BIS 121 IT for Business Application Mid-term Revision

Part I – Computer Concept Four Basic Component of Computer  Input  Process  Output  Storage  Communication Input device? Output device? Storage device? Communication device? Process device – CPU, RAM (primary storage)

Part I – Computer Concept (cont) System Unit (Process)  Central Processing Unit Perform the arithmetic and logical calculation Control the overall computer system Decode and Execute the program  Random Access Memory (primary storage) Store data and program (working space) when processing Volatile (loss data when power off) more expensive than secondary storage Access speed faster than secondary storage  Read Only Memory (ROM) Store start up programs (mouse, display driver) Non-volatile Peripheral Device  Input device + Output device + Storage Device Storage Device  Magnetic  Optical  Solid state device (e.g. USB) – no moving part

Part I – Computer Concept (cont) Binary digit (bit) – the smallest unit of storage 1 Byte = 8 bits  stores 2 8 =256 different characters (ASCII) e.g. ‘A’,’?’,’8’  Chinese characters? – over 30,000 Chinese character Kilo bytes Mega bytes Giga – 2 30 bytes Tera – 2 40 bytes

Part I – Computer Concept (cont) Software  Application software Word processing (MS Word) Electronic Spreadsheet (MS Excel) Presentation Software (MS PowerPoint) Database (MS Access)  System software Operating System (Window Vista, Linux) Utility Software (Anti-Virus, File Compression, File explorer, Backup and Restore, Disk fragmentation)

Part II – Word Processing Main function  Format Text – Size, Font, Typeface (Bold, Italic, Underline, Superscript,….) Paragraph – alignment, line spacing, indent Bullets ( , …)and Numbering (1,2,3…) (I, II, III …)  Spelling and Grammar Checking (cannot detect some misspelling- why?)  Find and replace function (why need to check the “whole word” checkbox?)  Page setting Size – width, height. Margin – left, right, top, bottom. Gutter ( 裝訂邊 )  Header and Footer – page number (why?), filename ….  Tables Row, column border, shading

Part II – Word Processing (Cont’d) Main function  Mail Merge Step 1: create main document (letter, envelope …) Step 2: create/open data file (word, excel, database) Step 3: insert merge field in suitable place of the letter. Step 4: Sorting and Filtering data if necessary. Step 5: Merge File / Print.  Long document Table of Content (TOC)  Step 1: Create/ Modify the default STYLES (Heading1, Heading2..)  Step 2: Assign these styles to your document. etc, assign heading 1 to Chapter, assign heading 2 to Section …  Step 3: Insert page number.  Step 4: Perform TOC feature from Insert menu. Footnote – can apply on each page or end of document.. Automatic reference – Table, Figure..

Part II–English Versus Chinese Word Processing Spelling and Grammar Check can only applied to English Word. Use table to separate different text orientation

Part III – Spreadsheet Main feature  Workbook contain worksheets  Cells – Row (1,2,3…) + Column (A, B, C ….)  Format – (Decimal place, $, %, ….)  Formula - (+, -, *, /, ^)  Functions SUM MAX MIN AVERAGE SQRT

Part III – Spreadsheet (Cont’d) Main feature  Advanced Function If – IF(expression, true value, false value)  expression – “, =, >=, ”  Complex expression – Or, And. e.g And(expression1, expression2) Countif – Countif(Cell Range, search value) Vlookup, Hlookup – search value from a lookup table.  vlookup(lookup value, lookup table range, row number, range)  Hlookup(lookup value, lookup table range, column number, range) Sorting and Filter – Manipulate data  Sorting – Arrange the data in specific order by specific field  Field – single field or multi-field  Filter – Filter the row which you want to cope with.  Filter function - >, =,, and, or.

Part III – Spreadsheet (Cont’d) Main feature  Advanced Function (Cont) Subtotal – group some information e.g. count, sum, average, etc  Group field must be sorting first.  Relative reference and Absolute reference Relative reference – the cell reference in formula will change when copying formula. e.g. A3 Absolute reference – the cell reference in formula will not change when copying formula. e.g. $A$3 Mix-reference – e.g. A$3  Copy to right or left (change) B  C… (no $ sign before A)  Copy to up or down (no change) 3 ($ sign before 3)

Part III – Spreadsheet (Cont’d) Main feature  Protect worksheet – prevent to modify the data or formula accidentally Step 1: highlight the cells which can modify after apply the protection to the worksheet Step 2: From format menu, click cell and select protection, uncheck the lock option. Step 3: Perform the protect worksheet function in Tool menu.  Create chart Type of charts  Bar charts – compare the value in different sector  Line charts –predict the trend of the value  Pie charts – find the proportion of the different sector

Part III – Spreadsheet (Cont’d)  Create chart (cont’d) Step for create charts  Step 1: highlight the cells which the information are included in the chart; if the cells are not continuous. Hold down [Ctrl] key when select not continuous range cells.  Step2 : click the chart wizard to select the type of charts.  Step3 : input the appropriate option of charts. Such as chart title, labels and legend. Etc.  Step4 : click OK for done.  Macro Automatic to do repetitive tasks Need to record the macro or write code Assign macro to hot-key or button to start the macro

Part IV – PowerPoint  Main feature Slides – can apply different layout.  Basic elements in slide  Title of slide  Body of slide/ outline of slide  Related graphic Effect  Transition – the effect from one slide to another slide  Animation – in slide, e.g. fly in, fly out, dissolve….  Presentation flow – the order of object appear  Sound  Template – default background theme Insert object  Clipart – video, music, graphic  Organization and Excel Charts  Autoshape

Part IV – PowerPoint (cont’d)  Main feature Freehand annotation with pen, highlight Mater slide (for what?) Print-out  Slide  Audience Notes (handout)  Speaker note  Outline Rehearsal function (for what?) Presentation technique (refer to notes)  Don’t do?  Do?

Part V – Object link and Embedded What is OLE? Why use OLE? How to implement it?