Study Guide for CC2004 Introduction to Information Technology

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Study Guide for CC2004 Introduction to Information Technology

Table of Contents Page No

Acknowledgement ……………………………………………………….. 2 I. Syllabus ……………………………………………………………………. 3 - 4 II. Teaching Plan …………………………………………………………….. 5 - 7 III. Learning Outcome Matrix ………………………………………………. 8 IV. Study Guide • Tutorial 1: CPCE Portal, Moodle, Browser and Web

Searching …………………………………………………………..

9 - 20 • Tutorial 2: Microsoft Word 2003 Lab …………………………. 21 - 36 • Tutorial 3: Microsoft PowerPoint 2003 Lab One ……………. 37 - 41 • Tutorial 4: Microsoft PowerPoint 2003 Lab Two ……………. 42 - 49 • Tutorial 5: Microsoft Excel 2003 Lab One …………………… 50 - 56 • Tutorial 6: Microsoft Excel 2003 Lab Two …………………… 57 - 62 • Tutorial 7: Microsoft Excel 2003 Lab Three …………………. 63 - 65 • Tutorial 8: Microsoft Access 2003 Lab One …………………. 66 - 74 • Tutorial 9: Microsoft Access 2003 Lab Two …………………. 75 - 79 • Tutorial 10: Microsoft Access 2003 Lab Three ……………… 80 - 84

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Acknowledgement First and foremost, we would like to express our heartfelt gratitude to Dr Simon Leung, Director of Hong Kong Community College (HKCC), Dr KW Hung, Deputy Director of HKCC and Division Head of Communication & Social Sciences, Dr WN Leung, Deputy Director of HKCC and Division Head of Science & Technology, and Dr YL So, Deputy Director of HKCC and Division Head of Business, for their advice, guidance and support in preparing this Study Guide. Our deepest thanks also go to the Teaching Teams of CC2004 Introduction to Information Technology in the past few years. They have contributed a lot in maintaining and improving the teaching materials. And their valuable teaching materials are partially adopted in this Study Guide.

Special thanks to HKCC students for providing constructive feedback on the enhancement of CC2004 Introduction to Information Technology. Also, HKCC’s administrative support is invaluable to the production of this Study Guide. December 2009

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I. Syllabus CC2004 Introduction to Information Technology

Level 2 Credits 3 Nature Science Teaching Pattern 28 hours of Lecture 14 hours of Tutorial Prerequisites Nil Exclusion CC2005 Applied Computing CC2029 Applied Computing for Designer Assessment 60% Coursework 40% Examination Aims

This subject equips students with overview knowledge in Information Technology and its applications. Studying the subject will help students effectively use current information technology relevant to tertiary level studies and daily life. It also develops end-user computing skills demanded of students working in business environments.

Learning Outcomes

On successfully completing this subject, students will be able to:

• Understand and evaluate the concepts and applications of Information Technology.

• Use and analyse the requirements of Information Technology for different business activities.

• Use current information technology necessary for daily life application.

Indicative Contents

• Information Technology: Introduction Concepts of data and information processing; Overview of computer technology; Related concepts: data versus information, binary operations, encoding schemes, etc.; Classification of computer systems.

• Hardware Technology

Processing technology; Storage technology; Input technology; Output technology.

• Software Technology System software: operating system, utilities, etc.; Application software and its classification; Software distribution.

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• Communications Technology

Basic concepts; Essentials of networking; Related hardware and software; Internet features and resources; WWW (World Wide Web) and browsers.

• End-User Computing Skills

Word-processing; Spreadsheet processing; File processing and database handling; Working with presentation software.

• Information Systems in Daily Life

Concepts of information systems; Different types of information systems.

Teaching/Learning Approach

Theories and basic concepts are delivered during the lectures. Video shows on relevant topics may be arranged so as to make the lectures more interesting.

Students’ technical competence is developed through (supervised) hands-on practice in the computer laboratories and related exercises in real-life applications.

Assessment Approach

A variety of assessment tools are used, including hands-on practice and computer lab assignments, tests, projects and an examination. All are designed to help students understand and evaluate the concepts and applications of information technology and assess their end-user computing knowledge and skills for daily activities and applications (e.g. study, working).

Indicative Readings

Recommended Textbook Shelly, Gary B., et al., Discovering Computers 2010: Living in a Digital World: Complete, International Student Edition, Course Technology (latest ed.). References Burd, S. D., System Architecture, Prentice Hall (latest ed.).

Long, L., and Long, N., Introduction to Computers and Information Systems, Prentice Hall, (latest ed.).

Shelly, Gary B., et al., Microsoft Office 2007: Introductory Concepts and Techniques, Windows Vista Edition, Thomson (latest ed.). Shelly, Gary B., et al., Microsoft Office XP: Introductory Concepts and Techniques, Thomson (latest ed.).

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II. Teaching Plan CC2004 Introduction to Information Technology Semester Two 2009/2010

Aims

This subject equips students with overview knowledge in Information Technology and its applications. Studying the subject will help students effectively use current information technology relevant to tertiary level studies and daily life. It also develops end-user computing skills demanded of students working in business environments.

Subject Lecturers Marcus Chan (Office: WK-S1404, Tel: 3746 0480, email: [email protected]) Kelvin Kwan (Office: HHB1621, Tel: 3746 0186, email: [email protected]) Simon Wong* (Office: HHB-1553, Tel: 3746 0105, email: [email protected]) * Subject Leader Expected Learning Outcomes The expected learning outcomes of this course are:

a) Understanding and evaluating the concepts and applications of Information Technology.

b) Using and analysing the requirements of Information Technology for different business activities.

c) Using current information technology necessary for daily life application.

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Teaching Schedule (Tentative)

Lecture Tutorial

No Content Remarks No Content Remarks

1 Introduction to Computers Ch 1* 1

CPCE Portal, Moodle, Browser and Web Searching

Tut 1 #

2 The Internet and World Wide World Ch 2 * 2 MS Word Tut 2 #

3 Application Software Ch 3 * 3 MS PowerPoint Lab 1 Tut 3 #

4 The Components of the System Unit Ch 4 * 4 MS PowerPoint Lab 2 Tut 4 #

5 Input Ch 5 * 5 MS Word and MS PowerPoint Exercises Tut 2-4 #

6 Output Ch 6 * 6 MS Excel Lab 1 Tut 5 #

7 Storage Ch 7 * 7 MS Excel Lab 2 Tut 6 #

8 Test 1 (Ch 1 – 6) 8 MS Excel Lab 3 Tut 7 #

9 Operating Systems and Utility Programs Ch 8 * 9 MS Excel Exercises Tut 5-7 #

10 Communications and Networks Ch 9 * 10 MS Access Lab 1 Tut 8 #

11 Databases Management Ch 10 * 11 MS Access Lab 2 Tut 9 #

12 Computer Security, Ethics and Privacy Ch 11 * 12 MS Access Lab 3 Tut 10 #

13 Information System Development Ch 12 * 13 MS Access Exercises Tut 8-10 #

14 Review and Consultation 14 Review and

Consultation

This schedule is subject to change. * Please refer to the chapters on the textbook. # Tutorial notes and exercises are included in the study guide. Assessment Weighting

Coursework: 60% Examination: 40% 100%

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Assessment Methods for Coursework

Test 1 33.33% Assignment 1 33.33% (Group) Assignment 2 16.67% (Individual) Assignment 3 16.67% (Individual) 100%

Attendance and other rules / regulations Students should observe the attendance requirement and follow all the rules and regulations stated in the HKCC Student Handbook and the Programme Definitive Document. Lecture/Tutorial Notes and Assignments Students are required to download lecture/tutorial notes and assignments from the e-Learning System. Text and References Textbook: Shelly, G. B. and Vermaat, M. E., Discovering Computers 2010: Living in a Digital World: Complete, International Student Edition, Course Technology, 2010. References: Burd, S. D., System Architecture, 5th Edition, Thompson: Course Technology, 2006. Long, L., and Long, N., Computers, 12th Edition, Prentice Hall, 2005. Shelly, Gary B., et al., Microsoft Office 2007: Introductory Concepts and Techniques, Windows Vista Edition, Thomson: Course Technology, 2007. Shelly, G. B., Vermaat, M. E. and Cashman, T. J., Microsoft Office XP: Introductory Concepts and Techniques, Windows XP Edition, 2nd Edition, Thompson: Course Technology, 2003.

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III. Learning Outcome Matrix The expected learning outcomes are:

a) Understanding and evaluating the concepts and applications of Information Technology.

b) Using and analysing the requirements of Information Technology for different business activities.

c) Using current information technology necessary for daily life application. The tables below indicated the matching of expected learning outcomes and the teaching schedule of lectures and tutorials. Lecture

Week Outcome 1 2 3 4 5 6 7 8 9 10 11 12 13 14 a) √ √ √ √ √ √ √ √ √ √ √ √ √ √ b) √ √ √ √ √ √ √ √ √ √ √ √ √ √ c) √ √ √ √ √ √ Tutorial

Week Outcome 1 2 3 4 5 6 7 8 9 10 11 12 13 14 a) √ √ √ √ √ √ √ √ √ √ √ √ √ b) √ √ √ √ √ √ √ √ √ √ √ √ √ c) √ √ √ √ √ √ √ √ √ √ √ √ √ √

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V. Study Guide Tutorial 1

CPCE Portal, Moodle, Browser and Web Searching

Learning Outcomes • Utilizing the main functions of the CPCE Portal • Organizing e-mails by using the student Webmail system • Using Moodle e-Learning System • Using Web Browser • Searching information by web search engines

Introduction to the CPCE Portal CPCE (The College of Professional and Continuing Education) Portal is a web site offering access to the email and other college-wide network communications functions to all HKCC and SPEED students. It presents college information in a unified way.

The Portal provides an interface to the computer applications for supporting e-learning, e-administration and other commonly used services. Once you have logged into the Portal, you will be able to use Webmail, Moodle E-learning System and Helpdesk System. You can also access and manage your account, and access the wireless network configuration guide.

Login Account and CPCE Portal 1. Go to http://www.cpce-polyu.edu.hk/itu/portal/. 2. Key in your college user name (your student number) and password. 3. This account will be used for all of the ICT facilities in the college, including e-

mail, e-Learning, computer login in Student Computer Centre and IT laboratories, etc.

4. Select “Student” radio button and click “LOGIN”.

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5. You can go to different facilities from the links listed in the portal, e.g., the Webmail system, the Moodle e-learning platform, the wireless LAN configuration guide, etc..

6. You are recommended to change your password after your first login. Click “Change Password” and follow the steps to change your password.

Student Webmail System 1. Click “Webmail” link from CPCE Portal, or go to http://webmail.cpce-

polyu.edu.hk. 2. Key in your college e-mail address (in format [email protected]

polyu.edu.hk) and password. [Note: for the first-time login, the password is HKCC.xxx where xxx stands for the last 3 digits of your HKID Card No, excluding the digital in parentheses].

3. Click “Sign in” button to login your e-mail account.

4. After you have logged into the system, click “Hotmail” in the top menu bar to go to the e-mail system.

5. The left pane is the folder navigation, and the upper pane is function menu. Click

“?” icon for help if needed.

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6. Click “Sign out” on the upper-right corner to logout the system.

Moodle e-Learning System Moodle is an e-learning platform used by many universities and colleges in daily teaching and learning. It is a free and open source software, meaning that software developers can make modification based on their needs. The features provided by CPCE Moodle include:

• Online news and announcement • Subject material browsing, reading and downloading • Assignment downloading and submitting • Online calendar and reminder • Online discussion and messaging

Getting Started with Moodle e-Learning System You can enter CPCE Moodle Page through this link: http://www.cpce-polyu.edu.hk/itu/e-learning/

You will then see the first page of CPCE Moodle, similar to the one below.

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[1] Boxes for entering username and password: Enter your student number as Username, and your e-mail password as password.

[2] “Yes, help me log in” button: It is linked to the Password Recovery Wizard. You can recover your login information with the help of the wizard.

[3] System interface language setting: A drop down list for selecting language of System interface.

Main Page for student After logging in, you are at the main page of the system. The page is similar to the one below.

[1] Message block: You can send messages to teachers and classmates in HKCC using this block.

[2] Online Users: It shows the users who login to the system in the last 5 minutes.

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[3] Subjects list: It shows the subject(s) you have enrolled. If there is assessment(s) given by teachers which requires online submission, it will be shown under the subject name too.

[4] “Edit this page” button: You can add extra functions to the system using this

button.

[5] Calendar: It contains reminders for the subjects you have enrolled. One of the examples is the reminder on the assignment deadline.

[6] Latest News: It contains the news and announcements made by CPCE and HKCC.

Sending messages 1. By clicking “Messages…” in the Message block, you can see a popup window

as shown below. You can then search for someone by entering his/her name and clicking the “Search” button,

2. After finding the person you are looking for, you can click his name. Then, you can type and send message.

3. You can also define some settings for your message, by clicking the “Settings” tab at the top.

4. If the receiver is online (i.e., using the Moodle platform), the message will appear in a pop-up window. If the receiver is offline, the message is sent to his/her email address.

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Reference: https://moodle.cpce-polyu.edu.hk/moodle_webguide/student/4/video.html

Subject page By clicking the subject name in the main page, you will enter the subject page.

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[1] Activities: This part lists the items related to the subject by their types, including

Forums, Resources, and Assignment.

[2] People: It lists the teacher(s) and student(s) of the subject. You can send message to them by clicking his/her name.

[3] Administration: It lists the Total Grade / Assignment Grade in the subject and your profile.

[4] Search Forum: It helps search the content in the forum using some keywords.

[5] Topic Outline: Details of the subject will be listed out on topic or weekly basis.

[6] Calendar: It contains reminders of this subject, e.g., the deadlines of assignments.

[7] Latest News: It shows the news and announcements made by the subject lecturer.

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Accessing resources In the Subject Page, you can access resource (e.g., PowerPoint slides, notes, handouts, etc.) of the subject under the Topic Outline.

There is an icon before each resource and it tells what the format of individual resource is. You can access the resource by clicking them.

Using Forum The forum page is similar to the one below.

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[1] Instruction from teacher: This area displays the instruction from the teacher.

[2] “Add a new discussion topic” button: By clicking this button, you can add a new discussion topic on the lower part of the page.

[3] Discussion topics: This is the list of current discussion topic(s). You can click on the topic and give reply there.

Reference: https://moodle.cpce-polyu.edu.hk/moodle_webguide/student/7/video.html

Accessing and submitting assignments You can check your assignments and the assignment grades from the Activities block at the left hand side of the subject page.

Assignments can also be found as Resource (under the Topic Outline). The image icon for assignments is unique, and you can identify them based on their descriptions.

Details about the assignment are shown once you click on the assignment link.

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[1] The box shows the assignment requirement and instructions from the teacher.

[2] The box shows the submission timeline.

[3] “Submission draft” link: You can upload draft file(s) to the system before the submission deadline. The system allows resubmission by default. Draft files will become final submission if no confirmation is made before the deadline.

[4] Upload file: You can upload files one by one in this part.

After uploading the file(s), you will see the name(s) listed in the submission draft. You can decide if you send it for marking or remove it.

Web Browser – Mozilla Firefox A web browser is a software application on a user’s PC that is used to request web pages from a web server on the Internet. The browser requests a web page by sending a URL (uniform resource locator) to the server on the Internet. A URL is an address for a web page file or other resources on the Internet. One example of a web browser is Mozilla Firefox, which we will use in this tutorial.

The Firefox is a free and open source web browser managed by Mozilla Corporation. It is the second-most popular browser after Internet Explorer.

To download Firefox, go to http://www.mozilla.com/en-US/firefox/

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Using Firefox 1. Download the Firefox installation file from the link above. 2. Double-click the installation file and follow the installation steps. 3. Launch Firefox, type in a URL in the address bar and view the web page. 4. Try the tabbed browsing in Firefox: right-click a hyperlink in a web page and select Open

Link in New Tab. (Note: you can also open a web page in a new tab by clicking the middle button of the mouse when the mouse pointer is over the hyperlink.)

Customizing the interface of Firefox You can customize the interface of Firefox in a number of ways. One of the ways is to add or remove icons on the Navigation Toolbar. The steps are as follows:

1. Move your mouse pointer above the Navigation Toolbar, and right-click. Select Customize….

2. In the panel shown, you can drag or remove icons to and from the Navigation Toolbar. Also, you can change the size of the icons on the toolbar. Try to customize your own Navigation Toolbar.

Another way to customize the Firefox is to add the “Add-on” functions into the Firefox. The Add-on can be found from the web: https://addons.mozilla.org/en-US/firefox/.

The Add-ons are grouped into different categories, each of which is specific to a particular function. We will try to change the theme of Firefox in the coming exercise.

1. Go to the above link for the Firefox Add-on; choose “Themes” from the panel at the left hand side of the page.

2. Navigate the page to choose a theme that you like from the available themes. 3. Add the theme to the Firefox. You need to restart Firefox after adding the theme. You can try to add other Add-on into the Firefox. If you want to remove the included Add-on, follow these steps.

1. From the Tool menu bar, choose Add-on. 2. Click on the target Add-on. You can either disable it or uninstall it. Searching from the web A web search engine is a tool for searching information in the World Wide Web. Below is the list of several example search engines available in the web:

• http://www.google.com • http://www.yahoo.com • http://www.lycos.com • http://www.altavista.com

In this part, we will try searching from the web using Google.

1. Start a web browser. 2. Type the URL in the address bar: http://www.google.com 3. Type your search text: “Netbook” in the searching text box. 4. Submit your search by clicking “Google Search”. 5. Note the number of hits.

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6. Compare the number of hits and the searched results using the three sets of search text below: (a) Netbook (b) Lenovo Netbook (c) “Lenovo Netbook” (with quotes)

For advanced searching, click the “Advanced Search” link beside the Search button.

7. Try to find the web pages that have either the text “Lenovo” or “Netbook”. (a) Note the search text formed by Google (b) Compare the number of hits with step 6(b) above.

8. Try to find the web pages that have the exact phrase “Lenovo Netbook”, but not the text “Notebook”. Note the number of hits and the search text formed by Google.

9. Think of a search text if you want to find some netbooks manufactured by either Lenovo or Fujitsu.

References:

• https://moodle.cpce-polyu.edu.hk/moodle_webguide/student/index.html • http://www.cpce-polyu.edu.hk/itu/new/ • https://webmail.polyu.edu.hk/help/apps/brands/@/locale/en_US.ISO_8859-1/

webmail/FramesLayout.html http://www.mozilla.com/en-US/firefox/ • http://www.google.com/help/features.html#query

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Tutorial 2

Microsoft Word 2003 Lab Learning Outcomes • Overview of Microsoft Word • Saving and Retrieving Document • Editing Functions

Starting Microsoft Word • Double click the Microsoft Word icon in the desktop • Or click start, choose All Programs, choose Microsoft Office, and select

Microsoft Office Word 2003

Basic Features of Microsoft Word

1. Status Bar Status bar is located at the bottom of the screen for displaying information about the current document and current position.

2. Toolbar Toolbar is located on the top and underneath the pull-down menu. It allows access to most of the commonly used commands with just one click of the mouse button.

“Standard” Toolbar

“Formatting” Toolbar The most frequently used toolbars are the “Standard” (the left bar) and “Formatting” (the right bar), which are the default function in Word. You may choose to display more, or hide the toolbar(s) using the following steps, • position the mouse pointer anywhere on the toolbar • click the right mouse button • a box showing all the available toolbars category is shown on the screen, a

category with a tick aside means that it is currently displayed on the screen • you can choose to display/hide a desired category (by positioning the mouse on

the specified category and click the left mouse button) • click and drag the toolbar to new location to change the location of the toolbar

3. Buttons Every toolbar has self-explanatory buttons (icons) showing its function. It provides you a quick way of access to most commonly used functions, e.g. save , open

and print a document.

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To identify the function of a button, simply place the mouse pointer on the button. A short description about the function of the button will appear at the end of the pointer and on the status bar.

4. The Built-in Help System • You can press F1 to access the on-line help system • Or you can choose Help from the menu • Or you click Help button 5. Word Wrap • When you type and reach the end of a line, Word will automatically move the

word that doesn’t fit on the line down to the next line. Example 1: Type the following Word processing can be defined as the computer manipulation of text data - creating, revising, storing, retrieving, and printing text.

Saving a Document

1. The Save command To save a document using the existing filename, • Choose File, Save • Or click the Save button • If you are saving a document with a filename, the file will be saved automatically

under the existing file name.

2. The Save As command To save a document for the first time or create a new file using a new filename, • Choose File, Save As • Choose the drive a: in the Save in box ( note: drive a: is the floppy drive and

drive c: is the hard drive ) • Choose the correct path in box • Type in the file name, e.g., ex1.doc, in the File name box • Click the Save button Example 2: Save the file as ex1.doc

Closing a Document • Choose File from the menu • Choose Close Example 3: Close the file ex1.doc

Exiting Microsoft Word • Choose File from the menu

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• Choose Exit

Creating a New Document • Choose File, New or click the New button • Click OK button Example 4: Create a new document and type the following. Save it as ex2.doc One great advantage of word processing is that once you have created a rough draft, you can print it, revise it, and print it again with minimal effort.

Opening a Document

1. Open an Old File • Choose File, Open or click the Open button • Select the drive a: in the Look in Box • Select the correct path in the Box • A list of available Word document file is found. Select the file ex1.doc. • Choose the Open button Example 5: Open ex1.doc

2. Open a Recently Used File By default, Word keeps track of the four most recently used files. The filenames are displayed at the bottom of the Window menu. If the file you want to open is among one of them, you may open the file directly from the list. • Choose File • Choose the desired file from the bottom of the list Example 6: close ex1.doc and reopen it again

3. Access an Opened File If your file is already opened, you can access it through the window menu. • Choose Window • A list of opened file is shown, select the one you want to read Example 7: Access ex2.doc by choosing Window, ex2

Viewing a Document

1. Normal View This view shows data as it appears on the screen but not how it appears on the printed page. This mode is suitable for typing and formatting texts and paragraphs.

Example 8: Choose View, Normal

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2. Print Layout View It displays the page as it will be printed and allows editing. This view takes up a lot of computer space..

Example 9: Choose View, Print Layout 3. Outline View

It displays the document’s outline and allows you to view the entire document, with chapter headings, section headings, and so forth. It allows you to extend and edit different parts of the documents.

Example 10: Choose View, Outline. Change back to normal view.

Viewing Page at Various Sizes (Zoom) By reducing the size, you can display more than one page within the confined area of the screen. • Choose View, Zoom • Choose or type the desired percentage in the Percent box

Example 11: Zoom to 75% and then back to 100%.

Scrolling in the Document

1. Scroll Bar • Point to the appropriate scroll arrow (↑ or ↓) and click to move line by line • Click and hold the appropriate scroll arrow (a fast move in the document) • Click and drag the scroll box up or down the scroll bar • Click above or below the scroll button to move 1 screen up or down However, if you use the scroll bar for viewing the document, the cursor will not change its position until you click the left mouse button.

2. Keyboard Keys To Move ↑ ↓ ← →

One line up or down One character left or right

Ctrl + ↑ ↓ Ctrl + ← →

One paragraph up or down One word left or right

Home End

Jump to the beginning of the line Jump to the end of the line

Ctrl + Home Ctrl + End

Jump to the beginning of the document Jump to the end of the document

PgUp PgDn

Up one window Down one window

Ctrl + PgUp Ctrl + PgDn

Previous page Next page

Example 12: Move to the beginning of the document by pressing Ctrl + Home. Then move to the end of document by pressing Ctrl + End.

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3. Page Search You may also specify a page to go, • Choose Edit, Go To • Choose Page in the Go to What: box • Type the desired page number in the Enter Page Number box • Click the Go To button This function can also be used to search for a footnote, a line, or en endnote depending on what you choose in the Go To What: box.

Selecting and Deleting Text Selecting text in Word can be easily done by placing the mouse in an area of document called the selection bar. This area is the white space in the left margin of the document. The text is highlighted when selected. The following table summarizes the use of mouse to select text.

Mouse action Text selected Click Repositions the insertion cursor Click and drag A character, or multiple characters,

words, sentences, or paragraphs Double click the word One word Ctrl + click in the document One sentence Ctrl + click in the selection bar or triple click in the selection bar or Choose Edit, Select All

Entire document

Click in the selection bar One line Double click in the selection bar One paragraph Click the first character. Press and hold down Shift and click once at the last character

Text between two points

Click the mouse in any area of the document outside the selection bar

Cancel Selection

Example 13: Get back to ex2.doc. Select the word “processing” by double clicking it. Then select the first sentence by pressing Ctrl and one mouse click. Select the word “word processing” by using the mouse.

Editing and Copying Text You can edit a text using the menu or buttons • Select the text you want to move • Choose Edit, Cut • Or click the Cut button • Place the cursor at the destination • Select Edit, Paste • Or click the Paste button You can also edit the text easily using the mouse • Select the text you want to edit • Click and drag the selected text to the destination

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You can copy a text using the menu or button • Select the text you want to copy • Choose Edit, Copy • Or click the Copy button • Place the cursor at the destination • Select Edit, Paste • Or click the Paste button You can also copy the text easily using the mouse • Select the text you want to copy • Hold down the <Ctrl> key, click and drag the selected text to the destination Example 14: Select the whole paragraph by triple clicking it. Copy it by clicking Edit and then Copy. Select ex1.doc and pressing Enter to start a new paragraph. Click Edit and Paste to copy the content to ex1.doc. Save ex1.doc.

Deleting Text

1. Keyboard Key Text Deleted Del Character to right of insertion point. Backspace Character to left of insertion point. Ctrl + Del Delete from the cursor position to the end of the current word. If the

cursor is at the end of a word, the next word will be deleted. Ctrl + Backspace

Delete from the cursor position to the beginning of the current word. If the cursor is at the beginning of a word, the previous word will be deleted.

2. Mouse • Select the text you want to delete using either one of the methods described

above • Press <Del> Example 15: Select the word “minimal” by double clicking it. Delete it by pressing the Backspace.

Undoing and Redoing • Choose Edit, Undo (or Redo) to undo/redo the last command • Or click the undo (or redo) button • If you want to undo (or redo) more than one action, click the down arrow on the

right of the undo (or redo) button and select the last action you want Example 16: Undo the deletion of the word “minimal”

Inserting Bullets and Numberings • Select the text (one or more paragraphs) for adding bullets or numberings

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• Choose Format, Bullets and Numbering • Choose the Bullets type in the Bulleted folder • Or click the Numbered folder to choose the numbering type • Click the OK button You can also use the bullets and numbering button on the toolbar to add bullets or numberings , • Select the text (one or more paragraphs) for adding bullets or numberings

• Click the bullet button or numbering button Example 17: Select the whole document. Press the Bullet button and then the Numbering button.

Changing Fonts, Size, and other Attribute • Select the text to be changed • Choose Format, Font • Select and make changes (bold, italic, underline) • Click the OK button It is easier to make changes using the toolbar, • Select the text to be changed

• Click on the appropriate font buttons on the toolbar

Example 18: Select the whole document. Change the font to Times New Roman and size to 12. Select the word “Word processing” and bold it.

Changing Letter Case • Select the text you want to change the case • Choose Format, Change Case • Select the appropriate case and/or format • Click OK button

Example 19: Select the first paragraph by double clicking the selection bar. Change the 5 cases in turn.

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Changing Paragraph Format

1. Changing paragraph alignment and first line indentation Using the menu • Select the paragraph(s) to change • Choose Format, Paragraph • Choose the Indents and Spacing tag • Click on the Alignment task list and choose the desired alignment option • Select Left indentation and enter the value in the next box. • Click OK button Using the toolbar • Select the paragraph(s) to change

• Click on the desired alignment button Example 20: Un-numbering the whole document. Position the cursor at the beginning of the first paragraph. Choose Format, Paragraph. In the indentation section, choose First Line for special and select 0.5” of the By box by clicking the arrows. Click the Justify button.

2. Changing Paragraph Spacing • Select the paragraph(s) to change • Choose Format, Paragraph • Choose the Indents and Spacing tag • Change the Spacing option in the Line Spacing box • Click the OK button Example 21: Position the cursor at the beginning of the second paragraph. Choose Format, Paragraph. Choose 12pt as the spacing before.

3. Setting Paragraph Indentation • Select the paragraph that you want to set the indentation • Click on the Decrease Indent button (move the entire paragraph one tab

over to the right) or Increase Indent button (move the entire paragraph one tab over to the left)

Example 22: Select the first paragraph. Click the Increase Indent button once and then click the Decrease Indent button once.

Setting/Clearing Tabs There are five types of tabs you may use to format your document: left, right, center, decimal and bar. The first four are the alignment type as the ruler does. The bar tab stop places a vertical bar at the tab stop location. You may also choose to have leaders for each tab type. A leader is a line of dots printed before the tab setting.

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Insert tabs using menu • Select the paragraph to insert tabs • Choose Format, Tabs • Type in the position where you want to insert tab in the Tab Stop Position box • Choose the tab type from the Alignment box • Choose the leader type from the Leader box • Click the Set button • Repeat the above steps until all tabs are set • Click the OK button You can also insert tabs using the ruler. On the leftmost of the ruler, there is a button which represents the left , right , center or decimal tab type. You can click the button to change the tab type. • Select the paragraph you want to insert tabs • Click the tab type button to select the desired tab • Click at a point on the ruler where you would like to place the tab • Repeat the above steps until all the tabs are set You can use the menu or the mouse to clear the tab set • Select the paragraph you want to clear the tabs • Choose Format, Tabs • Select the tab you want to clear in the Tab Stop Position box • Click the Clear Button • Or you can click the Clear All button to clear all tabs set It is very easy to use the mouse to clear the tab set • Select the paragraph you want to clear the tabs • Click and drag the tab mark out of the ruler

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Example 23: Select the first paragraph. Insert a left tab at 0.5” and a right tab at 1”.

Inserting Date and Time • Place the cursor at the position you want the (system) date to be placed • Choose Insert, Date and Time • Choose the date or time format • Click the OK button Example 24: Insert today’s date at the bottom.

Inserting Symbols • Choose Insert, Symbol • Click on the Font box to select the appropriate symbol category • Double click the desired symbol to insert it onto your document • Click the Close button Example 25: Choose Insert, Symbol. Select the font Wingdings. Insert the symbol

after today’s date.

Inserting Pictures • Choose Insert, Picture, From File • Select the desired picture name in the File Name box • Click the Insert button The picture displayed is surrounded by a box with small black squares, called sizing handles, at each corner and middle location. You can use a mouse to click on a sizing handle and drag it in order to edit the size of the picture. You may also reposition the picture by dragging the picture with the mouse. Example 26: Insert the first picture from Clip Art at the end.

Word Exercise 1 1. Create a new document and type the following text ( the heading: Arial, 16pt, Bold, Center the body: Times New Roman, 12pt, Align Left )

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“To become a leading Hong Kong Institution providing education, research and professional

expertise in the application of information technology (IT) to solve business problems in

China and in the international context.” The five areas identified as being key to the achievement of this mission are as follows: 1. To deliver a portfolio of high quality courses for IT

professionals that provides a solid foundation in IT and reorientation for professionals in other disciplines.

2. To ensure that the highest level of professionalism is attained by our graduates.

3. To maximize the effectiveness of staff in delivering quality education and pursuing scholarly activities.

4. To conduct a substantial research program in applying IT. 5. To enter into partnerships with industry to jointly develop a

center of excellence in applying IT.

2. Change the above text from numberings to bullets. 3. Change line spacing of the whole document to Double. 4. Save the above document as wordex1.doc. 5. Log in your e-mail, send an e-mail with wordex1.doc as attachment to yourself. 6. Open the e-mail and save the attached file as wordex2.doc. 7. Modify wordex2.doc as follows: 8. After the “heading” section, insert a picture related to Computers. 9. Start a new page after the picture. 10. Change all “highlighted” words into uppercase. 11. Save the updated document and send an e-mail with wordex2.doc as attachment

to a classmate.

Setting Page Margin, Paper Size and Orientation • Choose File, Page Setup • Select Margins folder • Set the desired (Top, Bottom, Left, or Right) Margin, orientation and paper size

under Paper folder

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• Select the appropriate Apply To option • Click the OK button Example 27: Open the document wordex1.doc. Set the page margin as follows: Top 1”, Bottom 1”, Left 1.5”, Right 1.5”. Change the orientation to Landscape.

Inserting Page Break • Place the cursor at the position where you want to have a new page • Choose Insert, Break • Select Page Break • Click the OK button

Information about Sections and Section Breaks

You can use sections to vary the layout of a document within a page or between pages.

Section formatted as a single column

Section formatted as two columns

Just insert section breaks to divide the document into sections, and then format each section the way you want. For example, format a section as a single column for the introduction of a report, and then format the following section as two columns for the report’s body text.

Types of section breaks you can insert

The following examples show various types of section breaks. (In each illustration, the double dotted line represents a section break.)

Next page inserts a section break and starts the new section on the next page.

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Continuous inserts a section break and starts the new section on the same page.

Inserting Session Break • Place the cursor at the position where you want to have a new page • Choose Insert, Break • Select Next Page or Continuous in Session break types

(Usual Practice: Next Page helps create documents consisting different sections and each section contains its own header and footer; Continuous helps creating a professional newsletter with both single and multiple columns containing on the same page.)

Setting Headers and Footers • Choose View, Headers and Footers • Click on the first button to switch to the footer • Type in the header or footer in the Header/Footer Area • You can format the Header/Footer using the standard toolbars • You can also add page number, date and time using the Header/Footer toolbar. • Click the Close button Example 28: Add header Applied Computing Workshop and footer Page Number.

Inserting Footnote and Endnote • Place the cursor at the end of the paragraph or the position where you want to

add a footnote/endnote • Choose Insert, Reference, Footnote

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• Choose Footnote/Endnote in the Insert box • Choose the numbering style in the Numbering box • Click the Insert button • A note pane is then displayed in the screen, you can type your

Footnote/Endnote here Example 29: Position the cursor after the word Hong Kong Institution in the first page. Insert a footnote: There are more than 7 institutions in HK. Then add another footnote for the word China: All kinds of commercial and industrial problems.

Finding and Replacing Text • Choose Edit, Find • Enter what you want to find in the Find What box • Click the Find Next button • Click Replace tag • Enter what you want to find in the Find What box • Enter what you want to replace in the Replace With box (optional) • Click the Find Next button • Click the Replace button to replace what you want to find by what you want to

replace Example 30: Search the word Computing. Replace the word in to IN.

Checking the Spelling • Go to the beginning of the document • Choose Tools, Spelling and Grammar • When a spelling mistake is found, it stops and highlights the misspelled word.

You may then choose the correct one from the list of options provided.

Creating a Table • Choose Table, Insert, Table • Select the number of columns and rows in the boxes • Click the OK button OR • Click the Insert Table button • Drag to choose the number of columns and rows Example 31: Create a new document. Create a table with 2 rows and 4 columns.

Inserting Columns or Rows • Highlight the number of columns/rows you want to insert • Choose Table, Insert column or Insert Row • Or click on the Table button • If you want to insert a new row at the end of the table, place the cursor in the last

cell and press <Tab>. Example 32: Create one more row.

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Deleting Columns/Rows • Highlight the number of columns/rows you want to delete • Choose Table, Delete column or Delete Row Example 33: Delete the last column.

Changing Column Width and Row Height Using the Menu, • Highlight the columns you want to change its width • Or place the cursor in any cell for changing the global width (all column) • Choose Table, Table Properties • Select the Column or Row folder • Type in the width or height in the box Using the mouse, • Place the mouse on the right border of the column. The mouse will change to a

double head arrow • Click and drag the arrow left or right to decrease or increase the column width

Splitting and Merging Cells • Place the cursor in the cell(s) you want to split or merge • Choose Table, Split Cells or Merge Cells • Set the number of columns you want to split in the Number of Columns box Example 34: Split the first cell into 3 rows and 2 columns.

Splitting Table • Place cursor in the position where you want to split the table • Choose Table, Split Table Example 35: Split the last row into another table.

Setting Table Borders and Shading • Highlight the entire table, or select Table, Select table • Choose Format, Borders and Shading or Click on the border button Example 10: Delete the second table. Add two more rows. Enter the following data Name Student_no Mark John 12345678 75 Stephen 11223344 83 Mary 22222222 92 Choose Box as the border setting and shade the first row with light gray Save it as data1.doc

Table Autoformat • Place the cursor anywhere in the table • Choose Table, Table AutoFormat

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• Select one of the predefined formats in the Formats list • Click on the Apply button

Word Exercise 2 Create the following application form:

The Hit-the-best Company Limited Asia-Pacific Region

Application Form for Managerial Staff

Notes: 1. Please use a separate sheet for further details or explanations where necessary. 2. Completed resume form should be returned to: The Human Resources Department, Hit-the-best Company Limited (Hong Kong Branch), 777, Reviver Tower, 278 Carnarvon Road, Tsim Sha Tsui, Kowloon, Hong Kong. Post Applied for : Department : I Personal Particulars Surname : Given Names :

Name in Chinese (if any): *Title : Dr./Mr./Mrs./Ms. Sex :

Correspondence Address:

Office Tel. No.: Fax No. : II Education & Academic Qualifications

Date (month/year)

From To

School, College or University

Qualification obtained (In the case of degrees,

state classification)

Date of award

* Please delete as appropriate.

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Tutorial 3

Microsoft PowerPoint 2003 Lab One Learning Outcomes • Overview of PowerPoint • Building a Slide Presentation

Features of PowerPoint Word Processing Create automatic bulleted lists, combine words and images,

etc. Outlining Able to import outlines from MS Word or other word

processors. Graphing Create and insert charts into your presentations. Drawing Create diagrams using shapes e.g. arcs, arrows, rectangles,

stars, etc. Clip Art Insert artwork into your presentation without creating it

yourself. Presentation Manager

Manage the design and organization of your presentation.

Wizard A tutorial approach to create a presentation efficiently.

PowerPoint Views

Normal View Displays a single slide as it appears in your presentation for editing.

Outline View Click the Outline Tab to show all slide titles and text. Slide Sorter View

Displays miniatures of the slides for re-arranging your presentation.

Notes Page View Create notes for a particular slide.

Slide Show View Displays you slides as electronic presentation using the full screen.

Creating a Slide

Using the AutoContent Wizard • Click the New from AutoContent Wizard option, then you will be asked

questions about the presentation type, output options, presentation style, and presentation options.

• Click on the rectangular box of the generated slide to edit the content.

Using Template • Click the New from Design Template option and then click the box of pre-

designed slide

From Scratch Simply click the New button , then choose slide layout.

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Adding More Slides in Your Presentation • Click the New Slide button then choose slide layout.

Viewing the Presentation

Using Slide Show • Click the Slide Show button at the lower left of the screen. • The first slide of your presentation will be displayed, occupying the whole screen. • Click the left mouse button or press <Enter> or <PgDn> to view the next slide. • You can press <Esc> to abort slide show

Using a Slide Sorter view • Click the Slide Sorter View button at the lower left of the screen. • Several slides are displayed together in one screen. • Click the Normal View button to exit the Slide Sorter View.

Inserting a New Slide • Switch to Slide Sorter view by clicking the Slide Sorter View button or by

choosing the View, Slide Sorter menu. • Click where the new slide is going to insert in the presentation. • Click the New Slide button, or press CTRL+M, or choose the Insert, New

Slide… menu.

Deleting a Slide • Slide Sorter View: Click the slide. Press the DELETE key. • Outline view: Click on a slide icon, the small square to the left of the slide, all the

text in the slide is highlighted. Press the DELETE key.

Rearranging the Slides • Slide Sorter view: Click the slide you want to move and start dragging. Release

the mouse button when the slide is located at the designated place. • Outline view: Click View, choose Toolbars, and choose Outlining to get the

Outline toolbar. Click the Collapse All button on the Outline toolbar. Next, click on the icon of the slide you want to move. Click the Move Up or Move Down .

• Other functionalities:

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Promote Moves a subheading or bulleted point in a slide up one level.

Demote Moves a title, subheading, or bulleted point down one level in the hierarchy.

Collapse Shows only the first heading in a slide.

Expand Shows all the subheadings under the first heading in a slide.

Collapse All Shows only the first heading of each slide in the entire presentation.

Expand All Shows all the text in all the slides in the presentation.

Show Formatting Shows/hides the font formatting when working in Outline view.

Copying a Slide in Slide Sorter View • Right-click on the slide you want to copy and choose Copy from the Edit menu. • Click between slides in the presentation where the copy of the slide is to go. • Right-click and choose Paste from the Edit menu.

Creating Slide Master for Consistent Text Formatting Text formats in the slide master set the standard for formats throughout the presentation. • Choose the View menu Master, then choose Slide Master. • Click the Title Area for AutoLayouts box and choose the format such as font,

font size etc., you want to use throughout the presentation. • Click in the Object Area for AutoLayouts box and, one by one, change the text

styles of the master level, second level… and so on. • Click in the Date Area, Footer Area, and Number Area boxes at the bottom of

the slide master and change the format there as well. • Click the Close button in the Master toolbar.

Putting the Same Image or Text on Each Slide • To put the same graphic and text on each slide, choose from the View menu,

then Master, Slide Master. • Insert a text box and type inside. • Or place a picture in the designated area and they will appear on each slide.

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Including Footers on Slides • Choose the View, Header and Footer menu. • Click the Date and Time check box include the date or the date and the time in

the footer and choose appropriate options for the date format. • Click the Slide number check box to include the slide number in the lower-right

corner of the slides. • Click the Footer check box and enter a title. • Click Apply to All button to put footer on all the slides, or the Apply button to put

footers only on the slides selected.

Enhancing Your Presentation

Adding Images to a Slide You may insert pictures to a single slide. Inserting clip arts: • Choose Insert, Picture, Clip Art from the menu. • The clip arts are arranged by category. The names of the categories are on the

left and the clip arts are on the right. • Choose the clip art and click the Insert button. If you have a picture of your own and you want to insert it: • Choose Insert, Picture, From File… from the menu. • Then locate the picture file, and click the Insert button.

Creating 3-D Words and Your Own Drawings You may use the functions on the Drawing Toolbar to enhance your presentation.

For example, you may add 3-D words using the Word Art button . You may also change the word arts that you created into different forms of 3-D effects by first highlighting the object then click the 3-D button .

PowerPoint Exercise 1 Select appropriate design template to replicate the following slides: (Note: Owing to the frequent updating in MS PowerPoint, the exact design template and clipart images in the following example may not be found. Feel free to apply any design template and similar clipart images that you can find in the software or download from Clips Online using the suggested search word.) Slide 1

10/29/99 Iris Wong 1

Southwestern Triathlon

November 14, 1999

Sponsored by:

Southwestern Enterprise

Southwestern Triathlon November 14, 1999 Sponsored by: Southwestern Enterprise (clipart, Sport & Leisure)

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Slide 2


Events

• Swimming– 1 kilometer [.62 miles]

• Cycling– 25 kilometers [15.5 miles]

• Running– 5 kilometers [3 miles]

Events Swimming 1 kilometer [.62 miles] Cycling 25 kilometers [15.5 miles] Running 5 kilometers [3 miles]

Slide 3


Classifications

• Female under 20

• Female 21 - 30

• Female 31 - 40

• Female 41 - 50

• Female 51 - 60

• Female 61+

• Male under 20

• Male 21 - 30

• Male 31 - 40

• Male 41 - 50

• Male 51 - 60

• Male 61+

Classifications • Female under 20 • Male under 20 • Female 21 – 30 • Male 21 - 30 • Female 31 – 40 • Male 31 - 40 • Female 41 – 50 • Male 41 - 50 • Female 51 – 60 • Male 51 - 60 •Female 61+ • Male 61+

Slide 4


Awards

• Triathlon winners– 1st place $10,000

– 2nd place $5,000

– 3rd place $2,500

• Classification winners– 1st, 2nd and 3rd place

trophies

Awards Triathlon winners 1st place $10,000 2nd place $5,000 3rd place $2,500 Classification winners 1st, 2nd and 3rd place trophies (clipart, Prizes)

Slide 5


Sign Up Today

• Due: Nov 31, 1999

• Mail $25 to:– S.W. Triathlon

– 123 Central Plaza

– Central, Hong Kong

• Call : 2347-1234

Sign Up Today Due: Nov 31, 1999 Mail $25 to: S.W. Triathlon 123 Central Plaza Central, Hong Kong Call : 2347-1234 (clipart, Signs)

In the footer, add the current date, your name and slide number.

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Tutorial 4

Microsoft PowerPoint 2003 Lab Two Learning Outcomes • Incorporating graphs and tables in slides • Animating your presentation • Timing your presentation • Publishing an on-line presentation on Web • Incorporating data from other sources (e.g. importing text from MS Word) • Linking up with a website • Creating a self-running kiosk presentation

Including Graphs and Tables in Slides Adding a Table in the Slide • To include a table in the slide, insert a Table from the New Slide dialog box. • Then enter a title for the table and double-click. • Enter the number of rows and columns you want and click OK. • Enter the numbers, labels…etc. • When you have finished creating the table, click outside of the table to restore

PowerPoint’s toolbars and menus. • If you need to go back to your table after you have finished creating it, double

click the table. Adding a Graph • To include a graph on a slide, choose one of the preformatted slides in the New

Slide dialog box and click OK. • Enter a title for the slide and double-click in the slide. • Then the Microsoft Graph application appears on the screen and you will see a

datasheet, simply replace the data in the datasheet with data of your own. • Complete the action by clicking on the slide.

Animating Your Presentation Controlling Transitions Between Slides • In Slide Sorter view, select the slide or slides to which you want to assign a

transition. • Either choose the Slide Show menu and choose the Slide Transition command

or right-click and choose Slide Transition button from the shortcut menu.

• Choose a transition. • Click the Slow, Medium, or Fast option button as for your desired speed. • Click the Apply to All button to assign the transition to all slides Making Bulleted Lists on Slides Appear One Bullet at a Time • In Slide Sorter view, select each slide with a bulleted list in your presentation if

you want to make all the bulleted points appear one at a time. • Right-click the slide and choose Animation Scheme from the shortcut menu. • Choose an animation technique, e.g. flash bulb, from the submenu.

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Animating Different Parts of a Slide • In Slide view click a text box or graphic on the slide, then right-click and choose

Custom Animation… • Choose Add Effect, then a submenu with Entrance, Emphasis, Exit, Motion

Paths will appear. • Click your preferred “moment” and choose an animation effect. • Repeat the above steps for any other objects on the slide. • Control the order of animated objects appearing on the slide by clicking the re-

order button.

Timing Your Presentation • Switch to Slide Sorter view • Choose the Rehearse Timings from the Slide Show menu. • Pretend that you are giving a presentation and discuss the first slide. The clock

on the right side of the Rehearsal dialog box records how long the slide has been onscreen.

• Click the Next button to go to the next slide. The clock on the right side of the Rehearsal dialog box is set to 00:00:00, but the clock on the left, which records the entire presentation, continues to tick.

• When you click the Next button after showing the last slide, a message box will pop up and ask if you want to record “the new slide timings” and use them to view the slide show.

• If you click “Yes”, the slides will appear onscreen during the show for the same amount of time you allow them during rehearsal.

PowerPoint Exercise 2 1. Create the following presentation using Outline View,

Take up Skiing Chapter 1 What you need to know all about skiing Carrying Skis • Carry you skis on your shoulders or in your hands, - but make sure you do not hit anything or anyone when turning. • In lift queues, carry your skis vertically. • This will be much easier, as well as safer. Choice of Slope Choose a place to practice which is, • not too steep • has a safe run-out area • and allows you to be in control Warm up 1. First walk around in your boots to get used to them, 2. then try,

• running on the spot • bunny hops • arm swinging • bending and stretching

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First movement practice On flat terrain: • put your skis on, making sure the boots are properly secured in the

bindings • walk and star turn - this explains itself by the pattern it leaves on the snow • jump the skis around with small and large jumps • practice the wedge shape with the legs apart, and stepping first the tails

apart and then the tips apart. 2. Create the following presentation using Slide View,

Slope and run-out space table* (Create a table using the following data) 5 feet or more 15 feet or more 40 feet or more

less than 15o Safe Safe Safe less than 30o Not Safe Safe Safe less than 45o Not Safe Not Safe Safe Average equipment cost at different levels * (Create a graph using the following data) Economic Deluxe Extravagance Nova $2000 $3000 $3500 Skilled $3000 $3500 $4000 Expert $3500 $4500 $5500

3. Using spell check to correct any spelling mistakes in your presentation. 4. Try your presentation using slide show and set up the time needed for each slide

to display automatically during your presentation. 5. Change the presentation style, format, and add any animation effects (display

method or WordArt) if needed. Publish a Presentation on Web 1. Open the presentation you want to publish on Web. 2. Locate File on the menu, click Save as Web Page. 3. In the File name box, type a name for the Web page.

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4. Click Publish:

5. Click on Web Options:

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If you want animation while the user is browsing, check on the corresponding box.

6. Click OK followed by Publish for the other dialog box. Importing Text from MS Word 1. Set appropriate styles (heading1, heading2, etc.) for the text that you would like to

export to PowerPoint. 2. Save your Word file in rtf format:

3. Read your file at PowerPoint, and incorporate your favourite template.

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Create a Hyperlink to a File or Web Page 1. Select the text or object you want to represent the hyperlink. 2. Click Insert Hyperlink. 3. Under Link to, click Existing File or Web Page.

4. Navigate to the page or file you want. Set up a Self-running Kiosk Presentation 1. Choose Slide Show/ Set Up Show, and click the “Browsed at a kiosk (full screen)”

option:

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2. In the Advance Slides area, make sure the “Using timings, if present” option is selected, then click OK.

Setting Timings Here is how we set up the timings reference as referred in the above “Using timings, if present” option.

Setting a single timing for all slides 1. Choose Slide Show/ Slide Transition. The Slide Transition task pane will appear.

In the Advance Slide area, tick the “Automatically after” check box. 2. Enter a number of seconds into the text box. For instance, to advance each slide

after 10 seconds, enter 00:10. You can use the spin buttons if you prefer.

3. Click “Apply to All Slides” to apply the setting to all the slides.

Setting custom timings for each slide 1. Choose Slide Show/ Rehearse Timings.

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2. The slide show will begin with the Rehearsal box floating on it:

3. Click the “Next” button or press PageDown when you think it’s time for the next

slide to appear. 4. After you have reached the last slide, a dialog box will appear and tell you the

total time for the show:

5. If you want to preserve the timings you have set, click Yes (Otherwise, click No and return to Step 1 to try again). You can see the timing for each slide appearing under it in the Slide Sorter view:

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Tutorial 5

Microsoft Excel 2003 Lab One Learning Outcomes • Overview of Microsoft Excel • Creating a Worksheet • Data Manipulation in a Worksheet

Components of Excel Excel is an electronic spreadsheet program consists of three major parts. Worksheets

Worksheets allow one to enter, calculate, manipulate, and analyze data such as numbers and text.

Charts

Charts pictorially represent data. Excel can draw two-dimensional and three-dimensional column charts, pie charts, and other types of charts.

Databases

Databases manage data. For example, once data is entered onto a worksheet, Excel can sort the data, search for specific data, and select data that meets certain criteria.

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1. The Workbook When you enter Excel, a worksheet is displayed on the screen. The column headings begin with A and end with IV (26+8*26+22 = 256 columns). Only a small fraction of the active worksheet displays on the screen at one time. You can view the remaining portion of the workbook through the worksheet window. The bottom and the right side of the worksheet window are sheet and the scroll bar respectively. To the right of the sheet tabs is the tab split box.

2. The Cell Pointer The cell pointer is the highlighted bar currently in cell A1 (column A, row 1). It marks the location of the worksheet where you can enter data or begin commands. The cell pointer can navigate across the worksheet using the following keys:

Keys To Move ↑ ↓ ← →

Move the cell pointer up or down Move the cell pointer left or right

Ctrl + Home Ctrl + End

Move the cell pointer to A1 Move the cell pointer to the end of worksheet

PgUp PgDn

Move the cell pointer up 1 screen Move the cell pointer down 1 screen

You can also navigate on the worksheet using the scroll bar but the cell pointer will not change its position until you click the left mouse button.

3. Formula Bar Below the formatting toolbar is the formula bar. As you type, the data will show in the formula bar. Excel also displays the active cell reference on the left side of the formula bar in the reference area.

4. The Shortcut Menu Commands available in the shortcut menu vary depending on where the cursor is positioned and whether the text has been highlighted. To access the shortcut menu, point the mouse to the targeted object and click the right mouse button.

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Creating a New Workbook • Choose File, New • Or you can click the New button ⇒ When you start Excel, a new workbook called Book1 is ready for use. Each time

a new workbook is created, it will be named accordingly, as Book2, Book3, and so on.

Selecting Cells and Ranges You can select a cell or a group of cells (range). • Click at the corner of the range you want to select • Drag the mouse over the range • When you reach the end of the selection range, release the mouse button

Entering Data • Move the pointer to a cell • Input the data, then press <Enter> or the arrow key

Excel Exercise 1 Create the following worksheet and save it as lab1.xls.

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2007 1st Half Year Budget

JAN FEB MAR APR MAY JUN TOTAL AVERAGE

SALES ('000) Clothing 140 125 175 210 185 185 Hard Goods 94 85 120 145 125 125 Total Sales

EXPENSES('000) Advertising 9 9 12 15 12 12 Cost of Goods 135 121 171 205 179 179 Salary 32 32 32 32 32 32 Lease 19 19 19 19 19 19 Miscellaneous 16 16 16 16 16 16 Overhead 22 22 22 22 22 22 Total Expense

Saving and Opening a Document Similar to MS Word, there are a number of ways to save and open your document.

Editing/ Replacing an Existing Cell Entry • Select the cell you want to edit • If you want to amend the existing data, you can use one of the following methods,

• Press function key <F2> , OR • Double click the cell, OR • Click the formula bar

• You can then type or edit your data and press <Enter> when you have finished.

Clearing a Cell Entry

1. Clear Data and Cell Format • Select the range of cells and press the <Del> key

2. Clear Content or Format only • Select the range of cells; Choose Edit, Clear • Select All to clear everything, Formats to clear formats only or Contents to

clear contents only

Copying Data

1. Drag-and-Drop • Select the range of cells you want to copy • Position the mouse pointer on the border of the selected cells • Hold down the <Ctrl> key, click and drag the selection to the new location • Release the mouse button to drop the copied data in the new location

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2. Copy and Paste • Select the range of data you want to copy • Choose the Edit, Copy command or press <Ctrl>+C or click the copy icon • Select the cell for placing the copied data • Choose the Edit, Paste command or press <Ctrl> + V or click the paste icon

. Smart Tags

In Microsoft Office, smart tags give you instant access to commands and actions that are relevant to the task at hand. Many editing actions, such as copying and pasting cells, will activate the smart tag that appears adjacent to the last cell edited. If you click the tag, a smart tag action menu offers retroactive editing options will be shown.

Moving Data

Drag-and-Drop (without holding <Ctrl>) or Cut and Paste

Inserting/ Deleting Cells • Select the cell or range of cells to insert/ delete • Choose Insert, Cells, (OR Edit, Delete ) then select the appropriate option in

the Insert/ Delete box

Undoing and Redoing If you want to undo/redo more than one action, they must be in a continuous order. That is, you cannot undo/redo a particular step before the last step. Click the down arrow on the right of the undo (or redo ) button and select the last action you want to undo (or redo)

Inserting and Deleting Rows/ Columns • Select the row/column where the new rows/columns are to be inserted • Choose Insert, Rows (Columns) or click the right mouse button to activate the

shortcut menu

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• When new rows/ columns are inserted, the existing rows/ columns will move down/ shift to the right

Deleting Rows/Columns • Select the rows/columns you want to delete • Choose Edit, Delete or click the right mouse button to invoke the shortcut menu • Excel will remove the selected rows/ columns, and the existing rows/ columns will

move up/ shift to the left

Changing Column Width and Row Height Using the mouse, • Position the mouse pointer on the right border of the heading of the column (OR

the bottom border of the heading of the row) that needs to change • The mouse pointer will change to a double-headed horizontal arrow • Drag the mouse to right or left (OR up or down) to adjust the column width (OR

the row height) Using the menu, • Click the heading of the column or row that you want to change (you can drag

multiple columns) • Choose Format, Column, Width OR Choose Format, Row, Height • Enter the width in Column Width OR Row Height box

Creating Formula

1. By Typing • Select the cell in which you want to

enter a formula • Type an equal sign (i.e., =) to start

the formula • Type the appropriate formula. For

example, to calculate the sum of the two values in cells C12 and D15, enter =C12+D15

2. By Pointing with Mouse • Select the cell in which you want to enter a formula • Type an equal sign (i.e., =) to start the formula • Click the cell (e.g. C12) which need to be placed

in the formula • Type + • Click the cell (e.g. D15) • Press <Enter>

3. Using Excel Built-in Functions There are over 200 built-in functions in Excel. The most commonly used functions are SUM, AVERAGE, MAX, MIN, etc.

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You do not need to remember the names of all functions. Instead, you can make use of the function wizard: • Choose Insert, Function • Or click the Function wizard button • Select the desired function in the Function Name box • Click OK button • Excel will prompt you for a series of follow-up actions, just follow the instructions

Excel Exercise 2 1. Open the saved lab1.xls as the following:

2007 1st Half Year Budget JAN FEB MAR APR MAY JUN TOTAL AVERAGE

SALES ('000) Clothing 140 125 175 210 185 185 Hard Goods 94 85 120 145 125 125 Total Sales

EXPENSES('000) Advertising 9 9 12 15 12 12 Cost of Goods 135 121 171 205 179 179 Salary 32 32 32 32 32 32 Lease 19 19 19 19 19 19 Miscellaneous 16 16 16 16 16 16 Overhead 22 22 22 22 22 22 Total Expense

2. Insert one column with heading “MAXIMUM” between “TOTAL” and “AVERAGE”

and adjust the column width if necessary. 3. Calculate the monthly total sales and monthly total expense. 4. Calculate the total, maximum and average values for each sales and expenses

category. 5. Add two new rows after “Total Expense”, leave the first one blank and the

second one with heading “Income” 6. Calculate the monthly income, Income = Total Sales - Total Expense 7. Save the file as yourname_StudentID.xls. For example, if your name is Chan Tai

Man, then save the file as ChanTaiMan_00123321a.xls Note: The Excel file you have just saved yourname_StudentID.xls will be used in the

Excel Lab Two exercise.

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Tutorial 6

Microsoft Excel 2003 Lab Two Learning Outcomes • Formatting a Worksheet • Create Charts

Formatting Worksheet

1. Centering Text across Columns • Type your text in the first column of the row • Select the range of cells that the text need to be centered • Click the Merge and Center button

2. Changing the Appearance of Numbers • Select the cells containing the numbers you want to format • Choose Format, Cells • Choose the Number folder • Select the type of number format in the Category list • Select the number format in the Format Codes list • Click the OK button

You can also use the buttons on the toolbar such as Increase Decimal , Decrease Decimal , Currency Style , Percent Style or Comma Style as shortcuts.

Excel Exercise 3 1. Open the excel file from Excel Exercise 2 of Excel Lab One (Tutorial 5). 2. Change all the number beginning with a “$”. 3. Merge and center the title text “2007 1st Half Year Budget” across column.

3. Changing Alignment and Font Size • You can change the Text Alignment and Font Size with reference to the steps

you have learnt from the Lab on MS Word. • You can also use the Left Justify , Right Justify , Center button for

quick alignment.

• You can also use the Font , Font Style or Font Size

button to change font and font size effectively.

4. Adding Border • Select the range of cells you want to format • Choose Format, Cells • Choose the Border folder

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• Select the desired border style in the Border and Style box • Click the OK button

You can also use the Borders button to add border(s)

5. Changing Patterns and Colors • Select the range of cells you want to format • Choose Format, Cells • Choose the Patterns folder • Select the desired color in the Color box • Select the desired pattern in the Pattern box • Click the OK button You can also use the Fill Colors button which is quicker and easier.

6. Copying Formats using Format Painter • Select the cell which contains the format you want to copy • Click the Format Painter button to copy the format • Click on the cell you want to format, then the format will be copied to the

designated cell • If you want to copy the format to more than one cell, double click the Format

Painter button • Select the cells you want to apply

Creating Style

1. Creating Style • Select the cells which contain a particular format you want to name

• e.g. change the cell background into light green, change the font to italic and size of 16.

• Choose Format Style • Type a style name in the Style Name box. E.g. Bold16 • Click OK button

2. Applying Style • Select the cells you want to apply the above style • Choose Format Style • Select the newly named style in the Style Name box • Click OK button

Changing Screen Display

1. Zooming using the Toolbar

• Click the Zoom button • Select or type in the desired Zoom Percentage

2. Freezing Worksheet Titles To view your worksheet titles, you can scroll down to the bottom of the worksheet, • Select the cell below the column headings you want to freeze or to the right of the

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row titles you want to freeze. • Select Window, Freeze Panes The titles appear wherever you are in the worksheet.

3. Splitting the Screen Splitting the screen allows you to view different worksheets on the same screen, • Select the cell by which the screen will be split into 4 parts • Select Window, Split To remove the split, select Window, Remove Split

Preparing to Print

1. Inserting Page Break • Click the heading of the row above where the page break will be inserted • Select Insert, Page Break To remove the page break, select Insert, Remove Page Break

2. Creating Header and Footer • Select File, Page Setup • Select the Header/Footer folder • Select a header from the Header box and a footer from the Footer box • Or you may also design your own header and footer by selecting Custom

Header and Custom footer.

3. Setting Print Titles • Select File, Page Setup • Select the Sheet folder • Select the row headings in the Rows to repeat at top if you want to define titles

across the top of each page • Select the column headings in the Columns to repeat at left if you want to

define titles down the left side of each page • Click OK button

4. Changing Paper Size and Orientation • Select File, Page Setup • Select the Page folder, Select the paper orientation in the Orientation box,

Select the appropriate scaling in the Scaling box, Select the appropriate paper size in the Paper Size box

• Click OK button

Printing a Worksheet

1. Previewing a Worksheet Before printing, you may want to preview your worksheet, • Select File, Print Preview • Or click the Print Preview button

2. Changing Margin When previewing your worksheet, you may want to change the worksheet margin,

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• Click the Margins button • Light-gray boundaries appear around the page. Square handles also appear on

the top of the page, with lines indicating the width of each column • Drag the handle to adjust the margins

3. Printing the Worksheet • Select File, Print • Or click the Print button • Click the OK button

Managing Worksheets

1. Add a new Worksheet • Choose Insert, Worksheet

2. Move and Copy a Worksheet

• Select the worksheet you want to copy • Position the mouse pointer on tab of the selected sheet • Right click, select Move or Copy , Check the box of Create a copy, Click the OK

button

3. Change the color of the tab of the worksheet • Position the mouse pointer on tab of the selected sheet • Right click to launch the short-cut menu, select Tab Color … • Select the appropriate color

Transposing Data • Select the range of the data you want to transpose • Choose the Edit, Copy • Select the cell in which you want to place the copied data • Choose the Edit, Paste Special … • Check the box of Transpose • Click the OK button

Excel Exercise 4 1. Use the worksheet created in Excel Exercise 3. 2. Add two new rows after “Income”, the first one blank and the second with

heading “Profit Margin”. 4. Calculate the monthly profit margin and display it in percentage value with 2

decimal points (e.g. 0.00%).

Profit Margin = Income/Total Sales x 100%

5. Add a heading “Hit-the-Best Company Ltd.” at the beginning of the worksheet. 6. Set “Hit-the-Best Company Ltd.” as print title.

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7. Set the following header and footer. Header

Hit-the-Best Company Ltd. 2007 1st Half Year BudgetFooter Page # Current Date Current Time

Creating Charts Excel provides you another option of presenting data using charts. You can use your data which are in the worksheet to create a chart. Moreover, Excel can update the charts automatically when changes are made in the worksheet. There are two ways to create your chart:

1. Using Chart Wizard • Select the data you want to create

on the chart • Click the Chart Wizard button • A Chart Wizard box appears, and

you can select the chart type (Step 1), Click Next button

• Select the appropriate range in the Data Range Box(Step 2), Click Next button

• Type the chart Title, Label for X- and Y-axis(Step 3), Click Next button

• You can select if the chart is placed in the current worksheet or as a new worksheet. Click Finish button

Resizing and Moving a chart • Select the chart • Click and drag the chart to the new location • Or drag the handles on the border to change the chart to a designated size.

Changing Chart Type • Select the chart • Click View, Toolbars and select Chart. A floating Window “Chart” will show.

• Select the new chart type you want by clicking the Chart Type button • Further, you can also change to other 3D- Chart Type

Adding Color to a Chart • Click the chart • Double-click the region in the chart you want to change color

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• A Format Data Series dialogue box is displayed • Select the desired color in the Area box, Click the OK button

Legend Display • Double click the chart • Click the Legend button to toggle between display a Legend or not. • You can also click the text of the legend and change the font in the dialogue box

Excel Exercise 5 1. Use the worksheet created in Excel Exercise 4. 2. Create a chart using type Line with markers displayed at each data value for

the Sales data of first half-year. 3. Create a chart using type Clustered Column for the Expense data of first half-

year. 4. Give appropriate titles to your charts. 5. Change your charts into 3-D form. 6. Save the file as yourname-3.xls. For example, ChanTaiMan-3.xls for the name

Chan Tai Man.

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Tutorial 7

Microsoft Excel 2003 Lab Three Learning Outcomes • Absolute and Relative Addressing/Referencing • Advanced Functions

Formulas: Joining of Cells At times, you may need to create a formula that joins the contents of two cells. Excel refers to this action as concatenation. How Concatenation Works If a worksheet includes first names in one column and last names in another column, for example, you can enter a formula in a third column that joins the first name with the last name. Suppose the first names are located in column B and the last names are located in column C; row 1 is the first row in the list. The following line shows an example of the formula for this situation:

=B1&" "&C1

The ampersand (&) in the preceding formula is the concatenation operator that joins text, numbers, and dates into one long text string. Note that if you used the formula =B1&C1 in this example, the first and last names would be joined together without a space. Therefore, you must use two quotation marks with a space between them (" ") to indicate that Excel should insert a space between the two text strings. (See "Formulas: Entering Formulas" before you complete this task.) Steps 1. Select the cell where you want the formula to appear, and type an equal sign (=)

to start the formula. 2. Type or click the first cell reference or name in the formula. 3. Type the concatenation operator (&), then type or click the next cell reference or

name. 4. Repeat step 3 as necessary. Remember to type " " between the ampersands if

you need to insert a space; press Enter to complete the formula.

Cell Reference: Absolute Versus Relative Addressing Excel normally uses relative references for cell addresses in a formula, unless you specify otherwise. When you use relative references, the cell references in a formula automatically adjust after you copy the formula to another cell or range.

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If cell B10 contains the formula =SUM(B3:B9), for example, and you copy this formula from cell B10 to cell C10, the new formula in cell C10 automatically adjusts to =SUM(C3:C9). In most cases, formulas will be used for relative cell references. To prevent a cell reference in a formula from changing when you copy that formula to another cell or range, use an absolute reference. You can indicate absolute references by typing a dollar sign ($) in front of the column letter and the row number. In a sales worksheet, for example, if you have a column of formulas that multiply a value by the commission percentage located in cell D7, you could use $D$7 to refer to that percentage in the first cell; then copy the formula down the column. If you want the row number or column letter (not both) to be fixed when you copy a formula, use a mixed reference when referring to the cell address. For example, the reference $C3 prevents the column from changing, but the row will change according to the new location. On the other hand, if you use C$3 as the reference, the column will adjust to new locations but the row remains unchanged even you have copied the formula. The following table gives some additional examples of cell references.

Cell Reference Meaning $B$16 Both column and row references remain the same when you copy

this cell reference because they are absolute. B$16 The column reference changes when you copy this cell reference

to another column because it is relative. The row reference does not change because it is absolute.

$B16 The row reference changes when you copy this cell reference to another row because it is relative. The column reference does not change because it is absolute.

B16 Both column and row references are relative. When copied to another row and column, both the row and column in the cell reference are adjusted to reflect the new location.

Making Decision - The IF Function • Excel has the IF function that is useful when the value you want to assign to a

cell is dependent on a logical test. • A logical test is made up of two expressions and a relational operator. =IF( C5=K7, B29-F3, K5+S3)

Logical test

Value if true

Value if false

• The following table lists the valid relational operators and examples of their use. Relational operator Meaning Example

= Equal to =IF(C5=K7,B29-F3,K5+S3) < Less than =IF(J17/B5<12,$B$15,B13-5) > Greater than =IF(=SUM(T4:T9)>300,0,1)

>= Greater than or equal to =IF(A15>=$R$2,C4*H5,6) <= Less than or equal to =IF(H5+F5<=10, $H$10,9*B3)

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<> Not equal to =IF(C5<>B$5, “OK”, “NOT OK”)

Auditing: Tracing Formulas You can display tracer lines to find precedents (cells that are referred to by a formula), dependents (cells that contain formulas that refer to other cells), and errors in any cell. Most of the time when you use the Auditing feature, you probably want to trace the precedents for a formula to find out what other cells contribute to the formula in that cell.

Steps 1. To display the Auditing toolbar, choose Tools, Formula Auditing, Show

Formula Auditing Toolbar.

2. Click the cell whose precedents you want to trace.

3. Click the Trace Precedents button on the Formula Auditing toolbar. An arrow or arrows show(s) the precedents.

4. To remove the arrow(s), click the Remove Precedent Arrows button on the Auditing toolbar.

NOTE: The tracer lines show the flow of data through the worksheet by connecting the active cell with related cells. The line ends with an arrow pointing to a formula.

Excel Exercise 6 In this exercise, you should start with your finished Excel file in Excel Exercise 2 in Excel Lab One (Tutorial 5). 1． Insert a row on the top of the heading months as row 2. Then add a value 25 in

G2 and a label “Special Monthly Expense” in cell crossing D2 to F2. 2． Add a row just above “Total Expense” with a label “Special Expense” in the

first cell. This row should display a fixed monthly expense. Enter an absolute reference for the value for the “Special Monthly Expense” in the second cell.

3． Copy the formula of this cell and paste it to the rest of the month. 4． Change the formula of “Total Expense” so that this item is included in calculation. 5． Note that values of cells of “Income “ will change accordingly. Insert a row under

the “Income” with a label “Net Profit?”. Please use ‘IF’ function to show if there is profit for each month. For positive profit, it shows “Yes”. For negative profit, it shows “No”.

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Tutorial 8

Microsoft Access 2003 Lab One Learning Outcomes • Overview of Access • Creating Database File • Adding/ Deleting records of the database

Definition of Database Management Systems (DBMS) The term “database” describes a collection of data items organized in a manner that allows access, retrieval, and use of those data items. A data management system (DBMS) allows you to use a computer to create a database; add, change, delete, sort, and retrieve data in the databases. You can also create forms and reports using data in the database.

What is Access? Access is a DBMS that functions in the Windows environment and allows you to create and process data in a database. For example, an Access database called Book may look like the following, Fields

ID Name Department Salary 98765432 Chan Tai Man ENG 12000 97531246 Wong Chi Wai CS 15000 96385274 Lee Mei Ling ENG 13500

Access uses similar terminology as in most database system,

Field Each unit of information is called a field. In the example above, there is one field for ID, one field for Name, one field for Department and one field for Salary. In this case, the database table (or relation) contains 4 fields for each data item.

Record All the information about a single item in a database table is called a record. For example, in the example above, each row is a record.

Table A collection of similar records that are used together is called a table or relation. In the example above, the 3 records all belong to the same table, called the Staff table.

Access allows you to create a database and tables, design a data entry form, and generate reports or graphs from the data. A key is a field that enables you to identify or search for a record in a table. For example, your student ID is a key in the student record table.

Records

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Creating a Database • If you have just started Access,

- On the Getting Started task pane, click Create a new file. - On the New File task pane, click On my computer. - In the Templates dialog box, select the General tab. - Then click the Blank Database icon and click OK.

• Or, if the Access is already running, choose from the File, New menu, or click the New Database button. Then the New File task pane appears.

- On the New File task pane, click On my computer. - In the Templates dialog box, select the General tab. - Then click the Blank Database icon and click OK.

• Select the correct location in the Save in box. • Type in the new database file name in the File name box with Save as type

Microsoft Office Access Database (extension .mdb). • Click the Create button. A database window will be created.

Opening a Database • Choose File, Open. • Or click the Open button. • Select the appropriate drive in the Look in: box. • Select the appropriate folder by double-clicking to open the folder. • Select the desired database in the File name box. • Click the Open button.

Creating Tables A database may consist of many tables. You can create your own table which is specially designed for your database. You many also create tables using Access Table Wizard which consists of different pre-defined table formats.

Using Table Wizards After you have created a database, a database window will be displayed. This is where you can create a table using table wizards. • In the Objects frame, click Tables. Then double-click Create table by using

wizard. • A Table Wizard window will come into view. On the left, you can select table

category, either business or personal. Then, a list of types of Sample Tables is presented. The list of field names related to the table you choose will appear in the middle. You can then choose the fields from the list and move them to the right, which will be the final structure of the new table.

• Click the field you want to include in Fields in my new table box and click the > button to add to the list, or you can double click the field to perform the same action.

• Click Rename Field… button if you want to give a new name to the field you choose.

• Click Next button. • Give a new name to your table.

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• Choose Yes, set a primary key for me (unless you have designed your own primary key).

• Click Next button. • Select Modify the table design button. • Click Finish button. A Table Design window is displayed which allows you to modify/ add fields in your new table. Select File, Save to save your work and File, Close to close the design window when finished.

Modifying the Existing Table Using Design View Make sure you are in the database window, click Tables in the Objects frame. And then click the name of the table you want to modify and click the Design button. The Table Design window will pop up for you to make changes.

Modifying a Field • In the Table Design window, you can modify your fields. Each field has a name

and a data type, with optional description.

Data Types available in Access When designing a database, you should decide the tables and fields to be used as well as the data type for each field. Access has a number of data types, from which you can choose, as described below, Data Type Description Example Text To store letters, numbers, and special

characters (*&^%$#@!); can be up to 255 characters longs.

Introduction to Access

Memo To store a text data type with a maximum length of 64000 characters; use this data type for notes, comments, or long fields (greater than 255 characters); there are some restrictions imposed on this data type, e.g., no index can be built on memo, so use it carefully.

Any kind of textual message that is often quite long can be stored here.

Number To store numbers (several subtypes under field length).

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Byte To store small numbers with value from 0 to 255 (no fraction).

5

Integer To store integers from -32768 to 32767. 1998 Long Integer To store integers from -2147483648 to

2147483647. 1234567

Single To store a number with seven significant digits.

25.32

Double To store a number with fifteen significant digits.

3.14159265358979

Date/Time To store date and/or time values (different formats).

11/11/98 10:21a.m.

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Currency To store monetary values, up to 15 digits

on the left side of the decimal point and 4 digits to the right side; displayed in forms and reports in the currency format.

$5.00

AutoNumber A number automatically incremented (or randomly generated) by Access whenever a new record is added to a table; it is most often used as a primary key, maintained within Access and cannot be changed by user.

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Yes/No A data type when one of two possible answers is needed, such as yes/no, true/false, and 0/1. There are some restrictions imposed on this data type, so use it carefully.

yes

Additional settings for each field can be made at the bottom, Field Properties. Access allows you to define the following various properties for a field:

Field Property Description Field Size Sets the maximum length for data entered in Text and Number

fields. Format Determines how Access displays and prints data, such as

whether to display Date fields in words or just numbers. Decimal Places Determines the number of decimal places displayed and printed

in Number and Currency fields. Input Mask Determines how a field looks when the user is entering data.

For example, one can create an input mask for a field for entering dates that automatically display two slashes ( / / ) or a field for entering phone numbers that displays dash ( - ).

Caption Supplies a label for Access to use in forms and reports, instead of the field name.

Default Value Assigns a value that Access inserts into the field in each new record you add to the table. You can change the value during data entry.

Validation Rule Checks the data entered in the field against set criteria to prevent entry of invalid data.

Validation Text Defines the contents of the message that appears when a user enters data that does not match the criteria specified in the Validation Rule property.

Required Indicates that some data must be entered in the field before the record can be saved (i.e., the value in the field cannot be Null). By default, Access fields are not required.

Allow Zero Length

Determines whether a zero-length string is a valid entry. To enter a zero-length string, type “”. By default, zero-length strings are not valid entries.

Indexed Creates an index on the field to speed up search of the field.

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Field names can be in any string, but it is a good design to have spaces left out in the fields for readability.

• The default data type is Text. Use the drop down box to select other types. Select the appropriate field size for a text type in Field Properties.

• Define a field to be a primary key by clicking that field and then hitting the primary key button or select from menu, Edit, Primary Key on that field. There can only be one primary key per table.

• When you are done, select File, Save, enter a table name and save it. • Make sure that there is a primary key before a table can be saved. • Select File, Close to close the design window.

Moving/ Copying a Field • Highlight the field you want to move/copy (click on the left most box of the field). • Select Edit, Cut or Edit, Copy from the menu. • Click on the row you want to paste your field • Select Edit, Paste

Inserting a Field • Position the cursor to the field where you want to insert another field. • Select Insert, Rows. • Or click the Insert Rows button. • Add the relevant information.

Deleting a Field • Highlight the field you want to delete (click on the leftmost box of the field). • Select Edit, Delete Rows. • Or click the Delete Rows button.

Adding Records Using Datasheet View

Adding Records • Make sure you are in the database window, click Tables in the Objects frame.

Select (highlight) the name of the table you want to add records. • Click the Open button. • The Datasheet View window is displayed with the caption names of the fields as

the column headings. Each row represents a single record. • If there are no records in the table, then you can just enter the data field by field. • If there are already some records in the table, click at the * on the left and you

can enter data in the new record. The record with an * on the left side represents the next potentially new record.

• You can use <Tab> or <Enter> to move to the next field or record. • AutoNumber field cannot be edited. Access will assign numbers automatically.

Don’t worry even if the numbers are not consecutively listed after the insertion and/ or deletion of records.

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Resizing a Column of a Datasheet • Position the cursor on the right boundary of the column heading with which you

want to adjust its width. The cursor will change to a short vertical line called the I-beam. Then you can either: • Drag the column boundary to left/ right to resize the column. • Double-click while the cursor is changed into the I-beam. This will cause

Access to adjust the width of the column automatically to fit the data.

Saving and Closing the Datasheet • Select File, Save. • Select File, Close.

Deleting Records Using Datasheet View • In the database window, choose the Tables tab, select the table you want to

delete records from. • Click the Open button and the Datasheet View window is displayed. • Position the cursor to the record to delete and select Edit, Delete Record. • Or click on the leftmost box of the record to select the record and press <Del>, or

the Cut button, or the Edit, Delete, or Edit, Delete Record. Caution: There is no way to undelete records. Make sure that you are deleting the right records and answer Yes on the alert message box.

Updating Records Using Datasheet View • Make sure you are in the database window, click Tables in the Objects frame,.

Select (highlight) the name of the table you want to update records in. • Click the Open button and the Datasheet View window will be displayed. • Position the cursor to the field of the record to be changed and click. • The cursor will change from an arrow to an I-beam. • You may then update the cell. Caution: You can only undo the change in one previous step. Make sure the changes you make are correct. There is no alert box this time.

Sorting Records Using Datasheet View Records are always inserted at the end of a table. You can sort the records according to any field, either in ascending order or in descending order. • Open the table you want to sort in Datasheet View. • Click on the field by which you want to sort.

• Click the Sort Ascending or Sort Descending button. • The records are then sorted according to the selected field.

Modifying an Existing Table Using Datasheet View • In the database window, locate the Objects frame, click Tables. Click the name

of the table you want to modify the design. • Click the Open button and the Datasheet View window will be displayed. • Position the cursor to any field and select Insert, Column. A field will be added to

the left. • Select Format, Rename Column to give a name to a new field added.

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• Position the cursor to any field you want to delete. Select Edit, Delete Column to delete a field.

Caution: You cannot undo the deletion of a column/field and the change of name. You need to answer Yes on the alert message box to confirm a deletion.

Managing Data Entry Form 1. Creating a Data Entry Form The easiest way to create a form for data entry is to use the Access Form Wizard. • In the database window, locate the Objects frame, click Forms. • Double-click Create form by using wizard. • A Form Wizard window will be displayed. In the Table/ Queries box, select the

table or query that you want to create a form for. On the left side, under Available Fields, you will see a list of fields. You can select those fields that need to be included in the input form.

• Select the fields using > button and click the Next button. • Select the format of layout, say, Columnar or Tabular (for a small number of

fields) or Justified (for a large number of fields). • Click the Next button. • Choose the style and font, click the Next button. • Give a name to the form and choose the Finish button. • You will then see a form for you to enter the data. Tips: Alternatively, you can select AutoForm: Columnar after clicking New and selecting a table, as a shortcut to Form Wizard using Columnar as format of layout. 2. Editing a Form Whether you have created your form using Form Wizard or under Design View, you can edit the form. • In the database window, locate the Objects frame, click Forms. • Click the name of the form you want to modify. • Click the Design button. • The Form Design View window is displayed. • Drag fields from the window containing fields of the table onto the sheet. • Drag the fields and their captions on the form. • Highlight items and hit <Del> to delete. • Highlight text to change the caption/ label. Click the background to end the

change. When you have finished, select File, Save and File, Close.

Modifying Records Using a Form A form is a convenient platform for you to add a record, delete a record or modify a record, other than editing directly in the Datasheet View. For beginners, the form is normally more preferred since it is not easy to make a typing mistake. Please be reminded that many mistakes in Access are irrecoverable. • In the database window, locate the Objects frame, click Forms. • Click the name of the form you want to use. • Click the Open button. • You will see a form displaying the records of the table.

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• Use <PageUp> and <PageDown> or left triangle ( ) / right triangle ( ) to move around.

• Select Insert, New Record or click to insert record (at the end). • Enter the relevant field values for the record. • You can change the information of any field on any record you see on the screen. • To delete a record, highlight it by clicking on the left side bar and pressing <Del>

or click the Cut button, or select Edit, Delete or Edit, Delete Record, similar to deleting a record under Datasheet View before.

• When you have finished, select File, Save and File, Close.

Access Exercise 1 1. Create a new database called yourname.mdb. If your name is Chan Tai Man,

then save the new database as ChanTaiMan.mdb.

2. Create a table using Table Wizard. Select Sample Tables: Customers Sample Fields: CustomerID, ContactFirstName and ContactLastName

(rename them as FirstName and LastName) Set CustomerID as primary key (Select ‘No’ to “Do you want the wizard to set a

primary key for you?”)

3. Change the name and caption of the field CustomerID to EmployeeID. Add the following fields and descriptions to the table using Design View:

Name (Some

Created in Step 2)

Type Description Field Size (in Field Properties in the

bottom of the Design View)

EmployeeID AutoNumber Employee ID number Long Integer FirstName Text First name of employee 50 LastName Text Last name of employee 50 Married Yes/No Married Y/N Yes/No (format) Birthday Date/Time Birthday (dd-mmm-yy) Medium date (format)Address1 Text Address line 1 35 Address2 Text Address line 2 35 Address3 Text Address line 3 35 District Text District 15 Region Text Region 15 Position Text Employee position 2 Salary Currency Monthly salary Standard

4. Save the table as Employee2 and close the Design Table window.

5. Open the Employee2 table in the Design View. Insert the following field before Married:

Name Type Field Size Description Sex Text 1 Sex F/M

6. Delete the field Address3.

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7. Move the field Position after the field Salary.

8. Save the table as Employee and close the Design Table window.

9. Close your database.

Access Exercise 2 1. Open the database you created in Access Exercise 1 (yourname.mdb).

2. Open the Datasheet for the table Employee and insert the following records:

Name Record 1 Record 2 Record 3 Record 4 EmployeeID FirstName Ka Wah Mei Lee Chun Kit Charles LastName Chan Wong Chan Li Sex M F M M Married Y N Y N Birthday 03-Sep-66 12-Dec-60 02-Jan-73 03-Mar-66 Address1 6A, Blk 2 Rm 711, Blk 21 8/F, Tai Wah

Bldg 7B, Blk 4

Address2 23, Wing On St

Wah Fu Estate 11, Water Road 44, Ming Tak St

District Mong Kok Aberdeen Sheung Wan Shatin Region Kowloon Hong Kong Hong Kong N.T. Salary 22000 45000 33000 11000 Position EO LA AL CO

3. Close the Datasheet View.

4. Create a data entry form for the table Employee using the Form Wizard.

5. Save the form as Employee Form and insert the following 4 extra records using the form:

Name Record 5 Record 6 Record 7 Record 8 EmployeeID FirstName Kwai Ming Man Yee Kar Ling Chi Shun LastName Luk Hung Chan Mak Sex M F F M Married N N Y Y Birthday 12-Nov-69 02-Feb-71 13-Apr-64 12-Aug-73 Address1 Rm 813, Blk

22 1/F, Chi Yun Bldg

Flat G, 6/F 2/F, Tai Nam Bldg

Address2 Nam Fung Estate

981, King’s Rd 4, Waterloo Rd Tai Nam St

District Shatin Quarry Bay Yau Ma Tei Sham Shiu Po Region N.T. Hong Kong Kowloon Kowloon Salary 15000 11000 35000 20000 Position PS CO AL EO

6. Save the records and close everything.

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Tutorial 9

Microsoft Access 2003 Lab Two Learning Outcomes • Changing and Customizing Tables • Simple Query

Defining Relationships between Tables In a large database, it is unusual to store everything in just ONE table. The information should be stored in different tables to facilitate searching and data management. The tables may relate to each other, thus we have “relationship” between tables. Access allows you to define relationships between tables. However, if you delete a record of a table that is related to another table, problem arises. Access prevents these problems by enforcing referential integrity, which means that Access will not let you delete a record from one table that has related records in another table which would result in orphan records. Access protects against orphan records by giving you two options after you choose to Enforce Referential Integrity.

Cascade Update Related Fields

It modifies related records when you change the value of a primary key. For example, if you change an employee number from 123 to 173, all records in other tables associated with that employee will have their employee number data values changed from 123 to 173.

Cascade Delete Related Records

It deletes related records in other tables when you remove a record from the first table. For example, if you delete an employee record, all records in other tables associated with that employee are also removed.

A connection or link between tables that have related data is known as a join. Access provides three types of joins.

Creating a Relationship between Two Tables • In the database window, select Tools, Relationships… from the Menu bar of

Access. • The Show Table dialog box is displayed. • Select the table which you want to define relationship, e.g. Position • Click Add • Select on another table you want to define relationship with e.g. Employee • Click Add • Click Close button A Relationship window is displayed with the two tables shown on it. • Click on the field of the first table which you want to link with the second table, e.g.

PositionCode • Drag the field onto the same field of the second table • The Edit Relationships window is displayed

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• Select option “Enforce Referential Integrity”, the One-to-Many option is chosen for you

• Select options “Cascade Update Related Fields” and “Cascade Deleted Related Records”

• Select the desired options by clicking the Join Type button. • Click the OK button • Click the Create button • Select File, Close. Access then asks “Do you want to save changes to the

layout of ‘Relationships’?”. Answer Yes if you want to save the assigned relationship.

Adding Validation Rules to Tables Validation rules put restrictions on data entry. One of the common validation rules is to prevent a null value in a field, i.e. the field must have a value in it. • Open the table in Table Design mode. • Move to the field where you want to add rules. • In the Field Properties box, go to the Validation Rule field and type “Is Not Null”. • You can type in the explanation text in the Validation Text field, e.g. “Fill in Data”. • Select File, Close. Access then asks “Do you want to save changes to the

design of table tablename?”. Answer Yes if you want to save the changes you have made.

• Then Access will prompt “Data integrity rules have been changed; existing data may not be valid for the new rules. This process may take a long time. Do you want the existing data to be tested with the new rules?” Answer Yes if you want to check the existing data.

Creating Indexes An index is a database structure offered by Access that acts like the index of a book - it tells Access where to look for a piece of information. You may want to index the fields that you use most often, e.g., LastName. • Open the table in Table Design mode. • Select View, Indexes from the Menu bar. • The Index definition window will appear. • Type the index name (usually same as the field name to be indexed) in the Index

Name box. • Select the field name in the Field Name box. • Select the Ascending or Descending in the sort order box. • Close the Index definition window. • Select File, Close. Access then asks “Do you want to save changes to the

design of table tablename?”. Answer Yes if you want to save the changes you have made to indexes.

Access Exercise 3 1. Open the database file, yourname.mdb, that you created in the Access Exercise

2 of the Access Lab One (Tutorial 8). 2. Open the table Employee, change the field name of “Position” to

“PositionCode”.

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3. Create a new table called Position. 4. Add the following fields and values into table Position.

Field name Field type Field size PositionCode Text 2 PositionDescription Text 35

PositionCode PositionDescription LA Librarian AL Assistant Librarian PS Personal Secretary EO Executive Officer CO Clerical Officer

5. Set the field PositionCode as the primary key. 6. Define relationship for the Position and Employee table, link them by the field

PositionCode. Select “Enforce Referential Integrity” and then the “Cascade Update Related Fields” and “Cascade Deleted Related Records”.

7. Add index to the field LastName. 8. Create a “Is Not Null” validation rule in the field LastName and PositionCode. 9. Save the database.

Setting Up Queries A query can be set up to question about data stored in a database, e.g., to return the records for salary over 30000. You may do this in Excel by sorting on the salary column, but if you need to return information from multiple tables, you need the database querying function involving multiple tables. In Access, you have to specify the conditions and restrictions imposed on data to limit the information presented. These are called criteria. • In the database window, choose the Queries tab and click the New button. • Or choose Insert, Query. • In the New Query dialog box, select Simple Query Wizard and follow through

the steps. • Or select the Design View. • If you select the Design View, you will see the Show Table window in a similar

form as in the Form Design window. You can add the appropriate tables you want as you have done in the Relationships window. The links between the tables are shown automatically as well (information when you define the relationships).

• You will see the Query Design window at the bottom and you can add the fields and table names in the window, or else you can drag the fields from the tables directly to the cells in the bottom window.

• Specify any criteria and sorting order you want. • When you are done, select File, Save to save the query under a certain name.

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• Double-click the query to return the result of the query. • Or select File, Close to close the window.

Specifying Criteria Sort Criteria You can display the result in unsorted order, ascending order or descending order of the values of any field you want. • Choose the Queries tab and click the Design button. • Click on the Sort entry of the field you want to sort, select Ascending or

Descending. • Click elsewhere to finish. • Click the Run button to return the new result. Selection Criteria You may want to find out those whose salary is over 30000. • Choose the Queries tab and click the Design button. • Click on Criteria entry of the intended field. • Enter your criteria, e.g., “> 30000”. • Click elsewhere to finish. • Click the Run button to return the new result. • The following gives some additional examples of the use of other operators.

Operators Example = =“Wong” > < <23 , >40 >= <= >=50 <=49 <> <>“Wong” Like Like W* Between Between “A” And “M” In In(“CO”, ”EO”, “LA”)

Show Field You may want to inhibit the display of the value of a field. For example, you want to know those whose salary is over 30000, but you do not want to show the exact value of the salary. You can then choose not to show the field Salary. • Choose the Queries tab and click the Design button. • Click on Show entry of the field you want to display or not to display in a query. • Click elsewhere to finish. Click the Run button to return the new result.

Access Exercise 4 Create the following queries with the fields EmployeeID, LastName, FirstName, Salary, and PositionCode for the table Empolyee. 1. A simple query sort by LastName in ascending order and save it as “Employee

list by Last Name”. 2. A new query with the following criteria and save it as “Executive Officer”.

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PositionCode =”EO” 3. A new query with the following criteria and save it as “Salary 20000 up”.

Salary >= 20000 4. A new query with the following criteria and save it as “List of Employee’s Last

Name (L*)”. LastName Like L*

5. Create a new Query with fields LastName, FirstName, Salary for all Male

employees. Save it as “Male staff”. 6. Create a new Query with fields LastName, FirstName, Salary for all employees

with salary range from 10000 to 15000. Save it as “Salary range from 10000 to 15000”.

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Tutorial 10

Microsoft Access 2003 Lab Three Learning Outcomes • Querying a Database • Creating Reports

Criteria with Compound Condition You may want to create criteria on more than one field.

AND condition • Choose the Queries, click one of the queries you have created earlier (e.g. Male

Staff), and then click the Design button. • On each table, a list of all its fields will be shown. Double-click the field(s) you

want to include on the query result • Click on the Criteria Row under the field to specify the criteria. • Repeat until you have set the criteria for the fields. • Click the Run button on the toolbar. • Access will display all the records which satisfy ALL of the above criteria (on

different fields)

OR condition • Choose the Queries, click one of the queries you have created earlier, and then

click the Design button. • On each table, a list of all its fields will be shown. Double click the field(s) you

want to include on the query result • Click on the Criteria Row under the field to specify the criteria. • Click on the Or Row under the field(s) which you want to specify criteria. • Repeat until you have set the criteria for the fields. • Click the Run button on the toolbar. • Access will display all the records which satisfy EITHER ONE of the above

criteria (on different fields)

Prompting Criteria When you run a query with a prompt criterion, Access will prompt the user to input a value for a field which in turn form part of the selection criteria. You can build prompt queries that use approximate matches to the data, or you can build prompt queries that require exact matches. You can combine prompts and normal criteria. • Choose the Queries, click a query you have created earlier, and then click the

Design button. • On each table, a list of all its fields will be shown. Double-click the field(s) you

want to include on the query result. • Click on the Criteria Row under the field where you want to specify a criterion.

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• Type your prompt message enclosed with [ ], e.g. [Please enter the Last Name to search].

• Click the Run button on the toolbar. • Access will prompt for your input with the prompt message specified. • After your input, the result of the query will be displayed. Note: you can also use the operator Like in your prompt criteria.

Criteria Input [Please enter the Last Name to search] Wong Like [Please enter the Last Name to search] W*

Calculated Values in Queries • In Database window, click Queries. • Select the query you want to modify and click the Design button. • Double-click the field(s) you to include them on the query result, e.g. Salary. • Select View, Totals. • A new row appears in the query specification. This line is labeled Total: • Click on the Total: row to view the options available. • Select the desired option in Total: row, e.g. Avg. • Click the Run button on the toolbar. • Access displays the average salary of all the employees. Note: The calculated values are mostly used with Group By on another field. For example, the Average Salary Group By PositionCode.

Creating Multi-table Queries You can include more than one table in the query, • In Database window, click Queries. • Click the New button and choose Design View. • The Show Table box is displayed. • Select the table(s) that is needed for the query. Click Add button. • Repeat the above steps until all the tables are added. • Click Close button. • The Query design window will appear with all the selected tables. • You can select any fields from the tables and create criteria. • If you want to add more tables at this stage, choose from the menu Query, Show

Table…or click the Show Table button. • When you have finished, select File, Save.

Access Exercise 5 Create the following queries with the fields EmployeeID, LastName, FirstName, Salary, and PositionCode for the table Empolyee. 1. A simple query sort by LastName and then by Employee ID; save it as

“Employee list by Last Name and ID”. (Hint: copy from the query ““Employee list by Last Name” and then modify it)

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2. A new query with the following criteria and save it as “Executive Officer with salary 20000 up”.

Salary >= 20000 AND PositionCode = EO 3. A new query with the following criteria and save it as “List of Employee’s Last

Name (L*) OR Salary below 25000”. Salary < 25000 OR LastName Like L*

4. Create a new Query with fields LastName, FirstName, Salary for all Male

employee with salary range from 10000 to 15000. Save it as “Male Staff with Salary range from 10000 to 15000”.

5. Add tables Position and Employee in the Query Design View. Create a new

query with the fields EmployeeID, LastName, FirstName, Salary, PositionCode, PositionDescription. Prompt for the PositionCode. Save the query as “Prompt for PositionCode”.

6. Create a new Query with fields PositionCode, PositionDescription, Salary.

Calculate the sum and average salary group by PositionCode. Save the query as “Sum and Average Salary”.

Using the Report Wizard • In Database window, click Reports. • Click New button. • Choose Report Wizard and select the table or query that you want to create a

report for. Then click OK. • Click on the field you want to show on the report in the Available Fields box. • Click the > button to move the field to Selected Fields box. Click Next. • Select a Grouping Level or Grouping Levels as needed. Click Next. • Select the Sort Order. Click Next. • Select your style of Layout and Orientation. Click Next. • Select a style for the report. Click Next. • Enter a title for your report or accept the default. Click Finish button. • The report will appear in Preview Mode.

Modifying the Report Fields If you are in Preview mode, click the Design button.

1. Removing fields label • Click on the field label you want to delete • Press <Del>

2. Moving fields • Click on the field you want to move • Drag to a new position and release the mouse button • Click the Print Preview icon to view the report.

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3. Adding fields

• Click the Field List icon • Click and drag the field to be added and dropped it on designated place of the

report • You can also adjust the size of the field • Click the Print Preview icon to view the report

4. Changing fields label • Click on the field you want to change • The cursor will turn into an I-beam • Click on the label again and make changes • Click anywhere outside this label to complete the edit • Click the Print Preview icon to view the report

Modifying the Header/ Footer If you are in Preview mode, click the Design button.

1. Modifying the Page Header/ Footer • Scroll up/down the report until you see the Page Header or Page Footer section • Double-click the Page Header or Page Footer field to open the Properties box • Click the Event tab in the Properties box • Click the On Format box • Click the button with the three dots to the right of the On Format box, then select

Expression Builder in the window • Select the appropriate options to be included in the footer from the Common

Expressions list • Click OK to close Expression Builder window ⇒ You can also change the position or the size of a field, e.g., the page number,

using the same techniques as described in the previous section.

2. Modifying the Report Header/ Footer • Place the cursor on the line that divides Report Header or Footer from the Page

Header or Footer and drag it down/ up. • Click on the Report Header or Footer section. • Make necessary changes.

Saving the Report • Select File, Save As • Type the report name • Click OK button

Previewing the Report • Click the Print Preview icon on the toolbar. • Use the Zoom feature, click the mouse button to zoom in and out. Navigate

across the page and examine the report. • Click the Page Setup icon. • The Page Setup dialog box will pop up. This is where you can set the margins of

the report or change to another designated printer.

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• Click Cancel button to exit from the Page Setup dialog box.

Printing the Report • Click the Print icon on the toolbar to open the dialog box • Select the appropriate options • Click Print button • Select All for the Print Range • Click OK

Access Exercise 6 1. Create a report using the Employee table and include the following fields,

EmployeeID, LastName, FirstName, Sex, PositionCode, Salary

2. In Page Header section, insert the Current Date and Time at the right- hand side. (Hint: Click Insert on the top menu, and select Date and Time. Then from Report Header section, move the inserted fields to the Page Header section.)

3. Insert Page number (Page # of #) at the end of the report. (Hint: follow the similar steps in step 2.)

4. Move FirstName next to LastName and change the label of FirstName to Name. 5. Insert a field Marital Status next to the field Sex. 6. Saving the report as Employee Report.

Documents

Study Guide for CC2004 Introduction to Information Technology