1. Databases and Word Processing IV Management Information Systems I Lecture 7, 27 March 2003 Mr. Greg Vogl Uganda Martyrs University

2. 27 March 2003 Management Information Systems I: Databases and Word Processing IV2 Overview 1. Databases 1. Definition, components, objects, types 2. Goals of database systems 2. Word Processing IV A. Window management B. Table of contents, index C. Insert menu, drawing, graphical objects

3. 27 March 2003 Management Information Systems I: Databases and Word Processing IV3 Database Collection of data or information Stored in an organised way May be computer files, paper files, etc. Database management systems enable: Enter, update, delete info. Sort, search for, retrieve info. Define and change data structures

4. 27 March 2003 Management Information Systems I: Databases and Word Processing IV4 Database Components File Collection of related data e.g. addressbook Record Unit of info. about a thing e.g. a person Field One fact about the thing e.g. PO Box Data types: number, text, date, yes/no, etc

5. 27 March 2003 Management Information Systems I: Databases and Word Processing IV5 Example Database File NamePO BoxTownPhoneDate of Birth Albert328Entebbe2343451966- 03-03 Betty192Mbarara7894561977- 04-04 Charles23Masaka1238901972- 05-06 field record

6. 27 March 2003 Management Information Systems I: Databases and Word Processing IV6 Database Objects Table Raw data (rows=records, columns=fields) Query A question to collect, search for, sort info. Form A neatly organised screen for data entry Report Summarised output, sent to screen/printer

7. 27 March 2003 Management Information Systems I: Databases and Word Processing IV7 Goals of Database Systems Data integrity Data is valid, in an acceptable range Data independence Data useable by more than one system Data redundancy Do not enter/store data more than once Data security Avoid data loss or unauthorised access Data maintenance Procedures to add/update/delete info.

8. 27 March 2003 Management Information Systems I: Databases and Word Processing IV8 Types of Databases Flat File Database A collection of unrelated tables Relational Database Tables are related through common fields Reduces data redundancy E.g. Orders table relates Customers, Items Object-Oriented Database Stores objects (documents, multimedia)

9. 27 March 2003 Management Information Systems I: Databases and Word Processing IV9 Window Management New Window Arrange All Split, remove split Resize Switch between windows: Alt-Tab Closing windows vs. closing Word

10. 27 March 2003 Management Information Systems I: Databases and Word Processing IV10 Table of Contents Insert, Index and Tables, Table of Contents Formats: from template, Classic, etc. Show levels: 1, 2, 3 Show page numbers, right align Tab leader Options, available styles

11. 27 March 2003 Management Information Systems I: Databases and Word Processing IV11 Index Insert, Index and Tables, Index Indented/run in, number of columns Mark entry select word(s) to include in the index Mark All Mark all occurrences of selected text AutoMark use file of words to be marked

12. 27 March 2003 Management Information Systems I: Databases and Word Processing IV12 Insert Menu: Automatic info. Page numbers position, alignment, format Date and time format, language, update Field categories, field names AutoText header/footer, parts of letters

13. 27 March 2003 Management Information Systems I: Databases and Word Processing IV13 Insert Menu: Other things Break page, column, wrapping, section Symbol font, shortcut keys, accents Comment Footnote Picture ClipArt, From File, AutoShapes, WordArt

14. 27 March 2003 Management Information Systems I: Databases and Word Processing IV14 Drawing Toolbar What you can insert AutoShapes, line, arrow, rectangle, oval Text box, WordArt, ClipArt Drawing Options Fill color, line color, font color Line style, dash style, arrow style Shadow, 3D

15. 27 March 2003 Management Information Systems I: Databases and Word Processing IV15 Manipulating Objects Selecting click once Copying select, cut, copy, paste Deleting select, press Delete key Moving look for four arrows, drag Resizing two arrows, drag handles (edges, corners)

16. 27 March 2003 Management Information Systems I: Databases and Word Processing IV16 Draw Menu Group and ungroup Order front/back, forward/backward, text Grid Align top/middle/bottom, left/center/right Rotate and flip Rotate left/right/free, flip horizontal/vertical Text Wrapping square, tight, in front/behind

17. 27 March 2003 Management Information Systems I: Databases and Word Processing IV17 Word Art Used to make fancy text logos How to insert Word Art Insert, Picture, Word Art Select a style from WordArt gallery Type your text in the box Font, size, bold, italics, click OK Modifying with the Word Art Menu Shape, rotate, vertical, alignment, spacing

18. 27 March 2003 Management Information Systems I: Databases and Word Processing IV18 Clip Art Drawings that come with MS Office How to insert Clip Art Insert, Picture, Clip Art Choose category or use keyword search Click picture, insert Right-click the picture to change it Borders/shading, Caption, Format Picture

19. 27 March 2003 Management Information Systems I: Databases and Word Processing IV19 Picture Files You can use many graphics file formats How to insert pictures Insert, Picture, From File Browse to locate the file Or copy and paste from Web browser, etc. Same formatting options as Clip Art

20. 27 March 2003 Management Information Systems I: Databases and Word Processing IV20 Charts How to insert and use charts Insert, Picture, Chart Enter row and column headers Enter data in cells Double-click rows/columns to include/exclude them in the chart Excel has many more charting options

21. 27 March 2003 Management Information Systems I: Databases and Word Processing IV21 Formatting Objects Any drawing object has several options Right-click it and click Format Object Colors and lines: fill/line color, arrows Size: width, height, scale, lock aspect ratio Layout: wrapping, horizontal alignment Picture: cropping, brightness, contrast Color: auto, grayscale, b/w, watermark