Unit II

What Is Microsoft Office Used For?

Microsoft Office Suite comprises five or more individual software packages, depending on the
version purchased. All of these programs are aimed at simplifying office and in some cases home
tasks to make creating, organizing and processing information easier. In terms of use, Outlook
(email) and Word (word processing) probably are the main components for many, but the other
applications also provide considerable functionality in their respective areas.

Outlook
1. Microsoft Outlook is more than an email program. It allows the user to manage tasks,
schedule meetings, appointments and other events, organize and track contact and client
information and record information in a daily journal.

Word
2. Microsoft Word is used to write and edit documents---from short memos to books. It falls in
the general category of word processing software, replacing old-style typing text on a
typewriter.

Excel
3. Microsoft Excel is a spreadsheet software program. It allows the user to track, calculate and
make projections using numerical data for analysis of business and home operations.

PowerPoint
4. Individuals giving presentations use Microsoft PowerPoint to incorporate data and graphical
information into a slideshow for projection to audiences either in person or over the Web.

Publisher
5. Home users or corporate organizations use Microsoft Publisher to create print or electronic
publications of many kinds, including award certificates, banners, brochures, calendars,
greeting cards, labels, newsletters, paper folding projects, signs and even websites.

Other Office Products

6. Other Microsoft Office products available either as stand-alone software or part of the more
expensive versions of Office include Access (database), Accounting, InfoPath (forms
creation), OneNote (note-taking) and Visio (diagram creation).

Notes are Prepared by Virendra Singh Kushwah, Assistant Professor, Department of Computer Application, HIMCS, Mathura 45
Advantages of Microsoft Office
Microsoft Office, also known as MS Office, is a popular software suite featuring many desktop
publishing programs. It comes with everything that may come into use in a classic office setting,
hence the name. Computer users have the option of several different Microsoft Office suites
intended for students, home users, small businesses and corporations. What you choose depends on
your own circumstances.

Universal Software
Unlike some other kinds of software, Microsoft Office is the industry standard when it comes to
desktop publishing. Whenever a document is required, it is always required in the Microsoft Word
format with very few exceptions. In order to stay current with industry trends, MS Office is a must.

Complete Software Suite

Microsoft Office comes with many different kinds of software, all of which help with desktop
publishing. If you are looking to write a letter to a client, Microsoft Word is the right software to
use. You could employ Microsoft Publisher to help create a business brochure, or you could use MS
Excel for your client database. This software suite has everything you need for running your
business.

Most Businesses Have a Use for It

Nearly any type of business can find a use for the Microsoft Office suite of software programs.
For instance, a pet groomer could use MS Publisher to create fliers and other advertisements to post
around town. Corporations can use MS Word for internal memos and publications. Since so many
different kinds of people and companies find use of this software, it has become a popular list of
programs.

Ease of Use
MS Office is well known for being easy to use. Each program comes with helpful features so you
can achieve nearly any goal. You can do anything you can imagine with this software, both for
personal and business use. They also have extensive help files built into the programs if you get
stuck.

Online Support from Microsoft

Microsoft’s website consists of hundreds of pages devoted to support for their MS Office
products. The site has free templates available for Microsoft software, and troubleshooting if you
ever run into a problem. Automatic updates help keep your software bug-free so that it is always
working at top form.

Online Tutorials
Besides the help that you get from Microsoft online, there are other websites devoted to help and
tutorials. If you want to learn how to make a cool postcard, bloggers and webmasters will show you
how. Since this software is so common, there are many websites online that can help you.

Notes are Prepared by Virendra Singh Kushwah, Assistant Professor, Department of Computer Application, HIMCS, Mathura 46
 Database Management System
Overview of DBMS; Components of DBMS, Recent trends in database, RDBMS

What is Database?

Shared collection of logically related data (and a description of this data), designed to meet
the information needs of an organization.

Shared collection – can be used simultaneously by many departments and users.

Logically related - comprise the important objects and the relationships between these
objects.

Description of the data – the system catalogue (meta-data) provides description of data to
enable data independence.

A Database Management System (DBMS) is a set of computer programs that controls the
creation, maintenance, and the use of the database of an organization and its end users. It allows
organizations to place control of organization wide database development in the hands of Database
Administrators (DBAs) and other specialist. DBMSes may use any of a variety of database models,
such as the network model or relational model. In large systems, a DBMS allows users and other
software to store and retrieve data in a structured way.

A software system that enables users to define, creates, and maintains the database and that
provides controlled access to this database.

Overview of DBMS
A DBMS is a set of software programs that controls the organization, storage, management, and
retrieval of data in a database. DBMS are categorized according to their data structures or types. It is
a set of prewritten programs that are used to store, update and retrieve a Database. The DBMS
accepts requests for data from the application program and instructs the operating system to transfer
the appropriate data. When a DBMS is used, information systems can be changed much more easily
as the organization's information requirements change. New categories of data can be added to the
database without disruption to the existing system.

Organizations may use one kind of DBMS for daily transaction processing and then move the detail
onto another computer that uses another DBMS better suited for random inquiries and analysis.
Overall systems design decisions are performed by data administrators and systems analysts.
Detailed database design is performed by database administrators.

Database servers are computers that hold the actual databases and run only the DBMS and related
software. Database servers are usually multiprocessor computers, with generous memory and RAID
disk arrays used for stable storage. Connected to one or more servers via a high-speed channel,
hardware database accelerators are also used in large volume transaction processing environments.
DBMSs are found at the heart of most database applications. Sometimes DBMSs are built around a
private multitasking kernel with built-in networking support although nowadays these functions are
left to the operating system.

Notes are Prepared by Virendra Singh Kushwah, Assistant Professor, Department of Computer Application, HIMCS, Mathura 47
Definitions:

Data: Known facts that can be recorded and that have implicit meaning

Database: Collection of related data
– Ex. the names, telephone numbers and addresses of all the people you know

Database Management System: A computerized record-keeping system

Components of DBMS
1. Hardware: Can range from a PC to a network of computers.
2. Software: DBMS, operating system, network software (if necessary) and also the
application programs.
3. Data: Used by the organization and a description of this data called the schema.
4. Procedures: Instructions and rules that should be applied to the design and use of the
database and DBMS.
5. People: Includes database designers, DBAs, application programmers, and end-users.

A Bank using a Flat file

• Different Information Systems have grown up over time, often with their own software
programs and ways of doing things.
• Information is duplicated throughout the system; updates may occur at different times, some
errors remain undetected.
Costs to run the system are driven up because of clerical time needed to input data and check for
errors, it is very difficult to combine information.

Notes are Prepared by Virendra Singh Kushwah, Assistant Professor, Department of Computer Application, HIMCS, Mathura 48
 Customer •
NI number
Address Savings Account
Savings Account Number
System
Balance

Customer
NI number
Address
Loan Account Number Loans Account
Interest Rate System
Balance
U
S
E
Customer R
NI number S
Address Savings
Current Account Number
Balance Account
System

Customer
NI number
Address
Investment Account Number Savings
Interest Rate Account
Balance
System

Notes are Prepared by Virendra Singh Kushwah, Assistant Professor, Department of Computer Application, HIMCS, Mathura 49
 A DBMS APPROACH TO THE SAME PROBLEM
• data is combined into a single customer database (pooled data)
•data available to multiple applications and users

CUSTOMER TABLE
CUSTOMER ID
Customer Name
NI Number
Address
Savings-Ac ID
Loan-Ac ID Savings Account
Current-Ac ID System
Investment-Ac ID

SAVINGS -AC
TABLE
SAVINGS-AC ID
Account Balance Loan Account
System Users

LOAN-AC TABLE DBMS

LOAN-AC ID
Interest Rate Users
Loan Balance Current Account
Loan Period System

CURRENT AC TABLE
CURRENT-AC ID
Account Balance Investment
Account System

INVESTMENT-AC
TABLE
INVESTMENT-AC ID
Account Balance

Notes are Prepared by Virendra Singh Kushwah, Assistant Professor, Department of Computer Application, HIMCS, Mathura 50
The Database Approach

• Flat-File or card index Databases - contain one file. The records can only be accessed in a
limited number of ways, and the number of fields in a record will be limited.
• A Relational Database is designed to handle data in TABLE form and a single database is
likely to contain a number of separate but related, tables.

Database management systems (DBMS)

• A DBMS is application software that lets you create, organize, update, store, and retrieve data
from a single database or several databases. Lets you transform or map data from one model to
another, or between the central model and stored database.
• Teachers access their classes electronically but have a specific view.

The DBMS

• Builds the database – creates and maintains the database dictionary.

• Manages the database - has to ensure problems do not arise if two people simultaneously access a
record and try to update it.
• Governs interactions between application programs, input data and the database itself i.e. allows
users to store, retrieve and update as easily as possible without having to be aware of the internal
structure of the database.
• Provides an interface between users and the database
• Backup and Recovery in event of a system failure.
• Security - password allocation and access rights to particular layouts.

Entities

• When a new system is to be designed, the systems analyst will identify the entities (or tables)
that exist within it.
• An entity is a person, place or thing on which information is maintained - e.g. employee in a
personnel file, Product, Supplier etc. (p.301).
• Examples of entities in a computerised mail order system might be customer, order, invoice,
delivery note, stock item, supplier etc.

Attributes

• These tables are organised into fields (attributes) which are characteristics of entities. (p.302)
• ATTRIBUTES e.g. a Personnel database an entity Employee may have attributes
employeeCode, Name, JobCode, JobTitle, DepartmentCode etc. These attributes determine the
fields in the Employee table. Some attributes may be kept in a different table e.g. JobTitle is
likely to have same value in numerous records

Notes are Prepared by Virendra Singh Kushwah, Assistant Professor, Department of Computer Application, HIMCS, Mathura 51
Relationships

• One of the jobs of the system designer is to map the relationships between entities. This
helps to ensure that the system will have the necessary data structure and that redundancy will
be avoided.
• Relationships between entities can be one to many, many to many and one to one.
• Records within tables are so organized that they can be accessed in any way, i.e. different
entities can be combined in a number of ways because of the relationships established between
them

Types of relationships
In a RDBMS relations are of three types. I will give collage contexts

1 ONE-TO-ONE
Each student develops a unique student history and each student record can only relate to one
student.
Faculty Student

2 ONE-TO-MANY
Each course has many different students but the student-takes table concerns one student.
Faculty Student

3 MANY-TO MANY
Faculty Student

Students can be taught by several faculty and faculty will teach many students
Courses will have many students and students can take many courses
The same course can be taught by several faculties (A-Level IT) and faculty can teach several
courses

Database Management System

 A database management system (DBMS) is a collection of programs that enables you to

store modify and extract information form a database.

The following are the examples of database application

1. Computerized library systems
2. Automated teller machines
3. Flight reservation systems
4. Computerized parts inventory systems.

Notes are Prepared by Virendra Singh Kushwah, Assistant Professor, Department of Computer Application, HIMCS, Mathura 52
Advantage of Data in database
 Database system provides the organization with centralized control of its data

1) Redundancy can be reduced:

 In non-database systems, each application (or) department has its own private file
resulting in considerable amount of redundancy (or) the stored data. Thus storage
space is wasted. By having centralized database most of this can be avoided
2) Inconsistency can be avoided:
 When the same data is duplicated and changes are made at one site, which is not
propagated to the other sites, it gives rise to inconsistency.
 If the redundancy is removed chances of having inconsistent data is removed.
3) Data can be saved:
 The existing application can save the data in a database.
4) Standards can be enforced:
 With the central control of the database, the database administrator can
Enforce standards.
5) Integrity can be maintained
 Integrity means that the data in the database is accurate. Centralized control of the
date helps in permitting to define integrity constraints to the data in the database.

Characteristics of Data in a Database

The data in a database should have the following features:
2. Shared – Data in a database are shamed among different users and applications.
3. Persistence – Data in a database exist permanently in the sense the data can live beyond the
scope of the process that created it.
4. Validity / Integrity / Correctness – Data should be correct with Respect to the real worlds
entity that they represent.
5. Security – Data should be protected from unauthorized access.
6. Consistency- whenever more than are database represents related real – world valves, the
valves should be consistent with respect to the relationship.
7. Non –redundancy – No two data items in a database should represent the same real world
entity.
8. Independence – The three levels in the schema (internal, conceptual and external) should be
independent of each other so that the changes in the schema at one level should not affect the
other levels.

Advantages of DBMS

Control of data redundancy

Data consistency

Sharing of data

Improved data integrity

Improved maintenance through data independence.

Notes are Prepared by Virendra Singh Kushwah, Assistant Professor, Department of Computer Application, HIMCS, Mathura 53
Disadvantages of DBMS
1. Cost of Hardware & Software

A processor with high speed of data processing and memory of large size is required to run the
DBMS software. It means that you have to up grade the hardware used for file-based system.
Similarly, DBMS software is also very costly.

2. Cost of Data Conversion

When a computer file-based system is replaced with a database system, the data stored into data file
must be converted to database file. It is very difficult and costly method to convert data of data files
into database. You have to hire database and system designers along with application programmers.
Alternatively, you have to take the services of some software house. So a lot of money has to be
paid for developing software. •

3. Cost of Staff Trailing

Most DBMSs are often complex systems so the training for users to use the DBMS is required.
Training is required at all levels, including programming, application development, and database
administration. The organization has to be paid a lot of amount for the training of staff to run the
DBMS.

4. Appointing Technical Staff

The trained technical persons such as database administrator, application programmers, data entry
operators etc. are required to handle the DBMS. You have to pay handsome salaries to these
persons. Therefore, the" system cost increases.

5. Database Damage

In most of the organizations, all data is integrated into a single database. If database is damaged due
to electric failure or database is corrupted on the storage media, then your valuable data may be lost
forever.

Relational Database Management System (RDBMS)

A relational database management system (RDBMS) is a database management system (DBMS)
that is based on the relational model as introduced by E. F. Codd. Most popular commercial and
open source databases currently in use are based on the relational database model.

A short definition of an RDBMS may be a DBMS in which data is stored in the form of tables and
the relationship among the data is also stored in the form of tables.

Notes are Prepared by Virendra Singh Kushwah, Assistant Professor, Department of Computer Application, HIMCS, Mathura 54
A relational database management system (RDBMS)

• There are other DBMS approaches (Object oriented etc.)

• The easiest to understand and the most flexible- still the Industry standard approach..
• The only data structure in an RDBMS is the relation itself..
• In making queries information from different tables are combined as the tables share a common data
element.
• Each record within a well-designed table will have a KEY FIELD, which is unique to that record.
• Relationships between tables are shown using LINK FIELDS, there may be several relationships
from one table to other tables. It would be highly unlikely to have more than one link between the
same two tables.
• Using these relations can generate REPORTS using data from several tables.

Advantages of using an RDBMS.

1. Single centralized store of data for all applications in the organization that can then be pooled.
2. Independent of application program - many different applications can use data from common shared
database(s)
3. Data is consistent: when an attribute in a table is updated, its up-to-date value is available to all users of
the RDBMS, in whatever report they use and in exactly the same form.
4. Less data redundancy- because there is only one copy of each attribute kept-duplication should be
eliminated altogether in a well-designed RDBMS
5. Ease of reporting/flexibility -easy to set up new relationships and new entities. New tables and reports
can be set up as and when required.
6. Easier security- all access to data is via a centralized system, a uniform system of security monitoring can
be implemented.

What is the Difference between DBMS and RDBMS?

A DBMS has to be persistent, that is it should be accessible when the program created the data
ceases to exist or even the application that created the data restarted. A DBMS also has to provide
some uniform methods independent of a specific application for accessing the information that is
stored.

RDBMS is a Relational Data Base Management System Relational DBMS. This adds the additional
condition that the system supports a tabular structure for the data, with enforced relationships
between the tables. This excludes the databases that don't support a tabular structure or don't enforce
relationships between tables.

Notes are Prepared by Virendra Singh Kushwah, Assistant Professor, Department of Computer Application, HIMCS, Mathura 55
 MS Access
Overview of MS-Access. Creating tables, queries, forms and reports in MS-Access.

Overview of MS-Access

Microsoft Office Access, previously known as Microsoft Access, is a pseudo-relational database

management system from Microsoft that combines the relational Microsoft Jet Database Engine
with a graphical user interface and software-development tools. It is a member of the Microsoft
Office suite of applications, included in the Professional and higher editions or sold separately. In
mid-May 2010, the current version Microsoft Office Access 2010 was released by Microsoft in
Office 2010; Microsoft Access 2007 was the prior version.

Access stores data in its own format based on the Access Jet Database Engine. It can also import or
link directly to data stored in other applications and databases.

Microsoft Access is used to create simple database solutions. Access tables support a variety of
standard field types, indices, and referential integrity. Access also includes a query interface, forms
to display and enter data, and reports for printing. The underlying Jet database, which contains these
objects, is multiuser-aware and handles record-locking and referential integrity including cascading,
updates and deletes.

Notes are Prepared by Virendra Singh Kushwah, Assistant Professor, Department of Computer Application, HIMCS, Mathura 56