Presentation packages

 They are a direct electronic replacement to

the traditional overhead projectors that were
widely used for presentations.
 A presentation software enables scientists,
business people, managers, educationalists
social campaigners, IT managers e.t.c. to
prepare and present ideas and content in an
creative, interesting and easy to understand
manner.
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 Areas where presentation packages
are used

 In educational institutions for presenting

teaching content.
 In industry to present new ideas and to train
staff.
 In seminars.
 In marketing to sell new products.

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 The PowerPoint application window

Menu bar Title bar

Standard
toolbar Formatting
toolbar

Task pane.
Outline It keeps on
tab displaying
Slide context
sensitive
panes
Drawing
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 Advantages of electronic presentation
packages

 Easy to create and edit presentations.

 The graphics offered by these packages
have good visual impact.
 Animations makes text and graphics
presentation interesting.
 Large presentation files can be carried
around or shared easily.

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 Examples of presentation packages

 Microsoft PowerPoint
 Lotus Freelance

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 Creating presentations

 Creating a presentation in Microsoft PowerPoint

involves the following:
i) Starting with a basic design;
ii) Adding new slides and content;
iii) Choosing layouts; modifying slide design, if you
want, by changing the color scheme or applying
different design templates; and
iv) Creating effects such as animated slide transitions.

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 New Presentation Task pane

 When PowerPoint starts, it displays the New

presentation task pane.

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 New Presentation Task pane

 The New Presentation task pane in PowerPoint gives you a

range of ways with which to start creating a presentation. A
task pane is a window that displays some of the most
commonly used commands.
 These include:
i) Blank
ii) Existing presentation.
iii) Design template
iv) Templates with suggested content.
v) Template on a web site.
vi) A Template on [Link]
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 Explanations

 Blank    Start with slides that have minimal

design and no color applied to them.
 Existing presentation   Base your new
presentation on one that you have already
written and designed. This command creates
a copy of an existing presentation so you can
make the design or content changes you
want for the new presentation
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 Explanations

 Design template   Base your presentation on a PowerPoint

template that already has a design concept, fonts, and color
scheme. In addition to the templates that come with
PowerPoint, you can use one you created yourself.
 Templates with suggested content   Use the AutoContent
Wizard to apply a design template that includes suggestions for
text on your slides. You then type the text that you want.
 A template on a Web site   Create a presentation using a
template located on a Web site.
 A template on [Link]   Choose from additional
PowerPoint templates in the Microsoft Office Template Gallery.
These are arranged according to type of presentation.
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 Content inserted from other sources

 You can also insert slides from other

presentations or text from other applications
such as Microsoft Word

NB: The Recently used templates link displays

a list of recently used templates for quick
access.

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 Create a presentation from scratch

 On the Standard toolbar, click New . Alternatively

Click File – New command.
 On the slide or on the Outline tab, type the text you
want.
 To insert a new slide, on the toolbar, click New
Slide , and click the layout you want.
 Repeat steps 3 and 4 for each new slide, and add
any other design elements or effects you want.
 When you finish, on the File menu, click Save
as…, type a name for your presentation, and then
click Save.
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 Create presentation using template

i) On the New Presentation task pane, locate

Templates.
ii) Under this, select a location from which
your templates are e.g. On my computer,
On my websites e.t.c. In this case, let us
use a template on the computer.
iii) The New Presentation dialog box appears
from which you can select one of the
templates on the Design Templates tab.
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 Create a presentation using suggested
content

 If the New Presentation task pane isn't displayed,

on the File menu, click New.
 Under New, click From AutoContent Wizard, and
then follow the instructions in the wizard.
 In the presentation, replace the text suggestions with
the text you want, and then make any other changes
you want, such as adding or deleting slides, adding
art elements or animation effects, and inserting
headers and footers.
 When you finish, on the File menu, click Save, type
a name in the File name box, and then click Save
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 Create a new presentation from an existing one

 In this case, you create a copy of an existing

presentation so you can make design and
content changes to it for a new presentation,
without altering the original.

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 Procedure

 If the New Presentation task pane isn't displayed,

on the File menu, click New.
 Under New from existing presentation, click
Choose presentation.
 In the file list, click the presentation you want, and
then click Create New.
 Make the changes you want to the presentation,
and then on the File menu, click Save As.
 In the File name box, type a name for the new
presentation.
 Click Save.
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 Working with text

 There are four types of text you can add to

a slide:
i) Placeholder text;
ii) Text in an AutoShape;
iii) Text in a text box; and
iv) WordArt text.

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 Examples of text

 Hello world
(a) Placeholder text

(b) WordArt text

Hello world Hello world

(d) Text box

(c) Autoshape text

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 Working with text

 The text you type into placeholders, such as

titles and bulleted lists, can be edited on the
slide or on the Outline tab, and it can be
exported from the Outline tab to Microsoft
Word.
 Text in an object, such as a text box or
AutoShape, and WordArt text do not appear
on the Outline tab and must be edited on the
slide.
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 Placeholders

 Slide layouts contain text and object

placeholders in a variety of combinations. In
the text placeholders, type titles, subtitles,
and body text onto your slides. You can
resize and move placeholders and format
them with borders and colors. How?
 Simple select the palceholder then click
Format – Placeholder… command.
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 Text boxes

 Use text boxes to place text anywhere on a slide,

such as outside a text placeholder. For example, you
can add a caption to a picture by creating a text box
and positioning it near the picture. Also, a text box is
handy if you want to add text to an AutoShape, but
you don't want the text to attach to the shape. A text
box can have a border, fill, shadow, or three-
dimensional (3-D) effect, and you can change its
shape.

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 Editing, Formatting, copying and
moving text

 Editing is the changing of text that has

already been typed.
 Formatting makes the text more attractive to
the eye by use of colour, styles, size e.t.c
 Copying is making a duplicate of existing
text.
 Moving is relocating text from one place to
another.
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 Automatic text formatting

• Automatic paragraph formatting includes

automatic bulleted and numbered lists and
resizing of text in text placeholders if the text
doesn't fit at its current font size.
• You can turn all the automatic formatting
options on or off. Once a formatting option is
on, it affects all the text you type
subsequently.
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 The slide master

 The slide master is an element of the design

template that stores information about the
template, including font styles, placeholder sizes
and positions, background design, and color
schemes.
 A slide master is added to your presentation
when you apply a design template. Usually, the
template also contains a title master, on which
you can make changes that apply to slides with a
Title Slide layout.
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 Slide master

 The slide master's purpose is to let you

make a global change — such as
replacing the font style — and have that
change reflected on all the slides in
your presentation.
 When you change the slide master,
changes you have made to individual
slides are preserved.
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 Slide master

You would typically go to the slide master to

Do the following:
 Change the font or bullets
 Insert art — such as a logo — that you want
to appear on multiple slides
 Change placeholder positions, size, and
formatting
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 The slide master

 To see the slide master, you display master

view. You can make changes to the slide
master just as you would change any slide,
except remember that the text on the master
is only for styling; actual slide text, such as
titles and lists, should be typed on the slide in
normal view or, for headers and footers, in
the Header and Footer dialog box.
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 Display and edit slide master

 On the View menu, point to Master, and then

click Slide Master.
 The slide master is displayed on the screen.
Make the changes you wish to the master
then click the save button.
 On the View menu, click Normal to return to
the normal view.

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 Slide backgrounds

 You can change the background color or

background design on slides, notes, and
handouts. Changing the background is useful
if you just want a simple shade or texture for
a slide background and not all the other
design elements in a design template.
 Besides changing the color, you can add
shading, a pattern, a texture, or a picture.
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 Change the slide background

 When you change the slide background, you

can apply the change to the current slide or
all slides.
 If you want to apply the change to selected
slides only, select the slides in normal view.
Otherwise, the change applies to all slides
that follow the design template of the
currently selected slide.
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 Change background

 On the Format menu, click Background.

 Under Background fill, click the arrow on the right
of the box, and then do one of the following:
Select a color from the color scheme
 Click one of the eight colors displayed.

Select a color outside the color scheme

 Click More Colors.
 Click the color you want on the Standard tab, or
click the Custom tab to mix your own color, and then
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 Changing the fill effects

 Click Fill Effects, and then do one of the

following:
 To use shading, click the Gradient tab, click
a type under Colors, click a shading style,
and then click OK.
 To use a texture, click the Texture tab, click
the texture you want or click Other Texture
to select a file and insert it, then click OK.

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 Changing the fill effects

 To use a pattern, click the Pattern tab,

select the pattern you want, select
foreground and background colors,
then click OK.
 To use a picture, click the Picture tab,
click Select Picture to find the picture
file you want, click Insert, and then
click OK.
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 Tip

Use the background fill from the slide

master
 Click Automatic then Apply
 If you want to hide the background
graphics that are on the slide master,
click the Omit background graphics
from master check box.
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 Assignment 1 Time: 1 hour May 23, 2005

 Create a five page slide presentation on

one of the following topics and hand in your
work as printed copy:
i) Selling a new strategy to managers.
ii) Reporting on academic progress.
iii) Reporting a project overview
iv) Presenting a financial overview of a firm
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 Animation

To animate is:
 To add a special visual or sound effect to text
or an object. For example, you can have your
text bullet points fly in from the left, one word
at a time, or hear the sound of applause
when a picture is uncovered.

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 To apply preset animation

 If you only want to apply the animation scheme to a

few slides, click the Slides tab, and select the
slides you want.
 On the Slide Show menu, click Animation
Schemes.
 In the Slide Design task pane, under Apply to
selected slides, click an animation scheme in the
list.
 If you want to apply the scheme to all slides, click
the Apply to All Slides button.
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 Views

 There are three main views: normal view,

slide sorter view, and slide show view. You
can select a view, based on these main views,
to be your default view in PowerPoint.

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 Slide sorter view

 Slide sorter view is an exclusive view of your slides in

thumbnail form.

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 Slide sorter

 When you are finished creating and editing

your presentation, slide sorter gives you an
overall picture of it — making it easy to
reorder, add, or delete slides and preview
your transition and animation effects.

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 Slide show view

 Slide show view takes up the full computer

screen, like an actual slide show
presentation. In this full-screen view, you see
your presentation the way your audience will.
You can see how your graphics, timings,
movies, animated elements, and transition
effects will look in the actual show.

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 Slide show

 You can also save your presentation as a

show.
 In PowerPoint, this will be a file with
extension .pps which stands for PowerPoint
Show.

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 Running presentations

 Click Slide Show – View Show command.

 If you saved the presentation in the .pps
format, simply open it by clicking the icon of
the show file.
 Alternatively, click the Slide Show button on
the lower part of the Outline Tab.

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 Introduction to databases

 Quote:

“Those who cannot remember the past are

condemned to repeat it.”

Philosopher George Santayana

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 What is a database

 A database is any concievable medium for the storage

of data and information.
 For purposes of our learning, we assume a database to
be any shared collection of electronic data designed to
meet the information needs of an organisation.
 The earliest databases were nothing more than
electronic filing cabinets that stored data. However,
commercial databases emphasize on the storage of
relationships and behaviors between data elements
too.
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 Database architectures

 There are five architectures that are very

common:
i) Flat-File
ii) Hierarchical.
iii) Network.
iv) Relational.
v) Object oriented.
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 Flat-File 2200BC-AD1965

 Relies of flat file storage methods e.g. on magnetic

drums or disks. The virtual indexed sequential and
sequential method was used to access the records.
 Updates were performed by rewriting the master file.
Disadvantages:
i) Data relationships could not be maintained.
ii) Islands of information.
iii) Data redundancy.
iv) Maintenance nightmares coz of lack of metadata.
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 Hierarchical database AD 1965-1993

 Developed by IBM and offered the first

Information Management System (IMS).
 Composed of data entities forming
descending one-to-many relationships. This
formed a downward tree like structure.
 Relationships are formed by child and twin
pointers embedded in the prefix of each
record in the database.
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 Hierarchical database

Root node (highest in tree)

Twin

child

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 Network database

 The data elements were all joined up with

redundant pointers.
 Unlike the hierarchical which has single data
paths from the root to the children and twins,
the network elements could be accessed
from multiple paths.

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 Relational database

 Developed by Dr. E. F. Codd of IBM.

 The data resided in pointerless tables called
relations.
 The relations (tables) were easy to
conceptualize and could be viewed as two
dimensional arrays of columns and rows.
 Codd also introduced the concept of
structured query language (SQL).
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 Object oriented databases

 The strore data, data relationships and the

behavior of the data.

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 Summary

Flat file Data store

Hierarchical Data storage, Data

relationships
Network Data storage, Data
relationships
Relational Data storage, Data relationships, Easy
Data Access
54 Object Data storage, Data relationships,
Behaviour storage K.c. Gichuhi
 Components of a database

 Database – This is the data.

 Hardware – secondary storage on which the
database physically resides.
 Software – the DBMS – helps users to
create, manipulate, retrieve records from the
database.
 Users – They design, develop and implement
any database system.
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 Database user

• Application Programmer - writes programs

that use the database
• Database Designers - designs conceptual and
logical database
• Database Administrator (DBA)
• Data Administrator (DA)
• End - user - interacts with the system from an
on-line terminal by using Query Languages
etc.
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 Data & Database Administration

• Data Administrator – a business

manager responsible for
controlling the overall corporate
data resources
• Database Administrator (DBA) - a
technical person responsible for
development of the total system
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 Advantages of databases

 Control of data redundancy.

 Data consistency.
 Multipurpose use of data.
 Sharing of data.
 Enforcement of standards.
 Increased productivity.
 Balance conflicting user requirements.
 Increased concurrency and control.
 Improved maintenance.
 Improved data accessibility and responsiveness.
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 Disadvantages

 Complexity.
 Cost of DBMS
 Additional hardware costs.
 Cost of conversion.

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 Database applications

 These are the application software that

enable the user to interact with the database.
 The relational model upholds the principal of
data independence. This means that data
relationships are not hard linked with
pointers. Hence, it is possible to update the
applications without the need to change the
underlying data structures in the database
and vise versa.
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 Microsoft Access Database

 Microsoft Access is one of the components of

Microsoft Office Suite.
 It is one of the simplest and powerful
database management software to learn and
use.
 It is classified as an object relational DBMS.

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 When Access is first opened the window below is displayed on the
screen. Use the task pane to create a new Blank Database
database or open an existing one or simply click File - New. This
will display the File New Database dialog box.

Office
assistant

Standard
toolbar
Task pane

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 File New Database dialog

 Select a folder or drive where the database

will be created.
 Provide a unique name for the database.
 Click the Create button and the new
database will be created to display the
following database with the objects Tables,
Forms, Queries e.t.c.

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 Database window

The database just

created or opened

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 Database objects

 This include:
i) Tables
ii) Queries
iii) Forms
iv) Reports
v) Macros e.t.c.

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 Creating tables

 A table is a collection of data records arranged in

tabular form. In relational databases, a single table
will often store data about a particular data entity e.g.
A table for the entity Student will store student
records. Using a separate table for each entity
means that you store that data only once. This
results in a more efficient database and fewer data-
entry errors.
 Codd called each table a Relation and each
occurrence of an entity in the table a Tuple (record).  

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 Tables

 Tables organize data into columns (called fields) and

rows (called records).

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 Tables

 For example, each field in a Students table

contains the same type of information for
every student, such as the student name.
Each record in that table contains all the
information about one product, such as the
student name, student Number, Course and
so on.

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 Creating a table

 To create a blank (empty) table for entering your own

data, you can:
 i) Use the Table Wizard. This helps you to choose
from a variety of predefined tables.
 Create a table in Design view, where you can add
fields, define how each field appears or handles
data, and create a primary key.
 Enter data directly into a blank datasheet. When you
save the new datasheet, Microsoft Access will
analyze your data and automatically assign the
69 appropriate data type and format for each field.
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 Field data types

 You can use the DataType property to

specify the type of data stored in a table field.
Each field can store data consisting of only a
single data type Setting

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 Field data types

 Text - Text or combinations of text and numbers, as

well as numbers that don't require calculations, such
as phone numbers. Max size 255 characters
 Memo - Lengthy text or combinations of text and
numbers. Max size 65,535 characters.
 Number - Numeric data used in mathematical
calculations. Size , 2, 4, or 8 bytes (16 bytes if the
FieldSize property is set to Replication ID).

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 Field data types

 Date/Time - Date and time values for the

years 100 through 9999. 8 bytes.
 Currency - Currency values and numeric
data used in mathematical calculations
involving data with one to four decimal
places. 8 bytes.

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 Field data types

 AutoNumber - A unique sequential

(incremented by 1) number or random
number assigned by Microsoft Access
whenever a new record is added to a table.
Max size 4 bytes (16 bytes if the FieldSize
property is set to Replication ID).
 Yes/No - Yes and No values and fields that
contain only one of two values (Yes/No,
True/False, or On/Off). Max size 1 bit
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 Field data types

 OLE Object - An object (such as a Microsoft Excel

spreadsheet, a Microsoft Word document, graphics,
sounds, or other binary data) linked to or embedded
in a Microsoft Access table. Max size Up to 1
gigabyte (limited by available disk space).
 Hyperlink - Text or combinations of text and numbers
stored as text and used as a hyperlink address. Max
size: Each part of the three parts of a Hyperlink data
type can contain up to 2048 characters
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 Exercise

 Creating a database table and:

i) Setting the field data types.
ii) Viewing and setting some field properties.

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 Setting field properties

 If your table contains data, make a backup

copy of the table before you change data
types or field sizes to avoid loss of data and
or information.
 For example, if a field size is 50 characters
long and you change it to 30 then any data
that was originally held in the field with length
longer than 30 will be truncated off.
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 Setting properties – Use General and Lookup Tab

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Properties
 Field size: Specifies the size and type of numbers to enter in
the field.
 Format: Displays the layout for the field.
 Input mask: A pattern for all the data to be entered in the
field.
 Caption: The label for the field when used on a form.
 Validation rule: An expression that limits the values that can
be entered in the field.
 Validation text: Error message when wrong value is entered
in a validated field.
 Required: specifies whether a value must be entered in the
field.
 Indexed: An index speeds up data search in the database. If
you select Yes (No Duplicates) then only unique values are
accepted.
 Lookup: Use this tab to set up a lookup field.
 Formats

 You can use the Format property to

customize the way numbers, dates, times,
and text are displayed and printed.
 You can use one of the predefined formats or
you can create a custom format by using
formatting symbols.
 The Format property uses different settings
for different data types.
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 Date formats

 ddd", "mmm d", "yyyy: Mon, Jun 2, 2005

 mmmm dd", "yyyy: June 02, 2005

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 Input mask

 You can use the InputMask property to

make data entry easier and to control the
values users can enter in a text box control.
 Input masks are helpful for data-entry
operations such as an input mask for a
Phone Number field that shows you exactly
how to enter a new number: (___) ___-____.
It is often easier to use the Input Mask
Wizard to set the property for you.
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 Input mask characters

 0 : Digit (0 to 9, entry required, plus [+] and minus [–] signs not allowed).
 9 : Digit or space (entry not required, plus and minus signs not allowed).
 # : Digit or space (entry not required; spaces are displayed as blanks while in
Edit mode, but blanks are removed when data is saved; plus and minus signs
allowed).
 L : Letter (A to Z, entry required).
 ? : Letter (A to Z, entry optional).
 A : Letter or digit (entry required).
 a : Letter or digit (entry optional).
 & : Any character or a space (entry required).
 C : Any character or a space (entry optional).
 < : Causes all characters to be converted to lowercase
 ! : Causes the input mask to display from right to left, rather than from
82 left to right.
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 Validation rule

 You can use the ValidationRule property to specify

requirements for data entered into a record, field, or
control. When data is entered that violates the
ValidationRule setting, you can use the
ValidationText property to specify the message to
be displayed to the user.
 Enter an expression for the ValidationRule property
setting and text for the ValidationText property
setting. The maximum length for the ValidationRule
property setting is 2048 characters. The maximum
length for the ValidationText property setting is 255
characters.
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 Validation

 <> 0 : Entry must be a nonzero value.

 > 1000 Or Is Null : Entry must be blank or greater than 1000.
 Like "A????" : Entry must be 5 characters and begin with the
letter "A".
 >= #1/1/96# And <#1/1/97# : Entry must be a date in 1996.
 DLookup("CustomerID", "Customers", "CustomerID = Forms!
Customers!CustomerID") Is Null : Entry must be a unique
CustomerID (domain aggregate functions are allowed only for
form-level validation).

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K.c. Gichuhi