Lect4 Applications: Computers and Software Systems PDF

Computers Tools for an Information Age Lecture 4 Software Systems and Applications  Software Systems and Applications Software Application: System word processor, spreadsheet, circuit simulator,...

Computers Tools for an Information Age Lecture 4 Software Systems and Applications  Software Systems and Applications Software Application: System word processor, spreadsheet, circuit simulator, Operating system Translator:... MIPS assembler, C compiler, Manager: Enabler: Coordinator:... virtual memory, disk driver, scheduling, security, display driver, load balancing, file system, printing, diagnostics,......... 2 Categorization of software, with examples in each class.  Objectives Software Systems and Applications Microsoft Office Microsoft Word Microsoft Excel Microsoft Outlook Microsoft Access Microsoft power point File Management Files, Folders, and Paths Software Management Anti-Virus Software 2  Horizontal Applications ◼ Horizontal applications– Are used across the divisions of a company and are popular with consumers. Personal Productivity Internet Word Processing Web Browsers Spreadsheets E-Mail Address Books Home/Education Multimedia/Graphics Personal Finance Tax Preparation Desktop Publishing Desktop Publishing Photo Editing Reference 3D Rendering Games 4  Horizontal Applications Word Processor Spreadsheet Database NEXT 5 SLIDE  Vertical Applications ◼ Vertical applications– Are used for a particular line of business. ◼ Types : ❖ Billing programs ❖ Inventory tracking programs ❖ Point of Sale software ❖ Custom software NEXT 6 SLIDE Vertical Application NEXT 7 SLIDE  Commercial Software, Shareware, and Freeware ◼ Most computer software is copyrighted, which means that an individual can not copy, alter, or use software on more than one computer. ◼ Types of copyrighted software: ❖ Commercial– Buy before using it ❖ Shareware– Try it before you buy it ❖ Freeware– Free software, but it can’t be copied and sold 8  Commercial Software, Shareware, and Freeware ◼ Public domain software– Is not copyrighted. No restrictions for using, copying, altering, and selling the software. ◼ Time-limited trial version– Program that can be installed for free but will expire when the trial period ends. ◼ Beta version– A preliminary version of a program that is being tested. ◼ Copy protected– A program with a protective measure that prohibits unauthorized copies. NEXT 9 SLIDE  Software Licenses ◼ A software license gives the user the right to install and use the program on one computer. ◼ Installing a program on more than one computer requires a site license. NEXT 10 SLIDE  Software Version ◼ Software producers include a version number with their products. ◼ Version numbers are used to identify the release of the program being used. ◼ Recent releases have numbers greater than earlier releases (Recent Ver. 6.0; Earlier Ver. 1.0). ❖ Whole numbers are major revisions (1.0, 2.0, 3.0, etc.). ❖ Decimal numbers refer to maintenance releases or updates and fixes (1.1, 1.2, 1.3, etc.). NEXT 11 SLIDE  Integrated Programs ◼ Standalone programs are individual applications that are designed for a single purpose. Examples: photo editing programs, encyclopedias, and games ◼ Integrated programs are programs made up of several individual programs. Examples: accounting software (databases and spreadsheets), publishing software (word processing and graphics editing) ◼ Software suites are two or more standalone programs that are integrated with each other. Data entered in one program can be inserted in the others. Examples: word processor, database, spreadsheet, and presentation programs NEXT 12 SLIDE  Using Application Software Installing Applications: ◼ Install the software on the hard drive. A. Installation utilities guide you through the process. B. Installation changes the registry of the OS. ◼ Use an uninstall utility to remove a program from the hard drive. A. Do not just delete a program from your files. NEXT 13 SLIDE  Web Integration ◼ Web integration refers to applications that enable the user to create documents that are compatible with the formats used on the Internet. ◼ The most common format is Hypertext Markup Language (HTML). ◼ Users can create Web sites, personal Web pages or e-mail using a word processor or publishing program. 14  Chapter Summary 1. Horizontal and vertical are two categories of application software. 2. Horizontal programs are popular with consumers. 3. Vertical programs are designed for specialized uses. 4. Types of horizontal applications include: A. Personal productivity B. Multimedia and graphics C. Internet programs D. Home/educational software 5. Copyrighted software includes: A. Commercial programs B. Shareware C. Freeware NEXT 15 SLIDE  Chapter Summary cont. 6. Public domain software is not copyrighted. 7. The version number of software refers to a major upgrade and a decimal number refers to a maintenance upgrade. 8. Office suites are composed of integrated standalone programs. 9. To use the computer successfully it is necessary to possess the concepts and skills in using, installing, and launching application programs. 10. Web integration refers to the capability of software to create documents that are accessible through the Internet. NEXT 16 SLIDE  MS Word Essentials Shady & Yehia EL Mashad 17 Shady & Yehia EL Mashad 18 Shady & Yehia EL Mashad 19 Skill 2: Formatting Font size of text color of text bold, italic, and underline. To format paragraphs, specify: Indentation line spacing alignment These options are found in the Home tab. Shady & Yehia EL Mashad 20 Skill 3: Page Layout o format the header or footer, double-click the top (for header) or bottom (for footer) of the page. This opens the Header & Footer options. Shady & Yehia EL Mashad 21 Skill 4: Reviewing and Collaboration 1.Create a main document. Create or identify the data source. 2.Connect the data source to the main document. 3.Insert the merge fields in the main document. 4.Preview the merge and make any changes required. 5.Run the mail merge to either create a new document for each recipient or print document Mail merge functions are found under the Mailings tab. Shady & Yehia EL Mashad 22 Skill 5: Macros A “macro” is a series of programmed commands that are executed with a single click or keyboard shortcut. Macros automate your workflow. So, you save time and effort. Use macros to perform a wide range of actions including: formatting text inserting images running spell check Skill 9: Templates Shady & Yehia EL Mashad 23 Skill 6: References and Citations Shady & Yehia EL Mashad 24  Skill 7: Protecting Documents To add password protection in Windows, go to File > Info > Protect Document. From there, choose to add a password and restrict editing or formatting. On macOS, go to Review > Protect > Protect Document. How to Run the Editor (Spelling and Grammar Check) Select the Review tab in the ribbon and then select the Editor button. ( Shady & Yehia EL Mashad 25 Shady & Yehia EL Mashad 26  Worksheet Components Cell A1 Column Range D G3:H6 Row 14 Worksheets Chart NEXT 27 SLIDE  28 Shady & Yehia EL Mashad  29 Shady & Yehia EL Mashad  30 Shady & Yehia EL Mashad  31 Shady & Yehia EL Mashad  32 Shady & Yehia EL Mashad  33 Shady & Yehia EL Mashad  34 Shady & Yehia EL Mashad  35 Shady & Yehia EL Mashad  36 Shady & Yehia EL Mashad  37 Shady & Yehia EL Mashad  38 Shady & Yehia EL Mashad  Microsoft Outlook Outlook is an e-mail and organizational communications tool that can be used to: Send and receive e-mail Maintain a calendar Schedule meetings Store contact information NEXT 39 SLIDE Microsoft Outlook Components Tasks E-mail Calendar Outlook Today Contact List NEXT 40 SLIDE  Microsoft Access Access is a database management system (DBMS). Databases manage data by enabling the user to organize it in a way that it becomes useful and meaningful. Two types of databases exist: Flat file database Relational database The user interface is similar to that of Word and Excel. NEXT 41 SLIDE  Access Components Objects– Used to manage and present data. Table– Stores data. Form– Collects data. Query– Questions of the database. Report– Presents data. Data Access Page– Post data to the Web. NEXT 42 SLIDE  Guidelines for Designing Databases Identify all the fields needed to produce the required information Organize each piece of data into its smallest useful part Group related fields into tables Determine each table’s primary key Include a common field in related tables Avoid data redundancy Determine the properties of each field 43  Guidelines for Setting Field Properties You must name each field, table, and other object Choose an Appropriate data type 44  Guidelines for Setting Field Properties The Field Size property defines a field value’s maximum storage size for Text, Number, and AutoNumber fields only Byte Integer Long Integer Single Double Replication ID Decimal 45 Viewing and Modifying Field Data Types and Formatting 46 Creating a Table in Design View 47  Defining a Field in Design View In the Field Name box, type the name for the field, and then press the Tab key Accept the default Text data type, or click the arrow and select a different data type for the field. Press the Tab key Enter an optional description for the field, if necessary Use the Field Properties pane to type or select other field properties, as appropriate 48 Defining a Field in Design View 49  Specifying the Primary Key in Design View In the Table window in Design view, click in the row for the field you’ve chosen to be the primary key. If the primary key will consist of two or more fields, click the row selector for the first field, press and hold down the Ctrl key, and then click the row selector for each additional primary key field In the Tools group on the Table Tools Design tab, click the Primary Key button 50 Specifying the Primary Key in Design View 51  Moving a Field To move a field, you use the mouse to drag it to a new location in the Table window in Design view 52 - The design view of the table is meant to define the structure. - You name all the columns (attributes of the entity). - Remember to use the prefix for the table, in this case c_ because it's the Customers table. 53 (3) 54 Data sheet View: is a grid where you add, edit and delete the records of a table. Design View: create and modify the properties of the table. And here are the basic rules on how to use them When you define a primary key field and it doesn't matter what the format is, use AutoNumber.If the identifier is formatted, like A9-1234, use Text AutoNumber type assigns a unique identifying number to the record. When the data is a date of any kind, Date of birth, Date hired, Invoice date, etc., you have to use the Date/Time data type. Most fields will be Text.Even a phone number (it contains a dash), or department number that happens to be 101. 55 Identifying the tables 56 Note that there are several fields in both tables that refer to Links to other table. The reason for that is that Relationships are very powerful in database design. 57  When a list of data should be used and why? Example: card number and date will be individual but, you may have 2,000 customers with Visa. When you enter the customer's record you could just type "Visa" for the card name. But what if the person keying the data keys "Viza" instead, or " Visa", or "Vissa", or...... If, later on you have to have a list of all customers with a "Visa" card, all those entered incorrectly won't show-up. And what if Visa decided to change its name to VizaCard? You would have to go through the records and change 2,000 customers. The solution to those problems is: select the name from a list, and the list will come from another table. 58 Relationships and data types One crucial point you have to keep in mind when describing relationships: the link is always from the primary key of one table to a field in another table. The primary key can be any type field - in CreditCards it's a Text(50) field. The other end of the relationship must contain a field of the same type and size.So, in the Customers table, c_CardName must also be a Text(50) field. In the other tables we'll look at in a minute, the primary key is defined as an AutoNumber field. AutoNumber is not a type, it's a function. The data type is Number and the Length is Long integer.In those relationships the other end of the link must also be defined as a Number field. In all relationships involving an AutoNumber, the other field must be a Number.In the Language table l_No is AutoNumber so, m_Language in Movies is Number Long integer. 59 To create the Relationship, hit the Relationships button on the toolbar : (1) (2) 60  Relational Database A Relational database management system is one in which data are grouped into similar collections, called tables, and the relationships between tables are formed using a common field. A foreign key is a field in one table that also stored in a different table as a primary key. Referential Integrity is the set of rules that ensure that data stored in related tables remain consistent as the data are 61 Referential integrity : this is important; it means that you can't enter a (3) credit card that is not in the CreditCard table; this keeps the data honest; you almost always want to do this. Cascade update : if a card name changes, all customer records will be updated automatically to reflect the change; that's OK - usually you want this to happen. 62 Cascade delete : if you delete a credit card name from the CreditCard table, all customer records holding that card will be deleted ;you don't want that to happen ; don't check this box. (4) 63 Example for another table 64 65  Adding a Field Between Two Existing Fields In the Table window in Design view, select the row for the field above which you want to add a new field In the Tools group on the Table Tools Design tab, click the Insert Rows button Define the new field by entering the field name, data type, optional description, and any property specifications 66 Adding a Field Between Two Existing Fields 67  Importing Data from an Excel Worksheet The import process allows you to copy the data from a source without having to open the source file Click External Data on the Ribbon Click the Excel button in the Import group to start the wizard 68 Importing Data from an Excel Worksheet 69 Importing Data from an Excel Worksheet 70 Importing Data from an Excel Worksheet 71  Creating a Table by Importing an Existing Table Structure Make sure the External Data tab is the active tab on the Ribbon In the Import group, click the Access button Click the Browse button Navigate to the file Make sure the Import tables, queries, forms, reports, macros, and modules into the current database option button is selected, and then click the OK button Click the Options button 72 Creating a Table by Importing an Existing Table Structure 73  Deleting Fields from the Customer Table Delete the following fields from the Customer table: Cell Phone Fax Number County Web Page Notes 74  Deleting a Field from a Table Structure In Datasheet view, select the column heading for the field you want to delete In the Fields & Columns group on the Datasheet tab, click the Delete button or In Design view, click in the Field Name box for the field you want to delete 75 Deleting a Field from a Table Structure 76  Renaming Fields in the Customer Table Rename the following fields as: Last as Last Name First as First Name Postal Code as Zip 77 Moving Fields in the Customer Table Move the Last Name field after the First Name field. 78  Entering Records in the Customer Table Customer ID = 11001 Company = Microsoft First Name Yehia Last Name = EL-Mashad Phone = 02-22023336 Address = 49 Nozha Street City = Cairo State = EL-Kahra Zip = 49341 E-mail Address = [email protected] 79  Entering Records in the Customer Table Customer ID = 11012 Company IBM. First Name = Shady Last Name Yehia Phone = 0123948389 Address = 108 Shoubra St City = Cairo State = EL-Kahra Zip = 49503 E-mail Address = [email protected] 80 Adding Data to a Table by Importing a Text File Click the External Data tab on the Ribbon In the Import group, click the Text File button Click the Browse button Navigate to the file Click the Append a copy of the records to the table option button Select the table 81 Adding Data to a Table by Importing a Text File 82  Defining Table Relationships One of the most powerful features of a relational database management system is its ability to define relationships between tables You use a common field to relate one table to another 83 Defining Table Relationships 84  Defining Table Relationships A one-to-many relationship exists between two tables when one record in the first table matches zero, one, or many records in the second table, and when one record in the second table matches at most one record in the first table The Primary table is the “one” in a one- to-many relationship The Related table is the “many” table 85  Defining Table Relationships Referential integrity is a set of rules that Access enforces to maintain consistency between related tables when you update data in a database The Relationships window illustrates the relationships among a database’s tables Click the Database Tools tab on the Ribbon 86 Defining Table Relationships 87 Defining Table Relationships 88 Defining Table Relationships 89  Microsoft PowerPoint PowerPoint is used to create and deliver presentations. 90  PowerPoint Interface Toolbars Task Pane Thumbnails, Workspace Slide Sorter 91  File Management Managing your computer is essential in becoming computer fluent. You need to learn two main things for file management: 1. What files, folders, and paths are. 2. The specifics of actually managing your files. 92  Files, Folders, and Paths A file is a storage device for digital data. Files are organized in folders. Folders may have subfolders, or folders within folders. The computer follows a path to find a file. Primary Storage Primary Secondary Tertiary File Device Folder Folder Folder + + + + Drive C: Classes Biology 101 Assignments plant_diseases.doc 93  File Naming Conventions Each file needs a specific filename. The filename has two parts: 1. The name 2. The extension The extension identifies the type of data the file contains. Name Extension Example filename: plant_diseases.doc 94 Commonly Used Extensions Extension File Type.exe Program Application.doc Microsoft Word.xls Microsoft Excel.ppt Microsoft Power Point.mdb Microsoft Access.pdf Adobe.txt Simple Text.htm or.html Web Pages.rtf Rich Text Format.jpeg or.jpg Image Format 95  File Management Utilities My Computer is the main file management utility. Left Pane– Right Pane– Lists Displays links stored files and to system devices attached tasks to the computer. 96  File Management Mode To change My Computer to file management mode, click the folders button on the Standard toolbar. Left Pane– Right Pane– Displays the Displays the names of the folders and files. drives and folders. Copyright © 2003 Prentice Hall, Inc 97  Creating Folders A folder structure, an organized set of folders, can be created in two steps. Step 1. Click Step 2. Choose on the drive in File, New, and which you then Folder. want to create a folder. 98  Software Management Rule #1 Purchase your own copy of every program and be sure that any shareware or freeware is from a reliable source and is virus-free. Rule #2 Read the directions before and during software installation. Rule #3 Remove a program in the proper way, by choosing Add or Remove Programs in the Control Panel. 99 We must protect our computers from viruses. Anti-virus programs help catch viruses before they infect our computers. Two things to remember about anti-virus programs: 1. They need to be updated regularly. 2. They need to be used every time you put a new file or program on your computer. 100