B.A. (Mahayana Studies) 000-209 Introduction to Computer Science November 2005 - March 2006 3. Office Tools

1. B.A. (Mahayana Studies)000-209 Introduction to Computer ScienceNovember 2005 - March 20063. Office Tools A look at the main tools most computer users need: word processing, spreadsheets, and databases.

2. Overview • 1. Office Tools • commercial and free tools • 2. Word Processing • writing documents on a computer • 3. What is a Spreadsheet? • analyzing numbers on a computer • 4. What is a Database? • manipulating tables of data on a computer 000-209 Intro to CS. 3/Office Tools

3. 1. Office Tools • Some commercial software • AppleWorks, iWork, Lotus SmartSuite • Microsoft Office, Microsoft Works • StarOffice, WordPerfect Office • Free/open source software • GNOME Office, KOffice • NeoOffice/J, OpenOffice.org 000-209 Intro to CS. 3/Office Tools

4. 1.1. MS Office • MS Office • developed for Microsoft Windows and Apple Mac OS • Core tools • Word, Excel, Outlook, PowerPoint • Other tools: • Access, Publisher, FrontPage, Internet Explorer, Photo Editor, Project, Visio 000-209 Intro to CS. 3/Office Tools

5. 1.2. OpenOffice.org http://www.openoffice.org • OpenOffice.org (abbreviated OOo) is an open source office suite. • Available for many platforms, including Windows, Linux, and Mac OS X. • It is intended to be just like Microsoft Office. • but free, and less 'buggy' • Core tools: • Writer, Calc, Impress, Draw, Base, Math 000-209 Intro to CS. 3/Office Tools

6. What is Open Source Software? • The software is free. • Open source software is developed by groups of people working together • they work for free • they aren't part of a company • The program code can be changed/reused by anyone. 000-209 Intro to CS. 3/Office Tools

7. 2. Word Processing • Create, store, and print documents using a computer program called a word processor. • Tools: MS Word, OOo writer, WordPerfect 000-209 Intro to CS. 3/Office Tools

8. 2.1. Word Processing Features • Editing: • insert/delete text blocks • move entire paragraphs or pages • Outlining: view document as a hierarchy of headings and subheadings • Thesaurus: suggest different words • Search: search and replace • Spellchecking continued 000-209 Intro to CS. 3/Office Tools

9. Document statistics • count each word/sentence/paragraph in the document • Concordance • create an alphabetical list of words and their frequency in the document • ReadabilityMeasures • calculate the reading level required to understand the document. continued 000-209 Intro to CS. 3/Office Tools

10. IndexandTableofContents • MailMerge • create a series of personalized letters by combining information in a names/addresses list with a form letter 000-209 Intro to CS. 3/Office Tools

11. 2.2. Text Formating • A font is a type style. • Adjustable line spacing, margins, indents, tabs, borders, and frames. • Justification defines how letters and words are spaced across each line. Hanging indents make numbers stand out continued 000-209 Intro to CS. 3/Office Tools

12. Header • text that appears in the top margin of every page • e.g. the document title • Footer • text that appear in the bottom margin of every page • e.g. the page number 000-209 Intro to CS. 3/Office Tools

13. 2.3. Document Formatting • A document templateis a preformatted document • format settings done for you Document templates 000-209 Intro to CS. 3/Office Tools

14. 2.4. Web Publishing • Convert the document to a Web page. • the Web page is formatted using HTML • HTML (hypertext markup language) • document text + special formatting codes 000-209 Intro to CS. 3/Office Tools

15. HTML in a Browser displayed in Web browser Web page (HTML Formatted Document) 000-209 Intro to CS. 3/Office Tools

16. 3. What is a Spreadsheet? • A program that allows a user to enter data into row and column positions (known as cells). • A spreadsheet can apply many math operations to the values in its cells. • Tools: MS Excel, OOo Calc, Lotus 1-2-3, Corel Quattro Pro 000-209 Intro to CS. 3/Office Tools

17. 3.1. Example Spreadsheet 000-209 Intro to CS. 3/Office Tools

18. 3.2. Spreadsheet Components • Worksheet • a grid of cells organized into columns and rows • Cellreference • a unique address for a cell • e.g. cell A1 is in column A, row 1 • A cell can contain • numbers, text, formulas (math equations referring to other cells) 000-209 Intro to CS. 3/Office Tools

19. 3.3. Uses • A spreadsheet is good for: • storing data • doing calculations • graphing data • Spreadsheetmodeling • set up numbers to describe a real-world situation • What-ifanalyses • experiment with different numbers 000-209 Intro to CS. 3/Office Tools

20. 3.4. Some Spreadsheet Graphs 000-209 Intro to CS. 3/Office Tools

23. 4. What is a Database? • A database is a collection of data organized so it can be searched, selected, and combined easily. • Tools: MS Access, Oracle, MySQL • Relational databases are organized into tables, record, and fields. • a field is a single piece of data • a record is a set of fields • a table is a collection of records 000-209 Intro to CS. 3/Office Tools

24. 4.1. Example Database A field (the name of this field is “PRODUCT DESCRIPTION”) A record (this record describes an A4 lab book) A single table in a database 000-209 Intro to CS. 3/Office Tools

25. 4.2. Tables Relationships “Students” table: “Staff” table: 000-209 Intro to CS. 3/Office Tools

26. Relationships in MS Access • The Relationships Window 000-209 Intro to CS. 3/Office Tools

27. 4.3. Other Database Features • Queries • search the tables, collect information • Reports • display information in a nicer way (graphically) • Forms • make input to tables easier • can add error checking 000-209 Intro to CS. 3/Office Tools

28. Creating a Form by you real form form in the database 000-209 Intro to CS. 3/Office Tools