Base Document

8/7/2019 Base Document

1/84

K.c. Gichuhi

1

Presentation packages

They are a direct electronic replacement to

the traditional overhead projectors that werewidely used for presentations.

A presentation software enables scientists,business people, managers, educationalists

social campaigners, IT

managers e.t.c. toprepare and present ideas and content in ancreative, interesting and easy to understandmanner.


2/84

K.c. Gichuhi

2

Areas where presentation packages areused

In educational institutions for presenting

teaching content. In industry to present new ideas and to train

staff.

In seminars.

In marketing to sell new products.


3/84

K.c. Gichuhi

3

The PowerPoint application window

Task pane.

It keeps ondisplaying

context

sensitive

panes

Formatting

toolbar

Title barMenu bar

Standardtoolbar

Slide

Drawing

toolbar

Outlinetab


4/84

K.c. Gichuhi

4

Advantages of electronic presentationpackages

Easy to create and edit presentations.

The graphics offered by these packageshave good visual impact.

Animations makes text and graphics

presentation interesting.

Large presentation files can be carried

around or shared easily.


5/84

K.c. Gichuhi

5

Examples of presentation packages

Microsoft PowerPoint

Lotus Freelance


6/84

K.c. Gichuhi

6

Creating presentations

Creating a presentation in Microsoft PowerPoint

involves the following:i) Starting with a basic design;

ii) Adding new slides and content;

iii) Choosing layouts; modifying slide design, if you

want, by changing the color scheme or applyingdifferent design templates; and

iv) Creating effects such as animated slide transitions.


7/84

K.c. Gichuhi

7

New Presentation Task pane

When PowerPoint starts, it displays the New

presentation task pane.


8/84

K.c. Gichuhi

8

New Presentation Task pane

The New Presentation task pane in PowerPoint gives you arange of ways with which to start creating a presentation. A

task pane is a window that displays some of the mostcommonly used commands.

These include:

i) Blank

ii) Existing presentation.

iii) Design templateiv) Templates with suggested content.

v) Template on a web site.

vi) A Template on Microsoft.com


9/84

K.c. Gichuhi

9

Explanations

Blank Start with slides that have minimal

design and no color applied to them. Existing presentation Base your new

presentation on one that you have already

written and designed. This command creates

a copy of an existing presentation so you canmake the design or content changes you

want for the new presentation


10/84

K.c. Gichuhi

10

Explanations

Design template Base your presentation on a PowerPointtemplate that already has a design concept, fonts, and color

scheme. In addition to the templates that come withPowerPoint, you can use one you created yourself.

Templates with suggested content Use the AutoContentWizard to apply a design template that includes suggestions fortext on your slides. You then type the text that you want.

A template on a Web site Create a presentation using a

template located on a Web site.

A template on Microsoft.com Choose from additionalPowerPoint templates in the Microsoft Office Template Gallery.These are arranged according to type of presentation.


11/84

K.c. Gichuhi

11

Content inserted from other sources

You can also insert slides from other

presentations or text from other applicationssuch as Microsoft Word

NB: The Recently used templates link displays

a list of recently used templates for quick

access.


12/84

K.c. Gichuhi

12

Create a presentation from scratch

On the Standard toolbar, click New . AlternativelyClick File New command.

On the slide or on the Outline tab, type the text youwant.

To insert a new slide, on the toolbar, click NewSlide , and click the layout you want.

Repeat steps 3 and 4 for each new slide, and add

any other design elements or effects you want. When you finish, on the File menu, click Save

as, type a name for your presentation, and thenclick Save.


13/84

K.c. Gichuhi

13

Create presentation using template

i) On the New Presentation task pane, locate

Templates.ii) Under this, select a location from which

your templates are e.g. On my computer,On my websites e.t.c. In this case, let ususe a template on the computer.

iii) The New Presentation dialog box appearsfrom which you can select one of thetemplates on the Design Templates tab.


14/84

K.c. Gichuhi

14

Create a presentation using suggestedcontent

If the New Presentation task pane isn't displayed,on the File menu, click New.

UnderNew, click From AutoContent Wizard, andthen follow the instructions in the wizard.

In the presentation, replace the text suggestions withthe text you want, and then make any other changesyou want, such as adding or deleting slides, adding

art elements or animation effects, and insertingheaders and footers.

When you finish, on the File menu, click Save, typea name in the File name box, and then click Save


15/84

K.c. Gichuhi

15

Create a new presentation from an existing one

In this case, you create a copy of an existing

presentation so you can make design andcontent changes to it for a new presentation,

without altering the original.


16/84

K.c. Gichuhi

16

Procedure

If the New Presentation task pane isn't displayed,on the File menu, click New.

UnderNew from existing presentation, clickChoose presentation.

In the file list, click the presentation you want, andthen click Create New.

Make the changes you want to the presentation,

and then on the File menu, click Save As. In the File name box, type a name for the new

presentation.

Click Save.


17/84

K.c. Gichuhi

17

Working with tex

t

There are four types of text you can add to

a slide:i) Placeholder text;

ii) Text in an AutoShape;

iii) Text in a text box; and

iv) WordArt text.


18/84

K.c. Gichuhi

18

Examples of text

Hello world

Hello world Hello world(d) Text box

(b) WordArt text

(c) Autoshape text

(a) Placeholder text


19/84

K.c. Gichuhi

19

Working with text

The text you type into placeholders, such as

titles and bulleted lists, can be edited on theslide or on the Outline tab, and it can beexported from the Outline tab to MicrosoftWord.

Text in an object, such as a text box orAutoShape, and WordArt text do not appearon the Outline tab and must be edited on theslide.


20/84


21/84

K.c. Gichuhi

21

Text boxes

Use text boxes to place text anywhere on a slide,

such as outside a text placeholder. For example, youcan add a caption to a picture by creating a text box

and positioning it near the picture. Also, a text box is

handy if you want to add text to an AutoShape, but

you don't want the text to attach to the shape. A text

box can have a border, fill, shadow, or three-dimensional (3-D) effect, and you can change its

shape.


22/84

K.c. Gichuhi

22

Editing, Formatting, copying andmoving text

Editing is the changing of text that has

already been typed. Formatting makes the text more attractive to

the eye by use of colour, styles, size e.t.c

Copying is making a duplicate of existing

text. Moving is relocating text from one place to

another.


23/84

K.c. Gichuhi

23

Automatic text formatting

Automatic paragraph formatting includes

automatic bulleted and numbered lists andresizing of text in text placeholders if the text

doesn't fit at its current font size.

You can turn all the automatic formatting

options on or off. Once a formatting option ison, it affects all the text you type

subsequently.


24/84

K.c. Gichuhi

24

The slide master

The slide master is an element of the design

template that stores information about thetemplate, including font styles, placeholdersizes and positions, background design, andcolor schemes.

A slide master is added to your presentationwhen you apply a design template. Usually,the template also contains a title master, onwhich you can make changes that apply toslides with a Title Slide layout.


25/84

K.c. Gichuhi

25


26/84

K.c. Gichuhi

26

Slide master

The slide master's purpose is to let you

make a global change such asreplacing the font style and have thatchange reflected on all the slides inyour presentation.

When you change the slide master,changes you have made to individualslides are preserved.


27/84

K.c. Gichuhi

27

Slide master

You would typically go to the slide master to

Do the following:

Change the font or bullets

Insert art such as a logo that you

want to appear on multiple slides

Change placeholder positions, size, and

formatting


28/84

K.c. Gichuhi

28

The slide master

To see the slide master, you display master

view. You can make changes to the slidemaster just as you would change any slide,

except remember that the text on the master

is only for styling; actual slide text, such as

titles and lists, should be typed on the slide innormal view or, for headers and footers, in

the Header and Footerdialog box.


29/84

K.c. Gichuhi

29

Display and edit slide master

On the View menu, point to Master, and then

click Slide Master. The slide master is displayed on the screen.

Make the changes you wish to the master

then click the save button.

On the View menu, click Normal to return tothe normal view.


30/84

K.c. Gichuhi

30

Slide backgrounds

You can change the background color or

background design on slides, notes, andhandouts. Changing the background is useful

if you just want a simple shade or texture for

a slide background and not all the other

design elements in a design template. Besides changing the color, you can add

shading, a pattern, a texture, or a picture.


31/84

K.c. Gichuhi

31

Change the slide background

When you change the slide background, you

can apply the change to the current slide orall slides.

If you want to apply the change to selected

slides only, select the slides in normal view.

Otherwise, the change applies to all slidesthat follow the design template of the

currently selected slide.


32/84

K.c. Gichuhi

32

Change background

On the Format menu, click Background.

UnderB

ackground fill, click the arrow on the rightof the box, and then do one of the following:

Select a color from the color scheme

Click one of the eight colors displayed.

Select a color outside the color scheme Click More Colors.

Click the color you want on the Standard tab, or

click the Custom tab to mix your own color, and then

click OK.


33/84

K.c. Gichuhi

33

Changing the fill effects

Click Fill Effects, and then do one of the

following: To use shading, click the Gradient tab, click

a type underColors, click a shading style,and then click OK.

To use a texture, click the

Texture tab, clickthe texture you want or click OtherTexture

to select a file and insert it, then click OK.


34/84

K.c. Gichuhi

34

Changing the fill effects

To use a pattern, click the Pattern tab,

select the pattern you want, selectforeground and background colors,then click OK.

To use a picture, click the Picture tab,

click Select Picture to find the picturefile you want, click Insert, and thenclick OK.


35/84

K.c. Gichuhi

35

Tip

Use the background fill from the slide

master Click Automatic then Apply

If you want to hide the background

graphics that are on the slide master,click the Omit background graphics

from mastercheck box.


36/84

K.c. Gichuhi

36

Assignment 1 Time: 1 hourMay 23, 2005

Create a five page slide presentation on

one of the following topics and hand in yourwork as printed copy:

i) Selling a new strategy to managers.

ii) Reporting on academic progress.

iii) Reporting a project overview

iv) Presenting a financial overview of a firm


37/84

K.c. Gichuhi

37

Animation

To animate is:

To add a special visual or sound effect to textor an object. For example, you can have your

text bullet points fly in from the left, one word

at a time, or hear the sound of applause

when a picture is uncovered.


38/84

K.c. Gichuhi

38

To apply preset animation

If you only want to apply the animation scheme to afew slides, click the Slides tab, and select the

slides you want. On the Slide Show menu, click Animation

Schemes.

In the Slide Design task pane, underApply to

selected slides, click an animation scheme in thelist.

If you want to apply the scheme to all slides, clickthe Apply to All Slides button.


39/84

K.c. Gichuhi

39

Views

There are three main views: normal view,

slide sorter view, and slide show view. You

can select a view, based on these main views,

to be your default view in PowerPoint.


40/84

K.c. Gichuhi

40

Slide sorter view

Slide sorter view is an exclusive view of your slides in

thumbnail form.


41/84

K.c. Gichuhi

41

Slide sorter

When you are finished creating and editing

your presentation, slide sorter gives you anoverall picture of it making it easy to

reorder, add, or delete slides and preview

your transition and animation effects.


42/84

K.c. Gichuhi

42

Slide show view

Slide show view takes up the full computer

screen, like an actual slide showpresentation. In this full-screen view, you see

your presentation the way your audience will.

You can see how your graphics, timings,

movies, animated elements, and transitioneffects will look in the actual show.


43/84

K.c. Gichuhi

43

Slide show

You can also save your presentation as a

show. In PowerPoint, this will be a file with

extension .pps which stands forPowerPoint

Show.


44/84

K.c. Gichuhi

44

Running presentations

Click Slide Show View Show command.

If you saved the presentation in the .ppsformat, simply open it by clicking the icon of

the show file.

Alternatively, click the Slide Show button on

the lower part of the Outline Tab.


45/84

K.c. Gichuhi

45

Introduction to databases

Quote:

Those who cannot remember the past are

condemned to repeat it.

Philosopher George Santayana


46/84

K.c. Gichuhi

46

What is a database

A database is any concievable medium for the

storage of data and information.

For purposes of our learning, we assume a database

to be any shared collection of electronic data

designed to meet the information needs of an

organisation.

The earliest databases were nothing more thanelectronic filing cabinets that stored data. However,

commercial databases emphasize on the storage of

relationships and behaviors between data

elements too.


47/84

K.c. Gichuhi

47

Database architectures

There are five architectures that are very

common:i) Flat-File

ii) Hierarchical.

iii) Network.

iv) Relational.

v) Object oriented.


48/84

K.c. Gichuhi

48

Flat-File 2200BC-AD1965

Relies of flat file storage methods e.g. on magneticdrums or disks. The virtual indexed sequential and

sequential method was used to access the records. Updates were performed by rewriting the master file.

Disadvantages:

i) Data relationships could not be maintained.

ii) Islands of information.iii) Data redundancy.

iv) Maintenance nightmares coz of lack of metadata.


49/84

K.c. Gichuhi

49

Hierarchical database AD 1965-1993

Developed by IBM and offered the first

Information Management System (IMS). Composed of data entities forming

descending one-to-manyrelationships. This

formed a downward tree like structure.

Relationships are formed by child and twinpointers embedded in the prefix of each

record in the database.


50/84

K.c. Gichuhi

50

Hierarchical database

Twin

child

Root node (highest in tree)


51/84

K.c. Gichuhi

51

Network database

The data elements were all joined up with

redundant pointers. Unlike the hierarchical which has single data

paths from the root to the children and twins,

the network elements could be accessed

from multiple paths.


52/84

K.c. Gichuhi

52

Relational database

Developed by Dr. E. F. Codd of IBM.

The data resided in pointerless tables calledrelations.

The relations (tables) were easy toconceptualize and could be viewed as twodimensional arrays of columns and rows.

Codd also introduced the concept ofstructured query language (SQL).


53/84

K.c. Gichuhi

53

Object oriented databases

The strore data, data relationships and the

behavior of the data.


54/84

K.c. Gichuhi

54

Summary

Flat file

Hierarchical

Object

Relational

Network

Data store

Data storage, Data

relationships

Data storage, Data

relationships

Data storage, Data relationships, Easy

Data Access

Data storage, Data relationships,

Behaviour storage


55/84

K.c. Gichuhi

55

Components of a database

Database This is the data.

Hardware secondary storage on which thedatabase physically resides.

Software the DBMS helps users tocreate, manipulate, retrieve records from thedatabase.

Users They design, develop and implementany database system.


56/84

K.c. Gichuhi

56

Database user

Application Programmer - writes programsthat use the database

Database Designers - designs conceptual andlogical database

Database Administrator (DBA) Data Administrator (DA)

End - user - interacts with the system from anon-line terminal by using Query Languagesetc.


57/84

K.c. Gichuhi

57

Data & Database Administration

Data Administrator a business

manager responsible forcontrolling the overall corporatedata resources

Database Administrator (DBA) - atechnical person responsible fordevelopment of the total system


58/84

K.c. Gichuhi

58

Advantages of databases

Control of data redundancy.

Data consistency.

Multipurpose use of data. Sharing of data.

Enforcement of standards.

Increased productivity.

Balance conflicting user requirements.

Increased concurrency and control.

Improved maintenance.

Improved data accessibility and responsiveness.


59/84

K.c. Gichuhi

59

Disadvantages

Complexity.

Cost of DBMS Additional hardware costs.

Cost of conversion.


60/84

K.c. Gichuhi

60

Database applications

These are the application software thatenable the user to interact with the database.

The relational model upholds the principal ofdata independence. This means that datarelationships are not hard linked withpointers. Hence, it is possible to update the

applications without the need to change theunderlying data structures in the databaseand vise versa.


61/84

K.c. Gichuhi

61

Microsoft Access Database

Microsoft Access is one of the components of

Microsoft Office Suite. It is one of the simplest and powerful

database management software to learn and

use.

It is classified as an object relational DBMS.


62/84

K.c. Gichuhi

62

When Access is first opened the window below is displayed on thescreen. Use the task pane to create a new Blank Databasedatabase or open an existing one or simply click File - New. This

will display the File New Database dialog box.

Office

assistant

Standard

toolbar

Task pane


63/84

K.c. Gichuhi

63

File New Database dialog

Select a folder or drive where the database

will be created. Provide a unique name for the database.

Click the Create button and the new

database will be created to display the

following database with the objects Tables,Forms, Queries e.t.c.


64/84

K.c. Gichuhi

64

Database window

The database just

created or opened


65/84


66/84

K.c. Gichuhi

66

Creating tables

A table is a collection of data records arranged intabular form. In relational databases, a single table

will often store data about a particular data entity e.g.A table for the entity Student will store studentrecords. Using a separate table for each entitymeans that you store that data only once. Thisresults in a more efficient database and fewer data-entry errors.

Codd called each table a Relation and eachoccurrence of an entity in the table a Tuple(record).


67/84

K.c. Gichuhi

67

Tables

Tables organize data into columns (called fields) and

rows (called records).


68/84

K.c. Gichuhi

68

Tables

For example, each field in a Students table

contains the same type of information forevery student, such as the student name.

Each record in that table contains all the

information about one product, such as the

student name, student Number,C

ourse andso on.


69/84

K.c. Gichuhi

69

Creating a table

To create a blank (empty) table for entering yourown data, you can:

i) Use the Table Wizard. This helps you to choosefrom a variety of predefined tables.

Create a table in Design view, where you can addfields, define how each field appears or handlesdata, and create a primary key.

Enter data directly into a blank datasheet. When yousave the new datasheet, Microsoft Access willanalyze your data and automatically assign theappropriate data type and format for each field.


70/84

K.c. Gichuhi

70

Field data types

You can use the DataType property to

specify the type of data stored in a table field.Each field can store data consisting of only a

single data type Setting


71/84

K.c. Gichuhi

71

Field data types

Text - Text or combinations of text and numbers, as

well as numbers that don't require calculations, such

as phone numbers. Max size 255 characters

Memo - Lengthy text or combinations of text and

numbers. Max size 65,535 characters.

Number - Numeric data used in mathematical

calculations. Size , 2, 4, or 8 bytes (16 bytes if theFieldSize property is set to Replication ID).


72/84

K.c. Gichuhi

72

Field data types

Date/Time - Date and time values for the

years 100 through 9999. 8 bytes. Currency - Currency values and numeric

data used in mathematical calculations

involving data with one to four decimal

places. 8 bytes.


73/84

K.c. Gichuhi

73

Field data types

AutoNumber - A unique sequential(incremented by 1) number or randomnumber assigned by Microsoft Accesswhenever a new record is added to a table.Max size 4 bytes (16 bytes if the FieldSizeproperty is set to Replication ID).

Yes/No - Yes and No values and fields thatcontain only one of two values (Yes/No,True/False, or On/Off). Max size 1 bit


74/84

K.c. Gichuhi

74

Field data types

OLE Object - An object (such as a Microsoft Excel

spreadsheet, a Microsoft Word document, graphics,

sounds, or other binary data) linked to or embeddedin a Microsoft Access table. Max size Up to 1

gigabyte (limited by available disk space).

Hyperlink - Text or combinations of text and numbers

stored as text and used as a hyperlink address. Maxsize: Each part of the three parts of a Hyperlink data

type can contain up to 2048 characters


75/84

K.c. Gichuhi

75

Exercise

Creating a database table and:

i) Setting the field data types.ii) Viewing and setting some field properties.


76/84

K.c. Gichuhi

76

Setting field properties

If your table contains data, make a backup

copy of the table before you change datatypes or field sizes to avoid loss of data and

or information.

For example, if a field size is 50 characters

long and you change it to 30 then any datathat was originally held in the field with length

longer than 30 will be truncated off.


77/84

K.c. Gichuhi

77

Setting properties Use General and Lookup Tab


78/84

Properties Field size: Specifies the size and type of numbers to enter in

the field.

Format: Displays the layout for the field.

Input mask: A pattern for all the data to be entered in thefield.

Caption: The label for the field when used on a form. Validation rule: An expression that limits the values that can

be entered in the field.

Validation text: Error message when wrong value is enteredin a validated field.

Required: specifies whether a value must be entered in thefield.

Indexed: An index speeds up data search in the database. Ifyou select Yes (No Duplicates) then only unique values areaccepted.

Lookup:U

se this tab to set up a lookup field.


79/84

K.c. Gichuhi

79

Formats

You can use the Format property to

customize the way numbers, dates, times,and text are displayed and printed.

You can use one of the predefined formats or

you can create a custom format by using

formatting symbols. The Format property uses different settings

for different data types.


80/84

K.c. Gichuhi

80

Date formats

ddd", "mmm d", "yyyy: Mon, Jun 2, 2005

mmmm dd", "yyyy: June 02, 2005


81/84

K.c. Gichuhi

81

Input mask

You can use the InputMask property tomake data entry easier and to control the

values users can enter in a text box control.

Input masks are helpful for data-entryoperations such as an input mask for aPhone Number field that shows you exactly

how to enter a new number: (___) ___-____.It is often easier to use the Input MaskWizard to set the property for you.


82/84

K.c. Gichuhi

82

Input mask characters

0 : Digit (0 to 9, entry required, plus [+] and minus [] signs not allowed).

9 : Digit or space (entry not required, plus and minus signs not allowed).

# : Digit or space (entry not required; spaces are displayed as blanks while in

Edit mode, but blanks are removed when data is saved; plus and minus signsallowed).

L : Letter (A to Z, entry required).

? : Letter (A to Z, entry optional).

A : Letter or digit (entry required).

a : Letter or digit (entry optional).

& : Any character or a space (entry required).

C : Any character or a space (entry optional).

< : Causes all characters to be converted to lowercase

! : Causes the input mask to display from right to left, rather than fromleft to right.


83/84

K.c. Gichuhi

83

Validation rule

You can use the ValidationRule property to specifyrequirements for data entered into a record, field, or

control.W

hen data is entered that violates theValidationRule setting, you can use theValidationText property to specify the message tobe displayed to the user.

Enter an expression for the ValidationRule propertysetting and text for the ValidationText property

setting. The maximum length for the ValidationRuleproperty setting is 2048 characters. The maximumlength for the ValidationText property setting is 255characters.


84/84

84

Validation

0 : Entry must be a nonzero value.

> 1000 Or Is Null : Entry must be blank or greater than 1000.

Like "A????" : Entry must be 5 characters and begin with theletter "A".

>= #1/1/96# And

Documents

Base Document