Documents, Worksheets, and Databases
Instructor’s Notes
Chapter Overview
In this chapter we will learn about how to effectively work with computerized documents, spreadsheets, and databases. We will learn that using word-processing, spreadsheet, and database software can improve the quality of their work, both in school and in their careers. We will also learn how to combine and integrate software to create reports and presentations.
Lecture Notes
Key Terms
Auditing (124): Testing a worksheet.
Cell (121): The intersection of a column and a row in a spreadsheet document.
Cell reference (121): Unique cell "address" derived from its column and row location.
Clip art (113): Collections of graphics that you can insert into documents.
Concordance (116): An alphabetized list of words in a document listing the frequency with which each word appears.
Data access software (134): The interface you use to search for information in a database.
Database (132): An organized collection of information stored on one or more computers.
Document production software (104): Software that creates word processing, desktop publishing, and hypertext documents.
Document template (110): Preformatted document into which you type your text.
Document wizards (111): Feature that provides step-by-step guidance on the process of entering the text for a wide variety of documents.
Electronic publishing (114): The ability to send, store, manipulate, and post electronic documents.
Export data (140): The ability of a database to transform data into a format that’s acceptable to your spreadsheet software.
Font (112): Specific type shape or design.
Footer (116): Text that you specify once to automatically appear in the bottom margin of every page.
Formula (121): Mathematical statement that tells the computer how to use the contents of cells in calculations.
Frame (113): An invisible box that you can position anywhere on a page.
Freeform database (133): Loosely structured collection of information, usually stored as documents rather than as records.
Function (122): Predefined formula.
Grammar checker (109): A feature that coaches you on correct sentence structure and word usage.
Header (116): Text that you specify once to automatically appear in the top margin of every page.
HTML (Hypertext Markup Language) (115): Set of codes and tags that that provide a standardized way of handling text and graphics so that the pages of your document can be viewed using a Web browser.
Hypertext index (135): Link to information in general categories such as education, business, and entertainment.
Import data (140): The ability of spreadsheet software to read database data and translate it into a worksheet.
In-line spelling checker (108): Feature that marks errors with a colored background or wavy underline.
Justification (112): Feature that defines how the letters and words are spaced across each line.
Keyword search engine (136): Search that lets you access data by typing in a select word for which you want to search.
Mail merge (117): Process of creating a series of personalized letters by combining the information in a mailing list with a blank form letter.
Natural language (138): Normal syntax and phrasing of a particular language, such as English, French, or Japanese.
Number (121): A value that you want to use in a calculation.
Outline feature (107): Feature that helps you develop a document as a hierarchy of headings and subheadings.
Productivity paradox (144): The discrepancy between increasing technology deployment and decreasing productivity.
Query by example (QBE) (137): Blank screen record into which you enter examples of what you want the computer to find.
Query language (138): Set of command words that you can use to direct the computer to create databases, locate information, sort records, and change the data in those records.
Relative reference (125): A reference that changes if data is moved or copied in the worksheet.
Search and replace (108): Feature that allows you to substitute one word or phrase for another throughout a document.
Search feature (108): Feature that will hunt for all occurrences of a word or phrase within a document.
Spreadsheet (119): Representation of a problem using a grid or rows and columns.
Spreadsheet modeling (130): The process of setting up numbers in a worksheet to describe real-world situations.
Structured database (133): A file of information organized in a uniform format of records and fields.
Text block (107): Section of a document.
Thesaurus (108): Feature that lets you find descriptive words with similar or opposite meanings.
What-if analysis (130): The process of setting up a model and experimenting with different numbers.
Word wrap (106): A feature that determines how your text will flow from line to line by automatically moving words down to the next line as you reach the right margin.
Workbook (128): Several related worksheets.
Worksheet (121): An on-screen spreadsheet.
Worksheet template (124): Worksheet form created by spreadsheet professionals who have already developed the formats and formulas for you.
Documents
While the grammar check feature included in many word processing software packages is helpful, it is important for students learn to use it properly. It will be tempting for some to automatically accept the suggestions given by the grammar checker. Consider the issues raised in Chapter Two regarding the limits of artificial intelligence. Computers cannot distinguish between the formality of a casual note and a thesis; nor can they understand intentional use of nonstandard syntax and language. You should take grammar check suggestions into consideration, but should not always change your work. You may want to "walk away" from your work before a final proofreading, or ask someone else to proofread your documents. Oftentimes the writer is so involved that even the most obvious mistakes are missed.
Document production software includes a wide variety of packages, from simple word-processing software to more complicated packages that enable creation of desktop published newsletters as well as Web home pages.
The text points out that computerized document production formatting capabilities will not disguise poor writing. This is true; however, a carefully organized and formatted document can increase the ease of readability (and accessibility) of the contents. You should ask yourself the following questions when formatting a document:
Many are curious about how to transform their word processing documents or worksheets into Web pages. Most programs today do not require you to know HTML in order to save your documents in Web-accessible formats. Simply choose the html format type when saving a document (in Word--the dialog box below where you type in the name of your document you are saving--doc is the default format. Click on the down arrow and choose HTML).
Once you are familiar with one document production software package, the learning curve for subsequent programs is greatly reduced.
Worksheets
The concept of a worksheet containing "two layers" can be confusing. Refer to Figure 3-20 which demonstrates this concept.
A well-organized worksheet should be easily understood by anyone using it. Formatting spreadsheets (or any other document for that matter) for projection can be tricky; 14-point boldfaced type (upper and lower case preferred) is generally acceptable. Use different borders, shadings, and patterns instead of color for emphasis. Remember to keep it simple.
One of the most confusing aspects of spreadsheet operations
is the use of relative and absolute cell references.
Relative cell references refer to the relative positions of other cells.
For example if a relative reference in cell C3 refers to the contents in
cell D2, the spreadsheet understands that the reference cell is located
one column to the right and one row up:
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| 1 | ||||
| 2 | 500 | |||
| 3 | =D2 | |||
| 4 |
If cell C3 is copied to cell C4 the copied formula will be revised so that it still references a cell one row up and one column to the right:
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| 1 | ||||
| 2 | 500 | |||
| 3 | =D2 | |||
| 4 | =D3 |
Fill operations use relative cell referencing.
An absolute cell reference is used when you do not want formulas automatically adjusted when a cell is copied to a new location. Using appropriate coordinates within the cell address will determine whether it is a relative or absolute cell reference.
Databases
You should think of databases as electronic filing systems that provide efficient storage, management, and retrieval of information. Structured databases are comprised of records, which are compilations of information used to describe each object in a database. Records are comprised of fields, which are groups of cells that contain the same type of information, referenced by the same name. By definition, free-form databases do not contain records. However both types of databases use data access software to search for information.
Keyword searches are generally used to find information in free-form databases. Keyword searching is not an exact science and there are probably multiple paths to the information you’re trying to obtain. Also, remember that different search engine packages have similar features; general skills learned for one search engine are applicable to others.
Queries (or filters) in structured databases allow users to quickly ask questions about the information in the database. Queries can be simple or complex; in either case you must know the "language" of your query interface before using. Use the software manual and online help (see Tip below) to help formulate your queries. Natural language queries allow the user to input questions.
To gain a better understand of the information covered in chapter 3, I suggest that you run the following labs (from the Labs drop down menu):
Computer History
Word Processing
Spreadsheets
Databases