DCSA~Office Automation--1302

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Previous question:
What do you understand by COM? Describe it briefly. 

 Answer : The COM recorder thus becomes an alternate to paper printer as a way of      producing output. Film may be in the form of roll or microfiche.
It is a recent equipment named computer output microfilm (COM). A computer output microfilm equipment integrates computer and microfilm technologies. A document is read (or keyed) into the computer and a microfilm recorder receives the output information either directly from the computer (on-line mode) or through a tape drive (off-line mode). The recorder displays the information as characters on a screen. A high speed camera takes a picture of the displayed information. The film is processed either in the recorder itself or in a separate automatic film developer.
Although the initial cost of such equipment is very high, the cost of film is relatively cheaper and the system provides relatively fast output. A single COM recorder can produce an output of roughly ten line printers.
What is DBMS? What are the primary objectives of DBMS?

Answer : Database Management System (DBMS) is essentially a collection of interrelated data and a set of software programs (or group of programs) that provides storage, access, security, and other facilities of those data. The DBMS permits an organization to centralize data, manage them efficiently, and provide access to stored data by application programs. Database Management System can store data one time and allow multiple programs to access those data. So data redundancy and inconsistency is removed in Database Management System. A major purpose of a database management system is to provide users with an abstract view of data.
The primary objective of DBMS is
• To provide a convenient way to store data into a database.

• To provide an efficient manner to retrieve data from database.
 Describe the advantage and disadvantages of time sharing systems.
Answer : Time sharing systems is similar to the shared-logic system except that the central processor is used for data processing also. A few advantages expected from a time-sharing system are :
• Terminals can be added at very little extra cost
• The power of the main system is available for word processing,
• Terminals can make use of the files already residing in the computer's storage in preparing reports and documents.
Such terminals may be installed any where in the organization and can be used to communicate with each other. However, this approach has some drawbacks :
• Since the total system is not dedicated to word processing, the priority assigned to word processor activity may be low. In such cases, the word processor operators may be required to wait in line.
• Terminals are less "user friendly". That is, the users of terminals must follow certain procedures for using the central computer.

• The printers used for data processing applications are of poor quality. However, this can be overcome by installing a letter quality printer for word processing service.
What are the drawbacks of a shared-logic system?
Answer : Shared-logic system is a word processing system that allows more than one user to work simultaneously. A shared-logic system is composed of a central unit-including a processing unit (CPU) a CRT terminal, disk storage device(s), and printer(s) - and one or more remote CRT terminals for input/editing. While two or more independent stand-alone systems increase reliability and flexibility of operations, storage and speed of these individual systems may not be adequate to meet certain applications. In such situation, a larger computer (usually a mini-computer) is used as a central processor and a number of keyboards with display screens are used as terminals. These remote CRT terminals do not have their own processing and storage capabilities but share the logic and storage sections of the central processor. Such terminals are often referred to as "dumb" or "non-intelligent" terminals. Fig. 2.3 illustrates a typical shared logic system that shares not only the processor and storage but also the printers.
 What are the features of a photocopier?
Answer : Photocopiers can produce copies in the range of 15 to 50 copies per minute automatically. It is a fast to replacing the duplicators. Photocopiers do not require the preparation of a master. 
• Automatic paper feeding
• Provision for feeding different sizes of paper
• Copy selector to set for a specified number
• Copy counter.

• Photocopiers are also available with attachments that can collate, staple, and stack copied documents.
Compare Word Processing with Data Processing.
Answer :
How word processing differs from data processing is as follows :

Word processing
Data processing
1. Done mostly on words
2. Word manipulation and formatting is performed flexibly.
3. It is a qualitative process.
4. Errors are relatively easy to locate.
5. Word processing concentrates on preparation of documents such as letters and reports.
1. Done mostly on numerical data.
2. Data manipulation requires careful formatting.
3. It is a qualitative process.
4. Errors are more difficult to locate.
5. Data processing is concerned with performing tasks associated with applications such as payroll, inventory control, accounts payable/receivable etc.

What is telex? Describe the system.
Answer : The telex system is extremely widespread and found in almost every office. The conventional method of transmitting information in the form of text is through the teleprinter exchange system called "telex".
In this system, text is transmitted over telecommunications lines between two terminals called teleprinters that look like typewriters. After establishing connection with the distant terminal, text is keyed into the keyboard of the sending-end terminal. The text is then transmitted over the lines to the receiving-end teleprinter which prints out the message automatically.
These terminals may also be connected to computers to extend the use of computers to various places of work in an organization. With the introduction of microprocessors, the teleprinter terminals that are connected to computers are being replaced by the terminals with display screen and processing power.
 What are the advantages of spreadsheet software over pencil, paper and calculator?
Answer : Spreadsheet software has three advantages over pencil, paper and calculator. First, the speed and accuracy at which the computer can perform calculations enables the user to review data trends much sooner than if done by hand. Second, the electronic spreadsheet has built into it all the basic financial, mathematical, statistical, and scientific formulas. This greatly enhances the efficiency of the user. Finally, if any of the data is modified, the electronic spreadsheet recomputed the entire spreadsheet automatically and almost instantly. Any thing that can be done with a pencil, a pad of paper, and a calculator can be done faster and far more accurately with an electronic spreadsheet.
What are the benefits of teleconferencing?
Answer : A computer based teleconference is referred to as computer teleconferencing.
Computerized teleconferencing offers a number of advantages. Some of them are :
• A person can take part in many on-going conferences using much less time than for face-to face meetings.
• User can read and write at a time suitable to himself or herself.
• User need not wait for a scheduled time to take up a problem. He can communicate on any day or as and when a problem comes up.
• Messages are well prepared.
• Messages of less importance can be skipped.
• An issue or a problem could be addressed to a large group of people for their comments and suggestions. It is possible to consolidate the suggestions within a day or two.
• Since it does not involve any travel and stay, it not only saves money but also encourages even less interested people to participate.
• People with different mother-tongues find it easier to understand written messages than spoken ones. They can take their time to read.
b) What do you know about computerized teleconferencing?
Answer : A computer based teleconference is referred to as computer teleconferencing. The system can be used by hundreds of people at diverse geographical locations. Each participant must have an access to a computer terminal connected to the conference network. Since the conference dialogue may be stored, it's not necessary for all participants to be on-line at their PCs or terminals at the same time. And, of course, it is also not necessary that they may be physically present at the same place. Instead, a person can sit at the terminal/workstation at a convenient time during the day, call up any messages/conversations, respond to questions and then sign off. Several features make computerized teleconferencing much easier to use :
* Several conference participants can "talk" at the same time. Once again, interruptions of other important work can be avoided.
* User can freely write messages into the conference which are then made available to the other members of the conference.
* The user can directly write his or her own comments and messages which will be stored in the conference database.
c) Point out some of the advantages of computerized teleconferencing.
Answer : A computer based teleconference is referred to as computer teleconferencing.
Computerized teleconferencing offers a number of advantages. Some of them are :
• A person can take part in many on-going conferences using much less time than for face-to face meetings.
• User can read and write at a time suitable to himself or herself.
• User need not wait for a scheduled time to take up a problem. He can communicate on any day or as and when a problem comes up.
• Messages are well prepared.
• Messages of less importance can be skipped.
• An issue or a problem could be addressed to a large group of people for their comments and suggestions. It is possible to consolidate the suggestions within a day or two.
• Since it does not involve any travel and stay, it not only saves money but also encourages even less interested people to participate.
• People with different mother-tongues find it easier to understand written messages than spoken ones. They can take their time to read.
Analytical Questions with Answer  :
# Critically discuss advantages and disadvantages of automated office.
# অটোমেটেড অফিসের সুবিধার এবং অসুবিধাগুলি সম্পর্কে সমালোচনামূলকভাবে আলোচনা করুন।
Ans :- Advantages Automating processes reduces(কমানো) our   involvement in mundane clerical tasks, such as organizing customer data or creating reports, and leaves us to concentrate on the parts of your business that we prefer. It allows a few employees to perform the tasks of many, such as when one machine automatically chooses, packs and labels products for shipping. Automation enables people with lower skill levels to perform higher-level tasks, such as when a clerk(কেরানী) creates an attractive and compelling presentation by typing text into software templates that pull in third-party pictures, videos and music. Automating information systems reduces storage space, speeds retrieval and allows several employees to access the same data at the same time.

Disadvantages Office automation can be expensive (ব্যয়বহুল)when we first invest in software and equipment. A professional office suite or a machine that scans duplicates and binds documents, for example, can be quite expensive. Older or less-skilled employees who are used to manual methods might find it difficult to operate and adjust to automatic processes. This could require additional and time-consuming training. If the automated system does not function -- when power is interrupted, for example -- you might not be able to use manual methods to continue business. For instance, if your product catalog exists exclusively on your computer and the system goes down, you might be unable to take and process orders.

# Identify and discuss some of the goals of office automation.
Ans :- The goals of office automation may be expressed in terms of
• Greater efficiency,
 • Better service,
 • Better accuracy,
• Demanding for timeliness,
• Facility in control,
• Standardization of office routine,
• Relieves of monotony,
• Prevention of fraud,
• Better information retrieval,
• Lower operating cost,
• Reduction in paper work,
• Improved communication environment.
Some of content details discuss blew-
Greater Efficiency: The use of computers and other office automation technologies on large scale has made prices lower by 10 to 30 percent and often much more than they would be without computers. The use of office automation technologies improves productivity i.e. the amount of goods or services that individuals and machines can produce in a given time period. These productivity gains can lead to (i) a stronger competitive position and (ii) higher levels of real income for an increased number of individuals. So, office automation brings speed and efficiency to all types of office work. Improved efficiency leads to greater profitability and at the same time creates good images in the minds of the people who deal with office.
Better Service: Offices use office automation technologies to improve the service they provide to customers, clients, patients etc. For example, Computer processing techniques and office automation tools make possible:
• shorter waiting lines at airline ticket offices and at the reservation desks of hotels, motels and car-rental agencies • faster and more accurate answers to the inquiries of people served by the offices • more convenient handling of purchase transactions through the use of credit cards • more efficient customer service and control in retail outlets.
Thus, office automation provides better service and help to improve the quality of work done in the office.
Better Accuracy: If a data processing operation is strained to and beyond the capacity for which it was originally planned, inaccuracies begin to appear and the control of official activities suffers. Computer processing, becomes quite accurate if the task to be performed are properly prepared. So, office automation ensures better accuracy. Chances of errors are almost eliminated. Thus work goes on smoothly and bottlenecks and delays are eliminated.
Etc. are goals of office automation
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Office Automation and MS Office
Table of Contents

Unit 1 : Office Automation
Lesson 1: Goal of Office Automation
Lesson 2: Office and Office Automation
Lesson 3: Computer Mail System
Unit 2 : Office Automation Tools and Technology
Lesson 1: Telecommunication and Word Processor
Lesson 2: WP Hardware Configuration
Lesson 3: Reprographics
Lesson 4: Electronic Mail and Electronic-Filing
Lesson 5: Facsimile Transmission and Micrographics
Lesson 6: Voice Technology
Unit 3 : Microsoft Word and Basics of Word Processing
Lesson 1: Basic File Operations
Lesson 2: Locating and Managing Documents
Lesson 3: Previewing a Document before Printing
Lesson 4: Printing Documents
Unit 4 : Typing and Editing
Lesson 1: Moving Inserting Points, Scrolling and Selecting Text
Lesson 2: Editing Word Art and Equation Editor
Lesson 3: Finding, Replacing and Moving Texts
Lesson 4: Proofing Documents
Unit 5 : Formatting Text and Pages
Lesson 1: Character and Paragraph Formatting-I
Lesson 2: Paragraph Formatting-II and Formatting List
Lesson 3: Page Formatting
Unit 6 : Tables and Newspaper-Style Columns
Lesson 1: Table-I
Lesson 2: Table-II
Lesson 3: Newspaper Style Columns
Lesson 4: Drawing in Word
Unit 7 : Spreadsheet Analysis
Lesson 1: Introduction to Spreadsheet
Lesson 2: Spreadsheet Fundamentals
Lesson 3: Entering Data
Lesson 4: Formulas and Functions
Lesson 5: Advanced Editing, Alignment and Fonts
Lesson 6: Formatting Numbers, Adding Borders and Shades
Lesson 7: Changing Cell Size and Page Setup
Lesson 8: Printing Worksheets
Lesson 9: Creating and Modifying a Chart
Unit 8 : Introduction to Database
Lesson 1: Understanding Database, Database Management System
Lesson 2: Getting Familiar with Microsoft Access for Windows
Lesson 3: Inserting Data to Database
Unit 9 : Sorting, Filtering, Indexing and Creating Relationships Database
Lesson 1: Understanding Sorting and Filtering
Lesson 2: Understanding Indexing and Relationship
Unit 10 : Microsoft Access Queries
Lesson 1: Different Types of Queries
Lesson 2: Creating Microsoft Access Queries
Lesson 3: Advanced Queries
Unit 11 : Introduction to Form and Report
Lesson 1: Familiarize with form
Lesson 2: Designing Report
Lesson 3: Advanced Report

Unit 1 : Office Automation
Lesson 1: Goal of Office Automation
2. Analytical questions
1. Identify and discuss some of the goals of office automation.
Answer : Office automation is a broadly used term and it represents a new profession, a new integration of technologies and a new perception of the potential of information tools available to man.
The goals of office automation may be expressed in terms of
• Greater efficiency,
• Better service,
• Better accuracy,
• Demanding for timeliness,
• Facility in control,
• Standardization of office routine,
• Relieves of monotony,
• Prevention of fraud,
• Better information retrieval,
• Lower operating cost,
• Reduction in paper work,
• Improved communication environment.
2. Critically discuss advantages of an automated office.
Answer : Office automation provides better service and help to improve the quality of work done in the office.
• shorter waiting lines at airline ticket offices and at the reservation desks of hotels, motels and car-rental agencies
• faster and more accurate answers to the inquiries of people served by the offices
• more convenient handling of purchase transactions through the use of credit cards
• more efficient customer service and control in retail outlets.
3. Discuss the effect of reduction of paper work on the environment.
Answer : Office workers use to output written documents on paper - a physical medium that (i) takes space, (ii) requires postage for mailing or effort for delivering, (iii) often gets stored in file cabinets that is space consuming, (iv) requires additional work to update and destroy. Only office automation provides a number of ways for accomplishing these through the use of office automation technologies such as computer processing, distributed data processing, e-mail, and teleconferencing etc.
Lesson 2: Office and Office Automation
2. Analytical questions
1. What is an office? What are the functions of an office?
Answer : "A place where proper records for the purpose of control information and efficient and effective operations are prepared, handled and serviced". An office is primarily concerned with the records of organization - making records, using records and preserving them for future reference.
The functions performed by an office may be classified as primary and secondary.
• Primary function of the office is to make, preserve and use records of the organization.
• The secondary functions may be divided into the following five categories.
2. What do you understand by office automation?
Answer : Office automation is a process that involves people, procedure and technology. Office automation include increased productivity, greater accuracy, lower clerical cost, continuously decreasing cost, decreasing size and increasing capabilities, quality and flexibility of outputs, and ease of operations.
Office automation supports a large number of software packages that could be used as decision support tools. Important ones are :
• Word processor,
• Database management systems,
• Electronic spreadsheets,
• Graphics packages,
• Electronic mail systems.
3. Describe how administrators and employees may be harmed by the use of office automation technologies.
Answer : Office automation involves the use of computers, in conjunction with other electronic-equipment to automate the basic secretarial and clerical tasks of office. The problems which can obstruct the growth of office automation are as follows :
Wrong management approach for a particular office.
System miscalculation have also victimized individuals.
People may be unable to locate records in large files because the records may have been stored under a number of different classification schemes.
Poor selection of equipment relative to the employee's skill levels.
Besides these, the following symptoms may be found, these are-
• withholding a data and information, • providing inaccurate information,
• distrusting computer outputs, • showing lowered morale.
The lack of control over office automation system security has resulted in :
• economic loss, i.e. theft of money and goods, • misrepresentation of facts,
• system penetration and espionage, • a loss of privacy for individuals,
• inconvenience, • and dehumanization.
4. What are the problems that can obstruct the growth of office automation?
Answer : The problems which can obstruct the growth of office automation are as follows :
• Monotonous job specialization can lead to boredom, frequent errors, high personnel turnover and high training cost.
• People may be unable to locate records in large files because the records may have been stored under a number of different classification schemes.
• Cost associated with storing and duplicating documents within an organization or office, as well as the cost of preparing and mailing documents are often very high.
• Wrong management approach for a particular office.
• Poor selection of equipment relative to the employee's skill levels.
• Some administrators have lost their job or have suffered a loss of status and prestige when office automation systems were installed, and others have suffered anxiety at being forced to give up familiar surroundings and procedures and to learn new techniques.
• Clerical employees, for example, have often been displaced by computers and production employees are being threatened (or sometimes displaced) by the rapidly increasing use of office automation technologies or computer controlled machines.
Lesson 3: Computer Mail System
2. Analytical questions
1. Why should we use Computer Mail/ Message System?
Answer : A computer mail/message system (CMMS) is a network that can store, transmit and deliver electronic messages avoiding the usual postal services.
A written message can be keyed into the system at any time for onward transmission. The message is received and stored in the receiving system. The receiver reviews the stored message at a time convenient to him. A visual display terminal is used to review the message.
We should use Computer Mail/ Message System mainly due to two reasons :
• The cost of sending a message over a CMMS has been continuously decreasing. It is dropping by 10 to 15 per cent every year.
• The postal service is relatively slow and messages get lost sometimes. When telephone is used to convey a message, it is not certain that the message will reach the concerned person.
2. What do you know about VMS? Briefly describe.
Answer : Voice mail boxes reduce/eliminate many frustrations of telephone communications, such as busy signals, non-availability of concerned persons and disturbances during an important meeting.
Voice Mail System (VMS) holds a recorded voice message. The caller establishes a connection between his/her phone and a computer and notifies the computer that he/she wants to leave a message at a particular number. The caller then leaves the message orally on the phone. The computer, in turn, converts the caller's oral message into a digital signal and forwards it to the concerned destination. At the receiving end, the voice message is recorded and stored until the receiver requests for it. The receiver, at any time convenient to him, can hear the computerized reproduction of the caller's voice. The same voice message can be sent to many people.

3. What is telex? Describe the system.
Answer : The telex system is extremely widespread and found in almost every office. The conventional method of transmitting information in the form of text is through the teleprinter exchange system called "telex".
In this system, text is transmitted over telecommunications lines between two terminals called teleprinters that look like typewriters. After establishing connection with the distant terminal, text is keyed into the keyboard of the sending-end terminal. The text is then transmitted over the lines to the receiving-end teleprinter which prints out the message automatically.
These terminals may also be connected to computers to extend the use of computers to various places of work in an organization. With the introduction of microprocessors, the teleprinter terminals that are connected to computers are being replaced by the terminals with display screen and processing power.
4. Describe different kinds of video text system?
Answer : Videotex refers to the transmission system that uses a TV set to display text. The development of videotex systems have led to the use of computer-based information services in the home. There are two kinds of videotex systems, namely, • teletext and • viewdata.
This kind of service is popular in Britain. Both the British Broadcasting Corporation (BBC) and Independent Television (ITV) provide 'pages' of information on request by the viewer. The request is made by keying in page numbers on a hand-held control unit (keypad) and within a few seconds the requested page appears on the screen.
This system links "viewdata terminals" to a central computer via telephone lines. The terminals are normally modified television sets which can still receive usual TV signals. A word processor can also be used as a terminal.
Unit 2 : Office Automation Tools and Technology
Lesson 1: Telecommunication and Word Processor
2. Analytical questions
a) What do you know about word processor and telecommunication?
Answer : The technologies in the automated office have made and continue to make substantial changes in the conduct of many standard office functions like word processor and telecommunication.
Word processing is the process of transforming ideas into written communication quickly and accurately through the use of computer technology. It requires trained people and a set of office procedures to do the job effectively. Word processing involves the production of letters, reports and other documents by means of electronic equipment.  
Modern telecommunication techniques provide improved information exchange and more management control over dispersed parts of an office or organization. The transmission and reception of signals, writing, sounds, and intelligence of any nature are possible by wire, radio, light beam or any other electronic means Telecommunication. A local area network uses special coaxial or fibber optic cables with appropriate interface units and belongs to the using organization. The transmission speed is very high and it is possible to connect together terminals, word processors and computers of different vendors.
b) What are the advantages of a word processor over a standard electronic type writer?
Answer : The advantages of a stand alone word-processor over an electronic typewriter is as follows :
• inserting text and deleting text.
• spacing, searching for and replacing portions of text.
• text scrolling (moving in any direction, text that will not all fit on the screen to view select portions); text arrangement (formatting with automatic centering, margins, pagination etc.)
• moving blocks of text from one location to another; production of form letters or standard documents.
c) Point out some of the advantages of OCRs?
Answer : Optical Character Reader (OCR) is the direct reading and conversion of typed or handwritten characters into computer readable form.
The steps in an OCR system are to prepare the document, read it, recognize characters, edit and format output, and finally output the results directly to the I/O channels or to an off-line computer tape or disk.
The advantages of using an OCR are :
• It can be used to reformat preprinted or pre-typed documents by inputting through the reader and outputting on the systems printer
• It can be used to consolidate texts from various documents into one document
• It can serve as a link between the word processing system and the conventional typewriter. Since OCR eliminates human element in data entry, it improves data accuracy and timeliness of output. However, if the document is poorly prepared, it can create difficulties.
d) What are the features of a photocopier?
Answer : Photocopiers can produce copies in the range of 15 to 50 copies per minute automatically. It is a fast to replacing the duplicators. Photocopiers do not require the preparation of a master. 
• Automatic paper feeding
• Provision for feeding different sizes of paper
• Copy selector to set for a specified number
• Copy counter.
• Photocopiers are also available with attachments that can collate, staple, and stack copied documents.
e) Compare Word Processing with Data Processing.
Answer :
How word processing differs from data processing is as follows :
Word processing
Data processing
1. Done mostly on words
2. Word manipulation and formatting is performed flexibly.
3. It is a qualitative process.
4. Errors are relatively easy to locate.
5. Word processing concentrates on preparation of documents such as letters and reports.
1. Done mostly on numerical data.
2. Data manipulation requires careful formatting.
3. It is a qualitative process.
4. Errors are more difficult to locate.
5. Data processing is concerned with performing tasks associated with applications such as payroll, inventory control, accounts payable/receivable etc.

Lesson 2: WP Hardware Configuration
2. Analytical questions
a) Describe stand-alone and shared-resource systems.
Answer : The most common word processor hardware configurations are :
• Stand-alone systems
• Shared-logic systems
• Shared-resource systems
• Distributed-logic systems
• Time-sharing systems.
A stand alone system is a self contained, single terminal systems located at one place with its own CPU, a CRT terminal, a keyboard, peripheral storage device and a printer. Since stand-alone systems are independent of other units in the office, these are relatively easy to implement in the office environment. They cost less and are most suitable for small offices.
This is a cluster of two or more small word processing systems with their own processors and floppy drives that share certain costly components such as printers and hard disks. It’s a kind of configuration that is commonly used in large offices is the "shared-resource" or "shared facility system". This also ensures the optimum use of printers and hard disks which might otherwise be under utilized.
b) Point out some of the advantages of shared-logic system over multiple stand-alone system.
Answer : shared-logic system is composed of a central unit -
including a processing unit (CPU) a CRT terminal, disk storage device (s), and printer (s) - and one or more remote CRT terminals for input/editing.
A stand alone system is a self contained, single terminal systems located at one place with its own CPU, a CRT terminal, a keyboard, peripheral storage device and a printer. Since stand-alone systems are independent of other units in the office, these are relatively easy to implement in the office environment. They cost less and are most suitable for small offices.
The shared-logic systems possess the following advantages over multiple stand-alone systems :
• A shared-logic system is more economical. This is due to relatively low-cost dumb terminals. When load increases, an additional dumb terminal can be added without the need to duplicate the entire range of components
• A centralized processor is more powerful and more sophisticated than individual internal processing units.
• Since a shared-logic system usually shares an external storage unit also, it is possible for many people to work simultaneously on a single document stored in the external storage.
c) What are the drawbacks of a shared-logic system?
Answer : Shared-logic system is a word processing system that allows more than one user to work simultaneously. A shared-logic system is composed of a central unit-including a processing unit (CPU) a CRT terminal, disk storage device(s), and printer(s) - and one or more remote CRT terminals for input/editing. While two or more independent stand-alone systems increase reliability and flexibility of operations, storage and speed of these individual systems may not be adequate to meet certain applications. In such situation, a larger computer (usually a mini-computer) is used as a central processor and a number of keyboards with display screens are used as terminals. These remote CRT terminals do not have their own processing and storage capabilities but share the logic and storage sections of the central processor. Such terminals are often referred to as "dumb" or "non-intelligent" terminals. Fig. 2.3 illustrates a typical shared logic system that shares not only the processor and storage but also the printers.
d) Describe the advantage and disadvantages of time sharing systems.
Answer : Time sharing systems is similar to the shared-logic system except that the central processor is used for data processing also. A few advantages expected from a time-sharing system are :
• Terminals can be added at very little extra cost
• The power of the main system is available for word processing,
• Terminals can make use of the files already residing in the computer's storage in preparing reports and documents.
Such terminals may be installed any where in the organization and can be used to communicate with each other. However, this approach has some drawbacks :
• Since the total system is not dedicated to word processing, the priority assigned to word processor activity may be low. In such cases, the word processor operators may be required to wait in line.
• Terminals are less "user friendly". That is, the users of terminals must follow certain procedures for using the central computer.
• The printers used for data processing applications are of poor quality. However, this can be overcome by installing a letter quality printer for word processing service.
e) What do you mean by dumb terminal and intelligent terminal?
Answer :
Dumb terminal is a terminal that does not have a microprocessor to control various terminal tasks.
Intelligent terminal contain its own processor and memory.
Lesson 3: Reprographics
2. Analytical questions
a) What are the related technologies that make up reprographics?
Answer : A group of technologies such as photo-composition, phototypesetting and electronic printing/intelligent copying are used for the rapid printing and copying of the output of office automation systems are called Reprographics.
The related technologies that make up reprographics are given below:
(i) Photo-composition, (ii) Phototypesetting, (iii) Electronic printing,
(iv) Intelligent copying, (v) OCR, (vi) Conventional printing
b) What are the functions of an electronic printer?
Answer : An electronic printer is a multiple-use device that can print directly from word processing files; transmit, receive & print electronic mail.
There are several functions of an electronic printer?
(i) An electronic printer is a multiple-use device that can print directly from word processing files.
(ii) It can transmit, receive and print electronic mail.
(iii) The print computer output remotely; perform standard photocopying.
(iv) It usually copy and print at medium speeds (35 to 50 pages per minute).
(v) It produce medium quality printed text and is very expensive.
Lesson 4: Electronic Mail and Electronic-Filing
2. Analytical questions
a) What is the main advantages of e-mail over conventional communication?
Answer : e-mail is an effective means of communicating with right person at the right time. One major advantage of e-mail over the telephone is that receiving party does not have to be present to receive the mail; the message is stored for future retrieval. Other advantages are as follows :
• One to many communication is simple and easily achievable
• Using e-mail, people can work at home or travel while maintaining needed contact with their peers, superiors and subordinates
• It is very fast
• A message can be sent to many people at once
• It also leaves a written copy of messages that can be filed away or forwarded.
• E-mail is convenience to busy executives, who are often pressed for time but need to communicate efficiently.
• Early forms of e-mail include telex, telegrams and mailgrams.
b) Point out the advantages of e-filling over conventional-filing?
Answer : Electronic filing is a technology for entering and storing documents for retrieval in the future. The major advantages of electronic filing over conventional filing are that the physical space demands are reduced and retrieval is more rapid, systematic, well-indexed or orderly.
The use of electronic filing is as follows :
• The first use is to access and display customer information to reply customer inquiries.
• Another use in correspondence files, where the indexing system allows ready review of selected portions of correspondence e.g. all memos written to a particular individual during a specified time period.
c) What are the basic aspects of e-mail system? Briefly describe.
Answer : Electronic mail is a system that delivers messages at electronic speed.
Some basic aspects and services of and email system are:
Composition: It refers to the process of creating messages and answers-e.g. when answering a message, the mail system can extract the originator's address from incoming mail and automatically inserts it into the proper place in the reply.
Transfer : It refers to moving messages from the originator to the recipient. The mail system should do this completely automatically, without bothering the user. Reporting has to do with telling the originator what happened to the message. Was it delivered? Was it rejected? Was it lost?
Conversion : It may be necessary to make message suitable for display on the recipients terminal or printer.
Formatting : It pertains to the form of displayed message on the recipients terminal. If the input file were to be transmitted by e-mail it would have to be reformatted at the receiving end to give it desired appearance.
d) What do you understand by electronic filling? Point out some of the uses of electronic filing.
Answer : Electronic filing is a technology for entering and storing documents for retrieval in the future. The major advantages of electronic filing over conventional filing are that the physical space demands are reduced and retrieval is more rapid, systematic, well-indexed or orderly.
The use of electronic filing is as follows :
• The first use is to access and display customer information to reply customer inquiries.
• Another use in correspondence files, where the indexing system allows ready review of selected portions of correspondence e.g. all memos written to a particular individual during a specified time period.
Lesson 5: Facsimile Transmission and Micrographics
2. Analytical questions
a) What is facsimile transmission?
Answer : Facsimile transmission is a technique that records an electronic picture of an entire page of a document on a facsimile unit and transmits it to another facsimile terminal at a remote location. Most often the user establishes a network connection between a facsimile transmitter and receiver by telephone dialing. Facsimile systems use synchronized scanning at the transmitter and receiver ends. The original document is placed around a drum in the facsimile machine and scanned line by line. The resulting electrical signals are transmitted over telecommunications line to the distant receiving stations. Here they are duplicated either on paper or film. This system enables a precise reproduction of the original document. There are two kinds of facsimile systems, namely analog and digital.
In an analog system, the scanner moves across the document reading every part of it and each scanned element is converted into an electrical signal.
In a digital system, the scanner reads only the part that contains information and does not read blank spaces.
b) Describe different kinds of facsimile system
Answer : The use of facsimile is not new. However, computer-linked facsimile
networks are new and are playing an important role in office automation.
There are two kinds of facsimile systems, namely analog and digital.
In an analog system, the scanner moves across the document reading every part of it and each scanned element is converted into an electrical signal.
In a digital system, the scanner reads only the part that contains information and does not read blank spaces. The images are converted into short, binary signals (in series of pulses). Digital facsimiles are much faster than analog systems. Facsimile are used to transmit high resolution graphical images such as photograph and signatures. There are two types of facsimile equipment.
• Convenience unit: It is capable of sending a business letter in about one minute and it can also receive incoming documents.
• Central unit: It functions at higher speeds, transmitting a business letter in less than 30 seconds, can often send and receive documents automatically i.e. without operator intervention.
Some common uses of facsimile are the transmission of military and law enforcement communications, sales orders, business contracts, engineering drawings, internal memos, news photos, weather information (such as transmitting weather maps to ships and planes) and graphics. It may also be used for medical purposes, e.g. for cancers treatment at a group of geographically dispersed hospitals.
c) What is micrographics?
Answer : Micrographics is the production, storage and retrieval of miniaturized
information on films, referred to as microfilms.
In other words, micrographics refers to the technology by which images of text are photographically reduced and stored on films. The processed outputs are often called "microforms". Large volume of information can be stored in a relatively small area. Microform readers can be used to display the information (for reading) as well as to produce printed outputs. Two kinds of microforms are popular: microfilm and microfiche.
One common use of micrographics is automated filing. This is accomplished with an automated microfilm reader / printer. Another uses of micrographics is as a computer output microfilm device for word processing or electronic mail.
d) What do you understand by COM? Describe it briefly. 
Answer : The COM recorder thus becomes an alternate to paper printer as a way of producing output. Film may be in the form of roll or microfiche.
It is a recent equipment named computer output microfilm (COM). A computer output microfilm equipment integrates computer and microfilm technologies. A document is read (or keyed) into the computer and a microfilm recorder receives the output information either directly from the computer (on-line mode) or through a tape drive (off-line mode). The recorder displays the information as characters on a screen. A high speed camera takes a picture of the displayed information. The film is processed either in the recorder itself or in a separate automatic film developer.
Although the initial cost of such equipment is very high, the cost of film is relatively cheaper and the system provides relatively fast output. A single COM recorder can produce an output of roughly ten line printers.
e) Draw the schematic diagram of COM reproduction system.
Answer :

f) How information on film or microfiche can be read?
Answer : A document is read (or keyed) into the computer and a microfilm recorder receives the output information either directly from the computer (on-line mode) or through a tape drive (off-line mode) The recorder displays the information as characters on a screen. A high speed camera takes a picture of the displayed information. The film is processed either in the recorder itself or in a separate automatic film developer. The COM recorder thus becomes an alternate to paper printer as a way of producing output. Film may be in the form of roll or microfiche. Film duplicators can be used to make as many copies of the developed film as needed. The information on a film or microfiche is read by users using microfilm viewing devices either manually or with the help of a computer. In the computer assisted retrieval (CAR) the user can simply ask for a particular page and the computer finds it and displays it on the screen. If the paper copy of the document is needed, a reader-printer is used to provide printed outputs. Although the initial cost of such equipment is very high, the cost of film is relatively cheaper and the system provides relatively fast output.
g) Point out some of the uses of micrographics.
Answer : One common use of micrographics is automated filing. This is accomplished with an automated microfilm reader / printer. Another uses of micrographics is as a computer output microfilm device for word processing or electronic mail.
Lesson 6: Voice Technology
2. Analytical questions
a) What are the benefits of teleconferencing?
Answer : A computer based teleconference is referred to as computer teleconferencing.
Computerized teleconferencing offers a number of advantages. Some of them are :
• A person can take part in many on-going conferences using much less time than for face-to face meetings.
• User can read and write at a time suitable to himself or herself.
• User need not wait for a scheduled time to take up a problem. He can communicate on any day or as and when a problem comes up.
• Messages are well prepared.
• Messages of less importance can be skipped.
• An issue or a problem could be addressed to a large group of people for their comments and suggestions. It is possible to consolidate the suggestions within a day or two.
• Since it does not involve any travel and stay, it not only saves money but also encourages even less interested people to participate.
• People with different mother-tongues find it easier to understand written messages than spoken ones. They can take their time to read.
b) What do you know about computerized teleconferencing?
Answer : A computer based teleconference is referred to as computer teleconferencing. The system can be used by hundreds of people at diverse geographical locations. Each participant must have an access to a computer terminal connected to the conference network. Since the conference dialogue may be stored, it's not necessary for all participants to be on-line at their PCs or terminals at the same time. And, of course, it is also not necessary that they may be physically present at the same place. Instead, a person can sit at the terminal/workstation at a convenient time during the day, call up any messages/conversations, respond to questions and then sign off. Several features make computerized teleconferencing much easier to use :
* Several conference participants can "talk" at the same time. Once again, interruptions of other important work can be avoided.
* User can freely write messages into the conference which are then made available to the other members of the conference.
* The user can directly write his or her own comments and messages which will be stored in the conference database.
c) Point out some of the advantages of computerized teleconferencing.
Answer : A computer based teleconference is referred to as computer teleconferencing.
Computerized teleconferencing offers a number of advantages. Some of them are :
• A person can take part in many on-going conferences using much less time than for face-to face meetings.
• User can read and write at a time suitable to himself or herself.
• User need not wait for a scheduled time to take up a problem. He can communicate on any day or as and when a problem comes up.
• Messages are well prepared.
• Messages of less importance can be skipped.
• An issue or a problem could be addressed to a large group of people for their comments and suggestions. It is possible to consolidate the suggestions within a day or two.
• Since it does not involve any travel and stay, it not only saves money but also encourages even less interested people to participate.
• People with different mother-tongues find it easier to understand written messages than spoken ones. They can take their time to read.
d) What are the advantages of digital voice?
Answer :
e) What do you know about video conferencing?
Answer : Video conferencing is an alterative to computer conferencing that refers to the electronic linking of geographically scattered people who are all participating at the same time. Facsimile devices,
electronic blackboards that can cause chalk marking to be reproduced on distant TV monitors, desktop picture phones. These and other technologies allow people to meet at a common time and communicate over wide distances. Of course, there are advantages in face-to-face meetings that videoconferencing can not replace. Facial expressions and body language can convey information that might be missed with videoconferencing. But time, energy, and money are saved when people do not have to travel long distances to attend a meeting.

Unit 3 : Microsoft Word and Basics of Word Processing: N/A
Unit 4 : Typing and Editing
Unit 5 : Formatting Text and Pages

Lesson 3: Page Formatting
7. Analytical questions
a) What do you understand by pagination?
Answer : Pagination is the process of separating a document's text into pages. The separations between pages are called page breaks.
There are two types of page breaks in Word.
Automatic page breaks, which Word automatically inserts into a document. An automatic page break appears as loosely spaced dotted line across the text area.
Manual page breaks, which you insert into the document. A manual page break appears as a tightly spaced dotted line with the words Page Break in the center of the line.
b) How many types of page breaks are there in the Word?
Answer : There are two types of page breaks in Word.
Automatic page breaks, which Word automatically inserts into a document. An automatic page break appears as loosely spaced dotted line across the text area.
Manual page breaks, which you insert into the document. A manual page break appears as a tightly spaced dotted line with the words Page Break in the center of the line.
Unit 6 : Tables and Newspaper-Style Columns : N/A
Unit 7 : Spreadsheet Analysis
Lesson 1: Introduction to Spreadsheet
2. Analytical questions
a) Who are the probable users of spreadsheet software?
Answer : electronic spreadsheets are a multifaceted tool. Though they are mainly intended for business accounting purposes, yet scientific and engineering, presentation graphics, database management applications are very common.
* A business person, a student or a teacher, or perhaps you are an accountant, lawyer, physician, financial analyst, or real estate investors use spreadsheet software for prepare their analysis data, report and charts etc.
* Spreadsheets can be used to help automate financial statements, business forecasting, transaction registers, inventory control, accounts receivable, accounts payable etc.
* Spreadsheets can also be used as a database management tool. Here database manipulation is simple.
* Electronic spreadsheets can also be used as a powerful application development tool. You may create serious large scale custom applications using them.
b) Name a few spreadsheet software currently available in the software marketplace.
Answer : Spreadsheets can be used to help automate financial statements, business forecasting, transaction registers, inventory control, accounts receivable, accounts payable etc.
* Microsoft Excel, Enable, QuattroPro, Multiplan, PeachCalc, pfs:plan, Smart Spreadsheet, SuperCalc3, are other examples of spreadsheet software available.
c) What are the advantages of spreadsheet software over pencil, paper and calculator?
Answer : Spreadsheet software has three advantages over pencil, paper and calculator. First, the speed and accuracy at which the computer can perform calculations enables the user to review data trends much sooner than if done by hand. Second, the electronic spreadsheet has built into it all the basic financial, mathematical, statistical, and scientific formulas. This greatly enhances the efficiency of the user. Finally, if any of the data is modified, the electronic spreadsheet recomputed the entire spreadsheet automatically and almost instantly. Any thing that can be done with a pencil, a pad of paper, and a calculator can be done faster and far more accurately with an electronic spreadsheet.
d) Name a few practical problems that you may solve using spreadsheet software.
Answer: Now a day’s scientific and engineering, presentation graphics, database management applications are directly use spreadsheet for their analysis & accounting purpose.
* monthly costing * yearly interest rate and amount * billing * salary statement * invoicing are the practical problems that can solve using spreadsheet software.
Lesson 2: Spreadsheet Fundamentals = N/A
Lesson 3: Entering Data
2. Analytical questions
a) What are the Excel data types? Explain them briefly.
Answer :
The entry in every cell in a spreadsheet falls into one of the two classes:
a Constant or a Formula.
A Constant value is data that you type directly into a cell; it can be a numeric value, including currency, percentage, fraction or scientific notation, or it can be text. Constant values do not change unless you select the cell and edit the value yourself.
A Formula is a sequence of values, cell references, functions or operators that produces a new value from existing values. Formulas always begin with an equal (=) sign. A value that is produced as the result of a formula can change when other values in the worksheet change. We shall learn more about formulas in module 4.
To enter a number as a constant value, select the cell and type the number. Numbers can include numeric digits (0 through 9) and the following special characters.
b) Describe briefly how you will save a worksheet.
Answer : Worksheets created using electronic spreadsheet reside in the computer’s RAM. RAM offers instant availability of information stored in it. Changes, additions and deletions to information stored in RAM can be accomplished very quickly. The disadvantage of using RAM storage is that it gets erased when the computer is turned off.
In most occasions, you will be working on a worksheet for several sessions. You must save your worksheet as a file in a disk. Disk files are permanent storage of all information.
a). To save a document :
• From the file menu, choose save or click   .
b). To save a new, unnamed document :
1. From the file menu, choose Save As or click  .
2. Do one of the following :
To save the document
Do this
* On the current drive and current directory.
* On a different drive and in a
different directory.
* Type a name in File Name box.
* Select a different drive or directory, or type the complete location and file name in the File Name box.
3. Choose OK button.
Lesson 4: Formulas and Functions
2. Analytical questions
a) Describe an arithmetic operator.
Answer : A simple formula combines constant values with various operators.
These operators fall broadly into three categories :
• Arithmetic operator,
• Comparison operator,
• Text operator.
Arithmetic operators perform basic mathematical operations like addition, subtraction etc. They combine numeric values and produce a numeric result. For example, the formula =20^2*15% raises 20 to the power of 2 and multiply the result by 0.15 (15% = 0.15) to produce a result of 60. Similarly, =(2+7)*25 will result in 225.
b) Describe a comparison operator.
Answer : A simple formula combines constant values with various operators.
These operators fall broadly into three categories :
• Arithmetic operator,
• Comparison operator,
• Text operator.
Comparison operators compare two values and produce the logical value TRUE or FALSE based on the comparison done. For example, the formula = 7<25 produces the value TRUE, whereas =5>7 produces FALSE.
c) Describe a text operator.
Answer : A simple formula combines constant values with various operators.
These operators fall broadly into three categories :
• Arithmetic operator,
• Comparison operator,
• Text operator.
Text operator joins two or more text values in a single combined text value.
d) Briefly describe a function.
Answer : A function is a special prewritten formula that takes a value or a set of values. Functions can be used alone or as building blocks in large formulas. Functions even be nested. That is one function may serve as an argument for another function. Since functions are formulas and these formulas are designed and tested, you can have instant reliability when you include them in your worksheet.
* SUM * POWER * ABS * AVER * EXP * FACT * SQRT are some of the functions those use in MS excel.
e) Write the names of the function and outline their job.
Answer :
Function
What it does
SUM(list)
returns the sum of its arguments
POWER(value,index)
returns the result of a number raised to a power
AVERAGE(list)
returns the average of its arguments
EXP(number)
returns a raised to the power of a given number
FACT(number)
returns the factorial of a number
INT(number)
returns a number down to the nearest integer
SQRT(number)
returns a positive square root
SIN(number), COS(number), TAN(number)
returns sine/cosine/tangent of a number
LN(number), LOG10(number)
returns natural logarithm/base-10 logarithm of a number
MAX(list), MIN(list)
returns the maximum/minimum value in a list of arguments
MOD(number,divisor)
returns the remainder from integer division
PI( )
returns the value of π
FV(rate,nper,pmt,pv,type)

IPMT(rate,per,nper,pv,fv,type)

IRR(values,guess)

NPV(rate,va11,va12,....)

ISBLANK(value)
ISNUMBER(value)
ISTEXT(value)
ISLOGICAL(value)
returns TRUE if the value is blank/number/text/cell address/logical
IF(condition,value if TRUE, value if FALE)
specifies a logical test to perform.
CORREL(list1,list2)
returns the correlation coefficient between two data sets
DDB(cost,salvage value,life period,factor)
returns depreciation of an asset for a specified period using double declining balance method.
NOW()
returns current date and time.
f) How you can specify a block of data?
Answer : Excel functions is used to specify a block of data. Example: having summation in B1 through B100 you need not to enter =B1+B2+B3+B4+B5.... .... +B100. The sum result can be achieved using =SUM(B1:B100)

Lesson 5: Advanced Editing, Alignment and Fonts
Lesson 6: Formatting Numbers, Adding Borders and Shades      N/A
Lesson 7: Changing Cell Size and Page Setup
Lesson 8: Printing Worksheets

Lesson 9: Creating and Modifying a Chart
2. Analytical questions
a) What is a chart?
Answer : Creating chart is simple in Excel. It comes with a ChartWizard tool. The ChartWizard guides you through the steps required to create a new chart or modify settings for an existing chart. A chart is a graphic representation of worksheet data. Pie chart, line chart, bar chart are mostly used graphic charts in excel.
b) How to plot a chart in Excel?
Answer :
c) How to modify the data used for plotting?
Answer :
Unit 8 : Introduction to Database
Lesson 1: Understanding Database, Database Management System
2. Analytical question
a) What is database?
b) What is DBMS? What are the primary objectives of DBMS?
Answer : Database Management System (DBMS) is essentially a collection of interrelated data and a set of software programs (or group of programs) that provides storage, access, security, and other facilities of those data. The DBMS permits an organization to centralize data, manage them efficiently, and provide access to stored data by application programs. Database Management System can store data one time and allow multiple programs to access those data. So data redundancy and inconsistency is removed in Database Management System. A major purpose of a database management system is to provide users with an abstract view of data.
The primary objective of DBMS is
• To provide a convenient way to store data into a database.
• To provide an efficient manner to retrieve data from database.
c) Discuss the services offer by the DBMS.
Answer : A database is an organized collection of data. It can easily be accessed, managed, updated and retrieved. Computerized databases are much more powerful than non-computerized databases because users can easily search and reorganize data in hundreds of ways. Database systems are designed to manage huge amount of data. The DBMS acts as an interface between application programs and physical data files and provides tools to add, delete, display, print, search, select, sort, and update data.
Database Management System Offers the Following Services:
• Data Definition.
• Data Maintenance.
• Data Manipulation.
• Data Display.
• Data Integrity.
d) Discuss the purposes of DBMS.
Answer : In traditional file system each program has its own file, so too many files will be needed and there may be many redundant data that create inconsistency. Database Management System removes these disadvantages. The DBMS permits an organization to centralize data, manage them efficiently, and provide access to stored data by application programs. Database Management System can store data one time and allow multiple programs to access those data. So data redundancy and inconsistency is removed in Database Management System. A major purpose of a database management system is to provide users with an abstract view of data.
e) What are the advantages of DBMS?
Answer : The DBMS acts as an interface between application programs and physical data files and provides tools to add, delete, display, print, search, select, sort, and update data.
 Find information quickly.
 Performs complex retrieval and data manipulation tasks based on queries.
 Data inconsistency and redundancy is reduced.
 Restricting unauthorized users.
 Providing backup and recovery.
 Better service to the users.
 Create mailing list for mail merges. This allows the user to send out letters containing personal information kept in database.
Lesson 2: Getting Familiar with Microsoft Access for Windows
2. Analytical question
a) Discuss about the objects of Microsoft Access database.
Answer : The primary objective of DBMS is
• To provide a convenient way to store data into a database.
• To provide an efficient manner to retrieve data from database.
Database Management System can store data one time and allow multiple programs to access those data. So data redundancy and inconsistency is removed in Database Management System. The DBMS acts as an interface between application programs and physical data files and provides tools to add, delete, display, print, search, select, sort, and update data.
In traditional file system each program has its own file, so too many files will be needed and there may be many redundant data that create inconsistency. Database Management System removes these disadvantages.
b) Discuss the steps to create a database.
Answer : To create a new database in Access
1. From the menu choose File -> New.
2. The "New File" Task Pane will appear on the right-hand side of the screen.
3. Click the option "Blank database” which will then ask you to name your database. Access databases are saved with the .mdb extension.
4. Name your file (we chose sst) and press Create. This will automatically save your blank database as sst.
5. The Access Database interface should now be displayed and you are ready to learn Access.
Now the database has been created. We can begin to create Access table.
Lesson 3: Inserting Data to Database = N/A
Unit 9 : Sorting, Filtering, Indexing and Creating Relationships Database
Lesson 1: Understanding Sorting and Filtering
2. Analytical question
a) What is sorting? How you can sort records in Microsoft Access table.
Answer : User can sort data to view records in the order you want to view them, and you can filter data, so that you only see the records which you want to see. When sorting records in Microsoft Access table, user can view a column of information in alphabetical, numerical, or date order. Sorting can be done by ascending order (alphabetical from A to Z) or descending order (alphabetical Z to A).
To sort records in Datasheet view, follow these steps:
1. Start Microsoft Access, and then open the database that you are working with.
2. Open the table whose data you want to sort.
3. Click the filed that you want to use for sorting records.
4. On the records menu, point to Sort, and then click Sort Ascending or Sort descending.
b) What is filtering? How you can filter records in Microsoft Access table.
Answer : In database each time user apply a filter to a column, it replaces any previous filter you applied to that column. For example, if you apply a filter so that you only see emp id 003, and later you apply a filter so you only see emp id 05, Access clears the 003 filter and then applies the 005 filter.
To filter records in Microsoft Access table.
1. Start Microsoft Access, and then open the database that you are working with.
2. Open the table whose data you want to filter.
3. On the Records menu, point to filter, and then click filter by selection.
4. To remove a filter click remover filter from toolbar.       
Lesson 2: Understanding Indexing and Relationship
2. Analytical question
a) What is an indexing? Explain with example.
Answer : An index speeds up queries on the indexed fields as well as sorting and grouping operations. Access uses indexes in a table as you use an index in a book: to find data, it looks up the location of the data in the index.
If you search for specific employee names in a department field, you can create an index for this field to speed up the search for a specific name. You can create indexes based on a single filed or on multiple fields. Multiple field indexes enable you to distinguish between records in which the first field may have the same value.
b) How can you create single field index?
Answer : To create a single filed index do the following:
1. Open a table in Design View.
2. In the upper portion of the window, click the field that you want to create an index for.
3. In the lower portion of the window, click in the Indexed property box, and then click Yes (Duplicates OK) or Yes (No Duplicates).
c) How can you edit and delete an index?
Answer : To edit and delete an index do the following :
1. Open the table in Design view.
2. Click Indexes on the toolbar.
3. Change indexes or index properties as desired.
4. To delete an index, select the index name as desired click right mouse button and click delete rows in the Indexes window.
d) Discuss the different types of relationships between tables.
Answer : In Access, you store data in multiple tables and then use relationships to join the tables. After you have created relationships, you can use data from all of the related tables in a query, form, or report.
There are three valid types of relationships between tables:
1. One-to-one relationship.
2. One to many relationship.
3. Many to many relationship.
A one-to-one relationship is created if both of the related columns are primary keys or have unique constraints. However, one-to-one relationship can occur when you want to store the information in a separate table for security reasons, when tables have a large number of fields, or for other reasons.
A one-to-many relationship is the most common type of relationship. In a one-to-many relationship, a record in Table A can have many matching records in Table B, but a record in Table B has only one matching record in Table A. When tables have a one-to-many relationship, the table with the one value is called the primary table and the table with the many values is called the related table.
In a many-to-many relationship, a record Table A can have many matching records in Table B, and a record in Table B can have many matching records in Table A. This type of relationship is only possible by defining a third table called a junction table whose primary key consists of two fields-the foreign keys from both Tables A and B. A many-to-many relationship really two one-to-many relationships with a third table.
e) Write down the steps required to define relationships.
Answer : When you create a relationship between tables, the related fields do not have to have the same names. However, related fields must have the same data type unless the primary key field is an AutoNumber field.
To create relationship:
1. Close all tables and forms if you open because you can’t create or modify relationships between open tables.
2. Activate the database window.
3. Click Relationships button from the toolbar.
4. Click show table from toolbar. The show table dialog box appears.
5. Activate the Tables tab if your relationships based on tables, activate the Queries tab if your relationships based on queries, or activate the both tab if your relationship will be based on both.
6. Double-click each table or query you want to use to build a relationship. The tables appear in the Relationships window.
7. Click the Close button to close the Show table dialog box.
8. Drag the Primary table’s primary key over the related table’s foreign key. After you drag the primary key to the related table’s box, the cursor changes to an arrow. Make sure the arrow points to the foreign key. The Edit Relationships Dialog box appears.
9. Click the Enforce Referential Integrity checkbox.
10. Click Create. Access creates a one-to-many relationship between the tables.
11. Click the Save button on the Quick Access toolbar to save the relationship.
Unit 10 : Microsoft Access Queries
Lesson 1: Different Types of Queries
2. Analytical question
a) What is query? Write the names of all types of query.
Answer : Queries are a fundamental means of accessing and displaying data from tables. Queries used to view, update and analyze data in different ways. Queries can access a single table or multiple tables.
A query extracts specific data from one or more tables based on search criteria. A query is a way of extracting specific data or information from a database.
There are five types of query in Access. They are:
• Select queries
• Action queries
• Parameter queries
• Crosstab queries
• SQL queries
b) Discuss about action query.
Answer : Database undergoes a specific action depending on what was specified in the query itself is known as action query. This can include such things as creating new tables, deleting rows from existing ones and updating records or creating entirely new ones. Action queries are very popular in data management because they allow for many records to be changed at one time.
There are four types of action queries:
1. Append Queries : An append query add records from one or more tables to the end of one or more tables.
2. Update Queries : An update query makes global changes to a group of records in one or more tables.
3. Delete Queries : A delete query deletes a group of records from one or more tables.
4. Make-Table Queries : A make-table query creates a new table from all or part of the data in one or more tables.
c) Discuss about SQL query.
Answer : An SQL query is created by using an SQL statement. When you create a query in query Design view, Access constructs the equivalent SQL statements behind the scenes for you. In fact, most query properties in the property sheet in query Design view have equivalent clauses and options available in SQL view. If you want, you can view or edit the SQL statement in SQL view. However, after you make changes to a query in SQL view, the query might not be displayed the way it was previously in Design view.
Lesson 2: Creating Microsoft Access Queries
2. Analytical question
a) What is parameter query? How you can create parameter query?
Answer : In a parameter query user can have as many parameter as he like in a single query. For example, you can design it to prompt you for two values. Access can then retrieve all records that fall between those two values. In this example the query would display all the record which contained employee id in the range 001 to 004.
b) Write the steps required to display all records and all fields?
Answer : To display all records and all fields:
1. Open query in Query Design view.
2. Click the down-arrow in the first field on the Field row (() and then select the tablename. *(emp.) option. The table name appears on the table line.
3. Click the Run (!) button. Access retrieves all of the fields and records for the table and displays them in Datasheet view like as follows.
Lesson 3: Advanced Queries
2. Analytical question
a) Discuss about retrieving data using multiple criteria.
Answer : You can apply multiple criteria to the same table. If you place two criteria on the same line, Access will only retrieve records where both criteria are met. For example, if you want all records where the empname Like “Ma*” and the phone number is equal to 029010556, you would set the empname field to = “Ma*” and the phone number field to = “029010556” and you would place both criteria on the same line.
To apply multiple criteria:
1. Open a query in Query Design view.
2. Select the Show button for columns you want to display.
3. Enter your selection criteria on the Criteria line and or line as needed.
4. Click the Run button. Access retrieves the columns you chose and displays the rows.
b) How you can modify a query?
Answer : Once a query is created, it can be modified. To modify query simply open the query in Query Design view and make the changes. You can add columns, change the sort order, change the criteria, and make other changes.
Use the Insert Columns button to insert a column. Click anywhere in the column before which you want to insert a column and then click the Insert Column button.
Use the Delete Rows button to delete a row in the criteria area. Click anywhere in the row you want to delete and then click the Delete Row button.
Use the Delete Columns button to delete a column. Click anywhere in the column you want to delete an then click the Delete Column button.
c) How you can create a table using query and when it is useful?
Answer : User can use a query to create a table. This is useful when you want to create a new table that includes the fields ad data from an existing table. To create a table:
1. Open the table or query on which you want to base your new table on in Query Design view.
2. Enter the criteria on which you want to base your new table.
3. Click the Make Table button. The Make Table dialog box appears.
4. Type the name you want to give your new table.
5. Click OK.
6. Click Run.
7. Click Yes.
8. Close the query. (Right-click the query’s tab and then click Close)
9. Double-click the new table’s name in the Navigation pane to view the new table.
Unit 11 : Introduction to Form and Report
Lesson 1: Familiarize with form
2. Analytical question
a) What is Form? Write the benefits of form.
Answer : A form is a graphical representation of a table. Generally a form is created to enter data efficiently and accurately in a table. It is like a window into a table, designed to display the data. Forms can be designed to show all or some of the fields in a table or to combine the fields from two or more tables.
All sorts of people need to add and review data quickly and effectively. Entering data in a form is more efficient than entering it in a table.
b) Write the steps required to create a form in design time.
Answer : Access offers two main methods of creating a new form.
1. Design view.
2. Form Wizard. Creating Form in Design View
Design view is the best way to create a form when you want full control and complete freedom. In Design view, everything is up to you.
To start working in Design view:
1. In the database window click Forms under Objects.
2. Click the New button on the Database window toolbar.
3. In the New Form dialog box click Design View to select this method.
4. Click the name of the table or other record source that includes the data you want to base your form on.
5. Click OK.
Creating Form by using Wizard
The Form Wizard is best when you want to be guided step by step through the process of creating a form. The Form Wizard asks you questions and creates a form based on your answers.
To create form using wizard:
1. In the database window click Forms under Objects.
2. Click the New button on the Database window toolbar.
3. In the New Form dialog box click one of the following wizards:
• AutoForm: Columnar each field appears on a separate line with a label to its left.
• AutoForm: Tabular the fields in each record appear on one line, with the labels displayed once at the top of the form.
• AutoForm: Datasheet the fields in each record appear in row-and-column format, with one record in each row and one field in each column. The field names appear at the top of each column.
• AutoForm: PivotChart the form opens in PivotChart view. You can add fields by dragging them from the field list to the different areas in the view.
4. Click the table or query that includes the data you want to base your form on.
5. Click OK.
c) Write the steps required to create a form using wizard with examples?
Answer : To create form using wizard:
1. In the database window click Forms under Objects.
2. Click the New button on the Database window toolbar.
3. In the New Form dialog box click one of the following wizards:
• AutoForm: Columnar each field appears on a separate line with a label to its left.
• AutoForm: Tabular the fields in each record appear on one line, with the labels displayed once at the top of the form.
• AutoForm: Datasheet the fields in each record appear in row-and-column format, with one record in each row and one field in each column. The field names appear at the top of each column.
• AutoForm: PivotChart the form opens in PivotChart view. You can add fields by dragging them from the field list to the different areas in the view.
4. Click the table or query that includes the data you want to base your form on.
5. Click OK.
d) Discuss about the controls of Form toolbox.
Answer : The Toolbox contains a set of controls that are used to receive user input and display output on a form at design time. Controls have own set of properties, methods and events.
The Textbox control has associated methods such as refresh, Setfocus etc. The Setfocus method moves the focus the control. The Textbox control supports various events such as change, click, and many more that will be listed in the properties drop-down list in the code window for the textbox control.
Command button- The Command button carries out the specified action as desired of user. In other words a command button control is used to begin, interrupt, or end a process.
Check box- Check box displays a True/False or Yes/No option.
List Box- List Box display a list of items from which you can select one.
Image – Image control is used to display icons, bitmaps etc.
Picture Box- Picture Box displays icons/bitmaps files. It also displays text or acts as a visual container for other controls.
Shape control – Shape control adds a shape (rectangle, square or circle) to a form.
Line control – Line control draws a straight line to a form.
Pointer- Pointer provides a way to move and resize the controls and forms.
Lesson 2: Designing Report
2. Analytical question
a) How to create a report using design view?
Answer : There are three ways to create a report.
1. Creating report in Design view.
2. Creating report using Wizard.
3. Creating report using Auto report.
Creating Report in Design View
You can create and customize report in Design view
1. In the database window click Reports under Objects.
2. Click the New button on the Database window toolbar.
3. In the New Report dialog box, click Design View.
4. Click the table or query that contains the data you want to base your report on.
5. Click OK.
b) How to create a report by using wizard?
Answer : The wizard asks you detailed questions about the record sources, fields, layout, and format you want and creates a report based on your answers.
1. In the database window click Reports under Objects.
2. Click the New button on the Database window toolbar.
3. In the New Report dialog box click the wizard that you want to use. In the left side of the dialog box description of the wizard appears.
4. Click the table or query that contains the data you want to base your report on.
5. Click OK.
6. Follow the instructions in the wizard.
c) Discuss about sections of a report.
Answer : One database may have many reports. Some will be based on one table data others may be based on specific queries.
The information in a report can be divided into sections. Each section has a specific purpose and prints in a predictable order in the report. Access report layout consists of five major sections. Five major sections are as follows:
1. Report header
2. Page header
3. Detail (data from tables)
4. Page footer
5. Report footer
• The report header appears once at the beginning (First page) of report.
• The page header appears at the top of each page in the report often used to display information such as report titles.
• The detail section is the main body of report’s data.
• The page footer appears at the bottom of every page in the report.
• The report footer appears once at the end of the report.
Lesson 3: Advanced Report
a) Write the uses of rectangles and lines.
Answer : Rectangles and lines are the Properties toolbar for control properties.
Rectangle control adds rectangle to a report.
Line control draws a straight line to a report.
b) How to display current date and time and page numbers in a report.
Answer : To display current date and time and page numbers in a report do the following :
1. Open report in Design View.
2. From the Insert menu click Date and Time.
3. To include a date select the Include Date check box and then click a date format.
4. To include the time select the Include Time check box and then click a time format.
5. Click OK.
To display page numbers in a report do the following :
1. Open report in Design View.
2. From the Insert menu click Page Numbers.
3. Select the Format, Position and Alignment.
4. Click OK.
c) How to calculate a total or other aggregate values in a report.
Answer : Calculate a total or average on a report Open a report in Design view.
1. Click the Text Box tool on the toolbox.
2. Do one of the following :
• To calculate a total or average for a group of records, add the text box to the group header or footer.
• To calculate a grand total or average for all records in a report, add the text box to header or footer of the report.
3. Select the text box and then click Properties on the toolbar.
4. In the ControlSource property box type an expression that uses the Sum function to calculate a total or the Avg function to calculate an average.
d) How to calculate a field in a report.
Answer : Calculated field can be based on any expression. For example to calculate house rent for employee, insert a calculated field with the multiplication expression basic salary *percentage of house rent.
To insert a calculated field:
1. Open report in Design view.
2. Click the TextBox tool in the toolbox.
3. In the detail section click where you want to place the text box.
4. Select the text box click Properties on the toolbar and type the expression in the ControlSource property box.
5. Or click the Build button next to the ControlSource property box.
For example, to multiply the value of field A by 2 types:
= [A]*2

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