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Notes are Prepared by Virendra Singh Kushwah, Assistant Professor, Department of Computer Application, HIMCS, Mathura 45

Unit II

What Is Microsoft Office Used For?

Microsoft Office Suite comprises five or more individual software packages, depending on the

version purchased. All of these programs are aimed at simplifying office and in some cases home

tasks to make creating, organizing and processing information easier. In terms of use, Outlook(email) and Word (word processing) probably are the main components for many, but the other

applications also provide considerable functionality in their respective areas.

Outlook

1. Microsoft Outlook is more than an email program. It allows the user to manage tasks,schedule meetings, appointments and other events, organize and track contact and client

information and record information in a daily journal.

Word2. Microsoft Word is used to write and edit documents---from short memos to books. It falls in

the general category of word processing software, replacing old-style typing text on a

typewriter.

Excel

3. Microsoft Excel is a spreadsheet software program. It allows the user to track, calculate andmake projections using numerical data for analysis ofbusiness and home operations.

PowerPoint4. Individuals giving presentations use Microsoft PowerPoint to incorporate data and graphicalinformation into a slideshow for projection to audiences either in person or over the Web.

Publisher5. Home users or corporate organizations use Microsoft Publisher to create print or electronic

publications of many kinds, including award certificates, banners, brochures, calendars,

greeting cards, labels, newsletters, paper folding projects, signs and even websites.

Other Office Products

6. Other Microsoft Office products available either as stand-alone software or part of the moreexpensive versions of Office include Access (database), Accounting, InfoPath (formscreation), OneNote (note-taking) and Visio (diagram creation).

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Advantages of Microsoft Office

Microsoft Office, also known as MS Office, is a popular software suite featuring many desktop

publishing programs. It comes with everything that may come into use in a classic office setting,

hence the name. Computer users have the option of several different Microsoft Office suites

intended for students, home users, small businesses and corporations. What you choose depends onyour own circumstances.

Universal Software

Unlike some other kinds of software, Microsoft Office is the industry standard when it comes to

desktop publishing. Whenever a document is required, it is always required in the Microsoft Word

format with very few exceptions. In order to stay current with industry trends, MS Office is a must.

Complete Software Suite

Microsoft Office comes with many different kinds of software, all of which help with desktop

publishing. If you are looking to write a letter to a client, Microsoft Word is the right software touse. You could employ Microsoft Publisher to help create a business brochure, or you could use MSExcel for your client database. This software suite has everything you need for running your

business.

Most Businesses Have a Use for It

Nearly any type of business can find a use for the Microsoft Office suite of software programs.

For instance, a pet groomer could use MS Publisher to create fliers and other advertisements to post

around town. Corporations can use MS Word for internal memos and publications. Since so manydifferent kinds of people and companies find use of this software, it has become a popular list ofprograms.

Ease of UseMS Office is well known for being easy to use. Each program comes with helpful features so you

can achieve nearly any goal. You can do anything you can imagine with this software, both for

personal and business use. They also have extensive help files built into the programs if you getstuck.

Online Support from MicrosoftMicrosofts website consists of hundreds of pages devoted to support for their MS Office

products. The site has free templates available for Microsoft software, and troubleshooting if you

ever run into a problem. Automatic updates help keep your software bug-free so that it is always

working at top form.

Online Tutorials

Besides the help that you get from Microsoft online, there are other websites devoted to help andtutorials. If you want to learn how to make a cool postcard, bloggers and webmasters will show you

how. Since this software is so common, there are many websites online that can help you.

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Database Management SystemOverview of DBMS; Components of DBMS, Recent trends in database, RDBMS

What is Database?

Shared collection of logically related data (and a description of this data), designed to meetthe information needs of an organization.

Shared collection can be used simultaneously by many departments and users. Logically related - comprise the important objects and the relationships between these

objects.

Description of the data the system catalogue (meta-data) provides description of data toenable data independence.

A Database Management System (DBMS) is a set of computer programs that controls thecreation, maintenance, and the use of the database of an organization and its end users. It allows

organizations to place control of organization wide database development in the hands of Database

Administrators (DBAs) and other specialist. DBMSes may use any of a variety of database models,

such as the network model or relational model. In large systems, a DBMS allows users and other

software to store and retrieve data in a structured way.

A software system that enables users to define, creates, and maintains the database and that

provides controlled access to this database.

Overview of DBMS

A DBMS is a set of software programs that controls the organization, storage, management, and

retrieval of data in a database. DBMS are categorized according to their data structures or types. It is

a set of prewritten programs that are used to store, update and retrieve a Database. The DBMS

accepts requests for data from the application program and instructs the operating system to transfer

the appropriate data. When a DBMS is used, information systems can be changed much more easily

as the organization's information requirements change. New categories of data can be added to the

database without disruption to the existing system.

Organizations may use one kind of DBMS for daily transaction processing and then move the detailonto another computer that uses another DBMS better suited for random inquiries and analysis.

Overall systems design decisions are performed by data administrators and systems analysts.Detailed database design is performed by database administrators.

Database servers are computers that hold the actual databases and run only the DBMS and relatedsoftware. Database servers are usually multiprocessor computers, with generous memory and RAID

disk arrays used for stable storage. Connected to one or more servers via a high-speed channel,

hardware database accelerators are also used in large volume transaction processing environments.DBMSs are found at the heart of most database applications. Sometimes DBMSs are built around a

private multitasking kernel with built-in networking support although nowadays these functions are

left to the operating system.

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Definitions: Data: Known facts that can be recorded and that have implicit meaning Database: Collection of related data

Ex. the names, telephone numbers and addresses of all the people you know Database Management System: A computerized record-keeping system

Components of DBMS

1. Hardware: Can range from a PC to a network of computers.2. Software: DBMS, operating system, network software (if necessary) and also the

application programs.

3. Data: Used by the organization and a description of this data called the schema.4. Procedures: Instructions and rules that should be applied to the design and use of the

database and DBMS.

5. People: Includes database designers, DBAs, application programmers, and end-users.

A Bank using a Flat file

Different Information Systems have grown up over time, often with their own softwareprograms and ways of doing things.

Information is duplicated throughout the system; updates may occur at different times, someerrors remain undetected.

Costs to run the system are driven up because of clerical time needed to input data and check forerrors, it is very difficult to combine information.

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Customer

NI number

Address

Savings Account NumberBalance

Customer

NI number

AddressInvestment Account Number

Interest Rate

Balance

Customer

NI number

AddressCurrent Account Number

Balance

Customer

NI number

AddressLoan Account Number

Interest Rate

Balance

Savings Account

System

Loans Account

System

Savings

Account

System

SavingsAccount

System

U

SE

R

S

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A DBMS APPROACH TO THE SAME PROBLEM data is combined into a single customer database (pooled data)data available to multiple applications and users

CUSTOMER TABLE

CUSTOMER ID

Customer Name

NI Number

Address

Savings-Ac ID

Loan-Ac ID

Current-Ac ID

Investment-Ac ID

LOAN-AC TABLE

LOAN-AC ID

Interest Rate

Loan Balance

Loan Period

CURRENT AC TABLE

CURRENT-AC ID

Account Balance

INVESTMENT-AC

TABLE

INVESTMENT-AC IDAccount Balance

Savings Account

System

Investment

Account System

Current Account

System

Loan Account

System

Users

Users

DBMS

SAVINGS -AC

TABLE

SAVINGS-AC ID

Account Balance

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The Database Approach

Flat-File or card index Databases - contain one file. The records can only be accessed in alimited number of ways, and the number of fields in a record will be limited.

A Relational Database is designed to handle data in TABLE form and a single database islikely to contain a number of separate but related, tables.

Database management systems (DBMS)

A DBMS is application software that lets you create, organize, update, store, and retrieve datafrom a single database or several databases. Lets you transform or map data from one model toanother, or between the central model and stored database.

Teachers access their classes electronically but have a specific view.The DBMS

Builds the database creates and maintains the database dictionary. Manages the database - has to ensure problems do not arise if two people simultaneously access a

record and try to update it.

Governs interactions between application programs, input data and the database itself i.e. allowsusers to store, retrieve and update as easily as possible without having to be aware of the internal

structure of the database.

Provides an interface between users and the database

Backup and Recovery in event of a system failure.

Security - password allocation and access rights to particular layouts.

Entities

When a new system is to be designed, the systems analyst will identify the entities (or tables)that exist within it.

An entity is a person, place or thing on which information is maintained - e.g. employee in apersonnel file, Product, Supplier etc. (p.301).

Examples of entities in a computerised mail order system might be customer, order, invoice,delivery note, stock item, supplier etc.

Attributes

These tables are organised into fields (attributes) which are characteristics of entities. (p.302) ATTRIBUTES e.g. a Personnel database an entity Employee may have attributes

employeeCode, Name, JobCode, JobTitle, DepartmentCode etc. These attributes determine the

fields in the Employee table. Some attributes may be kept in a different table e.g. JobTitle is

likely to have same value in numerous records

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Relationships

One of the jobs of the system designer is to map the relationships between entities. Thishelps to ensure that the system will have the necessary data structure and that redundancy will

be avoided.

Relationships between entities can be one to many, many to many and one to one. Records within tables are so organized that they can be accessed in any way, i.e. different

entities can be combined in a number of ways because of the relationships established between

them

Types ofrelationships

In a RDBMS relations are of three types. I will give collage contexts

1 ONE-TO-ONEEach student develops a unique student history and each student record can only relate to one

student.

Faculty Student

2 ONE-TO-MANY

Each course has many different students but the student-takes table concerns one student.

Faculty Student

3 MANY-TO MANY

Faculty Student

Students can be taught by several faculty and faculty will teach many students

Courses will have many students and students can take many coursesThe same course can be taught by several faculties (A-Level IT) and faculty can teach several

courses

Database Management System

A database management system (DBMS) is a collection of programs that enables you tostore modify and extract information form a database.

The following are the examples of database application1. Computerized library systems2. Automated teller machines3. Flight reservation systems4. Computerized parts inventory systems.

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Advantage of Data in database

Database system provides the organization with centralized control of its data1) Redundancy can be reduced:

In non-database systems, each application (or) department has its own private fileresulting in considerable amount of redundancy (or) the stored data. Thus storage

space is wasted. By having centralized database most of this can be avoided

2) Inconsistency can be avoided: When the same data is duplicated and changes are made at one site, which is not

propagated to the other sites, it gives rise to inconsistency.

If the redundancy is removed chances of having inconsistent data is removed.3) Data can be saved:

The existing application can save the data in a database.4) Standards can be enforced:

With the central control of the database, the database administrator canEnforce standards.

5) Integrity can be maintained Integrity means that the data in the database is accurate. Centralized control of the

date helps in permitting to define integrity constraints to the data in the database.

Characteristics of Data in a Database

The data in a database should have the following features:

2.

Shared Data in a database are shamed among different users and applications.3. Persistence Data in a database exist permanently in the sense the data can live beyond thescope of the process that created it.

4. Validity / Integrity / Correctness Data should be correct with Respect to the real worldsentity that they represent.

5. Security Data should be protected from unauthorized access.6. Consistency- whenever more than are database represents related real world valves, the

valves should be consistent with respect to the relationship.7. Non redundancy No two data items in a database should represent the same real world

entity.8. Independence The three levels in the schema (internal, conceptual and external) should be

independent of each other so that the changes in the schema at one level should not affect the

other levels.

Advantages of DBMS

Control of data redundancy Data consistency Sharing of data Improved data integrity Improved maintenance through data independence.

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Disadvantages of DBMS

1. Cost of Hardware & Software

A processor with high speed of data processing and memory of large size is required to run the

DBMS software. It means that you have to up grade the hardware used for file-based system.Similarly, DBMS software is also very costly.

2. Cost of Data Conversion

When a computer file-based system is replaced with a database system, the data stored into data file

must be converted to database file. It is very difficult and costly method to convert data of data files

into database. You have to hire database and system designers along with application programmers.

Alternatively, you have to take the services of some software house. So a lot of money has to be

paid for developing software.

3. Cost of Staff Trailing

Most DBMSs are often complex systems so the training for users to use the DBMS is required.

Training is required at all levels, including programming, application development, and database

administration. The organization has to be paid a lot of amount for the training of staff to run the

DBMS.

4. Appointing Technical Staff

The trained technical persons such as database administrator, application programmers, data entry

operators etc. are required to handle the DBMS. You have to pay handsome salaries to these

persons. Therefore, the" system cost increases.

5. Database Damage

In most of the organizations, all data is integrated into a single database. If database is damaged due

to electric failure or database is corrupted on the storage media, then your valuable data may be lost

forever.

Relational Database Management System (RDBMS)

A relational database management system (RDBMS) is a database management system (DBMS)

that is based on the relational model as introduced by E. F. Codd. Most popular commercial and

open source databases currently in use are based on the relational database model.

A short definition of an RDBMS may be a DBMS in which data is stored in the form of tables andthe relationship among the data is also stored in the form of tables.

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A relational database management system (RDBMS)

There are other DBMS approaches (Object oriented etc.) The easiest to understand and the most flexible- still the Industry standard approach.. The only data structure in an RDBMS is the relation itself.. In making queries information from different tables are combined as the tables share a common data

element.

Each record within a well-designed table will have a KEY FIELD, which is unique to that record. Relationships between tables are shown using LINK FIELDS, there may be several relationships

from one table to other tables. It would be highly unlikely to have more than one link between the

same two tables.

Using these relations can generate REPORTS using data from several tables.Advantages of using an RDBMS.

1. Single centralized store of data for all applications in the organization that can then be pooled.

2. Independent of application program - many different applications can use data from common shareddatabase(s)

3. Data is consistent: when an attribute in a table is updated, its up-to-date value is available to all users of

the RDBMS, in whatever report they use and in exactly the same form.

4. Less data redundancy- because there is only one copy of each attribute kept-duplication should be

eliminated altogether in a well-designed RDBMS

5. Ease of reporting/flexibility -easy to set up new relationships and new entities. New tables and reports

can be set up as and when required.

6. Easier security- all access to data is via a centralized system, a uniform system of security monitoring can

be implemented.

What is the Difference between DBMS and RDBMS?

A DBMS has to be persistent, that is it should be accessible when the program created the data

ceases to exist or even the application that created the data restarted. A DBMS also has to provide

some uniform methods independent of a specific application for accessing the information that isstored.

RDBMS is a Relational Data Base Management System Relational DBMS. This adds the additional

condition that the system supports a tabular structure for the data, with enforced relationships

between the tables. This excludes the databases that don't support a tabular structure or don't enforcerelationships between tables.

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MS AccessOverview of MS-Access. Creating tables, queries, forms and reports in MS-Access.

Overview of MS-Access

Microsoft Office Access, previously known as Microsoft Access, is a pseudo-relational database

management system from Microsoft that combines the relational Microsoft Jet Database Engine

with a graphical user interface and software-development tools. It is a member of the Microsoft

Office suite of applications, included in the Professional and higher editions or sold separately. In

mid-May 2010, the current version Microsoft Office Access 2010 was released by Microsoft inOffice 2010; Microsoft Access 2007 was the prior version.

Access stores data in its own format based on the Access Jet Database Engine. It can also import or

link directly to data stored in other applications and databases.

Microsoft Access is used to create simple database solutions. Access tables support a variety of

standard field types, indices, and referential integrity. Access also includes a query interface, forms

to display and enter data, and reports for printing. The underlying Jet database, which contains these

objects, is multiuser-aware and handles record-locking and referential integrity including cascading,

updates and deletes.

Documents

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