Row selector - A small box or bar to the left of a record that, when clicked, selects an entire row in table in a Datasheet view.
To move between records by using record Navigation buttons in a datasheet.
The navigation buttons are located at the bottom of the window in Datasheet or Form view. You can use these buttons to move quickly between records.
To Move to Click
First record |(
Next record (
Previous record (1 record to the left) (
Last record (|
New record ((
Add a field (column) to a table in Datasheet view.
Note. A Datasheet view table consists of 30 columns. To insert an additional column at any time in Datasheet view,
1. Click in the column to the right of where you want to insert a new column.
2. On the Insert menu, click Column.
To insert a new record (row) in Datasheet view.
1. Click in the row below where you want to add the new record.
2. On the Insert menu, click New Record, (or click New Record button on the toolbar).
Save a record in a datasheet.
Ms-Access automatically saves the record you are adding or editing as soon as you move the insertion point to a different record, or when you close the datasheet you are working on.
• To save the data in a record while editing, click Save Record on the Records menu.
Delete a field from a table in Datasheet view.
1. Select the column you want to delete.
2. On the Edit menu, click Delete Column.
Delete a record (row) from a table in a Datasheet.
1. Click the row selector of the record you want to delete.
2. On the Edit menu, click Delete Record (or click Delete Record on the toolbar).
Delete an item (contents of a field or record).
1. Select the field, text, or other item that you want to delete.
2. Press DELETE (or click Delete on the Edit menu).
CREATE A TABLE IN DESIGN VIEW.
Design view -A window that shows the design of the database objects: tables, queries, forms, reports, and macros. In Design view, you can create new database objects and modify the design of existing ones.
1. Press F11 to switch to the Database window.
2. Under Objects, click Tables, then click New on the Database window toolbar.
3. Double-click Design View. Access takes you to the design view of your table.
4. Define each of the fields in your table.
How?
• Click in the Field Name column and type a unique name for the field.
• Click the arrow in the Data Type column, and select the data type you want.
• In the Description column, type a description of the information the field will contain. The description is optional.
5. Define a primary key field before saving your table.
Primary key - One or more fields that can be used to identify each record in a table. A primary key is used to refer to related records in other tables (it is used to relate a table to foreign keys in other tables).
Note. If you do not define a primary key, Ms-Access asks if you want Access to create one for you when you save the table.
6. To save your table, click Save on the File menu or on the toolbar, then specify a name for the table.
7. Switch to Datasheet view, then start entering records.
Switch between views of a table.
1. On the View menu, click Design view or Datasheet view (or click the View button on the Standard toolbar)
FIELD PROPERTIES.
The table’s Design view is divided into 2 parts. The lower part is used to display and assign field properties to selected fields.
Field properties - a set of characteristics that provide additional control over how the data in a field is stored, entered, or displayed.
Each data type has a different set of properties.
The different field properties include:
i) FieldSize.
The FieldSize property defines/ controls the maximum no. of characters that can be entered/ stored in a Text or Number field.
ii) Format.
The Format property specifies how (the way) data is displayed in a field & printed.
Number & Currency fields provide predefined display formats. They include Currency, Fixed, General, Percent, Scientific, General data, Medium date, Medium time.
iii) Decimal places.
It is used to define the no. of decimal places in values. This option is used on fields that already have the Fixed format such as in Number and Currency fields.
iv) Default value.
It allows you to define a value that will automatically be inserted into the field as you add new records. It is used in Text and Memo fields.
For example, to insert the current date in the Admission date field use “Date ( )”.
The default value affects only new records inserted.
v) Validation Rule.
It allows you to create an expression or a formula that will test data when being entered into the field.
It automatically rejects faulty/flawed entries, e.g., entering very large or very small figures in the Age or Salary fields.
Validation Rule Description
Between 18 and 55 Limits an age field from 18 to 55.
2004/01/31 Displays all records created on the specified date and after.
Between 93/10/31 and 95/7/1 Displays all records created between the indicated dates.
Date of Birth
Date ( ) -30 Displays all records of people born 30 days ago.
Between Date ( ) and Date ( ) -30 Displays records of people born within the last 30 days.
Sports
Like *ball Displays all records with all sorts of ball games.
Not Football Displays all records of people who do not play football.
Awards
Is Null Displays all records given the award ‘Null’.
Is Not Null Displays all records that do not have the award ‘Null’.
217 On the Records menu, click Apply Filter/Sort, (or click the Apply Filter button on the toolbar).
Advanced Filter/Sort.
This filter allows one to sort and filter at the same time.
Note. You can sort and filter at the same time or you can perform each independently.
225 Open the table in Datasheet view.
226 On the Records menu, click Filter, then choose Advanced Filter/Sort.
Access will take you to QBE grid. From this grid, you have a field list in the top half and the grid table.
The grid table allows you to choose fields for filtering or sorting. To insert a field(s), double-click it from the field list (or click once in the grid, then select the field from the drop down list).
230 When you have specified your criteria, click Apply Filter/Sort on the Records menu, (or click the Apply Filter button on the toolbar).
That filter stays in effect until you delete it from the QBE grid.
Note. To remove a filter and get back the original table, click Remove Filter/Sort on the
Records menu.
Advanced Filter/Sort window - A window in which you can create a filter from scratch. You enter criteria expressions in the filter design grid to restrict the records in the open form or datasheet to a subset of records that meet the criteria.
PRINTING.
Setting up the paper.
You can change the Page Setup for your table to affect the way it will print.
On the File menu, choose Page Setup.
From the Page Setup dialog box,
245 Click the Margins tab, to change the margins of the printing page. To include the headings in the printed document, select the Print Headings checkbox.
246 Click the Page tab, then change the Orientation of the paper, and the Paper size.
Actual Printing.
Before you sent the job for printing, make sure you have set the print options you want to apply to your print job.
On the File menu, choose Print (or press CRTL+’P’).
From the Print dialog box,
Under Printer, click the arrow next to the Name box, then select the printer you are using.
Under Print range, select the specific pages to print.
To print only certain records in the datasheet, select the records, then click Selected Record(s).
In the Number of Copies box, select the desired copies to be printed per page.
To change the Print Quality, Paper Type, Paper Size and Orientation, click Properties.
After setting the options, choose OK to send the print job to the printer.
RELATIONSHIPS IN A MS-ACCESS DATABASE FILE.
To store your data, create one table for each type of information that you track.
After setting up the different tables for each subject, you can define relationships between the tables.
Relationship - An association established between common fields (columns) in two tables.
Defining relationships is a way of telling Ms-Access how to bring information/ data from multiple tables back together again in a query, form, or report.
After defining the relationship, you can create queries, forms, and reports to display information from several tables at once.
Relating two tables.
In order to relate two tables, each table should include a field or set of fields that uniquely identifies each record stored in the table. Such a field is called the Primary key of the table.
The Primary key field relates two tables so that Ms-Access can bring together the data from the two tables for viewing, editing, or printing.
In one table, the field is a Primary key that you set in table Design view. That same field also exists in the related table as a Foreign key.
|Suppliers: Table |
|Suppliers ID |Company Name |
|1 |Exotic Liquid |
|2 |New Orleans |
|3 |Grandma Kell |
|4 |Tokyo Trade |
|Products: Table |
|Product Name |Suppliers ID |Units in Stock |
|Chai |1 |39 |
|Chang |1 |17 |
|Aniseed Syrup |1 |13 |
|Camarvon Tiger |2 |53 |
A Product Key - A unique ID, such as a Customer ID, that distinguishes one record from another within a table.
In the Suppliers table, enter a Supplier ID, Company name, and so on, for each supplier. The Suppliers ID is the primary key.
In the Products table, you include the Suppliers ID field, so that when you enter a new product, you can identify its supplier by entering that supplier's unique ID number. The Suppliers ID is the foreign key in the Products table.
Define relationships between tables.
When you create a relationship between tables, the related fields may not have the same names, but must have the same data type.
A relationship can be One-to-one, One-to-many, or Many-to-many.
Define a one-to-many or a one-to-one relationship.
1. Close any tables you have opened.
You cannot create or modify relationships between open tables.
2. Press F11 to switch to the Database window.
3. Click Relationships on the Tools menu or on the Standard toolbar.
4. If you have not yet defined any relationships in your database, the Show Table dialog box is automatically displayed.
5. Drag the field that you want to relate from one table to the related field in the other table.
In most cases, you drag the primary key field (which is displayed in bold text) from one table to a similar field (often with the same name) called the foreign key in the other table.
To drag multiple fields, press the CTRL key, click each field, and then drag them.
6. The Edit Relationships dialog box is displayed. Check the field names displayed in the two columns to ensure they are correct. You can change them if necessary.
7. Set the relationship options if necessary, then click the Create button to create the relationship.
8. Close the Relationships Window.
When you close the Relationships window, Access asks if you want to save the layout. Whether you save the layout or not, the relationships you create are saved in the database.
Relationships window - A window in which you view, create, and modify relationships between tables and queries.
Many-to-many relationship.
This is an association between two tables in which one record in either table can relate to many records in the other table.
To establish a many-to-many relationship, create a third table and add the primary key fields from the other two tables to this table.
For example, an Order Details table can relate the Orders and Products tables. Its primary key consists of 2 fields: OrderID and ProductID. The Order Details table can list many products and many orders, but each product can only be listed once per order, e.g., 51 as shown below. So combining the OrderID and ProductID fields produces an appropriate primary key.
|Orders Details: Table |
|Order ID |Product ID |
|10249 |14 |
|10249 |51 |
|10250 |41 |
|10250 |51 |
|10250 |65 |
View existing relationships.
1. Press F11 to switch to the Database window.
2. Click Relationships on the toolbar (or on the Tools menu).
3. Do one of the following:
To view all the relationships defined in the database,
• Click Show All Relationships on the toolbar.
To view the relationships defined for a particular table,
• Click the table, and then click Show Direct Relationships on the toolbar.
4. Click Clear Layout on the toolbar to remove all tables from the Relationships window.
5. To add the table back, click Show Table on the toolbar, double-click the table, and then click Close.
6. Click Show Direct Relationships on the toolbar.
Remove a table from the Relationships window.
• Click the table you want to remove, then press the DELETE key.
This action affects only the display of the Relationships window. The table and relationships remain in the database.
Delete a relationship.
1. Close any open tables.
2. Press F11 to switch to the Database window.
3. Click Relationships on the Tools menu or on the toolbar.
4. If the tables whose relationship you want to delete are not displayed, click Show Table on the toolbar and double-click each table you want to add. Then click Close.
5. Click the relationship line for the relationship you want to delete (the line will turn bold when it is selected), then press the DELETE key.
Exercise (a).
1. (a). What are Database management software?
(b). What are the advantages of storing data on the computer using a database tool such as
Microsoft Access as opposed to storing in paper files.
2. Distinguish between the following terms in relation to a database:
i) DBMS and database.
ii) Records and Fields. (4 marks).
3. Define the term Sorting. (2 marks).
4. (a). Differentiate between Primary key and Relationship.
(b). What is the importance of the Primary key.
Exercise (b).
1. (a). What are Database management software?
QUERIES.
A Query is a question about the data stored in your tables, or a request to perform an action on the data.
You use queries to view, change, and analyze data in different ways.
A query can find & bring together data that meets conditions that you specify from multiple tables. It can also serve as the source of data for a Form, or a Report.
A query can also update or delete multiple records at the same time, and perform predefined or custom calculations on your data.
There are 4 major types of queries in Microsoft Access.
1) SELECT QUERIES.
A Select query is a query that asks a question about the data stored in your tables and returns a result set in the form of a datasheet—without changing the data.
You use a select query to:
i) Bring together data from one or more than one tables by using the criteria you specify and then display the data in the order you want.
ii) Update records in the datasheet of a select query (with some restrictions).
iii) Group records and calculate Sums, Counts, Averages, and other types of totals.
A select query is the most common type of query.
Creating a Select query.
You can create a query with a wizard or from scratch in Query Design view.
In Design view, you specify the data you want to work with by adding the tables or queries that contain the data, and then by filling in the Design grid.
• You add fields to the design grid by dragging them to the field lists.
• What you will see in the query's results will be determined by the fields, sort order, and criteria you add to the design grid.
a) Create a Select query.
1. In the Database window, click Queries under Objects, then click New on the Database window toolbar.
2. In the New Query dialog box, click Design View, then click OK.
3. In the Show Table dialog box, click the tab that lists the tables or queries whose data you want to work with.
4. Double-click the name of each object you want to add to the query, and then click Close.
5. Add fields to the Field row in the Design grid, and if you want, specify criteria and a sort order.
6. To view the query's results, click View on the toolbar.
Design grid: The grid that you use to design a query or filter in query Design view or in the Advanced Filter/Sort window.
2) PARAMETER QUERIES
A Parameter query is a query that when run displays its own dialog box prompting you for information, such as criteria for retrieving records or a value you want to insert in a field.
You can design the query to prompt you for more than one piece of information;
For example,
← You can design it to prompt you for two dates. Ms-Access can then retrieve all records that fall between those two dates.
← You can create a monthly earnings report based on a parameter query. When you print the report, Ms-Access displays a dialog box asking for the month that you want the report to cover. When you enter a month, Ms-Access prints the appropriate report.
3) CROSSTAB QUERIES.
A Crosstab query is a query that calculates a Sum, Average, Count, or other type of total on records, and then groups the result by two types of information — one down the left side of the datasheet and the other across the top.
Use Crosstab queries to calculate and restructure your data for easy analysis.
Note. A Crosstab query displays the same information, but groups it both horizontally and
vertically making the datasheet more compact and easier to analyze.
Creating a Crosstab query
You create a crosstab query from scratch in query Design view.
Create a Crosstab query.
1. In the Database window, click Queries, then click New.
2. In the New Query dialog box, click Design View, and then click OK.
3. In the Show Table dialog box, click the tab that lists the tables or queries whose data you want to work with.
4. Double-click the name of each object you want to add to the query, and then click Close.
5. Add fields to the Field row in the Design grid and specify criteria.
6. On the toolbar, click Query Type, and then click Crosstab.
7. In the Design grid, you specify the field's values that will become column headings, the field's values that will become row headings, and the field's values to sum, average, count, or calculate.
• For the field(s) whose values you want to appear as row headings, click the Crosstab row, then click Row Heading.
• For the field whose values you want to appear as column headings, click the Crosstab row, and then click Column Heading. You can choose Column Heading for one field only.
You must leave the default Group By in the Total row for these fields.
• For the field whose values you want to use in the cross-tabulation, click the Crosstab row, and then click Value. Only one field can be set to Value.
1. In the Total row for this field, click the type of aggregate function you want for the cross-tabulation (such as Sum, Avg, or Count).
Changing the Sort order of the Column headings in a Crosstab query.
Usually, the column headings are sorted in alphabetic or numeric order. You can set them to appear in a different order, or if you can limit which column headings to display.
For example, in column headings containing the months of the year, you can display the months chronologically rather than alphabetically. Or, you can limit the columns to just January through June.
1. Open the crosstab query in Design view.
2. Click the background of query Design view, outside the design grid and the field lists.
3. On the toolbar, click Properties to display the query's property sheet.
4. In the ColumnHeadings property box, enter the column headings you want to display, in the order in which you want to display them. Between the column headings, type a comma.
5. To view the query's results, click View on the toolbar.
Run a Select or Crosstab query.
When you open a select or crosstab query, Access runs (executes) the query for you and shows the results in Datasheet view.
1. In the Database window, click Queries under Objects.
2. Click the query you want to open, then click Open.
Open a query (select or crosstab) that shows records.
1. In the Database window, click Queries under Objects.
2. Click the query you want to open.
To open the query in Datasheet view, click Open.
To open the query in Design view, click Design.
Note. When you open a select or crosstab query in Datasheet view, you are actually executing
the query.
4) ACTION QUERIES
An action query is a query that copies or makes changes to or moves many records in just one operation.
There are 4 types of Action queries:
a) Delete Queries.
A Delete query deletes a group of records from one or more tables. For example, you could use a delete query to remove products for which there are no orders.
Notes.
• With delete queries, you always delete entire records, not just selected fields within records.
• Once you delete records using a delete query, you cannot undo the operation. Therefore, you should preview the data that the query selected for deletion before you run the query. To do this, click View on the toolbar, and view the query in Datasheet view.
b) Update Queries.
An Update query makes global changes to a group of records in one or more tables.
For example, you can raise prices by 10% for all dairy products, or you can raise salaries by 5% for the people within a certain job category. With an update query, you can change data in existing tables.
c) Append Queries.
An Append query adds a group of records from one or more tables to the end of one or more tables.
For example, suppose that you acquire some new customers and a database containing a table of information on those customers. To avoid typing all this information into your own database, you can append it to your Customers table.
Append queries also helps in:
• Appending fields based on criteria. For example, you might want to append only the names and addresses of customers with outstanding orders.
• Appending records when some of the fields in one table do not exist in the other table. For example, the Customers table has 11 fields. Suppose that you want to append records from another table that has fields that match 9 of the 11 fields in the Customers table. An append query will append the data in the matching fields and ignore the others.
d) Make-Table Queries.
A Make-table query creates a new table from all or part of the data in one or more tables. Make-table queries also helps in creating a table to export to other Microsoft Access databases or a history table that contains old records.
Run an action query.
Unlike select and crosstab queries, you can't view the results of an action query by opening it in Datasheet view. However, in Datasheet view you can preview the data that will be affected when you run the action query.
Caution It is a good idea to make a copy of the data you are changing or moving in an action query, in case you need to restore the data to its original state after running the action query.
1. Open the action query in Design view.
2. To preview the records that will be affected in Datasheet view, click View on the toolbar and check the records. For each action query, you will see the following:
For this query The datasheet displays
Update The fields to be updated.
Delete The records to be deleted.
Make-table The fields to be included in the new table.
Append The records to be added to another table.
3. To return to query Design view, click View on the toolbar again. Make any changes you want in Design view.
4. Click Run on the toolbar to run the query.
Add or remove tables, queries, and fields.
You can add a table or query if the data you need is not in the query, or remove a table or query if you decide you do not need them. Once you add the tables or queries you need, you can then add the fields that you want to work with to the design grid, or remove them if you decide you do not need them.
Notes.
❖ A join line between field lists tells Microsoft Access how the data in one table is related to the data in the other.
❖ You drag a field from the field list to a column in the design grid to show the field in the query results.
Calculate amounts
You can add the values in a field or do other computations with the data by specifying the type of calculation to perform.
• Use an aggregate function, such as Sum or Avg, to calculate one amount for all the records in each field in the design grid.
Aggregate function - A function, such as Sum, Count, Avg, or Var, that you use to calculate totals.
• Use Group By to calculate separate amounts for groups of records in a field.
Limit results by using criteria
You can limit the records that you see in the query's results or the records that are included in a calculation by specifying criteria.
For example;
i) To limit the records in the query's results, enter criteria in one or more fields.
Between #6/1/01# And #6/15/01#
ii) Use the Or row for alternative criteria in the same field.
Between #6/1/01# And #6/15/01#
Or Between #7/1/01# And #6/30/01#
iii) Enter criteria for different fields. For example, for orders between 6/1/01 and 6/15/01 ...
Between #6/1/01# And #6/15/01#
iv) Calculate total order amounts, but display only those that are more than $100,000.
>100000
Sort records.
You can sort the query's results by specifying a sort order in the design grid.
You can Sort by Ascending or Descending order, or remove a sort.
Show only the high or low values in a query.
You can show in a query datasheet those records with the highest or lowest values in a field or the highest or lowest percentage of values in the field.
For example, you may want to show the top 10 Salespeople with the highest total sales for a month, or the bottom 20 percent of students in a class by grade average.
1. Create a query in Design view.
2. In the Design grid add the fields you want to display in the query's results, including the field you want to display top values for.
3. In the Sort cell of the field you want to display top values for, click Descending to display the highest values or Ascending to display the lowest values.
4. Click in the Top Values box on the toolbar.
5. Enter the percentage or the number of highest or lowest values you want the query results to display.
Note To display a percentage, enter a number followed by a percent sign (%).
6. To view the query's results, click View on the toolbar.
When can I update data from a query?
In some cases, you can edit data in query Datasheet view to change the data in the underlying table. In other cases, you cannot.
You can update a query or query field in the following cases:
• A query based on one table
• A query based on tables with a one-to-one relationship.
• The query's results contain a Memo, or OLE Object.
Set the data display format for a field in a query.
1. Open a query in Design view.
2. In the query Design grid, place the insertion point in the column for the field you want to format (or place the insertion point in any row for that field).
3. Click Properties on the Query Design toolbar to open the property sheet for that field.
4. On the General tab, click the arrow next to the Format property box, then click one of the predefined formats.
Set the no. of decimal places to display for a field in query Design view.
1. Open a query in Design view.
2. In the query design grid, place the insertion point in the column for the field you want to change.
3. Click Properties on the Query Design toolbar to
4. On the General tab, click the arrow next to the DecimalPlaces property box, then click the desired no. of decimal places.
FORMS.
A Form is an Access database object on which you place controls for taking actions or for entering, displaying, and editing data in fields.
A form is a type of a database object that is primarily used to enter or display data in a database.
To easily view, enter, and change data directly in a table, create a form. When you open a form, Microsoft Access retrieves the data from one or more tables, and displays it on the screen with the layout you choose in the Form Wizard, or with the layout that you created on your own in Design view.
Notes.
• A form focuses on one record at a time, and it can display fields from more than one table. It can also display pictures and other objects.
• A form can contain a button that prints, opens other objects, or otherwise automates tasks.
Most forms are bound to one or more tables and queries in the database. A form's record source refers to the fields in the underlying tables and queries. A form need not contain all the fields from each of the tables or queries that it is based on.
You create a link between a form and its record source by using graphical objects called controls. The most common type of control used to display and enter data is a text box.
You can also open a form in PivotTable view or PivotChart view to analyze data. In these views, you can dynamically change the layout of a form to present data in different ways. You can rearrange row headings, column headings, and filter fields until you achieve the desired layout. Each time you change the layout, the form immediately recalculates the data based on the new arrangement.
• In PivotTable view, you can view detail or summarized data by arranging fields in the filter, row, column, and detail areas.
• In PivotChart view, you can display data visually by selecting a chart type and viewing data by arranging fields in the filter, series, category, and data areas.
Creating a form
You can create a form quickly by using the AutoForm command or a wizard. AutoForm creates a form that displays all fields and records in the underlying table or query. A wizard asks you questions and creates a form based on your answers. You can then customize the form the way you want it in Design view.
Customizing a form
In Design view
You can customize a form in Design view in the following ways:
Record source. Change the tables and queries that a form is based on.
Controlling and assisting the user. You can set form properties to allow or prevent users from adding, deleting, or editing records displayed in a form. You can also add custom Help to a form to assist your users with using the form.
Form window. You can add or remove Maximize and Minimize buttons, short cut menus, and other Form window elements.
Sections. You can add, remove, hide, or resize the header, footer, and details sections of a form. You can also set section properties to control the appearance and printing of a form.
Controls. You can move, resize, or set the font properties of a control. You can also add controls to display calculated values, totals, current date and time, and other useful information on a form.
In PivotTable or PivotChart view.
You can customize a form in PivotTable or PivotChart view in the following ways:
Add, move, or remove fields You can add fields to the filter, row, column, and detail areas in PivotTable view, and to the filter, category, series, and data areas in PivotChart view. You can also move fields from one area to another and remove fields from the view.
Filter records You can filter data displayed in the view by adding or moving a field to the filter area. You can also filter a field in the row and column area.
Sort records You can sort items in row or column fields in ascending or descending order. You can also sort items in custom order in PivotTable view.
Group records You can group items in row or column fields on intervals, or create custom groups.
Format elements and change captions. In PivotTable view, you can change the font settings, alignment, background color, and number format of a field. You can also change the captions of fields and custom groups. In PivotChart view, you can change the chart type, format data markers, and more.
Open a form or subform.
1. In the Database window, click Forms under Objects.
2. Click the form or subform you want to open.
To open the form in Form view, click Open.
To open the form in Design view, click Design.
Form view: A window that displays a form to either show or accept data. Form view is the primary means of adding & modifying data in tables. You cannot change the design of a form in this view.
Switch between views of a subform.
When a main form is open in Form view, you can switch between the views of its subforms.
1. Open the main form in Form view.
2. Click the subform whose view you want to change.
3. On the View menu, point to Subform, and click the view you want.
REPORTS.
A Report is an Access database object that prints information formatted and organized according to your specifications. Examples of reports are sales summaries, phone lists, and mailing labels.).
To analyze your data or present it a certain way in print, create a report. For example, you might print one report that groups data and calculates totals, and another report with different data formatted for printing mailing labels.
• Use a report to create mailing labels.
• Use a report to show totals in a chart.
• Use a report to calculate totals.
A report is an effective way to present your data in a printed format. Because you have control over the size and appearance of everything on a report, you can display the information the way you want to see it.
Most reports are bound to one or more table and query in the database. A report's record source refers to the fields in the underlying tables and queries. A report need not contain all the fields from each of the tables or queries that it is based on.
A bound report gets its data from its underlying record source. Other information on the form, such as the title, date, and page number, is stored in the report's design.
You create the link between a report and its record source by using graphical objects called controls. Controls can be text boxes that display names and numbers, labels that display titles, or decorative lines that graphically organize the data and make the report more attractive.
Creating a report
You can create different types of reports quickly by using wizards. Use the Label Wizard to create mailing labels, the Chart Wizard to create charts, or the Report Wizard to create a standard report. The wizard asks you questions and creates a report based on your answers. You can then customize the report the way you want it in Design view.
Customizing a report
You can customize a report in the following ways:
Record source Change the tables and queries that a report is based on.
Sorting and grouping data You can sort data in ascending or descending order. You can also group records on one or more fields, and display subtotals and grand totals on a report.
Report window You can add or remove Maximize and Minimize buttons, change the title bar text, and other Report window elements.
Sections You can add, remove, hide, or resize the header, footer, and details sections of a report. You can also set section properties to control the appearance and printing of a report.
Controls You can move, resize, or set the font properties of a control. You can also add controls to display calculated values, totals, current date and time, and other useful information on a report.
Open a report or subreport.
1. In the Database window, click Reports under Objects.
2. Click the report or subreport you want to open.
To open the report in Design view, click Design.
To open the report in Print Preview, click Preview.
Print preview -A view of a document as it will appear when you print it.
MICROSOFT POWERPOINT
Microsoft PowerPoint is a graphics presentation program. It can be used for designing presentations quickly.
PRESENTATIONS.
PowerPoint is most useful for creating formal presentations. PowerPoint can help you produce professional looking presentations that can be printed on OHP transparencies, viewed on a computer display or produced as a slide, together with printed notes for your audience to take away for reference.
WHAT YOU CAN CREATE WITH POWERPOINT.
← On-screen Presentations.
You can create a slide for an electronic presentation that contains text, Charts, as well as ClipArt pictures. You can make changes to your presentation; use Slide transitions, Timings and Animation to control its pacing, and then run a stand-alone presentation on your computer screen or you can also run the presentation over a network on multiple computers.
← Paper printouts.
You can design your presentation so that it looks great on the screen and print it out using a Printer.
← 35 mm Slides.
You can design slides that have the correct height and width of 35mm or use a service Bureau to transform your electronic slides into 35mm slides.
In order to design slides that have the correct height and width of 35mm;
1. Click Page Setup on the File menu, then choose 35mm in the Slides Sized for box.
← Overhead Transparencies.
You can create a presentation that uses overhead transparencies by printing your slides as Black-and-White or color transparencies.
← Notes, Handouts and Outlines.
To support your presentation, you can give your audience Handouts (smaller versions of your slides that are printed 2, 3 or 6 to a page). You can also print your Speaker notes for the audience.
Still, while working on a presentation, you can print your Outline, including Slide titles and Main points.
1. On the File menu, choose Print.
2. In the Print What box, click Notes Page, Handouts or Outline view.
← World Wide Web documents.
You can design a presentation specifically for the World Wide Web, and then save it in a Web compatible format, such as HTML.
Presentations can be used in certain situations to convey information more effectively. Examples of such situations include;
1. Marketing or internal company presentations.
2. To deliver company results to a shareholder meeting.
3. To report sales figures.
4. To launch a new product into the market.
5. To introduce/induct new employees into a company operations.
6. Advertising in the media, trade fairs or exhibitions.
With PowerPoint, you can create overhead slides, Speakers notes, audience handouts, and an outline all in one single presentation file. PowerPoint has powerful wizards to help you create and organize your presentation systematically.
Microsoft PowerPoint is also useful as an aid to Desktop Publishing.
Starting Microsoft PowerPoint.
Purpose.
√ You can start PowerPoint whenever you want to create or run a presentation.
1. Click Start, point to Programs, then select Microsoft PowerPoint from the resulting pop-up menu.
2. The PowerPoint Startup dialog box appears giving you four (4) options from which you must choose one in order to proceed with any other PowerPoint features or functions.
□ The AutoContent Wizard:
This option starts the AutoContent Wizard, which is a sequence of screens offering you with alternations.
The wizard allows you to select the type of presentation that you would like to create, and then prompts you for a title for your presentation as well as information about the topic that you have chosen.
PowerPoint then provides a basic outline to guide you in organizing your content into a professional presentation.
□ Design Template:
This option gives you a list of presentation designs; presentations and other templates that have predefined slide colors and text styles.
□ Blank Presentation:
This option brings up the New Slide dialog box, which has 24 blank slide layouts. The slides are pre-designed.
After choosing a layout, the user fills in the rest of the content.
□ Open an Existing Presentation:
Use this option to choose an existing PowerPoint presentation that had already been saved in the computer.
Creating a PowerPoint Presentation.
A PowerPoint presentation consists of Slides, which are usually shown on the screen in sequence when your presentation is displayed. A slide may include text, picture or other elements as well as a background with solid colour or patterns.
There are 2 ways in which you can create a Microsoft PowerPoint presentation:
i) Using the AutoContent wizard.
ii) You can start from scratch by creating a new blank presentation.
Creating a Presentation using the AutoContent Wizard.
Purpose.
√ The AutoContent wizard helps to create a new presentation that contains suggested content and design.
The AutoContent wizard contains sample presentations for a variety of topics, for example, a company meeting, status or team meetings, information kiosks, certificates, flyers, calendars of events, and also presentations you can use on the Internet.
The wizard also contains templates, which give tips on how to become a better presenter.
The wizard guides you to select from many new pre-built content templates and it provides ideas, starter text, formatting, and organization for your presentation.
1) On the startup dialog box that appears when you start PowerPoint, select the AutoContent wizard option, then choose OK.
-OR-
On the File menu, choose New. Click the General tab, and then double-click AutoContent wizard.
2) Follow the instructions in the wizard.
The AutoContent Wizard will take you through a series of screens that provide an outline structure for your presentation.
Each of the screens shows where you are in the process, from Start to Finish.
a) The 1st screen describes the process (on the right). Click on the Next button.
b) The 2nd screen – Presentation type – offers a variety of layouts for different purposes.
1. Select the type of presentation you are going to create, e.g., General, Corporate, Projects, Sales/Marketing, etc.
2. Select the option you want to use from the list given on the right.
3. Click on the Next button.
c) The 3rd screen – Presentation style – offers a list where you are required to choose the type of output that you want to use.
1. Select On-screen presentation, Web presentation, Black and White Overheads, Color overheads or 35mm Slides.
2. Click on the Next button.
d) The 4th screen – Presentation Options – provides boxes where to enter information about your topic and yourself.
1. Click in the box and type the title for your presentation.
2. Type any additional information (or select the items to include on each slide), then click on the Next button.
e) The last screen simply tells you that the wizard has completed its work.
1. Click on the Finish button.
3) When you finish with the wizard, PowerPoint displays the outline with a thumbnail representation according to what you have included during the sequences. You can add your own words and pictures to the sample presentation and then displays it in Normal View.
Note. Each of the numbered sections represents one slide.
4) If you like, you can work from Normal view, or you can switch to Slide view by clicking the Slide View button at the lower left of the screen. Slide View will enable you to add other objects like pictures, drawings, sounds, etc, to your slides.
5) Use the scroll bar to move to other slides, and continue to type your text in place of the sample text.
6) You can delete any extra slides that you do not need for the presentation.
Creating a Blank Presentation.
Purpose.
√ One can create a presentation in order to convey certain ideas in an organized manner, e.g., the launching of a product.
If the presenter has a general idea about what is to be said, then he/she can open or start with a blank presentation.
1. In the PowerPoint startup dialog box, select Blank Presentation, then click OK.
-OR-
If you are already working in PowerPoint, select New from the File menu to display the New Presentation dialog box.
Select the General tab, click on the Blank Presentation icon, then click OK.
2. From the New Slide dialog box that appears, select a slide layout from the 24 ready-made slide layouts displayed.
3. Click OK.
Depending on the layout chosen, a blank slide with text or object placeholders appears.
4. To add text to the slide, click on the text placeholder and type in your own text.
Add a sub-title to the presentation, if necessary.
5. Apply any formatting that is appropriate for your needs.
Adding other Slides to a Presentation.
Purpose.
√ Usually, most presentations have more than one slide, and as such, you may want to create or add new slides to your presentation.
1. On the Insert menu, choose New Slide.
-OR-
Click the New Slide button on the Common Tasks toolbar.
The New Slide dialog box appears. Scroll to see more layouts
2. Choose the slide layout you would like to use for the next slide, then click on the OK button.
A new empty slide is added after the current slide in Slide View.
Add the content you want for each new slide.
From the Status bar, you can know the total number of sliders there are in the presentation.
Using the Different PowerPoint Views.
Purpose.
√ PowerPoint has six views that help you to view or work on your presentations in different ways.
The View buttons are usually located at the bottom left of the presentation window. The different views are: -
1) Normal view.
2) Slide view.
3) Slide Sorter view.
4) Outline view.
5) Notes Pages view.
6) Slide show.
The main views you use in PowerPoint are Normal view, Slide view, and Slide Sorter view.
To switch between the different views, click on the View buttons at the bottom of the screen,
-OR-
Select one of the options from the View menu.
Normal View:
Normal View simultaneously displays the Slide, Outline, and Notes views in their own, allowing you to see everything at once.
These panes let you work on all aspects of your presentation in one place. You can adjust the size of the different panes by dragging the pane border.
In the Outline pane, you can organize and develop the content of your presentation. You can type all the text of your presentation and rearrange bullet points, paragraphs, and slides.
In the Slide pane, you can see how your text looks on each slide. You can add graphics, movies, and sounds create hyperlinks and add animations to individual slides.
In the Notes pane, you can add your speaker notes or information you want to share with the audience.
Slide View:
Slide view is the default view when you open or create a presentation.
In Slide view, you can work with the text in your presentation one slide at a time.
Outline View:
Outline view allows you to see all the titles, text, etc of the entire presentation in a single window.
In the Outline view, the text appears exactly the way it appears when you work with Microsoft Word, i.e., you can see how your main points flow from slide to slide.
In Outline view, each slide is numbered. A Slide icon appears to the left of each slide’s title. The text below each Slide title is indented. This is the same text contained in that particular slide.
In Outline view, you can edit the text, add and delete slides, move text between slides and change the order of the slides themselves.
You can type in, view or edit the text for all your slides at once. To type in text, position the cursor, type in the text, and the press the ENTER key.
Slide Sorter View:
Slider Sorter View allows you to:
- Easily add, delete and move slides.
- Preview the entire presentation.
- Organize or rearrange the order of the slides in your presentation.
- Preview animations on multiple slides by selecting the slides you want to preview, and then click Animation Preview on the Slide Show menu.
Use the buttons on the Slide Sorter toolbar to set timings for a slide show and transition effects when moving from slide to slide.
Notes Page View:
This view enables one to create/type Speaker’s notes. These are the notes that a presenter uses as ‘cue cards’ or reminders during a presentation.
A miniature slide appears above the speaker’s notes.
you can also print a copy of your notes for reference.
Slide Show:
Slide Show view displays slides on the entire screen the way the audience will view the final presentation.
Applying a Different Design to a Presentation.
Purpose.
√ When you want to use or apply a different design to the slides in a presentation.
1. Open the presentation you want to apply a different design to.
2. On the Format menu, select Apply Design Template.
-Or-
On the Common Tasks toolbar, click Apply Design Template.
3. Select the design you want to use, then click Apply. You can also select any presentation whose design you want to use, and click Apply.
Saving a Presentation.
Purpose.
√ The work done is currently stored only in the computer memory; to save your work for further use you must save the presentation.
You can save the presentation you are working on. You can also save a copy of it with a different name or in a different location.
You can save any presentation in a Web format, such as HTML so that it can be viewed and used on the Internet.
You can also save a presentation so that whenever you open it, it always starts as a slide show.
Saving a New presentation.
1. On the Standard toolbar, click the Save button (or click Save on the File menu).
The Save As dialog box appears.
2. Select the folder and/or drive where you would like to store the presentation.
3. In the File name box, type in the name for the presentation.
4. Click on the Save button.
Saving a presentation so that it automatically opens as a slide show.
1. Open the presentation you want to save as a Slide show.
2. On the File menu, click Save As.
3. In the Save As type list, click PowerPoint Show.
4. Click on the Save button.
Note. A typical PowerPoint presentation has a .ppt filename extension, while a file saved as a slide show has a .pps extension.
Saving a presentation in HTML format.
PowerPoint comes with an Internet Assistant that creates HTML documents from your presentation ready to publish to the WWW. The Internet Assistant helps you customize your presentation.
1. Open the presentation you want to save in HTML format.
2. On the File menu, click Save as HTML, and then follow the instructions in the Internet Assistant.
Closing (How to quit) Microsoft PowerPoint.
Purpose.
√ You close PowerPoint when you want to exit from the application.
1. On the File menu, click Exit.
If the presentation had not been saved, a dialog box appears.
2. In the dialog box, click Yes if you want to save the presentation.
Exercise.
1. What type of software is Microsoft PowerPoint?
2. Give examples of situations where you can use PowerPoint presentations.
3. Give TWO ways in which you can create a PowerPoint presentation.
4. Explain the difference between Slide view and Normal view.
Inserting a Chart.
Purpose.
√ A chart allows you graphically display data that is contained in a table or spreadsheet.
√ Charts help in summarizing information in graphical form, and thereby make the information easier to understand.
Adding charts to a presentation can add impact to your presentation.
1. Open or create a presentation if necessary.
2. Click the New Slide button on the toolbar.
3. From the New Slide dialog box, choose a chart layout, and click OK.
A blank new slide appears.
Note. You can also insert a chart by clicking on the Insert Chart button on the toolbar or by choosing Insert Chart from the Insert menu.
4. Type in a title for the slide, and then double-click the Chart placeholder.
5. PowerPoint starts Microsoft Graph, which is the application used to create and edit charts.
A datasheet and chart window will appear, and they contain default data, which can be replaced with your own data.
6. Using the datasheet, enter the data for the chart and then close the datasheet.
Working with the Datasheet.
The datasheet is made up of rows and columns. A group of related data representing one row or column from the table is called a Data series.
In a datasheet, you can select an individual cell, a range of cells, or an entire row or column when you want to work with selected data.
Selecting items in a datasheet.
|To select: |Do this: |
|A cell |Point to the cell and click |
|A range of cells |Hold down the SHIFT key, then click the first and last cells of the |
| |range that you want to select. |
|A row or column |Click the row number or column name |
To enter data into a datasheet, you can:
a) Type your own data into the datasheet.
The data entered in the datasheet is plotted on your chart at the same time.
b) Copy and Paste a specified range of data or a worksheet.
c) Import data from Microsoft Excel. This is especially useful when the data is already available in Excel and you want to avoid retyping it.
To close the datasheet:
When you finish entering your data, click the View Datasheet button, or click the Close button.
Note. The View Datasheet button is a ‘toggle’ button. This means that, when the datasheet is on the screen, clicking on this button will hide it from view; whereas if the datasheet is hidden, clicking on it will make it appear.
Changing and Formatting a Chart.
Purpose.
√ After creating a chart, you can select a new type of chart that will better suit the data, or format your chart type to achieve the results you want.
A chart gallery allows you change your chart type and then automatically format the chart.
Changing the Chart Type.
1. Double-click the chart to activate it.
2. Click on the View Datasheet button.
3. On the Chart menu, choose Chart Type (or click the Chart Type button).
The Chart Type menu appears, displaying several chart formats.
4. Select the chart type you want.
Changing the Chart’s Appearance (Formatting).
You can format the following parts of the chart;
- Chart area.
- Chart title.
- Plot area.
- Axes (Y-axis, X-axis, Z-axis).
- Legend.
- Gridlines, etc.
To format any of these parts of the chart: -
1. Select the part of the chart you want to format by clicking on it.
2. Choose the relevant command on the Format menu.
For example;
To format the legend, click on the legend, and select Format Legend from the Format menu. Alternatively, select the legend and then click the right mouse button, then choose Format Legend.
This option changes depending on what part of the chart has been selected.
3. From the Format dialog box that appears, choose the desired option.
Excluding Data from a Chart.
In some cases, you may want to create a chart that leaves out some data or text that is contained in the datasheet or table.
1. Click on the View Datasheet button to view the datasheet.
2. Select the row or column to be excluded.
3. On the Data menu, click Exclude Row/Column.
This will exclude data from your chart without deleting it from the datasheet. The excluded row or column turns gray in the datasheet and that data series is excluded from the chart.
When you want to include the data again in the chart, click Include Row/Column.
THE CLIP GALLERY.
The Microsoft Clip Gallery contains a wide variety of Clip Art images, pictures, sounds, video clips and movies that you can insert and use in your presentation. It is in the Clip Gallery where we choose the images to use in the presentations.
Inserting ClipArt pictures in a Presentation.
Purpose.
√ When you incorporate the appropriate Clip Art image, your presentation will look much better, and also easy to understand.
You can insert ClipArt pictures from the Clip Gallery or you can insert a scanned photo.
1. Open the slide you want to add ClipArt picture to.
2. On the Insert menu, select Picture, then click Clip Art.
3. In the Categories dialog box that appears, select the category of Clip Art pictures, e.g., Nature.
A preview of images appears for that category.
4. In the Pictures list box, select the picture you want to use.
When you rest the mouse over the picture, you will see keywords, which help you to identify the purpose or message of the Clip Art picture.
5. Click Insert clip on the menu that appears to insert the Clip Art picture in the slide.
Note. When you insert a picture (or click on a picture), the Picture toolbar appears with tools you can use to change the brightness or contrast of the picture or to crop, recolor or add a border to it.
Inserting a scanned picture.
To do this, your computer must be connected to a Scanner.
1. Click in the slide to position the Insertion point where you to insert the scanned picture.
2. On the Insert menu, select Picture, then click From Scanner or Camera….
3. Scan the picture.
Follow the instructions that came with the Scanner you are using.
4. When the picture appears in the Microsoft Photo Editor, make any changes you want.
E.g., you can crop the picture, add special effects to it, and adjust its brightness, contrast and colour.
5. When you finish editing the picture, click Exit and Return To on the File menu of the Photo Editor.
Editing the Picture.
1. Click on the picture you want to edit (to select it).
2. On the Picture toolbar, select the options you want.
Scaling the Picture.
Scaling a picture means resizing an entire object, or picture by a certain percentage.
1. Select the object you want to resize.
2. On the Format menu, click Picture, then click the Size tab.
3. Under Scale, enter the percentages you want in the Height and Width boxes.
4. Click the Preview button if you wish to see the new size before leaving the dialog box, and click OK.
5. Click a blank area to deselect the object.
Note. You can also resize an object by dragging its resize handles. However, the Scale command is used to resize an object numerically.
Cropping the Picture.
This option is used when you need only a portion of a picture in your presentation. You can trim portions of a picture, so that you don’t see all of it. Basically, the original picture is not altered in any way.
Photos are often cropped to focus attention on a particular area of the photo.
1. Click on the picture that you want to crop.
2. From the Picture toolbar that is displayed, click the Crop button.
The pointer changes to a cropping tool.
3. Position the center of the cropping tool on any of the resize handles and drag to achieve the required size.
4. Click a blank area to deselect the picture.
To restore the proportions of a resized Picture.
1. Select the picture you want to restore to its original size.
2. On the Picture toolbar, click Format Picture.
3. Click the Size tab, and then click the Reset button.
Inserting a Microsoft Word Table.
Purpose.
√ You can insert other types of objects like Microsoft Word tables, Excel worksheets or charts, WordArt objects, scanned photographs or other applications into PowerPoint.
1. Click on the New Slide button, and select the Table Layout option from the Apply slide layout gallery.
2. Double-click on the Table placeholder.
OR
1. Open the slide on which you want to add a table.
2. On the Insert menu, choose Picture, then select Microsoft Word Table.
3. Type in the number of rows and columns required, then click OK.
4. In the grid that appears, type in your information.
5. After you finish typing in the information, click outside the grid to return to your presentation.
Note. Once the table is inserted, you can perform all sorts of functions on it like sorting, calculations, enhancing, aligning text and numbers, and so on.
Inserting Drawing Objects.
Purpose.
√ To add drawings and modify them in order to enhance the look and content of the presentation.
You can draw objects such as squares, rectangles, polygons, lines, ellipses, textboxes, or even combine different shapes. These are referred to as AutoShapes.
The drawing can be on a blank slide on its own, or it can be included as part of another slide.
1. Select the drawing tool from the Drawing toolbar.
To get a wider selection of drawing tools/ shapes, click on the AutoShapes button.
2. Click on any of the buttons. The mouse pointer changes to a plus (+) symbol.
3. Drag the plus pointer to the slide in order to draw the object desired.
4. When you finish drawing an object, it is automatically selected. The fill handles indicate that the drawing is selected.
Tips.
□ To draw a proportional object, hold down the SHIFT or CTRL key while you draw.
For example,
- To draw a perfect square or circle, select the rectangle or the oval tool, hold down the SHIFT key as you drag.
- To draw an object from the center outwards, hold down the CTRL key while you draw.
Editing a Drawing Object.
Editing an object may involve moving it, copying, cutting and pasting.
1. Click on the drawing object to select it.
2. Click the relevant command from a menu or toolbar.
Resizing the Drawing Object.
1. Drag the resize handles (the fill handles).
A dotted outline of the drawing or shape appears as you drag showing you the new size.
Rotating a Drawing.
You can rotate an object 90 degrees to the left or right or to any other angle.
It is possible to rotate one object, a set of objects, or a group of objects. If you rotate an AutoShape that has attached text, the text rotates with the shape.
For example, to rotate an object 90 degrees to the left:
1. Click on the drawing object you want to rotate to select it.
2. On the Drawing toolbar, click on the Rotate Left button.
Grouping or Ungrouping Objects.
Grouping objects means combining them so that you can work with them as one single object.
This technique can help you to build complex drawings.
- You can rotate, and resize or scale all objects in a group as a single unit.
- You can also change the attributes of all objects in a group at the same time. For example, you might change the fill color or add a shadow to all objects in the group.
You can ‘ungroup’ a group of objects at any time, and you can easily ‘regroup’ them by selecting any one of the objects that was previously grouped.
To Group Objects.
1. Select the objects you want to group. To do this, Hold down the SHIFT key, then click on each of the objects.
2. On the AutoShapes toolbar, click on the Draw button, then choose Group.
-OR-
Right-click inside the selection, point to Grouping, then click Group.
To Ungroup Objects.
1. In Slide view, select the group you want to ungroup.
2. On the AutoShapes toolbar, click on the Draw button, then choose Ungroup.
Exercise.
1. What do you understand by the term ‘Scaling a picture’?
2. What are the reasons for grouping objects?
Animating Slide Text and Objects.
Purpose.
√ Animation effects are usually added to slides so as to add interest to the presentation.
√ They also assist the presenter to control the flow of information and to focus on important points.
Slide Text refers to any text that appears on the slides.
Slide Objects refers to all other objects like drawing, ClipArt pictures, charts, tables, etc that are included in the slides.
Animation effects are special visual effects or sound effects that are added to text or objects on a slide, e.g., Fly from Top, Wipe left, etc.
Animating Slide text and objects means adding special visual effects or even sound effects to text or an object on a slide. For example, you can have the text appear one word, or letter at a time from the top of the screen.
Animating Slide Text.
1. Open the presentation file and switch to Slide Sorter view.
2. Click once on the slide you want to apply Animation effects to.
To display the Animation Effects toolbar, right-click inside the toolbars, then select the Animation Effects toolbar.
3. Using the Animation Effects toolbar, you can quickly apply preset Animation effects to your slides. Some of the effects include; the Typewriter effect, Flash once, Camera effect, Drive-in effect, etc.
4. Click on the effect that you would like to apply to the text on the slide.
Microsoft PowerPoint places an animation symbol below the selected slide. This shows you that the text in that slide is animated.
5. To apply other Animation effects that are not shown on the Animation Effects toolbar, click the Text Preset Animation box on the Slide Sorter toolbar. From the drop-down list, choose the effect that you want to apply, e.g., Fly from Top.
6. To view the animations applied, click the Slide Show button.
Click the mouse button to proceed from one point to another or from slide to slide.
Note. To animate the title, click the Animate Title button found on the Animation Effects toolbar.
7. Press the ESC key to end the slide show.
To animate the Text one word or paragraph at a time.
1. Switch to Slide view.
2. From the Animation Effects, select Custom Animation. This displays the Custom Animation dialog box.
3. To set Animation Effects, click on the Effects tab.
4. Under the Entry animation and sound area, select the animation you would like.
5. In the After animation section, select what would happen after the animation, e.g., Hide or Don’t Dim, etc.
6. In the Introduce text area, click the drop-down arrow, and then click the option you would like, e.g., By Word. This option sets the text to appear one word at a time during a slide show.
7. Click OK.
8. When you switch to Slide show, the new animation effect will display automatically.
Animating Slide Objects.
It is possible to animate objects on a slide just like text.
For objects with text, you can either animate the text in the object or animate the text and object together. When you animate the text in an object, the object remains unaffected.
1. Switch to Slide view, and select the slide that contains the objects you want to apply the animation effects to.
2. Select the shapes or objects that you want to animate.
3. From the Animation Effects toolbar, choose Custom Animation.
4. Choose the settings you want.
5. Preview the animation set by clicking on the Preview button, and then click on OK.
Setting Slide Transitions and Slide Timings.
Purpose.
√ A Slide Transition is a special visual effect that is used to introduce a slide during a slide show. Slide transitions are usually added to slides to create added impact to a presentation.
Examples of slide transitions include effects like Wipe Down, Box in, Cut, Checkerboard Across, Dissolve, Fade Out, Cover Down, etc.
√ Slide Timing refers to the length of time a slide appears on the screen. If you don’t want to manually move through a slide show by clicking the mouse, you can set the length of time a slide appears on the screen. This allows the presenter to be in control of time during a presentation.
Setting Slide Transitions.
1. Switch to Slide Sorter view by clicking the Slide Sorter view button so as to view all the slides.
The Slide Sorter toolbar is activated.
2. On the Slide Sorter toolbar, click on the Slide Transition Effects box, and select a transition effect from the list.
OR
1. If you are in Slide view, open the Slide Show menu, then choose Slide Transition.
2. In the Effect box, select the transition you want.
3. Change the transition speed if necessary.
4. Click on Apply. If you want to apply the transition to all the slides, click on Apply to All.
Note. Microsoft PowerPoint places a transition symbol below the selected slide. This shows you that the slide has a transition effect.
Applying Slide Timings.
There are 2 ways you can set slide timings on the screen.
i) By setting the time manually for each slide, and then run the slide show and view the timings you set.
ii) By using the rehearsal feature, where you can record timings automatically as you rehearse.
You can also adjust the timings you’ve already set and then rehearse the new ones.
Setting Slide Show timings manually:
1. In Slide view or Slide Sorter view, select the slide(s) you want to set the timing for.
2. On the Slide Show menu, click Slide Transition.
3. Under Advance, click Automatically after, and then type in the time you want the slide to appear on the screen.
4. To apply the timing to the selected slides, click Apply. To apply the timing to all the slides, click Apply to All.
5. Repeat the process for each slide you want to set the timing for.
6. To view the timings, click Slide Show.
Note. In Slide Show, clicking a mouse always advances a slide, even if the timing set has not yet elapsed.
Setting Rehearsed Slide timings:
You can also set slide timings using the Rehearse Slide timing feature. This means that you can rehearse the slide show and adjust it accordingly.
1. On the Slide Show menu or toolbar, click Rehearse Timings. The Slide Show begins in rehearsal mode and the Rehearsal dialog box appears at the bottom of the screen.
The slide time begins running as soon as the first slide appears.
2. Click the Next button (() on the dialog box as soon as you are ready to go to the next slide.
3. When you reach the end of the slide show, a dialog box appears showing you the total time for the slide show.
4. Click Yes to accept the timings or No to try again.
5. You can click the Repeat button to restart the process if the slide timings are not appropriate for your purposes.
Note. As with animations and transitions, you can see the slide timings for the slides when in Slide Sorter view.
Creating a Slide Show.
There are 2 ways to advance your slide show; Automatically or Manually.
- You can click the mouse manually to move your slides through the slide show.
- You can use the Automatic Advance timing feature to move your slides through the slide show automatically. It keeps the slides for the time you specify in the Advance box.
1. On the Slide Show menu, click Set Up Show.
2. Under Show type, select the Loop continuously until ‘Esc’ checkbox.
3. In the Slides area, select the slides you want to show. If you want all the slides, choose All. If you just want to view particular slides, then type in the slides in the appropriate section.
4. In the Advance slides area, click the Use timings, if present option, i.e., if you would like the show to run automatically.
5. Click OK.
The slide show runs through your presentation, using the slide timings that you set in the Slide Transition dialog box.
Entering Speaker Notes.
Purpose.
√ Speaker Notes are the notes that a presenter uses as ‘cue cards’ or reminders in the course of giving a slide show.
These notes are usually printed and they help the presenter to remember key points during a presentation.
Speaker Notes can be typed in using the Notes Pages view.
Each slide has a notes page that includes a smaller version (miniature) of the slide and space for speaker notes.
You can create notes pages while you are creating your presentation and then use them as speaker notes when delivering the presentation.
1. On the View menu, click Notes Page.
-OR-
On the File menu, click Print and then click Notes Page in the Print What box.
2. Click inside the Notes box, and then type in your notes for the current slide.
3. To enlarge the view of the Notes box, click the Zoom box and choose a suitable size.
4. Use the scroll bar to move to other slides you want to add notes to.
Using the Slide Master.
Purpose.
√ A Master is a special slide or page on which you define formatting for all slides or pages in your presentation.
A Slide Master is the slide that holds information such as; Text, Pictures, background items or any special formatting which you want to appear on every slide in a presentation.
If you make a change to the Slide Master, the change affects all the slides in your presentation based on the Master.
1. To display the Slide Master, on the View menu, select Master, and then click Slide Master.
The Slide Master appears showing the different areas of the slide, e.g., the title, date, footer, and number areas as well as the text area.
2. You can use the Slide Master to format the title and the main text on your slides including fonts, size, color, etc.
If you would like to have a picture or object appear on every slide, add the object to the Slide Master.
You can also create other types of masters in the same way. These include:
- Title masters.
- Handout masters.
- Notes masters.
Inserting Headers and Footers.
You can use headers and footers to add information such as the date and time of the presentation, the slide or page number.
1. On the View menu, click Header and Footer.
2. In the Header and Footer dialog box, select the Slide tab.
3. Select the options you want. For example, to add a footer select the Footer checkbox, then type in your text in the space provided.
4. Click the Apply to All button, to add the information to all the slides.
You can change the position of the footer or number by dragging it to a new position. You can also format the text in all areas of the slide.
5. To return to your slide, click Close on the Master View toolbar.
6. All the slides will have the formatting specified in the Slide Master, together with the Footer, drawing, page number, etc.
Exercise.
1. What is the difference between Animation effects and Transition effects on a slide?
2. (i). What is a Slide Master?
(ii).What kind of information is usually included on a Slide Master?
3. (i). What are Speaker Notes?
(ii). In what view can you type in Speaker Notes?
Organization Charts.
An Organization chart is a diagram showing/describing the hierarchy of staff in an organization, or the flow of a process.
An Organization chart is constructed in a similar manner to a family tree.
Uses of an Organization chart.
In most organizations, the charts are constructed/used:
1) To show lines of authority in the organization and all the workers and their titles.
2) To show processes or functions.
Like a family tree, it needs to be reviewed from time to time since changes like expansions or mergers may take place.
Organization charts may also be used to illustrate processes or procedures in an organization, or to draw flowcharts, etc.
There are different types of organization charts, but the most common are; Vertical and Horizontal organization charts or a combination of the two.
An example of a Vertical organization chart:
An example of a Horizontal organization chart:
PowerPoint uses a program called ‘Microsoft Organization Chart’ to insert organization chart objects in your presentation slides.
Create an Organization Chart.
Purpose.
√ To show relationships between staff and departments.
√ To define lines of authority and responsibility in an organization, etc.
1. Open the presentation for which you want to add an organization chart.
Method 1:
i) Display the slide you want to add an organization chart to in Normal view or Slide view.
ii) On the Insert menu, point to Picture, and then click Organization Chart.
Method 2:
i) Click the New Slide button. This opens the New Slide dialog box.
ii) From the Apply slide layout gallery, click to select the Organization Chart layout.
iii) Click OK.
Regardless of the method you use, a blank new slide appears with a placeholder for the organization chart.
2. Double-click on the placeholder in order to insert the organization chart.
This starts the Microsoft Organization Chart application.
An organization chart is displayed in the window and it has two levels. The top level of the chart is open and ready for you to enter your information. This information is usually typed into a Chart Box.
Entering Text into the Chart Box.
1. Select the chart box in which you want to type in information.
2. Click inside the chart and select the placeholder text displayed.
3. Type in your own text. As you continue typing, the chart box expands to fit the text.
You can use the Up or Down arrow keys to move between the placeholder text lines. After entering all the text in the chart, you can modify the chart to meet your specific needs.
To Add a Chart Box to an Organization Chart.
In most cases, a typical organization will have more than just four employees, and so the number of chart boxes displayed will not be enough to include all their names and titles. There is need therefore, to add more chart boxes.
1. Click a chart box type on the Organization Chart toolbar.
The chart boxes usually on the Organization Chart toolbar are used to add different levels to the chart.
To add lower levels to the chart, click on the Subordinate, and to add higher levels click on the Manager. For employees on the same level, click on the Coworker option.
2. Select and click inside the chart box you want to attach the new level to.
3. If you want to delete the chart box, select it, and then press the Delete key.
Edit Organization Charts.
Purpose.
√ To change the style or structure of an organization chart. E.g., some people or companies favour a horizontal chart as opposed to a vertical one.
√ Editing may also involve rearranging the chart boxes. This can be achieved by moving some chart boxes to different locations or deleting some chart boxes.
This action may be necessitated when, for example, someone changes jobs or leaves the organization; or when new people join the organization.
√ You can also edit the text in the chart title, chart boxes and text labels.
Editing the Chart title and Chart boxes.
To edit or format a chart box or chart title, the chart title or chart box must be selected first.
To select the Chart title.
- Position the pointer to the left of the Chart Title text, and then Drag to select the chart title text.
The chart appears selected or highlighted.
- Type in the text and click on a blank area of the window to deselect the title.
To select a Chart box.
- Click inside an individual box to select one box.
To select more boxes, click the Edit menu, choose a command from the Select submenu such as All, All Managers, Lowest Level, etc.
Rearranging the Chart boxes.
1. Click a blank area on the chart window to ensure that no chart box is selected.
2. Drag the box that you want to move to where you want to place it.
Changing the Styles of chart boxes.
1. Select the chart boxes whose style you want to change.
2. Click on the Styles menu, then select the style from the options that appear.
Formatting an Organization Chart.
Purpose.
√ All elements of the organization chart can be formatted. These include; the chart title, chart boxes, the connecting lines, etc.
Formatting the Font of the Chart Title.
1. Select the words ‘Chart Title’ or any text that may have been typed in the chart title section.
2. On the Text menu, select Font.
The Font dialog box appears.
3. Choose the Font, Font Style and the Font Size you want, then click OK.
Formatting the Chart Boxes.
You can change the different elements of the chart boxes like the Color, Border style, Border color, Border-line style, Shadow, etc to suit individual tastes and requirements.
1. Select individual chart boxes by clicking on each of them.
2. On the Boxes menu, point to any of the options available to format the chart boxes.
Color – allows you to choose or change the color of the chart boxes.
Shadow – adds a shadow to the chart box.
Border style – allows you to choose style for the border, e.g., dotted lines or broken lines.
Border color – to change the color of the border.
Border line style.
3. Once the formatting is done, click a blank area of the chart window to deselect the chart boxes.
Formatting the Connecting Lines.
Connecting lines are the lines that connect the chart boxes. These lines can be formatted to a different thickness or style.
1. On the Edit menu, point to Select, and then click Connecting Lines.
The chart’s connecting lines are dotted, indicating that they are selected.
2. On the Lines menu, there are options for formatting color, thickness and style. Click on any of the options and choose the type of format that you prefer.
3. Click a blank area in the window to deselect the connecting lines.
Add a connecting line to the Organization Chart.
Sometimes you may want to show a unique relationship between chart boxes in your organization chart that is currently not represented. Usually a dotted line can be used to indicate that the manager has some measure of authority over the subordinate, but the exact nature of that authority is not usually indicated in the chart.
You can draw independent lines between any chart boxes.
1. If the drawing tools are not visible. then click on the View menu, then choose Show Draw tools.
The drawing tools usually appear on the right side of the organization chart toolbar.
2. Click the ‘Auxiliary Line’ button.
3. Position the cursor (which is cross-shaped) at the edge of the chart box you are drawing the line from.
4. Drag to the edge of the chart box you are drawing the connecting line to.
Note. You can draw other types of lines like horizontal or vertical lines, diagonal lines or even rectangles by using the other buttons on the drawing toolbar.
Add a Text Label to the Organization Chart.
A Text Label is any extra text that is added to the chart that is not necessarily within a chart box. This may be some form of explanation, say, about a unique relationship or a note to draw attention to a certain fact.
1. On the Organization Chart toolbar, click the Enter Text button.
2. Click to position the cursor where you would like to place your text to place the insertion point.
3. Type in the text.
Exit Microsoft Organization Chart.
Purpose.
√ Microsoft Organization Chart is the program that enables us create, edit or format an organization chart in PowerPoint. Therefore, if we want to continue using PowerPoint for creating other slides, we need to exit from this program.
1. On the File menu, Click Exit and Return to ‘Presentation’ or choose Close and Return to ‘Presentation’.
A dialog box appears prompting you to update the object in a certain presentation before proceeding.
2. Click the Yes button to update your presentation.
This will ensure that the chart (and any changes made to it) is updated in your slide.
3. Click on a blank area to deselect the chart object.
Printing a presentation.
Purpose.
√ You can print slides from a presentation when you want to get hard copies of them. In addition, you can also print speaker notes, audience handouts, outlines, etc.
1. When printing a colour presentation on a Black & White printer, it is advisable to first preview the slides in either grayscale (i.e., showing all the shades of gray) or in pure black & white before printing, in order to ensure that what you are printing is going to be legible.
You may also have used some dark text against a shaded background, which when printed may not be legible at all.
To preview and change how slides will look like when printed in black and white:
□ To preview the slides in grayscale or in pure black and white, or in color, click Color/Grayscale button on the Standard toolbar, then choose the option.
The slide switches from colour to Black and White or Grayscale view depending on the options chosen.
Note. You can change more than one object at a time. Hold down the SHIFT while you click each object and then click an option.
You can also mix black-and-white options on the same slide.
To return to the previous view in color, click the button again.
2. On the File menu, click Print.
The Print dialog box appears.
3. To print in grayscale, select the Grayscale checkbox. To hide all shades of gray and print in pure black and white, select the pure black and white checkbox.
4. Under the Print What section, choose what you want to print, e.g., Slides, handouts, Notes Pages, Outlines, and so on.
5. Click OK.
Exercise.
1. Describe an Organization Chart.
2. What are the different types of organization charts available in PowerPoint?
3. What are the steps that should be taken in order to change the style of the organization chart?
4. Give TWO uses of an organization chart.
Presentation Tips.
Purpose.
√ An effective presentation is well prepared and carefully planned.
An effective presentation is more than just slides that contain text and shapes. It often combines text, shapes, charts, colour, and sometimes sound or movies to produce a successful communication tool. This is due to the fact that, most people retain 40% - 50% more information when they see and hear simultaneously rather than from just listening.
Characteristics of an Effective presentation.
Effective presentations have some common characteristics, which should improve communication between the speaker and the audience.
Simplicity.
Good presentations are simple and to the point. They are not long-winded and boring or complicated.
They are easy for the speaker to present and easy for the audience to understand.
A long-winded and complex presentation usually ends up confusing the audience contrary to expectations.
Visuals.
Good presentations make use of a lot of visuals, i.e., graphics, pictures, ClipArt, charts, and so on.
These generally serve the purpose of:
1) Attracting attention to the pertinent (important/relevant) points of a presentation.
2) Helping relieve stress and ‘eye fatigue’ from too much reading.
3) Making your presentation more interesting.
4) A visual can tell the audience much more about the subject matter than a slide full of text. In other words, “A picture says more than a thousand words”.
Colour.
A good presentation usually has a lot of colour. Compared to a black and white presentation, a colour presentation attracts a lot of attention.
However, the use of colour must be judicious (sensible / well judged), otherwise, the presentation will end up being overly ‘colourful’ and too flashy.
Creating an Effective Presentation.
Having determined the characteristics of an effective presentation, the next logical step is to create the presentation using the tools covered in this package.
There are THREE steps that need to be followed in order to create an effective presentation.
1. Planning.
2. Preparing.
3. Execution.
I) Planning a Presentation.
You need to develop an overall plan for your presentation before you begin writing it down.
Organize the entire presentation in your mind and sketch the outline of your presentation on paper.
During planning, the following aspects of the presentation need to be considered:
1. The Message.
2. The Style.
3. The Length.
4. The Output.
5. The need for related materials.
Message.
This is the most important part of your presentation. It is important for the presenter to know the subject well.
Therefore, define the purpose of the presentation and plan your main points carefully, focusing on essentials. Also, set goals you want to be achieved by the end of the presentation.
In PowerPoint, you can create an outline from scratch using Outline view or you can choose a Sample Outline using the AutoContent wizard. Some of the samples include; Financial Report, Business Plan, Launching a Product, General, etc.
Style.
The style can be formal or informal. This depends on the intended audience.
It is important that you do a background study of the make up of your audience before you decide on the style. Also, choose a style that compliments your audience.
Generally, the style conveys the tone of the presentation.
Length.
Determine the amount of time or duration you have to present your presentation.
This will assist in developing and coming up with the right number of slides. For instance, it does not make sense to have a large number of slides for a 10-minute presentation; neither does it make sense to have too few slides. The recommended length for a presentation is 30 minutes or less. If your presentation is going to last more than that, provide a break halfway through for the audience.
Output.
This should reflect the presentation style.
Some recommendations or preferences are:
- Black and White overheads for informal presentations.
- Colour overheads for a formal meeting.
- 35-mm slides for professional meetings where computers are not available.
Related Materials.
They are an important part of the presentation. These include materials like audience handouts, notes pages and speaker’s notes.
They serve the useful purpose of:
- Helping the presenter to stay on track during the presentation, e.g., using speaker’s notes.
- Helping your audience follow along with your presentation and be able to take notes at the same time, e.g., using audience handouts.
Having considered all the above aspects of a presentation, the end product of the planning stage should be a Sketch or a rough outline for the presentation.
II) Preparing the Presentation.
This stage involves translating the planned sketch into slides and choosing a presentation layout.
Choose a layout design that will display the content of the presentation.
Layout Design.
The layout design should be simple, contrasting and consistent.
For a conservative image, use simple color lines and borders, whereas for a flashy style use flashy colours, curves and shapes.
Keep all textual matter brief and include graphics whenever possible.
Designing Visuals.
The Type, Style and Placement of the visuals should compliment the content. For example, use bulleted lists, charts, drawings, tables, worksheets, ClipArt or pictures where appropriate.
Other Layout Essentials.
Include slide numbers, headers and footers to help reinforce the same message on each slide or handout page.
Incorporate appropriate transition effects, build effects, etc and add speaker’s notes to your presentation.
Finally, run through the presentation and re-sequence the slides as needed.
III) Executing the Presentation.
The following areas have to be looked at:
Equipment.
- Before the actual presentation, ensure that audio-visual equipment such as, Projectors are functioning properly.
- Ensure that there is proper focus of visuals, e.g., the overhead projector screen being used should be well positioned and in full view for all the audience.
- Practice using the machines or equipment in advance at the venue to familiarize yourself with them.
Light and Sound.
- Reduce sources of external noise, if possible. These can be loud voices from the corridors, noisy Printers and machines, etc. This is to avoid unnecessary distractions to your audience.
- Ensure that there is enough light at the venue to avoid eye-strain.
Audience.
- Involve the audience in the presentation. This can be done by:
• Asking questions and inviting questions from the audience.
• Timing the presentation and pausing at appropriate stops to allow for discussion, etc.
- Invite and act on feedback. Feedback from the audience can be verbal or non-verbal.
Voice/Mannerisms.
- Make effective use of voice. Use a moderate voice; do not use a voice that is too loud or too soft. Also, vary the tone in your voice to capture interest.
- Avoid distracting mannerisms like twiddling fingers, picking your nose or teeth in public, throwing your hands about, etc. These can actually end up offending or putting off the audience.
Rehearse.
- Rehearse the presentation with yourself as the audience.
- Rehearse with a friendly audience in the actual venue.
- Time yourself.
Using the Pack and Go wizard.
Purpose.
√ When you want to run a slide show on another computer, you can use the Pack and Go wizard.
The wizard “packages” together, on a disk, all the files and fonts used in the presentation.
√ When you intend to run your show on a computer that doesn’t have PowerPoint installed, it also packages the PowerPoint Viewer on the disk.
√ You can also pack a presentation in order to compress it.
1. Open the presentation you want to save on a disk.
2. On the File menu, click Pack and Go.
3. In the 1st step, select the files that you would like to pack. Then click on Next.
4. Choose the destination for the file. This can be the A: drive or even a folder on the hard disk itself. Click on Next.
5. Choose whether linked files and true type fonts should be included in your presentation.
In a presentation file, some of the information or objects are contained in a different file. The presentation file is referred to as the Destination file, whereas the other file is known as the Source file. If the files are such that whenever the information in the source file is updated, then the information in the destination file is also updated, then the files are referred to as Linked files.
6. Click on Next.
7. Depending on whether the destination computer has PowerPoint Viewer installed or not, select the relevant option and click on Next.
8. Click on Finish.
9. Click OK.
The presentation is now ‘packed’ and can be used on a different computer.
Tip. If you make changes to your presentation after using the Pack and Go wizard, just run the wizard again to update it.
Unpacking a Presentation.
Purpose.
√ When you want to run a slide show on another computer.
√ You may also want to run a slide show on a computer that does not have PowerPoint installed using the PowerPoint Viewer on the disk.
However, before ‘unpacking’ a presentation, you must have used the Pack and Go wizard to package your presentation.
1. In Windows Explorer program, open the folder in which you packed the presentation. If you had packed the presentation to a floppy disk, insert the disk into the drive.
The compressed file has the extension .ppz. Such files cannot be opened from the Explorer window until they have been extracted (unpacked).
2. In Windows Explorer, go to the drive where the disk is located.
3. Double-click on the file Pngsetup.exe.
4. Type in the name or location of the destination folder you want to copy the presentation to.
5. Click OK.
Using the PowerPoint Viewer.
If the machine you are unpacking the presentation to does not have PowerPoint installed, then you have to include the PowerPoint Viewer when packing the presentation.
1. To run the slide show, in Windows Explorer, double-click the PowerPoint Viewer (Ppview32), and then click the presentation you want to run.
Exercise.
1. Give TWO reasons for packing a presentation.
INTERNET.
Why Study about the Internet?
√ To understand what the Internet is, the services that it offers, what is required in order to get connected, as well as to establish a connection and log out of the Internet.
What is the Internet?
❖ It is a large no. of connected computers (or a large set of computer networks) linked together that communicate with each other, over telephone lines.
❖ It is a worldwide computer network connecting thousands of computer networks, through a mixture of private & public data using the telephone lines.
❖ It is a worldwide (global or an international) network of computers that provide a variety of resources and data to the people that use it.
❖ Internet refers to a global inter-connection of computers and computer networks to facilitate global information transfer. It is an interconnection of computers throughout the world, using ordinary telecommunication lines and modems.
The Internet uses VSATS (Very Small Aperture Telecommunication Systems) such as Telephone lines, Satellite.
The other names for the Internet are:
- The Net.
- Information Superhighway.
- Cyber space.
Internet is a facility that links the Internet users to the actual Internet documents. Therefore, it is a system that links together many kinds of information all over the world. This technology allows computers equipped with telecommunication links to exchange information freely, and as such, the Internet has enhanced what is being referred to as a global village.
Internet enables companies, organizations, individuals, schools and governments to share information across the world.
A computer on the Internet can be located anywhere in the world. The Internet enables the computer to communicate with any other computer.
HISTORY (DEVELOPMENT) OF THE INTERNET.
The Internet was started by the U.S Department of Defence in 1969 as a network of 4 computers called ARPANET. Its aim was to connect a set of computers operated by several Universities and Scientists doing military research so as to enable them share research data.
The original network grew as more computers were added to it. By 1974, 62 computers were already attached.
In 1983, the Internet split into 2 parts; one dedicated exclusively (solely/only) to military installations (called Milnet), and the other dedicated to university research (called the Internet), with around 1,000 host computers.
In 1985, the Canadian government developed the BITNET to link all the Canadian Universities, and also provided connections into the U.S Internet.
In 1986, the U.S National Service Foundation created NSFNET to connect leading U.S universities. By the end of 1987, there were 10,000 host computers on the Internet and 1,000 on BITNET.
In 1987, the National Science Foundation leased (acquired/rent) high-speed circuits to build a new high-speed backbone for NSFNET. In 1988, it connected 13 regional internal networks containing 170 LAN’s and 56,000 host computers.
The Canadian Research Council followed in 1989, replacing BITNET with a high-speed network called CA*net that used the Internet protocols. By the end of 1989, there were almost 200,000 host computers on the combined U.S and Canadian Internet.
Similar initiatives (plans/projects) were undertaken by other countries in the world, such that by the early 1990s, most of the individual country networks were linked together into one worldwide network of networks.
Each of these individual country networks was different (i.e., each had its own name, access rules, and fees structure), but all the networks used the same standard as the U.S Internet network. So, users could easily exchange messages with each other.
By 1990s, the differences among the networks in each of the countries had disappeared, and the U.S name; Internet began to be used to mean the entire worldwide system of networks that used the Internet TCP/IP protocols.
A Protocol - a set of rules and standards that computers use to communicate with each other over a Network.
Features of the Internet.
i) The Internet is a collection of networks; it is not owned or controlled by any single organization, and it has no formal management organization. However, there is an Internet Society that co-ordinates and sets standards for its use.
In addition, Networks have no political boundaries on the exchange of information.
ii) Networks are connected by Gateways that effectively remove barriers so that one type of network can “talk” to a different type of network.
iii) To join the Internet, an existing network will only be required to pay a small registration fee and agree to certain standards based on TCP/IP.
The costs are low, because the Internet owns nothing, and so it has no real costs to offset. Each organization pays for its own network & its own telephone bills, but these costs usually exist independent of the Internet.
iv) Networks that join the Internet must agree to move each other’s traffic (data) at no charge to the others, just as it is the case with mail delivered through the International Postal system. This is why all the data appear to move at the cost of a local telephone call, making the Net a very cheap communication media.
FUNCTIONS OF THE INTERNET.
The Internet carries many kinds of traffic, and provides users with several functions. Some of the most important functions are:
1. Communication.
Many people all over the world use the Internet to communicate with each other.
Internet communication capabilities include; E-mail, Usenet Newsgroups, Chatting and Telnet. You can send e-mails to your friends anywhere in the world, chat with your friends, send instant messages, etc.
2. Information retrieval.
The Internet is a library. Thousands of books, magazines, newspapers and encyclopedias can be read on the Internet.
3. Easy-to-use offerings of information and products.
You can find information for your school assignments, buy books online, check what the weather is like anywhere in the world, and much more.
INTERNET SERVICES.
The following are some of the services offered by Internet:
i) Electronic mail (e-mail).
ii) Fax services.
iii) Conference services.
iv) Online chatting.
v) Downloading of programs.
vi) Online shopping.
vii) File transfer.
viii) Entertainment (Games, Music and Movies).
ix) Free information retrieval (e.g., Educational information).
x) Formation of Discussion groups, e.g. Usenet Newsgroups.
xi) Video Conferencing.
xii) Access & Use of other computers.
Electronic Mail (E-mail).
An E-mail is a system that enables sending & receiving of messages electronically through computers. It is used for communication between organizations or departments in the same organization.
E-mail is a quick, cheap, efficient & convenient means of communication with both individuals and groups. It is faster than ordinary mail, easy to manage, inexpensive and saves paper.
With Internet mail, it is possible to send and receive messages quickly from businesses, friends or family in another part of the world. An E-mail message can travel around the world in minutes.
Fax services.
Fax services enable individuals & businesses to send faxes through e-mail at a lower cost compared to the usual international Fax charges.
Conference services.
Conferencing on the Web can be defined as the dynamic exchange of all kinds of information – text, graphics, audio, video, etc – in a situation whereby the conversations are organized by item and allows a participant to contribute spontaneous responses to any item in the conversation.
Application of Conferencing on the Web.
The conversation can:
• Provide important information that can assist in decision-making.
• Provide any required technical support.
• Help in community-building, project management & distance learning.
• Help to organize electronic meetings, etc.
The Internet also allows you to have access to various types of information you might require to make accurate and informed decisions, E.g., it provides information on business, education, sports, politics, etc.
Chatting.
Internet Relay Chat (IRC) is a chatting system on the Internet that allows a large no. of people from various locations of the world who are on the computer to chat (i.e., simultaneously hold live and interactive electronic conversations) among themselves.
You can join discussion groups on the Internet and meet people around the world with similar interests. You can ask questions, discuss problems and read interesting stories.
Anyone interested in chatting can join a discussion forum on one of the listed topics. Only people who happen to be signed on at the same time are able to talk because messages are not stored.
This discussion can be an effective business tool if people who can benefit from interactive conversation set a specific appointment to meet and talk on a particular topic.
Disadvantage.
i) Usually, the topic is open to all without security; so intruders can participate.
4. Information retrieval.
The Internet is a voluntarily decentralized network with no central listing of participants or sites. Therefore, End-users, usually working from PCs are able to search & find information of interest located in different sites assisted by special software and data stored in readily usable formats.
The Internet gives you information on almost any subject. This is because of the Worldwide Web (www).
The World Wide Web is a global (an international) system of connected Web pages containing information such as, text, pictures, sound and video. The WWW is hypertext based (i.e., it is able to access text and graphical data formatted for easy search, retrieval and display).
With the WWW, you can review Newspapers, magazines, academic papers, etc. In addition, Governments, colleges, universities, companies and individuals offer free information on the Internet. E.g., you can inquire (find out) about universities in Britain or America.
Note. Its major problem is finding what you need from among the many storehouses of data found in databases and libraries all over the world.
5. Dowloading of Programs.
There are thousands of programs available on the Internet. These programs include; Word processors, Spreadsheets, Electronic cards, etc.
You can therefore, look for the latest software over the Internet, e.g., you can get the latest Anti-virus software, and in addition, retrieve a free trial issue.
6. Entertainment.
There are hundreds of simple games available on the Internet. These include; Chess, Football, etc. The Internet also allows you review current Movies and hear Television theme songs.
7. Online Shopping.
You can order goods and services on the Internet without leaving your desk. E.g., you can view a catalogue of a certain clothes shop over the Internet and fill in an online Order form.
Commercial enterprises use the Web to provide information on demand for purposes of customer support, marketing and sales.
8. File Transfer.
Data in the form of files can be transferred across the Internet from one site to another using the File Transfer Protocol (FTP). FTP software is needed at both ends to handle the transfer. It is through FTP that the two pieces of software manage to ‘understand’ each other.
9. Discussion Groups.
A Discussion group is a collection of users who have joined together to discuss some topic.
There are many discussions on different topics including Cooking, Skydiving, Politics, Education, recreational, scientific research, etc.
Two of the commonly used discussion groups for business are;
□ Usenet newsgroups.
□ List Servers.
a) Usenet newsgroups.
These are the most formally organized of the discussion groups.
Using a facility on the Internet called USENET, individuals can gain access to a very wide variety of information topics.
Usenet Newsgroups are usually worldwide discussion groups in which people share information and ideas on a defined topic through large electronic Bulletin Boards where anyone can read any articles or write articles and post messages on the topic for others to see and respond to.
The individuals can add messages to different topics and read those contributed by others. For instance, users such as students can ask questions about problems they face, or they could contribute or give an advice on how to improve the teaching of the subject.
Messages can be easily linked so that it is easy to know messages that are related.
Establishing a new newsgroup requires a vote of all interested people on the Internet. If enough people express interest, the new topic is established.
Note. To join a Newsgroup and be able to read messages on various topics, your computer must have Newsreader software such as Outlook Express, or Internet News.
Any Internet user can access some of these newsgroups, while other newsgroups will require to subscribe to a specific topic or set of topics.
Once you have subscribed, each time you access the newsgroups you are informed of any new messages added to the topics. You can then read these messages and respond to them by adding your own message.
The Usenet software receives “postings” of information and transmits new postings to users who have registered their interest in receiving the information. Each individual posting takes the form like that used for e-mail.
There are over 10,000 such newsgroups; however, each Usenet site is financed independently & controlled by a Site Administrator, who carries only those groups that he/she chooses.
b) List Server
A List Server (or list serve) group is similar to the Usenet newsgroups, but is generally less formal.
Anyone with the right e-mail server software can establish a list server, which is simply a mail list.
The processor of the List Server processes commands such as request to subscribe, unsubscribe, or to provide information about the list serve. The List serve mailer directs messages to everyone on the mailing list.
To use a List server, you need to know the addresses of both the Processor and the Mailer.
To subscribe to a List server, you send an e-mail message to the List server processor, which adds your name to the list. Many different commands can be sent to the List server processor to perform a variety of functions. These commands are included as lines of text in the e-mail messages sent to the processor.
List servers are more focused that the Usenet newsgroups and have fewer members. They are harder to find than the Usenet newsgroups because literally anyone can create one.
Video Conferencing.
Video conferencing provides real-time transmission of video & audio signals to enable people in 2 or more locations to have a meeting.
The fastest growing form of video conferencing is Desktop video conferencing.
Small cameras installed on top of each camera enable meetings to take place from individual offices.
Special application software (e.g., CUSeeMe) is installed on top of each client computer. It transmits the image across a network to application software on a video-conferencing Server. The server then sends the signals to the other client computers that are to participate in the video conference. In some areas, the clients can communicate with each other without using the server.
Some systems have integrated other types of GroupWare with desktop video conferencing, enabling participants to communicate verbally to attend the same “meeting” while sitting at the computer in their offices.
Advantage of Video conferencing.
i) Saves time & cost, as it reduces the need to travel.
10. Access & Use of other computers.
The Internet has a facility called TELNET that enables a user on one computer to use another computer across the network, i.e., the user is able to run programs on the other machine as if he/she is a local user.
Telnet is a protocol, which enables a user on one computer to log in to another computer on the Internet.
TELNET establishes an error-free, rapid link between two computers, allowing a user to log on to his/her home computer from a remote computer even when traveling. You can also log on to and use third-party computers that have been made available to the public.
TELNET will use the computer address you supply to locate the computer you want to reach and connect you to it. You will, of course, have to log in & go through any security procedures you, your company, or the third-party computer owner have put in place to protect that computer.
Telnet requires an application image program on the Client computer and an application layer program on the Server of the host computer. Many programs conform to the Telnet Standard (e.g., EWAN).
Once Telnet enables the connection from the Client to the Server, you can log in by use of commands. The exact commands to gain access to these newsgroups vary from computer to computer.
Telnet enables you to connect to a remote computer without incurring long-distance telephone charges.
Telnet can be useful because, it enables you to access your Server or Host computer without sitting at its Keyboard.
Telnet can be faster or slower than a modem, depending on the amount of traffic on the Internet.
Note. Telnet is insecure, because everyone on the Internet can attempt to log in your computer and use it as they wish. One commonly used security precaution is to prohibit remote log ins via Tel-net unless a user specifically asks for his/her account to be authorized for it, or permit remote log ins only from a specific set of Internet addresses., e.g., the Web server at a university can be configured to only accept telnet log ins from computers located on the Kabete Campus network.
11. Electronic Commerce.
Many people are actively using the Internet for Electronic Commerce (i.e., doing business on the Internet).
The use of the Internet in E-commerce is not necessary for making money as such, but mainly to find information, improve communication and provide information.
Many people automatically focus on the retail aspect of e-commerce, i.e., selling products to individuals. However, this is just one small part of e-commerce. The fastest group and the largest segment of e-commerce is business-to-business settings.
There are 4 ways in which the Web can be used to support E-commerce;
i) Electronic Store.
Electronic Store is a Website that lists all the products or services a business wishes to sell, thus enabling customers to purchase them by using the Internet itself.
E-store sites provide physical goods and services.
The cost of providing information on the Web is low (unlike a Catalog, in which each page adds to the cost), and therefore, electronic stores can provide much information. In addition, electronic stores can also add value by providing dynamic information.
E-mail can also serve the purpose of E-store. This is because, e-mail is essentially a collection of e-stores. The mail usually provides all the computer information needed for e-commerce, and advertises the mail to potential customers. In return, the stores pay the mail a monthly fee or some percentage of sales.
ii) Electronic Marketing.
E-marketing sites focus on the products or services of one company with aim of increasing sales.
This type of site supports the sales process, but does not make actual sales. The goal is to attract and keep customers.
By doing so, such sites provide a wealth of information about the firms and products complete with technical details and photos. Customers can review these but cannot buy over the Web. The idea is to encourage the user to visit a local dealer, who will then make a sale.
Computers also use e-marketing sites to provide newsletters with information on the latest products and tips on how to use them. Other companies enable potential customers to sign up for notification of new product releases.
E-marketing is cheaper in many ways than traditional marketing (radio, direct marketing, TV or print media). This is because while it costs the same to develop these traditional media, it costs nothing to send information to the customers. It is also easier to customize the presentation of information to a potential customer, because the Web is interactive. In contrast, the other media are fixed once they are developed, and they provide the same marketing approach to all who use it.
iii) Information / Entertainment provider.
The Information/Entertainment provider supplies information (in form of text or graphics) or entertainment. These providers provide information from many sources with an aim of helping the users.
Several radio and TV stations are using the Web to provide broadcast of audio and video. The Web also offers new forms of real entertainment e.g., enables new multiplayer interactive games, which are not available in any other media. The information / entertainment providers generate revenue by selling advertisement printouts.
iv) Customers Service sales.
This provides a variety of information for customers after they have purchased a product or service – to allow customers access most commonly needed information 24 hrs a day.
Many software companies post updates that fix problems so that customers can download for themselves.
Customer service sites benefit both the company and the customers. They enable customers to get a 24 hr support and easy access to needed information.
They often reduce the no. of staff needed by automating routine information requests that previously had to be handled by an employee.
12. GroupWare.
GroupWare is a software that helps groups of people to work together more productively.
They are often organized using a two-by-two grid.
|Same place |Same time |Different time |
| |Group support systems |Group support systems |
|Different place |Video teleconferencing, Desktop video teleconferencing |E-mail, Discussion groups, Document-based GroupWare |
GroupWare allows people in different places to communicate either at the same time (as on a telephone) or at different times.
GroupWare can also be used to improve communication and decision-making among those who work together in the same room, either at the same time or at different times.
GroupWare allows people to exchange ideas, debate issues, make decisions, and write reports, without actually having to meet face to face. Even when groups meet in the same room at the same time, GroupWare can improve meetings.
The major advantage of GroupWare is its ability to help groups make faster decisions, particularly in situations where it is difficult for group members to meet in the same room at the same time.
The 3 most popular types of GroupWare are;
- Discussion groups.
- Group support systems.
- Video Conferencing.
Group Support Systems (GSS).
Both e-mail and documents-based GroupWare are designed to support individuals and groups working in different places at different times. They are not suited to support groups working together at the same time and in the same place. In addition, they don’t provide advanced tools for helping groups to make decisions.
Group Support Systems (GSS) are software tools, designed to improve group’s decision-making. GSS are used with special-purpose meeting rooms that provide each group member with a network computer plus a large screen video projection system that acts as electronic blackboards. These rooms are equipped with special-purpose GSS software that enables participants to communicate, propose ideas, analyse options, evaluate alternatives, etc. Typically, a meeting facilitator assists the group.
The group members can either discuss verbally or use computers to type ideas and information, which are then shared with all other group members via the network. For large groups where only one person can speak at a time, typing ideas is faster than talking. Everyone has the same opportunity to contribute and ideas can be collected much faster. In addition, GSS enables users to make anonymous comments. Without anonymity, certain participants may withhold ideas because they fear their ideas may not be well received.
The system also provides tools to support voting and ranking of alternatives, so that more structured decision-making process can be used.
Just like in document-based GroupWare, vendors use the Web browser as their client software. So, almost anyone can access GroupWare Server.
Note. Discussion groups, document-based GroupWare and GSS all focus on the transmission of text and graphical images.
Information Superhighway.
A term coined by U.S Clinton administration referring to advanced information infrastructure accessible to individuals, groups and firms.
In general, the Information superhighway can be defined as;
❖ A facility that provides a global electronic data interchange between computer users at a higher rate of message exchange, and at cheaper costs. E.g., the Internet that allows researchers, businesses, and electronic media to exchange information.
❖ An Information Communication Technology (ICT) network, which delivers all kinds of electronic services – audio, video, text, and data to households and businesses.
The communication services on the superhighway can be one-to-one way (Telephones, e-mail, fax, etc); one-to-many (Broadcasting, interactive TV, video conferencing, etc), many-to-many (typified by bulletin boards and forums on the Internet).
Origin.
Information superhighway is a mass technology project aimed at creating a National Information Infrastructure (NII) in the U.S.
The concept emerged as the brainchild (idea) of U.S vice president Al Gore. It is an alliance between the Federal government and a no. of industries.
The Information superhighway describes networks of Optic fiber and Coaxial cable linked by sophisticated switches that can deliver voice, data, image, text, and video signals all in the same digital language.
In the U.S, it has been proclaimed (declared) as the foundation for a national transformation to an information-based society, and a key element in the national efforts to sustain leadership in the world economy.
Governments and industries are developing a new method of competition, which will enable telecommunications, cable television, computer hardware and software companies, and entertainment corporations to work together to create and operate information superhighways. These activities will finally result into a wide range of electronic services including electronic Shopping malls, collaborate electronic Education and distance learning, electronic Libraries, Multimedia information, messaging, and entertainment.
Web casting.
Web casting (or “Push technology”) is a special application of the Web that has the potential to dramatically change the way we use the Web /Internet.
With Web casting, the user signs up for a type of information on a set of channels. Regularly (minutes, hours, days), the user browser contacts the Web server providing these channels to see if they have been updated. If so, the browser will load the information, and if required by the user, will automatically display the information on the user screen.
Web casting changes the nature of the Web from one in which the user searches for information (a “pull” environment) into an environment in which the user accepts whatever information is on the Webcast Server (a “push” environment). This is called the “Push” because the user does not request specific information, but rather permits the Web server to “push” the information when it becomes available.
The Web has been likened to a library because users move form site to site and page to page just like they move from shelf to shelf and book to book in a library.
Web casting is more like TV because the content and time of delivery is selected using the Web caster, the user only chooses the channels.
Web casting can be used for news (e.g., CNN) or financial reports (e.g., Stock market quotations), Corporate announcement, and as a replacement for broadcast e-mail. It even has the potential to provide automatic updates to software packages.
Importance of services provided on the Internet.
The services offered by the Internet can be used as important tools in various ways:
1) As a research tool:
To learn about new developments or products, competitors, market news and customer opinions.
2) As an advertising / trading tool:
To help in selling goods or delivering information through the Web pages to customers on a 24-hour basis.
3) As a communication tool:
To support communication with customers, suppliers or staff through Electronic mail (e-mail).
4) As an Entertainment channel:
Most of the Games, Movies, and Television theme songs are available for free on the Internet.
In addition, you can have live, interactive conversations with people around the world including celebrities.
Users of the Internet.
Considering the facilities & the various tools offered, the Internet has attracted among others the following users;
□ Researchers can get information.
□ Writers and Scientists use the Internet to compile, compare and analyse their work.
□ Individuals use the Internet for their work or to communicate with each other.
□ People with the same interests can share ideas.
□ Large organizations use the Internet to communicate with each other, and also to keep in touch with subordinate (subsidiary) companies or their suppliers.
□ Students can communicate and gather information.
□ Business people can advertise, communicate and sell their goods.
□ Sales people use the Internet to keep in touch with their home offices.
□ Buyers can do their shopping online.
Exercise (a).
1. (a). What do you understand by the term Internet?
(b). What are the other names of the Internet?
2. Describe the Functions of the Internet.
3. List 6 services that are offered on the Internet.
4. Identify 6 categories of people who can benefit through the use of the Internet.
Exercise (b).
1. Define the Internet.
2. Briefly describe six services offered by the Internet.
3. Discuss the growth of Internet in recent days.
4. Explain the importance of Information superhighway (Internet).
5. Write short notes on the following:
a) E-commerce.
b) Webcasting.
c) Telnet.
d) Information Superhighway.
CONNECTING (LOGGING ON) TO THE INTERNET.
Log On -To identify yourself & gain access to a computer. To log on, type a user name & a password.
Facilities Needed.
To use the Internet, you must have access to it. In order to get connected to the Internet and access the World wide Web, you will require the following facilities:
1) A Computer.
The computer to be used must have the following desirable elements;
i) A Fast processor, e.g., Pentium 1 & above - to quickly access and download information & programs from the Internet.
ii) RAM memory of 32 MB & Above.
iii) Hard disk capacity of at least 400 MB.
iv) A high-quality Colour Screen – to enable you view the various graphics and images.
v) Free disk space on which to download the information or programs from the Internet.
2) Web Browsers.
Web browsers are application programs that are used to retrieve Web pages from the Internet onto your Personal Computer.
One of the most popular Web browsers is Internet Explorer from Microsoft.
Each Web page in the World Wide Web is based on an HTML (HyperText Mark Language) file. A Web browser decodes the information in an HTML file and displays a Web page on your computer screen according to its instructions. This process is called Downloading.
❖ Downloading is the process of copying files from one computer to another by using a Modem or a network connection. You can also download files from the Web to your hard disk.
❖ HTML (Hypertext Markup Language) -The language used to create Web pages. To view HTML documents, use Web browsing Software.
3) Telephone lines.
4) Modem (Modulator/Demodulator).
On the Internet, computers exchange information through Telephone lines. Therefore, to use the Internet, you need a Modem & a Telephone line.
A Modem is a device that enables you to connect to the Internet, and access information.
As a Transmitting modem, it translates computer information (which is in digital form) into analogue form (the form that can transmit over telephone lines). This process is called Modulation.
As a Receiving modem, it translates the information back into digital form (a form that your computer can understand); a process called Demodulation.
The Modem must be fast. This helps to reduce the amount of time spent waiting for Web pages, files, or messages from the Internet.
Modem speeds are expressed in Bits per second (bps). The typical speeds are 9,600 bps, 4.4 Kbps (Kilobits per second), 28.8 Kbps, 56 Kbps, etc.
Internet Service Provider (ISP).
When connecting to the Internet using a modem, you need to sign up with an Internet Service Provider (ISP).
❖ Internet Service Provider (ISP) is a commercial organization (or a company) that provides Internet connections, along with a set of support services usually for a fee. It maintains a Server that is directly connected to the Internet.
❖ Internet Service Provider - A company or organization that provides Internet Access, usually for a fee. To connect to your ISP, use a modem.
Most people and organizations connect to the Internet over a Telephone line through an ISP. However, some larger businesses and institutions (such as universities) have their own Internet connections.
An ISP usually has a no. of Host computers. These host computers usually provide space for the storage of user’s electronic mail messages, storage of user’s Web sites and a set of related facilities such as, advice, support software and appropriate security.
Examples of the local ISPs include;
□ Africa Online, Kenya Web, ISP Kenya, Swift Kenya, and Inter-Connect.
Connecting to an ISP involves calling the provider and setting up a PPP account. When you open an account with an ISP, you will be provided with a User name and a Password.
i) Username – Every time you get connected, you require a name to identify yourself on the Internet.
ii) Password – This is needed for security purposes. It ensures that your Internet account is secure.
Note. ISPs charge for the services rendered.
5) Website.
This is an area in the Internet where information of a particular organization is kept. The Website must be updated on daily basis.
Content Provider - A business that uses the Internet to supply you with information such as news, weather, business reports & entertainment.
ACCESSING THE INTERNET.
There are 3 common ways in which an individual user can access the Internet:
a) Through a connection already setup through the computer in your organization. Typically, the service is accessed in a similar way to other services on a LAN.
b) Through paying for an account with an Internet Service Provider (ISP).
In order to access an ISP directly, the user will need a Personal Computer, a Modem, a Telephone line & a suitable software in order to connect to the service. Most ISPs give help and advice on how to connect.
c) Through a Bulletin Board Service (BBS), e.g. CompuServe. BBS are commercially run information providers, each with its own information services and normally offering access to Internet services.
The BBS companies normally sell some form of start-up package.
Setting up an Internet account.
Purpose.
√ To be able to gain access to the facilities that are offered on the Internet, the user needs to log on. To log on, use Dial-Up to connect to the Internet, and then use a Web browser like Internet Explorer to load Web pages.
There are several ways to start Internet Explorer;
Method 1.
1. Double-click the Internet Explorer icon on the desktop.
Method 2.
1. On the taskbar, click Start, point to Programs, then click Internet Explorer.
You may be required to make a connection through your ISP in order to log on to the Internet. To do this, a Dial-up Connection dialog box is displayed.
2. Click in the User name box, and type a user name, for instance ‘Iat’.
3. Type in your password in the Password box, and then select the Save password checkbox.
The password appears in asterisk format (***) for added privacy and security.
4. Click the Connect button to access the Internet.
The Internet Connection wizard creates an Internet connection for you, and then displays a list of Internet Service Providers (ISPs) and information about their services.
To sign up for a new account, click an ISP in the list.
Wizard - A tool that walks you through the steps of a complex task.
Selecting options in the Internet Connection Wizard.
If you are connecting to the Internet using a modem & an Internet Service Provider (ISP), your ISP will supply most of the information needed. You will also need to provide the following information.
Information Needed for.
The ISP you want to use choosing an ISP
Your address & billing information payment for your ISP account
Note. You may be prompted to restart your computer during the Internet connection process; save and close any open documents before you proceed.
5. After successfully logging on, the Internet Explorer displays the “Home page” and a Connection Indicator icon on the taskbar to indicate that you are online.
Method 3. To open Internet Explorer from Outlook Express.
1. On the Help menu, point to Microsoft on the Web, then click the Web option you want.
E.g., click Search the Web to look for a Web site, a person, a company, or an organization.
– Or-
Click Best of the Web to open the page that lists some of the best sites on the Web.
Online Service - An Internet service that provides a wide range of content to its subscribers including Internet Access.
Parts of the Microsoft Internet Explorer screen.
1) Title bar.
2) Menu bar.
3) Address Bar. It contains the Address box in which you type an address to open the file you want. The Address Bar provides a method of opening files that are on the Internet or your computer.
4) Current page, with Links.
5) Scroll bars.
6) Status bar.
7) Standard toolbar; with buttons such as, Back, Forward, Stop, Refresh, Home, Search, Favorites, History, Mail, Print, Discuss.
You can use the toolbar buttons in the Internet Explorer to move between Web pages, to search the Internet or to refresh the content of Web pages.
Button description.
Forward moves to the next Web page.
Back moves to a previously viewed Web page.
Home jumps to your home page.
History displays a list of recently visited sites.
Favorites displays a list of Web pages that you have selected as your favorites.
Refresh updates the contents of a currently displayed Web page or window.
Search opens a Web page that lists the available search engines.
Edit opens FrontPage Express or Windows Notepad so you can edit a Web page.
Print prints a Web page.
Stop stops the downloading of a Web page.
Mail opens Outlook Express or Internet News.
Viewing connection information.
Purpose.
√ When you register with an ISP, you acquire an Internet account with them and from time to time, you may want to view connection information such as, how long you have been online, the speed of connection & the activities done during the online session.
1. Right-click the Connection Indicator icon on the Taskbar.
2. From the shortcut menu that appears, click Status.
The Connected to dialog box appears:
Some of the useful information displayed on this window includes:
- The speed at which you are connected, e.g. 26,400 bits per second (bps).
- The duration you have been online, e.g., 2 minutes, 50 seconds.
- The Transfer rate, in case you are downloading files from the Internet.
3. Click OK, after viewing the details.
Customizing the Web browser.
Purpose.
√ Moving from site to site can be slow if the ISP or Internet lines are busy, if the Host server (the server storing the site you are trying to access) is busy, or if you are using a slow modem.
If a site contains graphics (or other multimedia content like video, audio, etc) you can prevent the graphics from downloading so as to speed up browsing.
1. On the Tools menu, select Internet Options….
2. Click the Advanced tab, then scroll down to the Multimedia section.
3. Deselect the options or content that you want turned off, e.g., Show Pictures, play Animations, or Play Videos, then click OK.
Multimedia – A technology that combines data/text, voices/sounds, graphics, pictures, videos and images into one complete system. Multimedia uses Optical disk, e.g., CD-ROM to stock all the above in one media. Multimedia can be used in training.
Logging out from the Internet.
Purpose.
√ As long as you are connected to the Internet, you continue to incur Telephone and account usage charges. This can prove to be expensive in the long run.
It is recommended that you disconnect or log out from the Internet soon after you have finished with a session. This is to avoid incurring extra or unnecessary charges.
1. Right-click the Connection Indicator icon on the Taskbar.
2. From the shortcut menu that appears, click Disconnect and you will automatically be logged out.
When you log out, the Connection Indicator icon is disabled.
Note. Some browsers or ISPs automatically disconnect you from the Internet when there is no activity between the user and ISP for a period of about 5 – 10 minutes.
Understanding the World Wide Web.
Purpose.
√ To understand some of the Internet terminologies like Web pages, Web sites, Web browsers, URLs and Home page.
The World Wide Web (www).
The World Wide Web is also known as the Web, WWW or W3.
❖ The Web is an Internet application (software) that uses the Internet as its network.
❖ World Wide Web is the graphical, multimedia portion of the Internet.
❖ The WWW is a collection of hyperlinked Web pages published on the Internet.
❖ The World Wide Web is a global (an international) system of connected Web pages containing information such as, text, pictures, sound and video. The WWW is hypertext based (i.e., it is able to access text & graphical data formatted for easy search, retrieval and display).
The Web is a part of the Internet. It is comprised of millions of Web pages. This huge collection of documents is stored on computers, called Hosts, around the world.
The documents may contain text, pictures, sound, small programs or forms to be completed by a user.
To view files on the Web, you need Web browsing Software. This software can be used to view different locations on the Web or to explore the Web pages.
Web pages.
❖ Web pages are documents published by organizations and individuals who are interested in putting themselves on the Web. Web pages can include text, pictures, sound and video.
❖ Web page is a location on the WWW, usually a Web site.
The Web pages can also be found on company Intranets.
Intranets and Extranets.
What is an Intranet?
❖ An Intranet is an internal corporate network used in organizations to enable the sharing of documents among coworkers. It supports users inside one organization (usually on a LAN).
❖ Intranet - A private network within an organization. It can connect all types of computers within an organization.
Intranet has a private Web Server, which can be made available to the entire organization, individual department or to specific departmental workgroups.
An Intranet uses the infrastructure and standards of the Internet and can be connected to the Internet.
Note. Intranet applications are usually combined with the normal Web application of other organizations, but are hidden from those outside the organization.
Extranet:
An Extranet works in much the same manner as an Intranet, but provides information to selected users outside the organization.
E.g., a certain university can have an Internet library containing millions of articles, but only make it available to staff and students at colleges and universities within the country.
To access the library, you must provide a password when you connect to the Internet site.
Home Page.
❖ Home page is the Web page loaded when Internet Explorer is first started, i.e., when you access the Web.
E.g., the Internet address of the Windows home page is /Windows
❖ Home page can also the first page of a company or an individual’s Website on the Web.
Those who offer information through the Web must first establish a Home page – a www text and graphical screen that welcomes the user and explains the organization that has established the page.
❖ Home page – is the introductory page of a Web site. The home page contains links to other pages in the site.
Notes.
• You can set any Web page as your Home page.
• Do not confuse your home page with the home page of the Websites you visit. Your home page is set through Internet Explorer. The home page of a Website is the introductory page for the site.
If you click a hyperlink such as Home on a Web page, you will jump to the home page of the Website, not yours. To access your home page, click the Home button on the Explorer toolbar.
Web Site.
❖ A collection of Web pages belonging to an organization or individual. These organizations or individuals maintain the Website.
❖ Web site - A group of related Web pages.
❖ A Web site is a screen or a collection of screens that provide information in text or graphical form that can be viewed by Internet users by activating the appropriate icon or commands.
Web Browsers (Web browsing software).
A Web browser is a program that lets the user browse through information on (or surf) the Web.
Information on the Web is structured into pages. Each page has a specific address that is used to locate and access information on that page.
A WWW browser program enables the user to either search for data by name or by specifying locations known as Uniform Resource Location (URL).
The two common Web browsers are:
- Internet Explorer from Microsoft.
- Navigator from Netscape.
Browsing the Web.
This is also known as Navigating or ‘Surfing’ the Web.
❖ To Browse is to navigate the Internet or the contents of your computer.
❖ Browsing can also be defined as moving around and between Web pages.
Using a Web browsing software you can read documents, listen to music, watch videos, make purchases, participate in surveys, advertise products, do research, share interests and download files on the Web.
EXPLORING / BROWSING THE INTERNET.
Use the Internet Explorer on your Windows desktop to browse the Web.
There are several ways in which you can browse the Web pages or “surf the net”.
a) When viewing a Web page, you can navigate the Internet by clicking Links, Underlined text or special features that cause you to jump to another Web page.
Hyperlinks.
A Hyperlink is a coloured or underlined text or a graphic that you click to ‘jump’ from one location to another. The hyperlinks enable the user to ‘jump’ to another file, or to another location in the same file.
All Web pages have hyperlinks. These links:
i) Connect one part of a Web page to another part of the same Web page. This is useful if the Web page is large.
ii) Connect one Web page to another Website somewhere on the Web.
iii) Connect a page to a file, such as a sound clip, video, a Spreadsheet or a Word document.
The links can connect to objects stored anywhere on the Internet.
Hypertext links are indicated by underlined text highlighted usually in blue. Hyperlinks can also be represented by buttons, graphics or pictures.
To find hyperlinks on a page, move your mouse pointer over the page and where there is a hyperlink, the mouse pointer will change into a hand with a pointing finger. When you click a link, another Web page appears.
As you browse the Web, Internet Explorer stores the sites and pages that you visit. Usually, the hyperlinks you previously selected are colored differently. Internet Explorer does this to remind you that you have already visited the page identified by this link.
b) You can also use the Standard toolbar buttons in the Internet Explorer to move between Web pages, or to search the Internet.
History.
Internet Explorer remembers the Websites and Web pages that you have visited. It keeps record of each Web page as it is downloaded. This is the History feature.
You can therefore, easily return to the page you have visited. To redisplay the page you have just left, click on the Back button. To move to the next page (available only if you have moved back), click the Forward button.
Web Hosting.
A World Wide Web Server is a computer with programs that answer requests for documents from Clients (browsers) over the Internet. Files containing Web sites are placed on these servers.
A Host computer is any computer connected to the Internet and stores information that has been made available to the Web.
ISPs also use host computers to store user’s electronic mail messages, Web sites and other related facilities such as, support software and appropriate security.
Web Address (Uniform Resource Locator – URL).
An Address is the location of a file.
Each Web page in the world has a unique Internet address or location. Internet addresses are also called the Uniform Resource Locator (URL). E.g., the general URL for Microsoft is
You can use addresses to find files on the Internet & your computer. You can instantly display any Web page if you know its URL. E.g., .
AutoComplete - A feature in the Address Bar. When you begin typing a previously used address, this feature finishes it as you type.
How the Web Works.
[pic]
Each Client computer needs an application software package called a Web browser, such as Navigator, Internet Explorer.
Each Server on the network needs an application software package called a Web Server. There are many different Web servers, such as those produced by Netscape, Microsoft and Apache.
In order to get a page from the Web, the user must type the Uniform Resource Locator (URL) for the desired page, or click on a link that provides the URL. The URL specifies the Internet address of the Web Server, the directory and the name of the specific page required. If no directory or page is specified, the Web server will display whatever page has been defined as its Home page. If no server name is specified, the Web browser will assume that the address is on the same server and directory as the last request.
In order for the Web server to understand requests from the Web browser, they must use the same standard protocol. If there was no standard, then each Web browser would use a different way to request pages. This means that, it would be impossible for a Web browser from Netscape to communicate with a Web server from Microsoft.
The standard protocol for communication between a Web browser and a Web server is the HyperText Transfer Protocol (HTTP). An HTTP request for a Web browser to a Web server has 3 parts, but only the 1st part is required, the other two are optional.
□ The Request Line, which starts with a command (e.g., GET), provides the URL, and ends with HTTP version number that the browser understands.
□ The Request Header, which contains a variety of optional information such as the Web browser being used (e.g., Internet Explorer), the date, the User ID and Password for using the Web pages as password protected.
□ The Request Body, which contains information sent to the Server, such as information from a firm.
Note. Every Web user must provide the Internet address of the receiving computer, otherwise, the server would not know where to send the requested page.
Some browsers also provide the requestor’s e-mail addresses as well. Most Web servers keep a record of Internet addresses of all the requests (and the e-mail address, if provided by the browser). Some companies use this information to make a follow up with prospective customers.
An HTTP response for a Web server to a Web browser also has 3 parts, but only the last part is required, the first two are optional.
□ The Response Status, which contains the HTTP version number the server has used as status code (e.g., 200 means ‘OK’, 404 means ‘Page not found’), and reason phrase (i.e., a text description of the status code).
□ The Response Header, which contains a variety of optional information such as the Web server being used, the date, the exact URL of the page in the response body, and the format of the body (e.g., HTML).
□ The Response Body, which is the Web page itself.
Internet Addresses.
Internet addresses are strictly regulated, otherwise, someone could add a computer to the Internet that had the same address as another computer.
Each address has 2 parts; The computer name and its domain.
The Domain is the specific part of the Internet to which the computer is connected (e.g., Canada, Australia, etc).
The general format of an Internet address is therefore: computer.domain. Some computer names have several parts separated by periods. For example, the main university Web server of an imaginary University like Yairobi can be Yairobi.edu, while the college of Humanities and Social Sciences server can be chss.Yairobi.edu.
Each domain has an address board that assigns address for its domain. The boards ensure that there are no duplicates.
Finding Web pages (information) on the Web.
There are 3 ways you can use to find interesting and useful Web pages on the Web;
1) You could get the Web address from an advertisement.
Many businesses include their Web addresses in their Television and Print advertisements.
2) You click a link that will enable you jump from one page to another.
Many industries or organizations, magazines and topic experts maintain pages that provide links from page to page.
3) Use of Search Engines.
Search Engines / Search Services.
❖ A Search engine is software that helps in locating information in the Web.
❖ Search engine is a tool that searches the Web for information that you want to find.
Purpose.
√ If you want to get some information concerning an area or subject of interest over the Web but you do not know where to find it, you can use a Search engine to locate sites that contain the information.
√ Locate particular information in a Website, e.g., if you wish to read the Sports news you can load a Web site like , and then use a search engine within that site to locate information on Sports.
The following are the various search engines:
1) Yahoo – .
2) AltaVista – altavista..
3) Excite – .
4) Meta Crawler – .
5) Infoseek.
6) Lycos.
These search engines offer different kinds of searching capabilities. However, they differ in the way they organize information in response to your request.
Yahoo focuses on the largest & most important Websites and organizes them in a directory format. Small and little known Websites are excluded. Therefore, if you are looking for the address of a well-known company or product or a popular topic, Yahoo is probably the easiest way to find it.
Alta Vista is the broadest of all. It lists almost everything it can find. It is probably the best choice if you are looking for an unclear topic or a very specific combination of topics or words (e.g., to find a famous quote).
The major disadvantage of Alta Vista is that, you may have to look through dozens of sites before you find the ones you want. In addition, Alta Vista does not provide some help in focusing your search.
Excite is easier to use in that, it uses advanced special intelligence techniques to help you search those pages that best match your interest. E.g., after looking at the result of a search, you can tell Excite to find more pages that are similar to a specific page it has found. Excite will then search again and present those pages first. In this case, Excite refines the search based on the characterization of the page you have selected.
Meta Crawler provides the best search facilities. It does not search the Web and provide a list of what it finds. Instead, whenever you enter a search request, it simultaneously sends that request to several search engines (including Yahoo & Alta Vista), then combines, and organizes the information it receives from all the search engines into one display.
How Search Engines find Web pages.
Hundreds of thousands of new Web pages are created each day.
There are 2 ways that search engines use to locate Web pages:
□ Use of Spiders / Robots.
□ Through Submissions.
a) Spiders.
Search Engines normally use software spiders to explore the Web. The Spiders are usually automated robots that travel around the Web looking for new pages, and creating links to them.
These spiders methodically search all the pages on the Websites they can find and report back their discoveries. The search engine builds an index to these pages based on the words they contain. When you connect to a search engine, and type a few words describing what you want, the Search engine will search its index for these keywords and provide you with a list of pages that contain them.
b) Submissions.
These are derived from people who have created new Web pages and then submit information about the pages they have created.
1. Select a search engine, e.g., Yahoo, and type its address in the Address box, i.e., .
Once the search engine home page appears, type a keyword or phrase in the Search box, e.g., Kenya, then click the Search button.
Note. The steps may vary depending on the search engine you are using.
2. When the search is completed, a list of sites that contain the keyword or phrase you are looking for is displayed. Select a site whose description comes closest to the information you desire and click on its link.
3. If there are many sites, an option that allows you to view the next 10 or so matches is displayed. Click on this if necessary to view the next set of links.
If there are too many matches, you may want to use an additional keyword to narrow down the search. E.g., to find the sites that contain information about the economy in Kenya, in the Search box, type phrase “Kenya AND Economy”.
4. Click the Search button.
5. From the search results, select the links that may help you get the information you require.
Locate information within a Website.
Once you access a Website, you can search for specific text or information on that site or page.
Unlike search engines like Yahoo, Infoseek, Lycos, Web Crawler, and Excite that present you with the URLs or links of sites that hold information you are looking for, search engines within a Web page locate information within that Web page.
1. Load the Web page to browse. E.g., let’s use a Website: .
2. Click in the Search box, and type a keyword(s), e.g., International AND Student.
Note. When typing in a keyword, you can use logical words or operators like AND (when you want to display results that meet both criteria) and OR (when you want to display results that meet one of the two criteria).
3. Click the Search button, to begin the search.
4. From the Search Results screen, click on a link that is closest to your requirements.
To open a favorite Web site from the Start menu.
1. Click the Start button, point to Favorites, and then click the Web page you want.
To search the Web from the Start menu.
1. Click the Start button, point to Find, then click On the Internet.
To use the Run command to open a Web page.
1. Click Start, click Run, and then type the Internet address you want.
If the page you are opening is one you've viewed before, the AutoComplete feature can complete the address for you.
To find pages you've recently visited.
To find Web sites and pages you've viewed in the last few days, hours, or minutes.
1. On the toolbar, click the History button.
The History bar appears, containing links for Web sites and pages visited in previous days and weeks.
2. In the History bar, click a week or day, click a Web site folder to display individual pages, and then click the page icon to display the Web page.
Notes.
To return to the last page you viewed, click the Back button on the toolbar.
To view one of the last nine pages you visited in this session, click the arrow to the side of the Back or Forward button, and then click the page you want from the list.
To enter Web information more easily.
The AutoComplete feature saves previous entries you have made for Web addresses, forms, and passwords.
When you type information in one of these fields, AutoComplete suggests possible matches.
1. When typing an information in the Address bar, and the AutoComplete feature suggests what you want to enter in that field, click the suggestion. If not, continue typing.
Setting or changing a Home Page.
Home page is the page that is displayed every time you start Internet Explorer.
Note. Make sure it is a page that you want to view frequently, or make it one that you can customize to get quick access to all the information you want, such as the home page.
Purpose.
√ To enable the user to choose or specify a page that will provide a good starting point for exploring the Web.
The Home page will appear each time the user accesses the Web.
1. Go to the page you want set as your Home page.
2. On the Tools menu, click Internet Options....
The Internet Options dialog box appears.
3. Click the General tab.
4. Under the Home Page section, type the address of the new home page in the Address box. Alternatively, click Use Current to make the current Website the home page.
5. Click the OK button.
Tips.
• To restore your original home page, click Use Default.
• You can return to your home page anytime by clicking the Home button.
Exercise.
1. Mention at least 4 facilities that are needed to connect to the Internet.
2. How can you establish the time you have been online in a session?
3. In a step-by-step format, illustrate how you can log out of the Internet.
4. Define the following terms:
a) Intranet.
b) Extranet.
c) Worldwide Web.
5. (i). What is a Web site?
(ii). Give the advantages and disadvantages of a Web site.
6. Give 2 examples of Web Browsers.
7. Explain the term ‘Host computer’.
8. Define the word ‘History’ with reference to a Web browser.
9. (a). What is a Search engine?
(b). Give examples of Search engines.
10. How does the Web work? Explain with the help of a diagram.
11. Describe the procedure of finding information on the Web.
Downloading Web pages and programs from the Internet.
Purpose.
√ To enable the user to view Web pages without being connected to the Internet.
√ To be able to browse a site in a location that does not provide any network access.
√ In order to free your telephone lines.
Downloading a Web page.
1. Load the Web page you want to download, e.g., .
2. Access all the links that you would like to read offline. Make sure that the whole Web page is fully loaded before moving to the next one.
3. On the Favorites menu, click Add to Favorites.
4. Select the option Yes, notify me of updates and download the page for offline viewing.
5. Click OK, and then Logoff.
Downloading a program.
√ Programmers and software houses like Microsoft usually develop programs and may decide to send a test copy to their existing clients or to publish it on the Internet for interested users to test it for a specified period of time.
To test such software, a user will have to download the program onto the hard disk. A user can also download a movie clip or games, etc, and view it offline to save on costs.
1. Locate a site from which you wish to download a program, e.g., .
2. Select the category of programs you want to download, e.g., Games.
3. Select a game category, e.g., Racing Games.
4. Select a game you want to download.
Note. The window lists the properties of the program, e.g., version, file size. Ensure that you understand the licence agreement, i.e., whether the program is freeware or shareware.
Freeware is a program that is absolutely free, while Shareware program is available for a limited period of time.
5. To download the program, click on the download link, e.g., Download Cars & Brix.
6. From the File Download dialog box, select Save this program to disk option, then click OK.
7. In the Save As dialog box, select the folder in which you wish to store the downloaded program, then click Save.
Once the program is loaded, you can access the folder it was saved in and load it without being connected to the Internet.
Saving pictures or text from a Web page.
Purpose.
√ You can save information for future reference or in order to share with other people. You can save the entire Web page or any part of it: text, graphics, or links.
√ You can print Web pages for people who don’t have access to the Web or a computer.
To copy information from a Web page into a document,
1. Select the information you want to copy, on the Edit menu, click Copy.
To use a Web page image as desktop wallpaper.
1. Right-click the image on the Web page, then click Set as Wallpaper.
Saving information (a Web page) from the Internet to the Hard disk.
Purpose.
√ When you come across a Web page you would want to read, but it is too long, you can save the Web page onto your hard disk so as to read it later on when you are off-line. This helps in reducing the costs of browsing while online.
1. Load the Web page you want to download.
Make sure the Web page you want to save is completely transferred to the screen of your Web browser.
2. On the File menu, select Save As.
3. In the Save HTML Document dialog box that appears, select the drive & folder where you want to save the page in.
4. In the File name box, type a name for the page.
5. In the Save as type box, select a file type.
❖ To save all of the files needed to display this page, including graphics, frames, and style sheets, click Web Page, complete. This saves each file in its original format.
❖ To save just the current HTML page, click Web Page, HTML only. This will save the information on the Web page, but it does not save the graphics, sounds, or other files.
❖ To save just the text from the current Web page, click Text Only. This saves the information on the Web page in straight text format.
6. Click Save.
The Explorer program automatically assigns the extension .htm to the file name.
To open a saved file.
√ After saving a Web page, you may want to read and analyze the information at a later time.
√ You may also want to send the saved file to another person via e-mail as an attachment.
1. On the File menu, select Open. This displays the Open dialog box.
2. Click on the Browse button in order to locate the folder where the file is stored.
3. Click the file, then choose Open.
Note. When you save a file in a local disk, only the text on the page is shown. The graphics in a site are displayed in graphics placeholders (which appear as small rectangles).
Graphics and Download time.
When designing Web pages, graphics have to be incorporated sensibly into the Web page.
Although they are appealing to the eye, the more graphics you use on a Web page, the longer the Web browser will take to download the page.
File Formats.
The most common file formats found on the Internet are:
- Graphic Interchange Format (GIF), and
- Joint Photographic Experts Group (Jpeg).
Generally, GIFs are used for simple page design elements like lines, buttons and dividers, while JPEGs are mostly used for complex photographs and images.
Movie (video) files usually have the extension .avi, .mpg, or .mov, while Sound (audio) files have the extension .au, or .ra, or .ram, or .wav.
Printing Web pages.
Purpose.
√ To obtain a hard copy of the information that you have researched on and collected, for the purposes of reviewing later or filing.
Change how a page looks when it prints.
Before printing a Web page, it is advisable to check the settings in the Page Setup dialog box.
This will ensure that the right Paper size, Margins and Orientation of the page are set correctly. You can also add headers and footers to a Web page.
1. On the File menu, click Page Setup.
2. In the Margins boxes, type the margin measurements (in inches).
3. In the Orientation area, click either Portrait or Landscape to specify whether you want the page printed vertically or horizontally.
4. In the Header and Footer boxes, specify the information to be printed, then click OK.
Printing the Web page.
1. On the File menu, click Print to display the Print dialog box.
2. Set the printing options you want, then click OK.
Exercise.
1. What are the benefits of saving information from the Internet to your hard disk?
2. List the type of files that can be downloaded from a Website.
3. In which dialog box would one enter a footer and header of a Web page to be printed.
4. Graphic objects are visible upon opening of saved Web pages. True/False? Explain.
5. Define the following terms with respect to the Internet:
i) Website.
ii) Upload.
iii) Access Provider. (6 marks).
6.
Creating a Bookmark.
Purpose.
√ When you browse the Web, you may come across sites that you want to visit regularly.
Examples of such sites include; news sites like CNN or BBC. You can decide to ‘bookmark’ the Web page.
The Bookmark feature (also known as a Hotlist or Favorites feature) allows you to store the addresses of Web pages that you frequently visit. Hence, you do not have to constantly retype your favourite Web page addresses. When you want to visit the site, simply select the bookmark from a list.
1. Open the Website that you want to create a shortcut to. E.g., .
2. On the Favorites menu, choose Add to Favorites.
The Add to Favorites dialog box appears. The name of the site you are in appears on the Name box.
3. Under Create in: click the folder you want to add the site to, e.g., Links, then click OK.
This will add the title of the Web page in the Favorites list.
To go to a site using a Bookmark.
1. On the menu bar, select Favorites.
2. Select the folder that holds the favorites item, e.g., Links.
3. From the drop-down list, click .
To delete a Bookmark.
1. On the menu bar, select Favorites.
2. Point to the item from the Favorites list, e.g., .
3. Right-click the item, and then click Delete.
The Confirm File Delete dialog box appears.
4. Click Yes, to remove the item from the list.
Working Offline.
Connection to the Internet usually means that you are using telephone lines, and therefore incurring telephone charges and usage on your ISP account.
Offline - Not connected to a network or the Internet.
BROWSING THE WEB (INTERNET) OFFLINE.
Purpose.
√ To enable the user to save on the time spent connected to the Internet, and hence reduce the general costs of being online.
1. Access the Web site that you want to browse offline.
2. Access all the links to download all the information you require.
Ensure that each Web page is downloaded completely before going to the next one.
3. On the Taskbar, right-click the Connection Indicator button, then choose Disconnect.
The Connection Indicator disappears from the Taskbar showing that you are now working offline.
After disconnecting the user can go ahead and read all the downloaded information. The user can also “browse” through the site while offline provided all the pages and links are downloaded.
Note. Some services like Internet, Usenet, Newsroom, or Shopping will not be available when you are offline. To use these services, you need to re-establish the connection.
Making Web pages available for offline viewing.
Offline Reading -To view a Web page without being connected to the Internet.
You can download the page to your hard disk, disconnect from a network or the Internet, and read the material later.
When you make a Web page available offline, you can read its content when your computer is not connected to the Internet.
E.g., you can view Web pages on your Laptop computer when you don't have a network or Internet connection.
1. On the Favorites menu, click Add to Favorites.
2. Select the Make available offline checkbox.
3. To specify a schedule for updating that page, and how much content to download, click Customize.
4. Follow the instructions on your screen.
Note. Before you go offline, make sure you update your pages. To do this, click the Tools menu, then click Synchronize.
To make an existing favorite item available offline.
1. On the Favorites menu, click Organize Favorites.
2. Click the page you want to make available offline.
3. Select the Make available offline checkbox.
4. To specify a schedule for updating that page, and how much content to download, click Properties.
Get Help with Internet Explorer.
Purpose.
√ While working with Internet Explorer, you may sometimes need help on how to perform certain tasks or help on a particular topic of interest.
1. On the Help menu, select Contents and Index (or press F1).
The Internet Explorer Help window is displayed.
2. Click the Contents tab.
3. Click a book in the list, and then click a Help topic you want to look at.
The Help topic contents are displayed on the right-hand side of the Help window.
4. Read the help and click the hyperlinks (blue, underlined text) if you want to see help on related topics.
5. When you have finished, click the Close button to exit help.
Using the Index to get Help.
1. On the Help window, click the Index tab.
2. Type in the first few letters of the word or topic that you are looking for.
In the Index box, all the help topics are listed in alphabetical order.
3. Click the Display button to view the information about the topic selected.
Exercise.
1. What is a Bookmark?
Advantages of the Internet.
i) One can download (copy) information from a Website.
ii) The Internet has enabled the interlinking of people worldwide / globally.
iii) It is convenient in the sense that you can access data 24 Hrs.
iv) It is cheap, i.e., the operational cost that one may incur is low.
v) It has brought in the technology of doing the following; E-learning, E-Agriculture, E-commerce, E-governance, etc.
vi) Provides up-to-date information.
vii) It doesn’t require a lot of training to browse.
viii) It provides entertainment facilities.
ix) Can be used for research.
x) Brings harmony in the world, because people can communicate and exchange ideas.
xi) The Internet can be accessed at any part of the world.
xii) There is always a full backup provided by the Servers, hence no data loss.
xiii) It’s a fast way of communicating.
xiv) It provides an easy way to use offers in Information and products.
Internet provides information from almost all parts of the world that you need in order to make accurate and informed decisions.
You will get information you need from business to education, from sports to politics, from arts to eating out.
Disadvantages of Internet.
i) It’s a technology, which is fetched for (imposed/forced on) the Third world countries.
ii) The cost of the Internet Service Provider is high.
iii) It is leading to exposure of morally harmful shows such as Pornography.
iv) It leads to spread of viruses.
v) Has proved to be unreliable especially accessing information.
vi) No copyright rules meant to protect the property of an organization.
ELECTRONIC MAIL (E-MAIL).
About e-mail.
Electronic mail (also known as e-mail) is one of the common services provided by the Internet.
❖ E-Mail is a worldwide system for sending & receiving electronic messages from one computer to another.
❖ E-Mail (Electronic mail) refers to electronic messages sent over the Internet or a network. E-mail can contain both text & files.
With e-mail, users can create and send messages to one user, several users, or all the users on a distribution list.
Most e-mail software enable users to send text messages. In addition, users can attach files from Word processors, Spreadsheets, Reports, production data, etc, and then send them by e-mail.
Most E-mail packages allow you to do the same things you do with regular paper mail. You can file messages in electronic file cabinets, forward copies of messages to other users, send “carbon copies” of messages, and so on. The E-mail packages also allow you to filter or organize messages by priority. E.g., all messages from a particular user (e.g., your boss) could be given top priority, so that they always appear at the top of your list of messages.
However, E-mail is a much faster, economical & convenient way of sending messages to family, friends and colleagues than the paper mail (usually called “Snail mail”). Messages can be sent or received 24-hrs a day. With “Snail mail” a message or a letter is sent to the recipient through the Post office and takes days or weeks before reaching the destination.
Components required.
For one to be able to communicate using e-mail, the following components are needed:
1) A Computer - where you will send or receive the e-mail messages.
2) An E-mail program.
Your computer must be installed with an e-mail program that lets you send, receive and manage your e-mail messages.
Examples of E-mail programs;
• Microsoft Outlook, Outlook Express, & Microsoft Exchange from Microsoft.
• Communicator from Netscape.
• Lotus Notes.
• Eudora.
3) E-mail address of the sender & the address of the receiver.
4) An Internet Service Provider (ISP) - company who will deliver your message to the receiver.
Once you send a letter or a message, it travels from your computer through a Modem, which connects your computer to the Internet using the Telephone network. The Mail passes through various computers, until it reaches the final destination.
How E-mail Works.
The figure below shows how an e-mail message can travel over a Wide Area Network (WAN) such as the Internet.
[pic]
Each Client computer in the Local Area Network (LAN) runs an e-mail software package called User Agent, e.g., Eudora, Lotus Notes, Outlook Express, Microsoft Outlook, etc.
The user writes the e-mail messages using one of the User Agents, which formats the message into 2 parts;
i) The Header, which lists the source and destination e-mail addresses.
ii) The Body, which is the message itself.
The User agent sends the message header & body to a Mail Server that runs a special application package called a Message Mail Transfer Agent. The Message Mail Transfer Agent in the Mail Server reads the envelope & then sends the message through the network (possibly through dozens of Message Transfer Agents) until the message arrives at the Mail Server of the receiver.
The Message Transfer Agent on this server then stores the message in the receiver’s mailbox on the server.
When the receiver accesses his/her e-mail, the User Agent on the receiver’s Client computer contacts the Message Transfer Agent on the Mail Server, and asks for the contents of the user’s mailbox. The Message Transfer Agent sends the e-mail message to the client computer, which the user reads using the user agent.
E-MAIL STANDARDS.
Several standards have been developed to ensure the compatibility between different e-mail software packages.
The 3 commonly used standards are:
1) Simple Mail Transfer Protocol (SMTP).
2) X-400.
3) Common Messaging Calls (CMC).
All the 3 e-mail standards work in the same basic fashion.
Simple Mail Transfer Protocol (SMTP).
SMTP is the most commonly e-mail standard used on the Internet.
SMTP defines how Message Transfer Agents operate and how they format messages sent to them. As the name suggests, SMTP is a simple standard that permits only the transfer of text messages. Non-text files such as graphics or Word processing documents are not permitted.
However, several standards for non-text files have been developed that can operate together with SMTP. They include; Multi-Purpose Internet Mail Extension (MIME), Unencoded & Bin Hex.
A different standard called Post Office Protocol (POP) defines how User agents operate and how messages to & from the Mail Transfer Agents are formatted.
POP is gradually being replaced by a newer standard called Internet Mail Access Protocol (IMAP).
The main difference between POP & IMAP is that, before a user can read a mail message with a POP user agent; the e-mail message must be copied to the client’s hard disk and deleted from the mail server. With IMAP, e-mail messages can remain stored on the mail server after they have been read. Therefore, IMAP is beneficial to users who read their e-mail from many different computers (e.g., at home, in office & in computer labs), because all e-mail is stored on the server until it is deleted.
X-400
The X-400 e-mail standard was developed in 1984. It is a set of seven (7) standards that define how e-mail is to be processed by the User agents and the Mail Transfer Agents.
Common Messaging Calls (CMC).
The CMC standard is a simpler version of the X-400 standard.
It was developed in 1994.
It is more popular than X-400, because it is simple & it is also supported by a large no. of leading vendors/sellers.
File Transfer Protocol (FTP).
FTP enables you to send and receive files over the Internet. FTP requires an application program on the client server and an application program on the FTP Server. Many application packages use the FTP standard (e.g., WS-FTP).
Almost anyone can establish a FTP server, which permits anyone on the Internet to log in, send and receive files.
There are 2 types of FTP sites;
i) Closed.
ii) Anonymous.
Closed FTP site.
A Closed site requires users to have permission before they can connect and gain access to the files. Access is granted after the user provides an Account name with a secret password.
For example, a Network Manager would write a Web page using software on his/her client computer and their user FTP to send it to a specific account on the Web Server.
Anonymous FTP site.
Anonymous is the most common type of an FTP site.
It permits any Internet user to log in using the account of anonymous.
When using the anonymous FTP, you will still be asked for a password. You can enter your Internet e-mail address as the password.
Many files and documents available via FTP have been compressed to reduce the amount of disk space they require.
Note. If a file that you want has been compressed by a compression program that is not in your computer, you cannot access the file until you get the decompression program it used.
Using Lotus Notes.
One of the problems with e-mail is that, it lacks a structured way to support an ongoing discussion. Each mail message is a separate item, unrelated to the other messages. Usually, you can group and file e-mail messages into separate file folders, but it not possible to combine them.
Using Lotus Notes (a document database of text and graphics), documents with different sections can be organized into a hierarchical structure of sections, documents and folders.
Lotus Notes can be used as a computer Bulletin board to support ongoing discussions. Several topics and sub-topics can be created, and everyone or selected individuals in the organization can be given access.
Lotus Notes can also be used to organize a discussion among certain people such as a Project team working to improve manufacturing quality. It might reduce the amount of time the team spent in face-to-face meetings, because many of the issues might be discussed before the meeting actually starts.
Lotus Notes also could be used to replace standard Word processors in preparing reports. Each team member could use Lotus Notes to write a portion of report, which could then be passed to other team members for editing or comments.
Lotus Notes can also automate certain document-based processes (called Workflow automation). For example, insurance claims require people from several different parts of an Insurance company to work together to process the claim. One person might handle the initial claim, which would then be passed to an Insurance adjuster to finish a report. Another person would process the payment. All this paperwork could be replaced if Lotus Notes were used to prepare and pass the documents from one person to another.
Note. Lotus Notes has the ability to replicate. Replication is the automatic sharing of information among servers when information changes. E.g., Lotus Notes servers can be set to replicate information they contain within any other Lotus Notes server on the network, so that a change to a document on the server will automatically be shared with all other servers that contain the same document.
Setting up (adding) an E-mail or News account.
To set up an e-mail account, use an e-mail program such as Outlook Express. Outlook Express is a Web browsing software that can help you exchange e-mail messages with colleagues and friends on the Internet or join newsgroups to trade/share ideas and information.
You will need the following information from your Internet Service Provider (ISP) or Local Area Network (LAN) administrator:
♣ For e-mail accounts, you'll need to know;
- The type of Mail server you use (POP3, IMAP, or HTTP)
- Your Account name and Password.
- Name of the incoming mail server and,
- If you are using POP3 or IMAP, the name of an outgoing mail server.
♣ For a news account, you'll need to know;
- The name of the news server you want to connect to and, if required, your account name and password.
To add a mail or news account.
1. On the Start menu, point to Programs, then click Outlook Express.
2. On the Tools menu, click Accounts.
3. In the Internet Accounts dialog box, click the Add button.
4. Select either Mail or News to open the Internet Connection Wizard, and then follow the instructions to establish a connection with a mail or news server.
Tips.
❖ After you set up your account, just double-click the Outlook Express icon on the desktop to begin sending and receiving e-mail.
❖ You can get a free mail account from Hotmail, which uses HTTP servers.
E-mail addresses.
Each user has his own e-mail address (or mailbox) in form of computer storage space to receive messages. The mailbox is accessed via a computer terminal within the system. In addition, each user has a password to protect access to his/her own mailbox.
Messages are drawn to the user’s attention when they enter the system.
Components of an E-mail address.
An e-mail address consists of two parts separated by the @ symbol. For example, if your e-mail address is Drg@:
i) The 1st part of the address to the left side of the @ symbol refers to the person’s identity or login name. It is the name or identifier of the specific individual or organization, e.g., “drg”.
ii) The 2nd part following the “@” symbol is the computer address. It is usually made up of 2 to 3 sub-parts to further identify the individual, organization, ISP or a country. In this case:
❖ “tropicalheat” identifies the business.
❖ “.com” is the extension, which identifies the type of the organization.
The table below shows some extensions and what they represent: -
|Extension |Represents |
|.org |A non-profit making organization |
|.edu |An educational institution or organization |
|.com |A commercial organization |
|.net |Network |
|.mil |Military |
|.gov |government |
Sometimes, the name of the country is included in the e-mail address. E.g., Skynews@sky.co.uk or Nation@africaonline.co.ke.
In this case, “.co.uk” refers to a company in the United Kingdom, while “.co.ke” refers to a company in Kenya.
Examples of E-mail addresses;
Smith@
Iat@Africaonline.co.ke
Were@Egerton.edu
Manager@
Bridge@arcc.or.ke
Tim@ (free e-mail address)
Douglas@ (free e-mail address)
Exercise.
1. (a). What is E-mail?
(b). Give TWO examples of e-mail software.
(c). Give an example of an e-mail address.
2. Identify institutions whose e-mail addresses end with the following extensions:
i) .org ______________________________________________________
ii) .gov ______________________________________________________
iii) .edu ______________________________________________________
iv) .com______________________________________________________
v) .net ______________________________________________________
vi) .mil ______________________________________________________
3. Identify the parts of the following e-mail address:
iat@africaonline.co.ke
A B C D
A _________________________________________________________________
B _________________________________________________________________
C _________________________________________________________________
D _________________________________________________________________
Reading E-mail Messages.
Purpose.
√ Once an e-mail message that has been sent to you arrives at your computer, to read the contents you must open it using the program you have installed for sending e-mail, e.g., Microsoft Outlook or Outlook Express.
1. Open the e-mail program, e.g., Outlook Express from the Start menu or a shortcut on the desktop.
The Choose Profile dialog box appears to allow you to select your profile.
Note. A User Profile is a group of settings that define how the e-mail program is set up for a particular user. It also defines through the information services how a user can send, store, and receive messages.
2. Select your profile by clicking the down arrow on the Profile Name box, and then click OK.
Usually, all incoming messages are stored in the Inbox when you connect to Outlook Express. The Inbox displays all the e-mail messages that you have received.
3. To open and read e-mail messages, click the Inbox icon either on the Outlook bar or on the Folders list, and then choose the message that you want to read.
♣ To view the message in the preview pane, click the message in the message list.
♣ To open the message in a separate window, double-click the message in the message list.
The lower grid of your screen will have the full message.
4. When you have finished reading a message, you can close the window. Choose Exit on the File menu. This will take you back to the Outlook Express window. If there are any e-mails in the Outlook that have not been sent, a message will appear prompting you to send the e-mail(s) at that particular time or you can send it later.
Tips
• After Outlook Express downloads your messages, you can click the Send/Recv button on the toolbar, to read messages either in a separate window or in the preview pane.
• To view all the information about a message, such as when it was sent, click the File menu, and then click Properties.
• As you read the items in your items in your Inbox, you can reply to, forward, or file them in other folders that you create.
• To save the message in your file system, click Save as and then select a format (mail, text or HTML) and location.
Reply to E-mail Messages.
Purpose.
√ If you have read a message, you may want to send a reply to the original sender.
√ If the original message that you are replying to was also copied to a no. of other people, you may want to send a reply to all of them.
When replying to a mail message, you can choose to reply with or without the original message insertion. The original message, sometimes referred to as the History, appears in the body of the message, and is used for reference purposes.
Reply with the original message insertion.
1. Open the message you want to reply.
2. Click the Reply button in the Mail window. The Reply message window appears containing the message you are replying to at the bottom.
3. Type the reply where the insertion point is.
4. When you have finished typing and editing the reply, click the Send button (if you are online) to send the message.
Note. If you click the Send button while you are offline, the mail will be placed in the Outbox folder and will automatically be sent the moment you are online.
Reply without the original message insertion.
To remove the original message, select the text, and then press the DELETE key or set options in the Options dialog box.
1. On the Tools menu, click Options.
2. Click the Reading tab.
3. Under When replying to a message box, click the down arrow, then select Do not include original message, then click OK.
4. Follow the procedure used to reply a message with the original message insertion.
This time, the Reply message window will not contain the message you are replying to at the bottom.
Note. After replying to an e-mail, the E-Mail icon will indicate a checkmark showing that the mail has been replied to.
Creating and sending an e-mail message.
Purpose.
√ To communicate with another user who has an e-mail address. This is cheaper than sending fax or using the telephone especially for long distance calls.
√ It is also faster to send e-mail than to post a letter.
E.g., to send a letter around the world using e-mail takes some few minutes as compared to the weeks ordinary mails take.
1. Start the Microsoft Outlook window.
2. On the toolbar, click the New Mail Message button.
The message composition window is displayed.
3. In the To… and/or Cc… boxes, type the e-mail addresses of each recipient.
♣ If you want to sent copies of the message to other people, type in their e-mail addresses in the Cc… box, separating the addresses with a semicolon (;).
♣ To add e-mail names from the Address Book, click the book icon in the New Message window next to To, Cc, and then select names.
♣ You can also send a Blind Carbon Copy (Bcc). In this case, the recipients entered receive the message but their names are hidden from other recipients of the message. To use the Bcc box, click the View menu, and then select Bcc field.
4. In the Subject box, type a message title.
5. In the lower grid of the message composition window, type in the message that you want to send.
You can format the e-mail message using the formatting tools like, Bold, Font size, Underline, etc.
6. When you have finished typing the message, editing, and spell checking, click the Send button on the New Message toolbar.
Notes.
• To save a draft of your message to work on later, click the File menu, then click Save. You can also click Save as to save a mail message in your file system in mail (.eml), text (.txt), or HTML (.htm) format.
• A message that returns to the sender because it cannot reach its destination is referred to as a Bounced message.
Checking the spelling in mail messages.
Before sending a mail message, you can spell check it to correct any spelling mistakes in the mail.
Outlook Express uses the spelling checker provided with Microsoft Office 97 programs, such as Microsoft Word, Microsoft Excel, and Microsoft PowerPoint.
1. In the New Message window, click the Spelling button on the toolbar, (or click the Tools menu, and then choose Spelling).
2. The Spelling dialog box appears. The misspelt words are highlighted and shown in the dialog box. Choose the correct word by selecting it, and then click the Change button.
If the word or phrase is correct but is not in the dictionary, click Ignore.
3. Once spell checking of the mail is complete, and a dialog box appears, click OK.
Formatting e-mail message text.
To add special emphasis or structure to message text-such as bold, color, or bulleted lists, and also to add graphics and links to Web sites in your mail messages, use Hypertext Markup Language (HTML) - the standard language for formatting text for the Internet.
To use HTML formatting on all outgoing messages.
❖ When you create messages using HTML formatting, only mail programs that support HTML can read the formatting. If the recipient's mail or newsreading program does not read HTML, the message is displayed as plain text with an HTML file attached. The recipient can view the attached file by opening it in any Web browser.
To send the message in HTML formatting;
1. In the main window, click the Tools menu, click Options, then click the Send tab.
2. In the Mail Sending Format or News Sending Format sections, click HTML.
To use HTML formatting on an individual message.
In an e-mail message window, make sure HTML formatting is turned on, i.e., Click the Format menu, then choose Rich Text (HTML). A black dot appears by the command when it is selected.
To change the font, style, and size of text.
You can change the way the text looks for all your messages or you can make changes to selected text within a message.
To change the text style for all messages.
1. On the Tools menu, click Options.
2. Click the Compose tab, then click the Font Settings button.
To format text within individual messages.
1. Select the text you want to format. To change the font for an entire message, click the Edit menu, then click Select All.
2. On the Formatting toolbar, click the buttons for the options you want.
To format a paragraph.
1. Click anywhere in the paragraph, or select the text you want to format.
2. Use either the Formatting toolbar or the commands on the Format menu to change the text.
To Do this
Change the indentation of a paragraph Click the Increase Indent or Decrease Indent button on the Formatting toolbar.
Add a horizontal line Click where you want the line to appear, and then click the Insert Horizontal line button on the Formatting toolbar.
Format text written in Rich Text (HTML) mode Click the Format menu, point to Style, and then choose an option.
To create a numbered or bulleted list.
1. In your message, click where you want the list to start.
2. On the Format menu, point to Style, then click either Numbered List or Bulleted List.
3. Type the first item in the list. When you press ENTER, another list entry is started on the next line.
To end the list, press ENTER twice.
Inserting items in a message.
To insert a Business card in all messages.
1. On the Tools menu, click Options, then select the Compose tab.
2. In the Business Cards section, select the Mail or News check box, and then select a business card from the drop-down list.
Notes.
❖ To change information in a business card, click the Edit button.
❖ To add a business card or signature to an individual message, in a message window, click the Insert menu, then click either Signature or My Business Card.
To include a sound in a message.
1. Click anywhere in the message window.
2. On the Format menu, point to Background, and then click Sound.
3. Enter the name of the file you want to include and the number of times you want the file to play.
To insert a picture in a message.
1. In the message, click where you want the image to appear.
2. On the Insert menu, click Picture, then click Browse to find the image file.
3. Enter Layout and Spacing information for the image file as needed.
Notes.
❖ If message recipients are not able to view your inserted images, click the Tools menu, and then click Options. Click the Send tab, click HTML Settings, and then make sure that Send pictures with messages is selected. Then resend your message.
❖ To insert a background picture in your message, in the message window, click the Format menu, point to Background, then click Picture. Click the Browse button to search for the file you want to use.
Attaching files to e-mail messages.
Purpose.
√ You can attach a copy of any type of file such as a document, spreadsheet, graphic image or a presentation to your e-mail messages.
1. Click the New Message button.
2. In the Message Composition dialog box, enter the e-mail address and type in the message to be sent.
3. Click where you want the file attachment to appear, then click the Insert File button to display the Insert File dialog box.
4. Locate the folder that contains the file you want to attach, and then click the file.
To select multiple files, hold down the CTRL as you click each of the files.
5. Click the OK button.
The attached file is displayed as an icon in the body of the message. The icon indicates the file type and name. e.g., Sales Results.xls
6. Click the Send button.
To open or view the attached file.
Documents that contain file attachments display a paper clip image in the view or folder next to the document file.
Once the document is open, Microsoft Outlook displays an icon representing the attachment.
Note. You must have the application in which the attachment was composed in order to open it. The MIME (Multi-purpose Internet Mail Extension) type of file enables Internet browsers to access an Internet mail file without prompting the user to specify the program used to create the attached file.
1. In the Inbox, select the e-mail message that contains the attachment.
2. Double-click the e-mail message to open it.
3. Double-click the icon that represents the attachment.
Deleting an attachment.
1. Open the e-mail message that contains the attachment.
2. To delete the attached file, click the file icon, then press the Delete key.
Organizing E-mail messages.
Purpose.
√ You can use Outlook Express to organize your incoming messages and make it easy to send mails.
To use your online time efficiently, use Outlook Express to find messages, automatically sort incoming messages into different folders, keep messages on a mail server, or delete them entirely.
Organizing the Inbox.
You can organize the messages in your Inbox quickly by sorting them.
To quickly sort messages by Subject, Sender or the Date received, click on the respective column header. E.g., to sort your messages in alphabetical order by sender, click on From in the column header.
To create a Mail folder.
1. On the File menu, click New, then choose Folder.
2. Enter the name of the folder in the Name box, e.g., My Own.
3. Select the Inbox folder so that the mail folder created will become a subfolder of the Inbox.
4. You can add details, such as a description of the folder in the Description box, then click OK.
To move or copy a message to another folder.
1. In the message list, select the message (s) you want to move or copy.
2. On the Edit menu, click Move to Folder or Copy to Folder, then select the folder you want to move or copy the message to.
To delete a mail message.
1. In the message list, select the message.
2. On the toolbar, click the Delete button (or press the Delete key).
Notes.
• To restore a deleted message, open the Deleted Items folder, and then drag the message back to the Inbox or other folder.
• If you don't want messages to be saved in the Deleted Items folder when you quit Outlook Express,
1. Click the Tools menu, then click Options.
2. On the Maintenance tab, select the checkbox labeled Empty messages from the 'Deleted Items' folder on exit.
• To manually empty all deleted items,
1. Select the Deleted Items folder.
2. On the Edit menu, click Empty Deleted Items Folder.
Sending a Web page by e-mail.
Purpose.
√ You may find some interesting and useful material on the Internet that you would like to share with friends and colleagues.
You can send Web pages by e-mail to other people even if the recipients are not connected to the Internet.
1. Access the Web page you want to send.
2. Click the File menu, point to Send, then click Page By E-mail or Link By E-mail.
3. If necessary, choose the correct profile to use from the Profile dialog box, i.e., Outlook Express, and click OK.
4. In the Message dialog box, enter the address of the recipient, then click the Send button.
Note. You must have an e-mail account and an e-mail program set up on your computer.
Blocking Unwanted messages.
You can control the mail and news messages you get in Outlook Express . You can block certain people from sending you mail, you can hide conversations that don't interest you, and you can guard against being sent damaging code in mail by setting security levels.
To block messages from a sender or domain.
You can block messages from a particular sender or domain.
❖ The Domain is the name following the @ symbol in an e-mail address.
❖ Domain - A group of networked computers that share information & resources.
When you block a sender or domain, no e-mail or news message from that sender or domain will arrive in your Inbox or in the news messages you read.
E-mail from blocked senders goes directly into your Delete folder while Newsgroup messages from blocked senders are not displayed.
1. From your e-mail Inbox or the list of messages in a newsgroup, select a message from a sender you want to block.
2. On the Message menu, click Block Sender.
The e-mail address of the sender will appear in the Address box. You can type a different address or domain in the Address box if you wish.
3. Select the blocking option you want: mail, news, or both kinds of messages.
Important. Blocking a sender applies to standard POP mail only. It does not apply to HTTP mail (Hotmail) or IMAP messages
Differences between E-mail and General Post office mail.
1) E-mail is computerized, while Post office mail is manually operated.
2) Post office mail is slow, while E-mail is fast & has a wide area of coverage.
3) E-mail is more secure.
Advantages of E-mail.
Electronic mail has several advantages over regular mail.
i) It is cheap & economical.
It costs almost nothing to transmit an e-mail message over the network, i.e., there is no need for stamps, envelopes, etc.
ii) It is secure, i.e., access to a user’s mailbox can be restricted by use of a password.
iii) It is faster, i.e., mails can be sent instantly.
The delivery of an e-mail message normally takes seconds or minutes, depending on the distance to the receiver.
iv) It is efficient, i.e., a message prepared only once can be sent to several people.
v) It is convenient.
With E-mail, you can send your messages when it is convenient for you and your recipients respond at their convenient times.
vi) E-mail is cheaper in terms of the time invested in preparing the message.
The expectations and culture of sending & receiving e-mail are different from that of sending regular letters. Regular business letters & inter-office memos are expected to be error-free and formatted according to certain standards. In contrast, most e-mail users accept less well-formatted messages and slight typographical errors are overlooked. So, less time is spent perfecting the appearance of the message.
vii) E-mail can act as a substitute for the Telephone calls, thus allowing the user to avoid telephone tag (i.e., the process of repeatedly exchanging voice mail messages because you or the other person may not be available when the other calls).
E-mail can often communicate enough of a message so that the entire “conversation” will take less time than a phone call.
E-mail is particularly effective for multinational organizations, which have people working in different time zones around the world.
Disadvantages of E-mail.
i) The initial installation cost is higher.
ii) Messages may be lost before they are read due to virus infections.
iii) Messages may not be kept for future reference due to the high cost of storage, i.e., it requires regular deletion of messages from the hard disk.
Exercise.
1. How does one send an e-mail message?
2. What is the advantage of filing e-mail messages when you can leave them in the Inbox and still have them for future reference?
3. List THREE levels of importance one can set on an e-mail message.
4. Lucille has received an e-mail message that contains an attachment. Can she use any application to open the attached file? Explain.
5. What are the advantages of e-mail over the ordinary post office mail.
6. Give THREE differences between electronic mail and the Post office mail?
Using the Address Book.
Purpose.
√ The Address Book is a directory of personal details, including e-mail addresses, for the people to whom you send messages (called Contacts).
It is used to store/keep track of e-mail addresses, mailing addresses, phone numbers, and other information about your friends and also provides space for notes.
You can store such addresses in the Address Book so as to address mails more easily, i.e., each time you want to send e-mail messages, you simply select the names from the list of addresses.
This will save the time used to enter lists of e-mail addresses as well as help maintain their accuracy. E.g., an e-mail address like Njiiri.mworia@mit.edu.uk can be difficult to remember. In addition, one can easily make a typing error when typing the address.
The Address Book is accessible from Internet Explorer, Outlook Express and NetMeeting, thus enabling you to keep one list of addresses that are accessible by various programs.
To add a contact to the Address Book.
1. To open the Address Book, click the Address Book button.
There can be several types of address books in the Address Book dialog box including the Global Address list and Personal Address Book.
2. In the Show names from the box, select the type of address book you want to use.
The Global Address list is the address book that contains all e-mail addresses for users, groups, and distribution lists in your organization that you can address messages to. The Administrator creates and maintains this address book.
The Personal Address Book is the address book used to store personal distribution lists you frequently address messages to, such as a list of your friends.
3. Click the New Entry button.
4. Specify the entry type of the contact, i.e., whether it is an Internet address or an entry for a distribution list.
5. Type in the display name for the address as well as the full e-mail address.
6. Complete the dialog box with the rest of the contact details using the other tabs, e.g., Business or Phone Numbers, then click OK.
The contact address is added to the Address Book.
To edit a contact in the Address Book.
1. Open the Address Book.
2. Select the contact that you want to edit.
3. On the File menu, click Properties.
4. Make the necessary changes to the information, then click OK.
To create a contact from a mail message.
When you receive a mail message, you can add the sender’s details (name and e-mail address) to your Address Book.
1. From the Inbox, right-click a message.
2. Select Add sender to Address Book, from the shortcut menu that appears.
To delete a contact from the Address Book.
1. Open the Address Book.
2. Select the address that you want to remove from the Address book.
3. Click the Delete button (or press the Delete key).
4. Click Yes to confirm that you want to delete the name or entry.
To create a distribution list.
If you send mails to the same group of people frequently, you can create a group address list. Group address lists are known as Distribution lists.
When you address a message to that group, each individual in the group receives it.
Note. You must have a Personal Address Book set up in order to be able to create a personal distribution list.
1. Open the Address Book.
2. Click the New Entry button.
3. In the Select the entry type box, click Personal Distribution List, and then click OK.
4. In the Name box, type a name for the group, e.g. Sales Dept., then click the Add/Remove Members button.
5. To add members to the group, select a contact or name from the left hand list box, then click the Members button (or double-click on a name) to move the name to the right list box.
The contact is copied to the Personal Distribution List box.
6. Repeat step 5 until you have all the names you want in your group in the Personal Distribution List, then click OK.
The group or distribution list is usually listed in the Address Book.
To send a message using the Address Book or distribution list.
1. In the Microsoft Outlook window, click File then select the New Mail Message.
2. Click the To… button to open the Address Book.
3. Select the contact names from the list or select the distribution list, then click on To ->.
Note. To see the full e-mail addresses, select the name of the person from the lists and click on Properties button.
4. Click OK to return to the message composition dialog box.
5. Type out the rest of the message and click on Send.
Exercise.
1. What are the advantages of using the Address Book as opposed to typing e-mail addresses each time you send e-mail?
READING MAIL MESSAGES OFFLINE.
Once you have opened the E-mail program, it is not necessary for you to be connected directly so that you can read & write your e-mail messages. You may choose to work offline to save on costs.
When you are offline, Outlook Express downloads mail messages to your local computer. When you connect (or choose to work online) again, messages in your Outbox are sent, messages you marked for deletion are removed, and all other actions taken offline are completed at once.
There are 2 situations where it is beneficial to use Outlook Express offline:
i) If your ISP charges you by the hour or if you have only one phone line. Under these conditions, you might want to reduce time spent online.
ii) If you use a Laptop to read your messages while you are traveling or any other time you are not connected to the Internet.
To set up Outlook Express to reduce online time.
1. On the Tools menu, click Options.
2. On the Connection tab, select Hang up after sending and receiving.
If you connect to an IMAP or HTTP server, click the server name in the folder list, and then make sure that the items you want to view offline are checked.
This procedure can be used to set up Outlook Express so that it automatically disconnects after you select Send and Receive from the Tools menu.
You can then read and compose messages offline without incurring charges or tying up a phone line.
Note. To reconnect to send or receive messages, click the Tools menu, point to Send and Receive, and then select the option you want.
To read messages while you are away from your Internet connection.
1. On the Tools menu, select Options, then click the General tab.
2. Under the field labeled If my computer is not connected at this time, select Connect only when not working offline.
If you connect to an IMAP or http server, click the server name in the folder list, make sure
that the items you want to view offline are checked, and then click Sync Account.
3. On the File menu, click Work Offline.
Note. To check the type of account you have, click the Tools menu, and then click Accounts. Select your e-mail account and then click Properties. The account type is listed on the Advanced tab.
Viewing and posting to Newsgroups.
What are newsgroups?
A Newsgroup is a collection of messages posted by individuals to a News server (a computer that can host thousands of newsgroups).
Some newsgroups are "owned" by someone who reviews the postings, can answer questions, delete inappropriate messages, etc.
Anyone can post messages to a newsgroup. This is because, Newsgroups do not require any kind of membership or joining fees.
To use newsgroups in Outlook Express, your Internet Service Provider must offer links to a news server. After you set up an account for the server you want in Outlook Express, you can read and post messages in any of the newsgroups stored on that news server.
To switch between mail and news reading.
• In the Folders list, click Inbox to go to your e-mail, or click a news server name or specific newsgroup to visit newsgroups.
To find newsgroups of interest.
1. In the Folders list, click a server name, then click the Newsgroups button.
2. In the Display newsgroups which contain box, type the words you want to search for.
To subscribe to a newsgroup.
Subscribing ensures that the newsgroup is included in your Folders list for easy access.
You can subscribe to a newsgroup in any of the following ways:
a) When adding a news server, Outlook Express prompts you to subscribe to newsgroups on that server.
b) Click a news server name in your Folders list, and then click the Newsgroups button. Select the newsgroup that you want to subscribe to, and then click the Subscribe button.
Note: When you double-click a name in the Newsgroup list, a subscription is automatically generated.
c) When you click a newsgroup, its name appears in your Folders list. Right-click the name, and then click Subscribe.
Tips. To cancel your subscription to a newsgroup,
1. Click the Newsgroups button, click the Subscribed tab, select the group you want, and then click the Unsubscribe button.
-Or-
Right-click the newsgroup in your Folders list, then click Unsubscribe.
To view a newsgroup without subscribing to it.
To find out if a specific newsgroup is right for you, read some of the messages in it.
1. From the Tools menu, select Newsgroups to open the Newsgroup Subscriptions dialog box.
2. Select the news server you want in the Accounts list. All of the newsgroups on that server appear on the All tab.
3. Select the newsgroup you want to view, and then click Go To.
Note. The first time you view a newsgroup, it may take several minutes to download the messages. The next time you go to that newsgroup, it downloads faster, because Outlook Express downloads only new messages.
To read newsgroup messages.
Go to a newsgroup and look through the message list for a message you want to read (you may need to scroll).
❖ To view the message in the preview pane, click the message once.
❖ To view the message in a separate window, double-click the message in the message list.
To read and send international messages.
Outlook Express can usually display messages in the language in which they were sent. However, some messages, particularly those from newsgroups, often do not have enough information (or the information is incorrect) in the header file to display the correct language.
To change the language encoding for a message you are reading.
• In the message window, click the View menu, point to Encoding, and then click the language encoding you want to use.
To set the default encoding for reading messages.
1. On the Tools menu, click Options. On the Read tab, click Fonts.
2. Select a language at the top, and then click the Set as Default button.
Posting messages to newsgroups.
There are several ways that you can post messages, depending on whether you are posting a new message or replying to one and how widely you want it distributed.
1. In the Folders list, select the newsgroup you want to post a message to.
2. On the toolbar, click the New Post button.
Note. To send your message to multiple newsgroups on the same news server, click the icon next to Newsgroups in the New Message dialog box. In the Pick Newsgroups dialog box, hold down the CTRL key to select multiple newsgroups, and then click Add.
3. Type the Subject of your message. Outlook Express cannot post a message that does not contain a subject.
4. Compose your message, and then click the Send button.
To reply to a newsgroup message.
1. In the message list, click the message you want to reply to.
2. To reply to the author of the message by e-mail, click the Reply button on the toolbar.
To reply to the whole newsgroup, click the Reply Group button on the toolbar.
3. Type your message, and then click Send.
Note. To view information about a newsgroup message, such as when it was sent, select the message, click the File menu, and then click Properties.
To prevent newsgroup messages from automatically downloading.
On the Tools menu, click Options.
On the Read tab, clear the following check box: Automatically download messages when viewing in the Preview Pane.
To view newsgroups efficiently.
View only unread news messages in a newsgroup.
1. Open the newsgroup, click the View menu, point to Current View, and then click Hide Read Messages.
View the replies to a particular message in a newsgroup.
1. Click the plus sign ( + ) next to the message. The replies to that message appear below it. A message with its replies is called a "conversation."
To watch a conversation.
In both mail and news, you can watch a conversation that is of particular interest you. A conversation is an original message and all its replies.
1. In your Inbox or newsgroup message list, select the conversation you wish to watch.
2. On the Message menu, click Watch Conversation.
If your message list's Watch/Ignore column is turned on, the watch icon will appear next to all the messages of a watched conversation.
READING NEWSGROUP MESSAGES OFFLINE.
Offline newsreading enables you to read newsgroup messages without being connected to the Internet, saving connection costs.
To do this, you must subscribe to the newsgroup whose messages you want to read offline, mark it to specify whether you want to see headers or whole messages, and then transfer them to your computer (synchronize). Once this is done, you can log off from the Internet and then read the messages at your leisure.
Reading message headers only, gives you the subject, author, and size of the message.
To set up newsgroups for offline news reading.
For newsgroups you subscribe to, you can set up Outlook Express to make messages or headers available offline by synchronizing. This enables you to read them at your leisure when you are not connected to the Internet.
1. From the Folders list, select a news server.
2. In the main window, select one or more newsgroups you subscribe to whose messages you want to read offline. (To select multiple newsgroups, hold down the CTRL key while you click the newsgroups.)
3. Click the Settings button, and then click to mark what you want transferred from the server to your computer during synchronization:
□ All Messages,
□ New Messages Only (new to the server since you last synchronized), or
□ Headers Only (subject, author, date, and size of message).
4. Click the Sync Account button.
Exercise.
1. (a). When can you work offline?
(b). Why should you work offline?
Methods of Accessing Computer and Locating Files.
1) Gopher:
This is a client/server tool that enables the user to locate almost all textual information stored on Internet servers through a series of easy-to-use or understand, hierarchical menus that provide point-and-click interfaces.
The Internet has thousands of Gopher server sites throughout the world. Each gopher site contains its own system of menus listing related topics, local files, and other relevant gopher sites.
To search for a specific topic or select a related item from a menu, activate the gopher software. The server will automatically transfer you to the appropriate file on that server or the selected server wherever it is located in the world. Once on the distant server, you are presented with more menus of files and Internet addresses of other gopher site servers that might interest you. You can then move from site to site locating information that you want anywhere in the world. After finding the information or files you want, you are free to browse, read them online, or download them onto your own computer for searching for text that appears in gopher menus.
2) Archie:
This is a tool for locating data on the Internet that performs keyword searches of an actual database of documents, software, and data files available for downloading from servers around the world.
An individual Archie database can list only a small percentage of the files in the world. However, clicking on the relevant listing from one Archie server will bring you to another computer system where relevant files are stored. While on the other computer, the Archie server may provide other relevant references, allowing you to continue your search for related files, moving from database to database, library to library, until you locate what you need.
Archie database searching uses the subject keywords entered such as “telecommuting” or “inflation” to display a list of sites that contain files on that topic. Once you find the files you want, you may use a file transfer program to download them.
3) WAIS (Wide Area Information Servers):
This is a tool for locating data on the Internet that require the name of the databases to be searched based on keywords.
Once you specify specific database names and key identifying words, WAIS searches for the keywords in all the files in those databases. When the search is completed, you are given a menu listing all the files that contain your keywords.
4) The Word Video Web:
The Web is another information retrieval tool similar to gophers, Archie, and WAIS. It is widely used for commercial purposes on the Net due to the fact that, it is attractive, easy to use, and helpful in publishing or providing information to anyone interested.
5) Home Page:
Anyone willing to offer information through the Web must first establish a Home Page (a WWW text & graphical display that welcomes the user and explains the organization that has established the page). The Home page will lead the user to other pages.
All the pages of an organization are known as a Website.
Home pages combine text, hypermedia, graphics and sound, unlike the other methods of locating information on the Net, which are text-based. This means that, home pages can handle all types of communication, while making it easy to link resources that are far apart.
Graphics allow organizations to communicate more effectively, making their own material more appealing to the eye, more informative, and easy to understand.
Hypermedia provides a point-and-click connection to related information within the same document, between documents on the same computer, or to documents located on another computer anywhere in the world (as long as the computer is connected to the Net, and the hypermedia connection has been programmed in).
Sound allows some of the Web displays to talk or play music.
Note. The specific hypermedia technology used in the Web is known as Hyperlinks.
Within any web document, there are certain words or graphics that are highlighted (usually appear bold, in a different colour, underlined, or a combination of these). The highlighted objects have hyperlinks embedded within them that contain the path to another location within the same document, a document on the same computer, or a document on another computer.
Hyperlinks allow the user to move with ease within complex documents or across the network. If the reader of the document wants more information on the highlighted word, he/she double-clicks the word, and quickly that other information will be displayed, even if it is stored in another part of the world.
Advantages of Hyperlinks.
i) It is easy to use.
ii) The user is free to jump from place to place following his/her own logic and interest, and does not have to move according to a static, pre-programmed, linear sequence.
The user moves around almost as easily as a book reader might follow keywords and jump around an encyclopedia.
To navigate the Web requires a graphics Computer to link to the Internet. The user must also have a special software tool to navigate the Web known as Web Browser.
BENEFITS FROM THE USE OF THE INTERNET.
1) Reduces the Cost of Communication.
Before the Internet, organizations had to build their own Wide Area Networks or subscribe to Value-Added Network (VAN) service.
Many organizations find the Internet more cost-effective than building their own networks or paying VAN subscription fees. Organizations use the Internet to fulfill a wide range of communication needs. This lowers other communication costs, including their network management expenses, telephone and Fax costs.
Reduced communication costs are beneficial particularly to small businesses because it sometimes enables them to compete with larger companies in the markets that would otherwise be closed to them.
2) Enhances Communication & Co-ordination.
Global companies use the Internet as an important instrument for coordinating their activities. Such companies have set up internal Web sites to keep employees informed about company developments. Through the Web, employees are able to see a company Calendar, the employee Policy manual, product Brochures, interactive Training tools, and even stock quotes.
The Internet has made it easier and less expensive for companies to co-ordinate small staffs when opening new markets or working in isolated places, because they do not have to build their own networks.
3) Accelerates the Distribution of Knowledge.
To speed product development and also to react to an emerging problem, information gathering must be quick and easy.
The Internet is very useful in the modern society, which is increasingly dependent on knowledge. Organizations are using E-mail and the availability of databases all over the world to gain access to information in such areas as Business, Science, Law, and Government. The Internet can quickly link a computer user sitting at a computer screen to mountains of data (including Graphics) all over the world, which would otherwise be too expensive and too difficult to get.
4) Improves Customer service and satisfaction.
Organizations can also use the Internet to communicate efficiently to make product information, ordering and technical support easier and immediately available.
A company can establish a Website on the Internet in order to distribute useful product information to its customers and product users. It can also use the Internet to give engineering support to its customers without the involvement of engineering staff.
5) Facilitates Sales and Marketing.
The Internet provides opportunities for firms to market and sell their products in a way that does not offend others. This is because, the Internet is a passive instrument, i.e., it requires potential customers to seek out offerings by companies rather than having those companies actively reach out to potential customers, as is the case in most marketing and advertising.
Retailers update their Web page offerings frequently as required. Suppliers can also update technical materials used by customers easily. Therefore, the Internet assist buyers and sellers make contacts.
Firms use their Websites to distribute more marketing information. A firm can include its Web address in product advertisements and design their site for visitors to browse information on pricing, press releases on new products, technical manuals and sales brochures.
PROBLEMS FACING THE INTERNET.
1) Lack of Security.
Lack of security is one of the reasons why the Internet, while being widely used to facilitate transactions, is still in limited use to carry out transactions.
When large amounts of data are stored in electronic form, they are exposed to more kinds of threats/dangers than when they exist in manual form.
Through data communication networks, information systems in different locations on the Internet are interconnected. The potential for unauthorized access, abuse or fraud is not limited to a single location but can occur at any access point in the Internet.
Internet Hackers have found ways of stealing passwords as they pass through one site and use them to break into computer system at other sites all over the world.
The hackers can get access to company’s strategic business plans, profit reports, product development information, pricing data, marketing plans, sales contracts, and scientific research data. Such information is too sensitive and companies are unwilling to have it accessed by unauthorized people.
2) Technology Problems.
a) The Internet lacks standards for accessing the net and sending e-mails. A no. of incompatible ways for accessing the net exist, allowing specific users to perform certain functions but not others.
b) The lack of standards also affects the ability of organizations to establish a stable link to the Internet. As the traffic on the Internet becomes more complex, it can bring problems if it does not have good technical support.
c) Many people and organizations are sending so much data through the Net, much of it in graphics form, such that telecommunication links are already overloaded. Frequent users are unable to access the net, while those who use the graphics-based Web regularly find connecting to the intended Server very slow or even almost impossible during busy times.
d) Moreover, the growing need for bandwidth due to graphics will only expand as the transmission of sound and full-motion video expands. All this is raising the cost of using the Net. Some firms are already discovering that they need more expensive telecommunications connections, Workstations or higher speed computers with improved graphics capability, and even Information system specialists with skills related specifically to the Internet.
e) Individuals and organizations in less developed countries with poor Telephone lines, limited hardware and software capacity or Government controls on communication will not be able to take full advantage of Internet resources.
f) Due to the fact that there is no a comprehensive method of locating and keeping track of pages in the World Wide Web (www), Internet users often spend a lot of time in futile (unsuccessful) searches, despite the many new tools and planned indexes to the Web. There is no good technology enough to filter/sort out irrelevant information while allowing people to access the specific information they need.
3) Legal Issues.
Until a greater clarity on several legal issues is obtained, doing business on the Internet will become unreliable.
Laws governing E-commerce are mostly non-existing or are just being written.
There are several open questions that still exist such as, the legality of E-mail contracts, the role of electronic signatures, and the application of copyright laws to electronically copied documents.
4) Anti-Commercial culture.
Initially, the Internet was a scientific and academic tool. As it grew, a strong anti-commercial culture grew with it.
Internet users have shown themselves unwilling to accept the Internet mail. Many commercial users also fear that allowing commercial organizations to add very many unasked for marketing messages will make the Internet E-mail difficult to manage.
Thus, while businesses remain free to use the Internet for E-mail, research, and other forms of information exchange, they will have to learn new ways to do their marketing on the Internet; ways that do not offend the other users.
Exercise I.
1. State the various methods of accessing computer and locating files.
2. Describe the main benefits from the use of the Internet.
3. Give a brief view of the main problems of the Internet.
Exercise II.
1. Briefly describe four advantages of using Internet to disseminate information compared to other conventional methods. (8 marks).
2. One of the problems of using Internet for business is insecurity. What are some of the other problems and what controls should be put in place in order to solve the problems?. (4 marks).
3. Your manager wishes to be connected to the Internet. He already has a powerful Personal Computer (PC), a Printer and access to a Telephone line. However, he understands that he will need a Modem.
Required:
a) State why a Modem is required to connect him to the Internet. (2 marks).
b) Suggest any four application areas in which you would expect a Supermarket retail manager to use the Internet. (4 marks).
4.
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