Sadat Academy Administration - Third Year PDF

Sadat Academy for Management Sciences Third Year Administration This unit looks at TWO aspects of administration: 1. The use of spreadsheets and databases 2. The administration of IT syste...

Sadat Academy for Management Sciences Third Year Administration This unit looks at TWO aspects of administration: 1. The use of spreadsheets and databases 2. The administration of IT systems and peripherals  Spreadsheet: an electronic document in which data is arranged in the columns and rows of a grid and can be manipulated and used in calculations. Spreadsheets use cell as references where columns have letters and rows have numbers. For example, if you have a value written in B3, it means the information is found where column B converges with row number 3.  Read the sentences in the second column/field and then use the words in the first column/field to rewrite these sentences in the rows/records of the third column/field. First column/field Second column/field Third column/field Divided by (/) If we divide 8 by 2, we get 4. 8 divided by 2 equals/is 4. (8/2= 4) Minus (-) If we subtract 2 from 8, we get 6. 8 minus 2 is 6 (8-2=6) Times (x) If we multiply 8 by 2, we get 16. 8 times 2 is 16 (8*2=16) (8x2=16) Plus (+) The sum of 8 and 2 is 10. 8 plus 2 is 10 (8+2=10)  Vocabulary (feabcd) Term Meaning Cell an individual entity on a spreadsheet where data can be entered Column a vertical line of characters extending from the top to the bottom of the screen Formula an equation that makes calculations based on the data in your spreadsheet. Row a horizontal series of data in a table or spreadsheet Value a number entered into spreadsheet cell. If a formula or function returns a number into a cell, this data is also a value Worksheet The grid of columns and rows that information is inputted into. In many spreadsheet applications (such as Microsoft Excel) one file -- called a workbook -- can contain several worksheets.  Language (Past Simple) Usage Formation Question &Negation Finished action ▪ Regular verbs (add –ed) ▪ Use did +infinitive in question Events in the past (commented- arranged – answered – received - added) o Did you answer the ▪ Irregular verbs (have their own past forms) question? (make- go- find – rise – get – choose) ▪ Use did not + infinitive o I answered the question o I didn’t answer the o I chose the correct answer question.  During writing spreadsheets mistakes sometimes occur. Read the following problems and their solutions. Action (performed) Problem Solution (explanation) 1. Typed in a formula Get an error message Misspelt the function in the formula 2. Saved a spreadsheet (in the Can’t find it Saved in another folder by mistake main folder) 3. Designed a spreadsheet It doesn’t work Chose the wrong formula 4. Typed a date (into a cell) It shows a number Need to right-click on the cell, select (instead) ‘Format cell’, then cell ‘Date’. A. What is the problem? B. Well. I typed in a formula in the spreadsheet, but it gives me an error message. A. Ok. I think you misspelt the function in the formula.   Database: is a collection of related data that is organized in a way to access data easily.  Use the words in the box to complete the passage 1. objects 2. record 3. field 4. unique 5. primary key 6. form 7. report 8. retrieve a record 9. query database A database has several parts. These are called (1) …….. The simplest of these is a table; most databases have at least two. Tables look like a spreadsheet. Each row in the table is a(n) (2) ……. , containing information about one item, such as a person or something that the company sells. Each of these contains several (3) ……. with information about the item. For example, in a company’s employee database, these might be family name, given name, phone number and so on. One important point is that one field in each record must be (4) ……., the same data must not be in any other record. We call this field the (5) ……. It can be a staff ID number, for example, but it can’t be a given name because many people have the same given name. Another type of object is a(n) (6)……., which is used for entering data into tables. A third object type is a(n) (7) ……. This can show data from more than one table at the same time, looks good and is suitable for printing. There are several ways to get data out of a database. One is simply to (8) ……. - for example, if we want to check the data in a single record, such as an employee’s phone number. If we want to combine information from several tables or to do something with the data such as add up financial information from several records, we can (9) ……..  Language (by + infinitive +-ing) {expressing how to do things} We can use {by + infinitive +-ing} ▪ We can find the total number of hours by collecting all hours To express how to do things in the database. ▪ By running a report, we can print a list of customers.  Read the following example and then ask and answer questions on how to do things. 1. Enter data in a database (form) A. How can you enter a data in the database? B. You can do that by opening a form and entering the data into the fields. 2. Find information in a database (query) A.. B. 3. Add a column of numbers in a spreadsheet (sum/formula/spreadsheet) A.. B.. 4. Make sure each record in a database is unique (use/primary key) A.. B. 5. Print information from a database (run/a report) A.. B..  Systems Administration A system administrator is responsible for whole computer systems and networks The following are some of the duties that a system administrator can do ▪ Deploying software Pushing out upgrades remotely from the server to all relevant computers at the same time ▪ Networks, networking Ensuring that the website is secure and is constantly working and that there is security, and websites no downtime ▪ Setting permissions/Backups/Check logs  Vocabulary Term Meaning 1. Reset Change; set again 2. Deploy Install on many computers at the same time 3. Permission Settings on a computer, file, or folder that say who can use it 4. Logs Data that a program or computer produces while it runs, to show how well it is working  Collocation & Phrasal Verbs 1. Run smoothly 2. Disk crash 3. Be up and running again 4. Lock (someone) out of (something) 5. Check (someone) out 6. Go smoothly  Language: showing order of events (while- after-before) We can use while, after, and before ▪ While you install the software, the computer will ask you some to show the order of events questions ▪ Before you install the program, back everything up Use the gerund (verb +ing) after the ▪ After resetting the password, you should log in to check that the words while, after, and before if new one works the same doer is doing the action in ▪ After resetting the password, log in to check that the new one both clauses works  Use these prompts to write sentences with while, before, or after 1. Install the software/do a full backup Before you install/installing the software, do a full backup 2. Install an operating system/the computer may reboot several times 3. Deploy major software upgrades/ train the users 4. Replace the hard drive/ everything will go smoothly  Peripherals (Input/Output) Device Name Input/ Description Output 1. NAS device Neither A collection of devices in a single box, accessed through a network and (Network thus more flexible than a device attached to only one computer Attached Storage) 2. Touchpad Input Part of a laptop computer instead of a mouse for moving the cursor 3. Stylus Input A pen-shaped device sometimes used with some kinds of screen 4. Graphics tablet Input A flat pressure-sensitive pad and pen-shaped device and stylus 5. Touch screen Input A screen that can detect when and where a finger touches it 6. Projector Output A device that shows a copy of the computer’s screen on a large screen, often used in a presentation 7. Headset Both A device people wear on their heads that includes a microphone as well as headphones 8. Multifunction Output A printer that also has other functions such as scanning, copying, and/or printer faxing  Past continuous (was/were + infinitive+ -ing) vs. Past simple We use the past continuous (was/were + infinitive + -ing) to Talk about an action that was in progress at a ▪ I was working at 2 p.m. yesterday. particular point in the past. Emphasize that a past action continued for sometime ▪ I was working all night. When a shorter action happens in the middle of another action ▪ when he was working from the or suddenly ends it, use multifunctional device, it suddenly The past continuous for the longer action stopped working. The past simple for the shorter action ▪ The printer ran out of ink while I was using it.  Use the following example as a guide to explain what happened with the devices below. 1. Printer: paper jam The paper jammed when I was using the printer. 2. Headset: sound/stop …………………………………………………………………. 3. Graphic tablet: move stylus/cursor doesn’t move …………………………………………………………………. 4. Projector: light stop/working ………………………………………………………………….  Grammar: Comparative & Superlative The comparative Form of Adjective The Superlative form of Adjective ▪ This computer is as big as that one. ▪ This is the least we can do. ▪ This computer is bigger than that one. When the adjective has a suffix like –able, -ive, al, use more than: ▪ The house is more expensive than the flat.  Recommendation ▪ I recommend that you inform your boss of the problem ▪ I recommend informing your boss of the problem