SS1 DATA PROCESSING SUMMARY WEEK 1-10

SPREADSHEET PACKAGES (WEEK 1-3)

INTRODUCTION

A spreadsheet is a program which contains cells made up of rows and columns, usually
used for numeric and logical analysis. The spreadsheet is where all calculations take
place. Addition, subtraction, multiplication and division can be done on the spreadsheet
which consists of cells.

• A spreadsheet or worksheet is a file made of rows and columns that help sort data,
arrange data easily, and calculate numerical data.
• What makes a spreadsheet software program unique is its ability to calculate values
using mathematical formulas and the data in cells.
• A good example of how a spreadsheet may be utilized is creating an overview of your
bank's balance.

Uses of spreadsheet packages

Spreadsheet packages can be used in the following areas
• Statistical analysis
• Mathematical purpose
• Budget management and control
• Preparation of daily sales report
• Preparation of examination results
• Accounting purpose
• Financial projection and analysis

Examples of spreadsheet programs

Today, Microsoft Excel is the most popular and widely used spreadsheet program, but
there are also many alternatives. Below is a list of spreadsheet programs used to create a
spreadsheet.
• Google Sheets - (online and free).
• iWork Numbers - Apple Office Suite.
• LibreOffice -> Calc (free).
• Lotus 1-2-3
• Lotus Symphony - Spreadsheets.
• Microsoft Excel.
• OpenOffice -> Calc
• VisiCalc

APPLICATION OF A SPREADSHEET
Although spreadsheets are most often used with anything containing numbers, the uses
of a spreadsheet are almost endless. Below are some other popular uses of
spreadsheets.
Finance
Spreadsheets are ideal for financial data, such as your checking account information,
budgets, taxes, transactions, billing, invoices, receipts, forecasts, and any payment
system.
Forms
Form templates can be created to handle inventory, evaluations, performance reviews,
quizzes, time sheets, patient information, and surveys.
School and grades
Teachers can use spreadsheets to track students, calculate grades, and identify relevant
data, such as high and low scores, missing tests, and students who are struggling.
Lists
Managing a list in a spreadsheet is a great example of data that does not contain
numbers, but still can be used in a spreadsheet. Great examples of spreadsheet lists
include telephone, to-do, and grocery lists.
Sports
Spreadsheets can keep track of your favorite player stats or stats on the whole team.
With the collected data, you can also find averages, high scores, and statistical data.
Spreadsheets can even be used to create tournament brackets.

DEFINITION OF TERMS
• Workbook — The workbook refers to an Excel spreadsheet file. The workbook houses all
of the data that you have entered and allows you to sort or calculate the results. A
workbook that is available to be viewed and edited by multiple users on a network is
known as a Shared Workbook.
• Worksheet — Within the workbook is where you'll find documents called worksheets.
Also known as spreadsheets, you can have multiple worksheets nestled in a workbook.
Tabs at the bottom of the of the screen will indicate which of your worksheets you are
currently working on. This is also known as an active worksheet or active sheet.
• Cell — A cell is a rectangle or block housed in a worksheet. Any data that you want to
enter into your worksheet must be placed in a cell. Cells can be color coded, display text,
 numbers and the results of calculations, based on what you want to accomplish. An
Active Cell is one that is currently opened for editing.

• Columns and Rows — Columns and Rows refer to how your cells are aligned. Columns
are aligned vertically while rows are aligned horizontally.
• Column and Row headings — These headings are the lettered and numbered gray areas
found just outside of columns and rows. Clicking on a heading will select the entire row
or column. You can also alter the row height or column width using the headings.
• Workspace — Much like worksheets in a workbook, a workspace allows you to open
numerous files simultaneously.
• Ribbon — Above the workbook is a section of command tabs called the Ribbon. A
multitude of options are found behind each tab of the ribbon
• Cell Reference — A cell reference is a set of coordinates that identifies a specific cell. It's
a combination of letters and numbers. A5, for example, would point to the cell located
where column A and row 5 intersect.
• Cell Range — A Cell range is a collection of cells that have been identified as a group
based on a variety of criteria. By using a colon (:) between cell references, Excel can
determine the range, also known as an array. A range in a row, for example, could look
like A1:C1, telling the formula to look at the cells in a row between A1 and C1, while
B4:D9 would tell the formula to look at all cells in a box bounded by columns B and D and
rows 4 and 9. A 3-D reference refers to a range that encompasses more than one
worksheet in the same workbook.
• Merged Cell — When two or more cells are combined, it's become what is known as a
merged cell.
• Formula — A sequence inside a cell that is used to produce a value. It must begin with an
equal (=) sign. This could be a mathematical equation, cell references, functions or
operator. A formula is also known as an expression.
• Formula Bar — Nestled between the ribbon and workbook, the Formula Bar will display
the contents of an active cell. In the case of formulas, the formula bar will display all
components of the formula
• Function — Functions are formulas that are pre-built into Excel. They are designed to
help simplify potentially complex formulas in a worksheet.
• AutoFill — This enables you to effortless copy data to more than one cell. This is done
using the fill handle.
• AutoSum — This feature will add up the numbers you have entered in your sheet and
displays the total in a cell of your choosing.
 SIMPLE FORMULA FOR ADDITION, SUBTRACTION, MULTIPLICATION AND DIVISION
1. To add data in the cells A1, B2 and C3 and display the result in cell D4, you would
enter the formula(=A1 + B2 + C3) in cell D4 or (=Sum A1 : C3)
2. To multiply data in the cells A1, B2 and C3 and display the result in cell D4, you would
enter the formula (=Product A1:C3) or (=A1 * B2*C3)
3. To subtract data in B2 from A1 and display result in D2 we use (=A1-B2)
4. To divide data in cell c3 by data in cell A1 we use (=C3/A1) or (=Quotient 5,2)

AUTOSUM
If you need to sum a column or row of numbers, let Excel do the math for you. Select a cell next
to the numbers you want to sum. Click auto sum on the home tab, press enter, and you are
done. When you click auto sum, excel automatically enters a formula (that uses the sum
function) to sum the numbers.

AVERAGE
1. Click a cell below, or to the right of the numbers for which you want to find the
average.
2. On the home tab, in the editing group, click on the arrow next to autosum, click
average, and the press enter.

FORMATTING THE WORKSHEET

ALIGN CELLS, SELECTING COLUMNS, ROWS AND ENTIRE WORKSHEET

HOW TO SELECT CELL CONTENTS/ENTIRE WORKSHEETS

1. Click on a cell to select it or use the keyboard to navigate to it and select it.
2. To select a range, select a cell, then hold the right bottom edge and drag over the cell
range or use the shift + arrow keys to select the range.
3. To select non-adjacent cells and cell ranges, hold ctrl and select the cells.
TO ALIGN CELL

1. Select a cell or range of cells

2. Choose format cells from the menu bar
3. The format cells dialog box opens
4. Click the alignment tab
5. Click the wrapped text, shrink-to-fit, or merge cells check boxes or any combination of
them as needed.
6. Click ok

INSERTING AND DELETING ROWS AND COLUMNS

To insert a row or column

1. Select the row or the column to the right of where the insertion should occur
2. Choose home tab. Click the insert command
3. The new row/column will appear above the selected row/column

ADJUST COLUMN WIDTH AND ROW HEIGHT

1. Select a column or row if you want to change a specific column or row height/width. If
you simply place the cursor inside a table, the default column and row is 1.
2. Click table from the menu bar and select cell height and width
3. To adjust the row height, click the row tab
4. To adjust the column width
5. CLICK OK

CHANGING VERTICAL ALIGNMENT AND ROTATIONAL CELL CONTENT

1. Select the cell(s) that you wish to rotate the text

2. Right-click and then select “Format cells” from the popup menu
3. Select the alignment tab. Then set the number of degrees that you wish to rotate the
text.

TRANSFERRING DATA
From the source worksheet, select the cell that contains data or that you want to link to
another worksheet, and copy it by pressing the copy button.

From the home tab or press (CTRL + C). Go to the destination worksheet and click the cell
where you want to link the cell from the source worksheet.

MERGING CELL

1. Highlight or select a range of cells

2. Right-click on the highlighted cells and select format cells
3. Click the alignment tab and place a check mark in the checkbox labeled merge cells.

INSERTING AND REMOVING BORDERS

1. Select the cell or range of cells

2. On the home tab, click the dropdown menu, choose the border option that you want to
apply.

INSERTING AND REMOVING GRIDELINES

1. Select the range of cells that you want to remove the gridelines from
2. On the format menu, click cells
3. In the format cells dialog box, click the patterns tab
4. Click the border tab
5. Click ok

CREATING REFERENCES

1. Click the cell in which you want to enter the formula

2. In the formula bar, type = (equal sign) and the formula you want to use
3. Click the tab for the worksheet to be referenced
4. Select the cell or range of cells to be referenced

STUDENT EVALUATION
 1. State the steps to inserting and removing borders
2. State the steps to creating references
3. State the steps to align cell

ASSIGNMENT

1. State the steps to inserting and removing borders

2. State the steps to creating references
3. State the steps to align cell

TOPIC: MANAGING DATA IN SPREADSHEET PACKAGE (PRACTICAL)

SPECIFIC OBJECTIVES

By the end of this lesson, the students should be able to;

1. Sort data in ascending order.

2. Sort data in descending order.
3. Create different types of chart, Pie, Line, Bar Chart.

INTRODUCTION

Sorting is the process of arranging objects in a certain sequence or order according to specific
rules.

SORT DATA IN ASCENDING ORDER

1. Select the cell range you want to sort.

2. Select the data tab on the ribbon, then click the sort command.
3. The sort dialog box will appear.
 4. Decide the sorting order (ascending order).
5. Once you’re satisfied with your selection, click “OK”
6. The cell range will be sorted by the selected column.

SORT DATA IN ASCENDING ORDER

1. Select the cell range you want to sort.

2. Select the data tab on the ribbon, then click the sort command.
3. The sort dialog box will appear.
4. Decide the sorting order (descending order).
5. Once you’re satisfied with your selection, click “OK”.
6. The cell range will be sorted by the selected column.

CREATE DIFFERENT TYPES OF CHART (PIE, LINE, BAR)

1. Enter your data in excel.

2. Choose one of the 3 graphs (pie, line, bar) and chart options to make. The charts can be
found after clicking insert.
3. Highlight your data and “insert” your desired graph (pie, line, bar).
4. Switch the data on each axis, if necessary.
5. Adjust your data’s layout and columns.
6. Change the size of your data’s legend and axis labels.

STUDENTS’ EVALUATION

1. State the steps involved in sorting data in ascending order.

2. State the steps involved in sorting data in descending order.

ASSIGNMENT

1. State the steps involved in creating pie chart.

2. State the steps involved in creating bar chart.
3. State the steps involved in sorting data in ascending order.
 WEEK 4-7

TOPIC: INTRODUCTION TO DATABASE

SPECIFIC OBJECTIVES

By the end of this lesson, the students should be able to;

1. Define database.
2. Define database management system.
3. Uses or application areas of database.
4. State and explain components of DBMS.

INTRODUCTION

The life wire of any organization is data. Data is kept securely a database. The database is a
very important part of a successful organization.

DEFINE DATABASE

A database is a collection of information that is organized so that it can be easily accessed,

managed and updated.

DATABASE MANAGEMENT SYSTEM (DBMS)

A database management system is software that handles the storage, retrieved and updating of
data in a computer system.

USES AND APPLICATION AREAS OF DATABASE

1. RAILWAY RESERVATION SYSTEM

Database is required to keep record of ticket, booking, train’s departure and arrival status. Also,
if trains get late then people get to know it through database update.
2. LIBRARY MANAGEMENT SYSTEM
There are thousands of books in the library so it is very difficult to keep record of all the books
in a copy or register. So DBMS used to maintain all the information relate to book issue dates,
name of the book, author and availability of the book.

3. BANKING
We make thousands of transactions through banks daily and we do this without going to the
bank. So, banking has become so easy that by sitting at home we can send or get money
through banks. That is all possible just because of DBMS that manages all the bank transactions.
4. UNIVERSITIES AND COLLEGES
Examinations are done online today and universities and colleges maintain all these records
through DBMS. Students’ registration details, results, courses and grades, all the information
are stored in database.

5. MILITARY
Military keeps record of millions of soldiers and it has millions of files that should be kept
secured and safe. As DBMS provides a big security assurance to the military information so it is
widely used in military.

6. AIRLINE RESERVATION SYSTEM

Same as railway reservation system, airline also needs DBMS to keep record of flight arrivals,
departure and delay status. So in short, one can say DBMS is used everywhere around us and
we cannot rely without Database.
COMPONENTS OF DATABASE MANAGEMENT SYSTEM
DBMS have several components, each performing very significant tasks in the database
management system environment. Below is a list of components within the database and its
environment.

SOFTWARE: This is the set of programs used to control and manage the overall database. This
includes the DBMS software itself, the operating system, the network software used to share
the data among users.

HARDWARE: Consists of a set of physical electronic devices such as computer, I/O(input/output)

devices, storage devices, e.t.c, this provides the interface between computers and the real
world systems.
DATA: DBMS exist to collect, store, process and access data, the most important component.

PROCEDURES: These are the instructions and rules that assist on how to use the DBMS, and in
designing and running the database, using documents procedures, to guide the users that
manage and operate it.

USERS: These are the personnel who operate and manage the DBMS.

ACCESS LANGUAGE: This is used to access the data to and from the database, to enter the data,
update existing data, or retrieve required data from databases. The user writes a set of
appropriate commands in a database access language, submits these to the DBMS, which then
processes the data and generates and displays a set of results into a user readable form.
 EXAMPLES OF DBMS
1. MYSQL
2. MS-ACCESS
3. ORACLE
4. MICROSOFT SQL SERVER
5. FILE MAKER
6. MS FOX PRO
7. INGRES
8. ADABAS
9. VERSANT
10. IDMS (Integrated Database Management System)
11. DATACOM

STUDENTS’ EVALUATION

1. Define Database.
2. Define DBMS.
3. State 3 application areas of Database.
4. State 4 components of DBMS.

ASSIGNMENT

1. Define DBMS.
2. State 5 application areas/uses of Database.
3. State 3 components of DBMS and explain them.
 WEEK 5

TOPIC: DATABASE (PPRACTICAL)

SPECIFIC OBJECTIVES

By the end of this lesson, the students should be able to;

1. Load access database.

2. Name and explain the process of creating a database in access.

INTRODUCTION

Microsoft Access is a database management system (DBMS) from Microsoft that combines the
relational Microsoft set database engine with a graphical user interface and software
development tools. It can also import or link directly to data stored in other applications and
databases.

HOW TO LOAD ACCESS DATABASE

1. Click on start menu.

2. Select all programs.
3. Select Microsoft Access database.
4. Microsoft Access database will open on screen.

PROCESS OF CREATING A DATABASE

1. Start Access database software.

2. Click the “Blank Desktop Database” template.
3. Type a file name for the database you’re about to create.
4. Choose the folder where you want to store your database.
5. Click the big create button (under the file name box).
STUDENTS’ EVALUATION
1. What is Microsoft Access DBMS.
2. State the steps in starting Access database.
3. State the steps in creating a database in access.
ASSIGNMENT
1. Read up the definition of the following terms;
a.) Report
b.) Table
c.) Forms
d.) Query
e.) Macro
 WEEK 7

TOPIC: DATABASE OBJECTS

SPECIFIC OBJECTIVES

By the end of this lesson, the students should be able to;

Define the following term;

a.) Table
b.) Forms
c.) Report
d.) Query
e.) Macro
f.) Create table design

INTRODUCTION

Database object is any object in a database that is used to store or reference data. Examples are
table, forms, report e.t.c.

TABLE

A database table is a structure that organizes data into rows and columns forming a grid. Tables
are similar to a worksheet in spreadsheet applications. The rows run horizontally and represent
each record. The columns run vertically and represent a specific field. The rows and columns
intersect, forming a grid.

FORMS

A form contains numerous fields, or spaces to enter data. Each field holds a field label so that
any user who views the form gets an idea of its contents. A form is more user friendly than
generating queries to create tables and insert data into fields.

REPORT

A database report is the formatted result of database queries and contains useful data for
decision-making and analysis.

QUERY

A query refers to the action of retrieving data from your database.

MACRO

A macro is a tool that allows you to automate tasks and add functionality to your forms, reports
and controls. A macro can be defined as the recording of a series of tasks. It’s the simplest form
of automation.

CREATE TABLE DESIGN IN EXISTING DATABASE

1. Click File: open, and click the database if it is listed under recent. If not, select one of the
browse options to locate the database.
2. In the open dialog box, select the database that you want to open, and then click open.
3. On the create tab, in the tables group, click table. A new tab is inserted in the database
and the table opens in datasheet view.

CREATE TABLE IN A NEW DATABASE

1. Click File: new, and then select blank desktop database.

2. In the file name box, type a file name for the new database.
3. To browse to a different location and save the database, click the folder icon.
4. Click create.

The new database opens, and a new table named Table 1 is created and opens in datasheet
view.

STUDENTS’ EVALUATION

Define the following terms;

1. Table
2. Forms
3. Query
4. Macro

ASSIGNMENT

1. Outline the steps to create a table in a new database.

 WEEK 8
COMPUTER ETHICS

Definition of ethics?

Ethics are a structure of standards and practices that influence how people lead their lives. It is
not strictly implemented to follow these ethics, but it is basically for the benefit of everyone
that we do.
Ethics are unlike laws that legally mandate what is right or wrong. Ethics illustrate society’s
views about what is right and what is wrong.

Definition of computer ethics?

Computer ethics are a set of moral standards that govern the use of computers. It is society’s
views about the use of computers, both hardware and software. Privacy concerns, intellectual
property rights and effects on the society are some of the common issues of computer ethics.
Privacy Concerns

 Hacking – is unlawful intrusion into a computer or a network. A hacker can intrude

through the security levels of a computer system or network and can acquire
unauthorized access to other computers.
 Malware – means malicious software which is created to impair a computer system.
Common malware are viruses, spyware, worms and Trojan horses. A virus can delete files
from a hard drive while a spyware can collect data from a computer.
 Data Protection – also known as information privacy or data privacy is the process of
safeguarding data which intends to influence a balance between individual privacy rights
while still authorizing data to be used for business purposes.
 Anonymity – is a way of keeping a user’s identity masked through various applications.
Intellectual Property Rights

 Copyright – is a form of intellectual property that gives proprietary publication,

distribution and usage rights for the author. This means that whatever idea the author
created cannot be employed or disseminated by anyone else without the permission of
the author.
 Plagiarism – is an act of copying and publishing another person’s work without proper
citation. It’s like stealing someone else’s work and releasing it as your own work.
 Cracking – is a way of breaking into a system by getting past the security features of the
system. It’s a way of skipping the registration and authentication steps when installing a
software.
 Software License – allows the use of digital material by following the license agreement.
Ownership remains with the original copyright owner, users are just granted licenses to
use the material based on the agreement.
 Effects on Society

 Jobs – Some jobs have been abolished while some jobs have become simpler as
computers have taken over companies and businesses. Things can now be done in just
one click whereas before it takes multiple steps to perform a task. This change may be
considered unethical as it limits the skills of the employees.
 There are also ethical concerns on health and safety of employees getting sick from
constant sitting, staring at computer screens and typing on the keyboard or clicking on
the mouse.
 Environmental Impact – Environment has been affected by computers and the internet
since so much time spent using computers increases energy usage which in turn increases
the emission of greenhouse gases.
 There are ways where we can save energy like limiting computer time and turning off
the computer or putting on sleep mode when not in use. Buying energy efficient
computers with Energy Star label can also help save the environment.
 Social Impact – Computers and the internet help people stay in touch with family and
friends. Social media has been very popular nowadays.
 Computer gaming influenced society both positively and negatively. Positive effects
are improved hand-eye coordination, stress relief and improved strategic thinking.
Negative effects are addiction of gamers, isolation from the real world and exposure to
violence.
 Computer technology helps the government in improving services to its citizens.
Advanced database can hold huge data being collected and analysed by the
government.
 Computer technology aids businesses by automating processes, reports and analysis

Computer Lab Rules

The following rules are put into place to ensure availability and maintain a positive user
experience in the SOU computer Labs. Use of student computer labs implies consent to these
rules and the SOU Computing Resources Acceptable Use Policy. For more information, contact the
Classroom and Labs support team, who can be reached at 541-552-8900 or [email protected].

 Each person may only use one computer at a time.

 Computers and peripherals are not to be moved or reconfigured without approval of Lab
and Classrooms staff.

 Students may not install software on lab computers. If you have a question regarding
specific software that you need to use, contact the Classroom and Labs support team.
 The use of tobacco products is not allowed in computer classrooms and labs.

 Food is generally not allowed in computer labs, though some exceptions may apply.
Check with staff to determine that lab’s policy.

 Drinks are allowed, as long as they are in no-spill containers.

 Do not display or print sexually explicit graphics.

 Behavior and activities that disturb other users or disrupt the operations of the lab are
not allowed. This includes, but is not limited to: physical activities such as "rough-
housing," loud music, etc.

 Children are only allowed in computer labs if they are well-behaved and supervised at all
times. Children may not use the computers or occupy workstation areas. At no time are
children to be left unattended.

 With the exception of service animals assisting individuals with disabilities, no animals
are allowed in a computer lab at any time.

 Remember to log out whenever you are done using any lab computer. SOU cannot be
held responsible for the protection of your data or account when you leave a computer
logged in with your account.

 Outdoor bicycle racks are provided throughout campus. Bicycles cannot be stored in labs.

 Violation of any of the above rules may result in disciplinary action and the loss of lab
privileges.
 WEEK 9-10

SAFETY MEASURES

INTRODUCTION

Accident is an undesirable, unwanted and unpleasant occurrence that happens to man

unexpectedly causing the person, damage to equipment and environment. It is such a common
phenomenon and inevitable in a working environment, hence there is need to proactively
ensure and observe simple safety ensures or rules.

DEFINITION OF SAFETY

Safety is a proactive step or measure taken to prevent an unforeseen, unpleasant and

undesirable occurrence.

DEFINITION OF SAFETY MEASURES

Safety measures are activities and precautions taken to improve safety, i.e. reduce risk related
to human health.

COMPUTER SAFETY MEASURES

When using computers, safety measures must be taken to protect both the computer and the
people that are using it, by doing this; the computer’s life span can be prolonged.

The following points summarize the safety measures every computer user is expected to take in
the process of using the computer systems.

RESPONSIBLE WAYS OF USING COMPUTER

1. Good sitting habit must be exercised.
2. Using antiglare protection should be recommended.
3. Dust cover should be used to cover the equipment when not in use.
4. Do not spill liquid on any part of the computer.
5. Switch off equipment when not in use.
 6. Be careful about using diskette or any other eternal storage devices for unknown device
source to avoid virus.
7. The system should be connected to uninterrupted power supply(UPS) in place where
power outage is common, to protect the system from shutting down abruptly.
8. Always keep your computer clean physically.
9. Computer room environment should be dust free.
10.The room must be accurately illuminated.
11.The room must be well ventilated.
12.Do not put items on top of the computer

WAYS OF MISUSING THE COMPUTER

Hacking

Hacking is where an unauthorized person uses a network, internet or modem connection to

gain access past security passwords or other security to see data stored on another computer.
Hackers sometimes use software hacking tools and often target, for example, particular sites on
the internet.

Data misuse and unauthorized transfer or copying

Copying and illegal transfer of data is very quick and easy using online computers and large
storage devices such as hard disks, memory sticks and DVDs. Personal data, company research
and written work, such as novels and textbooks, cannot be copied without the copyright
holder's permission.

Copying and distributing copyrighted software, music and film

This includes copying music and movies with computer equipment and distributing it on the
internet without the copyright holder's permission. This is a widespread misuse of both
computers and the internet that breaks copyright regulations.

Email and chat room abuses

Internet services such as chat rooms and email have been the subject of many well-publicized
cases of impersonation and deception where people who are online pretend to have a different
identity. Chat rooms have been used to spread rumors about well-known personalities. A
growing area of abuse of the internet is email spam, where millions of emails are sent to
advertise both legal and illegal products and services.

Pornography

A lot of indecent material and pornography is available through the internet and can be stored
in electronic form. There have been several cases of material, which is classified as illegal, or
which shows illegal acts, being found stored on computers followed by prosecutions for
possession of the material.
Identity and financial abuses

This topic includes misuse of stolen or fictional credit card numbers to obtain goods or services
on the internet, and use of computers in financial frauds. These can range from complex well
thought out deceptions to simple uses such as printing counterfeit money with color printers.

Viruses

Viruses are relatively simple programs written by people and designed to cause nuisance or
damage to computers.