Chapter 3 Integrated Use of Application Software

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Chapter 3 Integrated Use of Application Software

• 3.1 Introduction to Common Application
  software 49
• 3.2 Word Processing Software 53
• 3.3 Spreadsheet Software 56
• 3.4 Database Software 60
• 3.5 Integrated Use of Application Software 64

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3.1 Introduction to Common Application Software
Chapter 3 Integrated Use of ASW

• Application software
• (or Applications)
• Programs that perform tasks for users
• General-purpose programs designed to process and
  present information.
• Common application software
• Word processing (Microsoft Word)
• Spreadsheet (Microsoft Excel)
• Database (Microsoft Access)
• Presentation software (Microsoft PowerPoint)

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3.1.1 Application Software-Purposes
3.1 Intro to Common Applications

• Word Processing
• create and edit documents of various types
• Spreadsheet
• organize data in a table
• perform calculation
• produce charts of various type
• Database Management
• organize data in hierarchical structure
• accept queries and produce report in table form
• Presentation
• create slides that include multimedia elements

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3.1.2 Examples of Applications
3.1 Intro to Common Applications

• Word processing
• Teachers, Students , Officers , Secretaries ,
  Writers
• Spreadsheet
• Accountants , Sales executives , Employers ,
  Teachers , Scientists
• Database Management Government
• Schools , Libraries , Bus companies , Some Web
  sites
• Presentation
• Business people , Teachers , Students , Store
  managers

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3.1.3 Applications- Common Features
3.1 Intro to Common Applications

• 1. Save and Save As
• 2. Print and Export
• 3. Document Format
• 4. Clipboard
• 5. Find/Replace

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Common Features3.1.3.1 Save and Save As
3.1.3 Common Features

• Saving a file
• Copy data from memory to Secondary storage
• e.g. hard disk.
• Data are temporarily hold in the memory
• Lost if the application is quitted without saving
  
• Use proper filename
• Store in proper directory
• NOT in the same directory as the software.
• Will overwrite the previous data file
• Renaming the old file
• Moving it to floppy drive or different directory
• Use Save...As command to use a different filename

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Common Features3.1.3.2 Print and Export
3.1.3 Common Features

• Printing
• Hardcopy
• Printed on paper
• Exporting
• Softcopy
• Stored / transmitted in Electronic Form
• Three Forms
• 1. Electronic signals
• e.g. transmitted to a remote fax machine
• 2. HTML file to be used as a Web page
• 3. PDF (Portable Document Format) file

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Common Features3.1.3.3 Formatting
3.1.3 Common Features

• Character formatting
• specify colour, typeface, point size, and font
  style
• Point size measures the size of characters
• Font style could be bold, italics, underlined
  etc.
• Paragraph format
• specify line spacing, justification, number of
  columns, indentation etc.
• Page formatting
• specify page size, page orientation, margins,
  header and footer.

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Common Features3.1.3.4 Clipboard
3.1.3 Common Features

• Part of the memory
• Advantage
• 1. Save effort in repeating the same input
• 2. Move data from one place to another
• 3. Transfer data from between applications
• Features
• Flexible in size
• Content can be overwritten, cannot be undone.

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Common Features3.1.3.5 Find / Replace
3.1.3 Common Features

• Find command
• Search through a data file for a keyword.
• Choose whether a search is case sensitive or not
• Case sensitive "abc" is different from "ABC"
• Replace Command
• Replace the targeted text with new text
• Use with Find

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3.2 Word Processing Software
Chapter 3 Integrated Use of ASW

• 3.2.1 Features in a Word Document
• 3.2.2 Mail merge
• 3.2.3 Summary

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3.2.1 Features in Word document
3.2 Word processing

• 1. Column
• 2. Headline
• 3. Text Box
• 4. Bulleted List

• 5. Graphics and Objects
• 6. Tables
• 7. Page Header and Footer
• 8. Footnote

Sample (Portrait)
Sample (Landscape)
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3.2.2 Mail merge
3.2 Word processing

• Mail merge
• produces letters with same contents but different
  addresses
• involves
• a source document with field names
• a table of records with matching fields
• Table can be
• a table in another word document
• a spreadsheet, or
• a database table

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3.2.3 Summary of Word processing
3.2 Word processing

• A Word Processing software allows you to
• type and correct text, delete text, move text
• find and replace text
• check spelling and grammar
• use Thesaurus to use alternative words
• set text, paragraph and page formatting
• insert pictures and tables
• produce mail merge
• create indexes and table of contents

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3.3 Spreadsheet Software
Chapter 3 Integrated Use of ASW

• 3.3.1 Simple formula in Spreadsheet
• 3.3.2 Relative and absolute addresses
• 3.3.3 Using Simple Functions
• 3.3.4 Recalculation
• 3.3.5 Charting

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3.3.1 Simple formula in Spreadsheet
3.3 Spreadsheet

• Spreadsheet
• A collection of rows and columns of cells in the
  form of a table.
• Cell address consists of row name and column
  name
• e.g. F8 refers to the cell located at
• column F
• row 8
• The formula in cell E3 is
• "B3-C3-D3
• Calculating the profit for January

Sample Spreadsheet
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3.3.2 Relative and Absolute addresses (1)
3.3 Spreadsheet

• Relative address
• When a formula is pasted, it would change the
  relative cell addresses logically
• For example, when the formula B3-C3-D3 in E3
  is copied and pasted to E4, the new formula would
  be B4-C4-D4
• B3, C3 and D3 are relative addresses

Sample Spreadsheet
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3.3.2 Relative and Absolute addresses (2)
3.3 Spreadsheet

• Absolute address
• e.g. B8. When a formula is copied, absolute
  address remains unchanged
• Suppose D3 stores "B3-C3-B8.
• When copied to D4, the formula is "B4-C4-B8.
• B8 is used in copying cells vertically
• B8 is used in copying cells horizontally

Sample Spreadsheet
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3.3.3 Using Simple Functions
3.3 Spreadsheet

• Function
• SUM() Finding sum of cells
• AVERAGE() Finding the average of cells
• COUNT() Counting the number of cells
• MAX() Finding the maximum value
• MIN() Finding the minimum value
• e.g. SUM(D3D6)
• D3D6 represents a range of cells from D3 to D6
  inclusively.

Sample Spreadsheet
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3.3.4 Recalculation
3.3 Spreadsheet

• Recalculation
• When the data in a cell is changed, the rest of
  the worksheet will be updated automatically.
• Spreadsheets are useful in answering whatif
  questions.

Sample Spreadsheet
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3.3.5 Charting
3.3 Spreadsheet

• Types of Charts
• Line charts
• Bar charts
• Pie charts etc.
• Method Chart Wizard

Sample Spreadsheet
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3.4 Database Software
Chapter 3 Integrated Use of ASW

• 3.4.1 Database Design
• 3.4.2 Getting information from a Database
• 3.4.3 Advanced Concept
• 3.4.4 Advanced Queries

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3.4.1 ?????
3.4 Database

• You will create
• Database school
• Filename "school.mdb
• The database will include
• Table student
• Key field student_id

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3.4.2 Getting information from a Database
3.4 Database

• Query
• to get information from a database
• using simple SQL (structured query language)
• e.g.
• SELECT FROM student ORDER BY class, class_no
• will display all the records from the table
  student in order of class and class_no.
• () means to display all the available fields

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3.4.3 Advanced Concept
3.4 Database

• Avoiding data redundancy
• For example, class teacher and room should NOT be
  included in the table student.
• The problems of Data Redundancy
• 1. The repeating data takes up extra space.
• 2. It makes updating difficult
• To solve the problem
• Set up another table class with
• key field class, which is linked to the table
  student

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3.4.4 Advanced Query
3.4 Database

• The following SQL instruction will retrieve
  information from the two tables
• SELECT name, student.class, class_tchr
• FROM student, class
• WHERE student.class class.class
• ORDER BY student.class, class_no
• It will display the name, class and name of
  class_tchr for all the students,
• in order of class and class_no

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3.5 Integrated Use of Application Software
Chapter 3 Integrated Use of ASW

• For instance, the Analysis of a Survey may
  include both text and charts to illustrate the
  result.
• A spreadsheet software is used to
• perform the calculation and
• create the charts
• A word processing package should be used to
• prepare the report.
• The integration can be done by
• copy-and-paste data between applications

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Activity 1 Spreadsheet in a word Document
Chapter 3 Integrated Use of ASW

• Write a report about the survey, including
• A title
• Relevant information
• Tables imported from a spreadsheet
• Open Microsoft Word and type the following
• a. Title of the report
• b. School, class, date of report, name of members
• c. Result of survey in table form

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Activity 2 Charts in a presentation slide
Chapter 3 Integrated Use of ASW

• Produce presentation slides about the survey.
• Each slide shows one statistical result in the
  form of charts.
• Open MS PowerPoint and create two slides with
• a. Title for the statistical result
• b. Result of survey in the form of charts and
  tables
• Open MS Excel and produce appropriate charts
• Copy the chart onto your presentation slide

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Activity 3 Mail merge
Chapter 3 Integrated Use of ASW

• Using mail merge, produce letters with the same
  content but different addresses.
• Use MS Access to create
• Database address with table recipient
• Start Mail merge ... to include
• Data source from the database address
• Insert the fields of table recipient in
  appropriate position
• Click Merge to new document button to produce
  form letters