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B.A. (Mahayana Studies) 000-209 Introduction to Computer Science November 2005 - March 2006 3. Office Tools. A look at the main tools most computer users need: word processing, spreadsheets, and databases. Overview. 1. Office Tools commercial and free tools 2. Word Processing

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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.


Overview l.jpg
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


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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


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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


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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


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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


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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


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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


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  • 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


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  • 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


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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


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  • 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


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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


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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


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HTML in a Browser

displayed in

Web browser

Web page (HTML Formatted Document)

000-209 Intro to CS. 3/Office Tools


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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


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3.1. Example Spreadsheet

000-209 Intro to CS. 3/Office Tools


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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


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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


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3.4. Some Spreadsheet Graphs

000-209 Intro to CS. 3/Office Tools


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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


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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


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4.2. Tables Relationships

“Students” table:

“Staff” table:

000-209 Intro to CS. 3/Office Tools


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Relationships in MS Access

  • The Relationships Window

000-209 Intro to CS. 3/Office Tools


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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


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Creating a Form

by you

real form

form in the database

000-209 Intro to CS. 3/Office Tools


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