Marc Rauer's Community College Of Phila course pages for Fall '12

Keep in mind that your instructor is part time. He is not involved in course curriculum or administrative procedures. He does not keep track on any other students than who are in his class. He certainly is not writing letters to advocate student assumptions. So, below, with permission, I have included an Email correspondance with Chuck Herbert who handles these questions for this department. Please read this carefully before bringing these and associated issues up to your instructor or in class.

I want to make sure that all students are aware of what I will say in class which is repeated here. You are required to be on the myitlab web site and integrated with my course on that site. Your two tests on Word will be done through the site. These have been set up already as you will be shown in class. They will be available through the entire term although the instructor needs to fill out school forms which require him to use the grades as found at that time.

For this term, Fall 2012, the MYITLAB site is using CRSABTM-845167 as the assigned course for these classes. This is what you should use as you register. At the moment, nothing has been set, I hope to have this set for you as of week end.

As to files: There is a CD that comes with your book. The CD contains the files you need to work the problems in the book. if you are at the school, you can see these files on what is q-shared drive. This is the school network.

Click Computer technologies and one of the folders will contain these 103 student files. However, I have saved these files on this web site. Click the button to see a list.

Let's do another problem. Open up the documentation for the CBL. The excel spreadsheet is found by clicking here. Now, Let's do this problem similar to the Fleming problem by first using subtotals. But, we'll just move into the new table construct and resolve it by a pivot table. But, there seems to be a problem here as only one spreadsheet is appearing.

In previous versions, 256 sheets were available for each work book and there is no reason to assume otherwise in this version. In previous versions, the initial amount of sheets visible was an option. The same occurs here as the number of spreadsheets available to a new workbook can be modified although the default is 3. There is no default for existing workbooks and that is the case here. This excel spreadsheet was created from CSV (comma separated values or comma delimited) file which defaults to 1 worksheet when opened in excel. We can, however, modify this by inserting a new worksheet. Move your cursor over the player stats designation and click the right button. You now have several options. Choose insert and worksheet and a new worksheet is inserted before the one you are on. It should be designated as sheet1. Now, move your cursor over sheet1 and press the right button. Use rename to change sheet1 to player stats by table. By the way, by grabbing the sheet and 'lifting it', you can change the order of the sheets.

Now finally, let's copy the info from player stats to player stats by table. We'll use a trick to do this. You may notice that every time we do subtotals or pivot table or other things the system has the ability to determine the extent of the table. We can do the same. Move inside a table and click ctrl, shift 8. Notice that the table is highlighted (and, in fact, additional info may be available at the bottom of the screen). Now, to create the same info on the next sheet, use copy and paste. Copy the cells: move to the next sheets and apply paste. Now, we can attack this problem 2 ways: by subtotal and the new table construct.

Let's work on the fist of these designated as player_stats and by subtotals. For this we will handle only the most home runs, the highest MVP points and the winner of the prestigious Rauer cup. As with the fleming problem, the first thing we have to do is the calculation for each line item -in this case for MVP points. The problem states that each homer is worth 4 points, triples 3, doubles 2, singles are 1, walks are .75. sacrifices and steals are .5 and errors are counted as -3. Let's set that in as a formula as can be seen below

Now, before we go further, over the years excel has added auditing features to the spreadsheet which you can find on the formula ribbon. We did this in the previous problem so this is a review. Click trace precedents and you will see an attempt to tie information together as a line with nodes in each cell used points to the resultant cell, in this case m2. To turn this off, use remove arrows. Below, we see the spreadsheet with trace precedents turned on.

For the novice (and perhaps even the accomplished Excel spreadsheet user) this is an effective way of determining that all the cells needed in the calculation have been used. Remove arrow will end this and you can click that now. To see the formula in a dialog box and watch it calculate serially, click the evaluate formula. Each click of the evaluate button does a calculation and step in shows you the results at that time. This is useful for involved formulas where you are not resolving a problem as you think it should be formulated. This will show you the order of the calculations (this goes back to the precedence order of the mathematical operators) and might give you some insight to what is going wrong. To see all the formulas on the spreadsheet as one time, click show formaulas. To the right is the evalute formula in action. We have stopped it as it is about to calculate the walks part of the MVP points.

Now, let's continue with this problem. Using the double click as discussed in a previous session or copying down, let's fill out the column so that we determine the MVP points for each player.

We think this is the 6th lecture from the end of the term, Nov 18 2010. In some places this is the beginning of Homage to Scorpios week

We can continue with this problem by clicking here

we know, by looking at the documentation, that the player MVP is that player with the highest MVP for the year. We can calculate this pretty easily now by sorting the MVP points column in decreasing order. When you do this you will see that Joseph Stella is our MVP player of the year. How about for the teams in general. Standings are defined as by highest average MVP points. We can do this in subtotals by sorting on team, and setting up for a subtotal on MVP points. Below we can see this in operation.

In essence, now, we are doing the same steps as the Fleming problem to finish this. Click control 2 at the right to see the subtotals per team. Sort the MVP points by descending order to get standing (remember that Excel handles the detail info by moving it with each subtotaled entry as you sort). If you want, you can group out all the columns between the team name and team MVP points. Create a bar (column) graph to show the results visually. Below, we see the final results.

We will do this problem by table construct using sheet2 (which we renamed above). So, let's click in sheet2. In the Fleming problem I told you what parameters to use for establishing the table extents. For this problem we will use Excel's tools to do so. We start with the list of the players as before. In the previous usage of this new table construct, we used the tab insert and the option of table. This time, let's do it a little faster. In the home ribbon, let's click format as ribbon and select a format. Anyone will do and your instructor will allow you to determine which one you want. The same info is asked of you as before, what is the extant, and the system assumes that you have column headers. Let me again remind you that for most of the things we are doing, it is important to have column headers and this class makes that assumption.

Let's start with the top 10 home run hitters in the league. Filtering is now set on and we can use this. We would like to determine the top 10 home run hitters. It could just as easily be the bottom 10 home run hitters: or the top 10% of home run hitters. We are entering the world of SQL, relational database theory. In one of the prior SQL conventions, top 10 and bottom 10 were defined. Excel meets this standard through filtering. At the Home Run column header. click the control and then click number filter. If this was a text column, number filter would be replaced by text filters. There are many options available here, some we may discuss. But, below, you should see the top 10 items.

Choose this option and you will see what is indicated to the right. In class, we'll try a few possibilities but notice that these are not sorted: you asked the system for the top 10 and it showed but you have no guarantee that the top 10 are in order. We can resolve that easily by sorting just these 10 entries. In class, we'll extend this to look at the lowest 10, the top 10% (which for 120 players should display 12 entries) and the lowest 10%. But, another factor comes into play: what if we wanted to see these players numbers visually once we take off the filter. You can do this to some degree by conditional formatting which is very interesting and has been drastically improved in this version. Now, we'll take a subset of this and select green pennant flags for the top 10 home run hitters. Go to the home ribbon and click conditional formatting. Select new rule and choose only top or bottom. As our example, choose top 10 and set the coloring to blue. Below, you can see a composite of this result. By the way, the conditional formating can be used independent of the new table construct and is being used here to show the flexibility of working with excel

Now, we need to create several new columns. One is for MVP points and the other for average. Both are defined in the handout and the link indicated above. TYo do this we need 2 new columns and this can be done in 2 ways. One way is to click the table design ribbon and then resize table. In essence this is what we did in the fleming problem. You would indicate changes to size of the table per column indicators. Another way, what we will do here, is to make use of a new indicator native to this table which can be manipulated. The picture to the right is an attempt to show this by graphics although it is easier to see and do in class. By this technique we will create 2 new columns. The first new column should be designated as Batting average, the second as MVP points. We'll work on batting average first.

Batting average is defined as the number of hits devided by the legal at bats. Hits would be singles added to doubles added to triples added to homeruns. Legal at bats are atbats - sacifices - walks. For each player we are talking about (using column notation) (e+f+g+h)/(d-i-j). For the player on row 2. the formula is (e2+f2+g2+h2)/(d2-i2-j2). Are all these parenthesis needed?. Could we do this in an easier way. Probably not! Remember we have to tell excel the order to do these calculations and the parends are probably necessary given the differences in priority of operation for the pluses and minuses versus the divisions.

Now, we've seen this before. Excel copies this formula down. Now, let's use the table with all it's capabilities. Although not asked, could you quickly indicate the average batting average for a player in this league. You should be able to answer yes to this. Remember, part of formatting includes the total row. Click the total row button in table style options and then at that row for the batting average column, indicate average. Below, you can see this done.

Now, similar to the home run problem, let's determine the 10 best averages. In doing so, let's conditional format so these average show up in green. This is similar to what we did above with home run. But, let's extend filtering. What if we wanted to see the players whose batting average is greater that the average for the league. This is numerical filtering. Now, releasing the filter for top 10 in batting average, let's use the greater than or equal filter with the number .239 (which should be the average. We can see this operation to the right. The result should be those players who average is above or equal to .239. And, in doing this, notice that the excel spreadsheet gives you the average of those whose average is above .239. It is considerably higher at this point.

We've gone about as far as can with batting average. Let's calculate MVP points for each player. Above we have done this and the only difference here is the automatic copy down in effect. Now, again we can use our filtering or sorting capability to determine the MVP player winner - the player with the highest MVP points.

We are ready for the pivot table which we can invoke with summerize by pivot table. I've run out of time in documenting this here, but we will use a pivot table to determine the league winner. This procedure is a one - dimensional pivot table as indicated above. We will move this to two dimension using the left vs right handed batting as the next dimension. We'll play with this a little bit and then deal with a calculated field. What is the average batting average for each team. Above, outside of class, I did this for the fleming problem which you can see above. We will, in essence, duplicate this with this problem by using group numbers to calculate this for each team.

You don't need vast amounts of calculations to do problems using pivot tables. There is a problem that has been done in the last two tests which we could discuss now. Load the 777rauer statistics raw.xlsx file. We will use this file for the purposes of determining group averages. We'll do it by subtotals and by pivot tables. We are aiming at average kilobyte usage for each visit during the months of Sept, Oct and Nov.

We are doing sheet1 by subtotal. Remember, in subtotals, you have to do the prep work. We want to find the average MVP points per team. Just like the previous problem where we needed to get the book titles together, we need to get the players of each team together. To do this, we need to sort on team name and it doesn't matter whether you do this ascending or descending. Once we have our sheet sorted, we move into subtotoals by clicking subtotal in the data ribbon. We are using breaks in the team name to do this. We need to select average and the column we need the info on is the last, MVP points, and that is already clicked. Below, you can see this.

Clicking on control 2 will just show the teams and their average points. Sort on points and you will find that the Boston Braves (who are now the Atlanta Braves by way of Milwaukee) are the winners. Format to two decimal places and compress columns B through M. Now, we only see columns A and N, Highlight the h3eader and team info (not the grand average info) and run a bar chart and you should have what is indicated below.

Onto the next sheet. Looks the same as when we started the first. This time, let's use excel to help with our formula. Home runs are in F2. Move your cursor to N1 and enter MVP points. Now into N2 and put =4*. Now click on F2 and you will notice an F2 is placed to the right of the * in N2. Below, we catch this. Notice that f2 is outlined (Microsoft terminology for perforations around a cell). This will be bordered in some color as we add the next operator, in this case a + for addition.

Now, let's finish this off. Having put in the + (notice the border around F2 has become a normal border), we click on g2 and g2 is now next to the + as n dicated below.

Let's finish this off to get the numbers we had in the first sheet. Remember that the first individual ends up with 57.5 and the last player is 290.5. This sheet is going to be done by pivot table. There is no prep. It's right into pivot tables and all we need to do is click inside the table and click the insert tab and then pivot table. Once into the pivot table, select team name and mvp points. Our results should look like subtotals. Through the pivot table, sort hightest to lowest, format to 2 decimals, graph and format the pivot table. Below, shows where we are at this point.

At this point, our pivot table looks like our subtotal info. I call this a 1-d pivot table. Let's see if we can show you something a little more complicated. Each player bats either right or left handed (we assume no switch hitters). Click bats and drag bats fvrom rows to columns as i will show you in class. Now, the pivot table is 2-D with rows and columns. You should be seeing something like the following.

Notice the chart also. This is what is known as a stacked bar chart where two (or more) sources of info make up the bars. Pivot tables have tremendous capability which includes the ability to calculate information of the subtotal (group basis). This is similar to the having command in SQL. let's assume, given this information, that we would like to know the percentage of left handers on all the teams (it is possible that your instructor has picked left handed based on his own biases and you must always be aware that you may be adding such a bias in any statistic you try to determine. In this case, absolutely, your instructor has picked left handedness given that he is a natural left hander).

Now, to do this, we need to add a count here.Drag bats to the value box and since this is a text field, the system will automatically set this as a count. Cut the chart as it will now start providing meaningless information. You should see something like the foloowing.

We want to calculate a field based on this info. We would like to know on a group basis by team, how much effect did the home runs have in mvp points as a percentage for left handers vs right handers. The higher the number, the more home runs influenced this. Add home runs to our values. This should come in as a sum. Now, there is a control designated as formulas. One of the options of formulas is calculated field. This works out math on a group basis. We are showing home runs and MVP points by left and right. Whatever we ask, it should show this by left and right. We are going to ask for 4 * home runs/ mvp points. Home runs and mvp points are already fields. we start by entering (4* after the equal sign. Click the field homeruns. Enter a slash (/). click mvp points. Above this call this field per hr and click add. Notice that this has been added to our list of fields. It should already be clicked, but if not, click it on. Do you see the percentages? Set this to 2 decimal places. Below, we follow this argument with a picture.

We turn our attention to the new table construct. Let's do this by formatting. On the home tab, select format as table. Pick whatever color you want. Before we do our calculations, let's determine several things here. Who were the top 10 home run hitters in the league. Click the home run column header control and click number filter. Now, ask for top ten. Below, we show the process.

You can sort the home run column to see these in descending order. Now, let's answer another question not done before. Who are the top 10 players batting averages. Batting average is the number of hits (homers + singles + doubles + triples)/(at bats - sacrifices). Multiply this by 1000 and you get a set of numbers. In this column, sort descending. We will only look at players with 300 or more bats. Set this as a numeric filter in at bats. Now, back to batting average. Again set a numeric filter and select top ten. You will notice that only 2 show up. This is still considering the players with less than 300 at bats. In both access and excel, logical and really mean what they say. The way to handle this is allow the filter for 300 or more bats, sort batting average descending and then group player 11 through the end together and apply group by compress. Below, you see this.

Move into N1 and indicate MVP points. N has been added to the table.

We have our excel test today from 11 to 1PM. Here are the files needed for this

Bond Movies 2009
Seinfeld

Unit 3 of your book does Excel under the title 'Electronic Spreadsheets.' For your own info, the term derives from regular spreadsheets which are extended length ruled (as column and row) sheets of paper that bookkeepers and accountants have been using since the late 1800's.

We will be doing a different problem - one that emphasizes relative addressing. But, in following me, you should be reading and following the book although you will be using my test.

Excel is very mathematically oriented. It uses the mathematics you were taught between the 7th and 11th grade. If there was a question in your mind whether you would ever need that stuff, well, here it is.

Anyway, your instructor should have (or will) discuss the following points with you about excel as we start

Similarities (and differences) of the ribbon structure to Word
Navigation around a spreadsheet
Use of multiple spreadsheets in a file(What Microsoft calls a workbook)
Bias in entering data - what's horizontal and what's vertical. If we don't discuss it, modern spreadsheets line items grow downward, fields of data move rightward
Types of data that can be entered per cell - numeric, alpha and formula
Selection of multiple cells and use of ranges. Note:starting several versions back this was extended but for this class we keep it to the rectangular view.

Throughout our discussion of Excel we should be doing multiple problems demonstrating it's usage and, as mentioned above, the book has its own problems for you to look at. You, as a student, should be doing all these problems at home and/or outside of class alone to build up your expertise. Your excel test will be in class on Monday, Dec 12th. It is very important to continually try these problems as this will train your mind into this type of thinking which is not bad thing to know in life but especially not bad for the test.

For this week's class, let's do the handout - the Big w auto dealership which you can access below. This is a very rudimentary problem which is based on 1985 usage of excel. In dealing with this problem, we are starting our discussion of the nuts and bolts of excel. Starting from addressing we can deal with:

Relationship logic which leads to absolute and relational addressing. Besides giving examples of this in class, you can click here to bring down a word file with a discussion on this.
fills (which act as copies in Microsoft word)
Using ranges, determine sums, averages, counts, maxs and mins
Discuss the use of Ifs. Note: Excel has become in reality a programming language whose face is what you see. In programing languages, if statements provide the beginnings of code control. In Excel, if statements are a basis of controlling the logic of data.

The hardest part of this is understanding relational addressing. Keep in mind that when you put =a2+1 into a cell, excel does not set this as the specific cell a2. if uses an offset (or difference) to tell itself how many rows and columns from the entered cell a2 is. If you are in a4 while putting in =a2+1, excel sets this as a offset of =2 rows, 0 columns. If you are in a1 and set =a2+1, the offset is 1 row, 0 column. If in c2, the offset to =a2+1 is 0 row, -2 columns and in the case of g5, the offset is -3 rows, -6 columns. It is this offset that is used for determining relationships. However, in the case of absolute addressing, =$a$2+1 for instance, a2 is always used.

If you understand relational vs absolute addressing, excel becomes very easy. A 2000 line item table (rows) is as simple as dealing with a 5 line item table with the only difference being the physical need to move through the line items. To this effect, Microsoft has developed the new construct, table, to deal with this. Now, in class, before dealing with the problem for the day, your instructor will show you some examples.

We are going to look at a problem that your instructor has previously done in classes. By time we're done, we will have done many of the techniques discussed in every Excel instructional book. But before we start, you must understand that the use of Excel has evolved over the years. The problems we are doing, and the techniques your book describes at the beginning are circa 1985 in use. Today, Excel is used as a supplement to database info (and similar type situations). There is an expectation that raw data is already available in some form (generally from a database although your instructor deals professionally with a set of problems where data is generally kept on excel spreadsheets) and that this information will need at minimum something called subtotaling. Once this is done, Excel's excellent chart (graph) tools finish up the project.

However, for our first problem, we are looking at entering our own data - we have no where to retrieve it from - and this data has already been subtotalled. Nevertheless, this problem should give us an idea about entering data and formulas, looking at the normal bias of excel, use of ranges and fills, use of various functions and the use of graphs.

So, if your instructor has not given you a handout - or you are going over what was done in class - let's bring up this problem and first discuss it in terms of what you know business to be and to need as far as information is concerned and then we'll start to apply some excel on it. Click here for the Big W auto dealership. Please note: I have changed the underlying document but the pictures (screen shots) use the previous instance of the BigV dealership.

Before discussing this problem, keep in mind that 6 salesmen is not a reasonable assumption today, In real life threr would have to be more salespeople and this is not even considering that most auto dealerships are chains. In doing this problem, we will handle it as if there were many more rows. This would be in preparation of further problems this term that will contain much more information.

In addition, all spreadsheets for commercial use have headers. We will ignore column headers as we start this problem and they will be put in later. Use A1 through A6 to enter the salesman's name. Use B1 through B6 to enter the amount sold for last month. Notice that excel is giving you informatiin as you enter the data. Non numeric data is left justified, Numeric data is right justified. Notice that Excel has not made any assumption on decimal points and as you put in an integer, that's what's there. Since this is money, should it be left as an integer? Do you have any other options when imputting? Yes, you could enter commas as separators but we will not be supporting that in this problem.

Even before putting anything else in, let's handle column width. Widths start out as standard. At minimun, you can manipulate column width by placing your cursor between two columns at the top (where the colunn indicators are) and use the cursor you aee at that point (I call it a grabber) to change column width. Below, you can see this in operation as both column widths have been decreased.

Besides the movement of the columns, look what happened to the data. Text is truncated. Numerics become first scientific notation (one of the allowable entries of numeric data on this system) and then pound signs. Excel is geared for math and it wants to make sure no decision is made on wrong assumptions. If it is trancated as done in string data, one might make a wrong decision seeing the wrong numeric entry. You can bring this back by invoking autofit for column width. A poll is taken on the width of each entry in a column and the widest entry determines the width of that column. If you can fit the widest, all the others will also fit, of course. There are ways to do this by the ribbon which your instructor will show you and by mouse. In terms of mouse, take the column in question and at the right gridline of the column description, double click.

In this problem, each salesperson gets $12000 a year split over the year. That is $1000 a month. Now, we could put in a 1000 for each entry next to a salesperson (column C), but we are going to use some math and relational operators to do the job. Math uses operators to determine what to do with numbers. Common operators (for real math and Excel) is + (addition) - (subtraction) * (for multiplication) and / (for division). To tell excel that you are dealing with a math operator, you need to start the entry with an equal sign (=). If you don't, you violate what excel feels is numbers and your entry defaults to text. The mathematics of this is 12000/12. Put this in at c1. Notice this is left justified and no calculation has taken place. Now try =12000/12. The equal sign indicates to exc el that we have a formula. 1000 shows up indicating that a calculation has occurred and it is right justified. Congradulations, you have done your first calculation albeit an easy one. Now, this is important. There are many things that make excel powerful and one is the ability to replacate relationships. The easiest relationship is a calculation. Move back into c1. There are 3 cursors in excel. The big plus sign is used to select cells and this is a way of creating ranges which we will talk about shortly. At the bottom right of any border in excel one would see a crosshair and put your cursor there now and you will see what I'm talking about. Finally, at the bottom left is both a crosshair and normal mouse cursor symbol combined. This is for moving and would be like a cut and paste in Word.

Now, in C1, move your cursor to the right bottom. When you see the crosshair, click your left button and drag the crosshair down the column. Below, you will see an example of this.

Let go of your mouse button and you will have copied this information. Waht was copied. Your relationship. You could see this by moving into each cell in column c and looking at the formula bar. It is easier to look at the screen with just formula. Go into the formula tab of the ribbon and on the right click show formulas. Below, you can see the result.

So you can see that you really did copy the cells as far as formulas are concerned. Now, hit show formula again to return to normal mode. We need to calculate the commission defined in our documentation as one percent of the sales amout for each salesperson. First, what is 1%. One could look at this as 1/100. Also as .01. And these are perfectly reasonable. But excel allows you to use 1% which is the easiest. Now, how do we calculate the first salesperson's commission (B1 for the sales, D1 for the result). We could use =1%*240000 or =240000*1% - this is one of the laws in our math which you should have learned in high school. This will work but it is limited. What would happen if the 240000 sales figure was changed (a late sale, a sale that was missed, or a busted sale where the figure goes down) WE would need to change this twice. One in B1 and the other, here, in D1. It is easier to reference the value of a cell than continually use the number. Therefore, our math relationship in D1 should be =1%*b1 or =b1*1%. Put this into your spreadsheet. Now, I am going to use E1 to put in what was originally proposed: use the math expression =1%*240000. Now, let's change B1 to 200000 (a sale of 40000 did not go through), Look at the result in your spreadsheet. Below, we have the example.

See the difference. The moral of this story: use references to cells. Now, let's do the same thing to column D that we did to C. Move your cursor to D1 and its right bottom border. Use the crosshair to fill down. Notice numbers are being put into the cells. They are 1% of what is 2 columns to the left. Use show formulas again and you will see what I have below

Notice that B1 was changed to B2 through B6 as we went along. You didn't do this. You had originally set B1. If B1 would have showed up, you would have been dealing with an absolute address. Excel determined that B1 was 2 columns to the left of D1 and 0 rows offset. As you filled into D2, the corresponding cell would be 2 columns to the left and 0 rows offset. Of course, we are therefore talking about B2 in this case and this was substituted. Look at the others: you will notice that this analysis is working for all these cells.

Now, look at D1. you should be able to see that it references b1. How does Excel look at this. Not as the cell b1. it looks at this as the cell 2 columns to the left. As we copy down this relationship, as it hits a cell and needs to enter a formula, the reference to a cell two columns to the left is enforced. Now copy this down to fill d2 through d6.

Previously, we have clicked within cells to see the formulas in the formula bar. Is there some way of doing this on a more geenral basis. Yes! In the formulas tab, on the right click show formulas and you will see what we have to the right. This is a good tool to use to see formulas in general as it lays it out on the spreadsheet. Ypu can even operate your spreadsheet this way in terms of entering formulas but you would not see the results. Your instrcutor would recoment that every now and then you click on this, especially if you have a big and complicated spreadsheet, to see if the patterns of the formulas make sense.

Click show formulas again and you are back to the regular aspect of excel. Excel has some other tools that you can use to get a feel whether you are proceeding as planned. Move your cursor to D1. Staying in the formula ribbon, click trace precedents and an arrow will appear emanating from B1. You can eliminate the arrow by using remove arrow/remove precedents. Precedent is a nice way of saying the di uses b1 in its calculation and b1 is 2 columns over to the left.

Reversely, click in cell b5 and click trace dependents. Notice the same type of arrow going from b5 to d5. On complicated spread sheets this can be a help to trace the flow of the data. Below, we have composited these two controls.

While we are on the formula tab, let's indicate a new control for excel in this version and that is evaluate formula. It's use is better seen with more complicated formulas and you should use this as you study for your test in a few weeks, but it will show you the sequence of calculations that excel uses for get an answer for any cell. Move onto D6 and click this control and you will see these calculations in action.

We have one more column to calculate. The sum of fixed and variable. Let's sum up column C and D. E1 will be =c1+d1. Let's copy down. By E6, what do you think will be our formula. If you guessed =c6+d6, you are correct. And keep in mind, this is the same as =d6+c6.

While we are looking at calculation, this would be a good time to talk about ball parking. Excel does what you want it to do. There is no editorial comment from the program. It has no way of knowing or interpreting what is the ultimate purpose of these calculations. It is up to you to make sure that these calculations make sense. I use equivalents of 1% to determine if in the ballpark. !% is easy to deal with since you drop 2 zeros. In other problems 10% is the marker and yuo drop 1 zero. Let's assume that this problem was working with 1.2% commission. I'd still use 1% as my marker doubling the result to look at 2%. The end reult, when applying 1.2% should be between 1% and 2% and it should be biased closer to the 1%. Look at our calculation at this point 1000 for the monthly fixed should have looked somewhat correct based on the statement "12000 over the year". The number in the D column should correspond to 2 zeros being dropped from the values in B. Finally, the calculations should be easy enough to check the accuracy of column E.

Let's continue. Sheet operations are independent unless you yourself change this. You have been working with sheet1 and probably have not realized that sheet2 also has calculation in it. Click on sheet2. Here's are problem again but with 2 columns. Look at the last column indicated in blue. We have been dealing with something called relational addressing. 3 other addressing schemes exist in Excel. For this class, we will deal with one other, absolute addressing. Using trace precdents, click on G6. You should see something like below which is very different than what we have seen before. This is crosiing rows. In absolute addressing, which is indicated by a $, you really are using the addresses indicated. Therefore $c$1 stays as $c$1 as a fill takes place.

Having dealt with absolute addressing, what about column F. The results look the same as E but the calculations are done very differently. We are using a function designated as =sum(). As with many functions, this can be widely used: as an example =sum(first, second, third, four) would be legitamate where first, second, third and fourth are something called ranges or cell or constants (in math). So, this brings up what is a range?

For this class (and this has changed with the additon of the use of the extended selection by way of the ctrl key) a mouse selection that resembles a rectanggle is a range. Take an example. Select c1. Drag your mouse through c6. C1 to c6 make a rectangle and a range. You can designate as c1:c6 or c6:c1. Similarly, we have the same situation with c1 and d1. They make the range c1:d1 (or d1:c1). By placing a range in the sum function, you can sum up all the elements (cells) indicated by the range. So, you see the f1 contains =sum(c1:d1). Ranges are similar to cell addressing in that they can be manipulated. One fill filled up column F.

Let's go back to our sheet1. Column totals wouldn't be a bad idea for B,C,D and E. Can you figure out the fastest way to do this. If you said range, you are correct. We'll show you two ways to do this as we are in class

Previously, we discussed relational vs absolute addressing (and we are using relational for this problem although I may show you an example of absolute at the end of this lecture, today. Manipulation of widths of columns and how Excel deals with numbers when the width is too small vs numerics. We looked at ranges and how these are used with the function Sum() and used Sum() (and autosum) in column totals among other things. You also saw how to turn the spreadsheet into a table of formulas. Now for today, we are going to deal with insertion of rows (possible columns) and setting up a set of column headers. Also, how to gruop columns (and rowsfvor the matter) and the creation of a very limited graph).

We are going to look at insertion. This can be done on many levels including insertion of a cell, a range, a row and a column. Unless you are at the row and column level, a second question is asked of you. Are you moving down the other cells by rows or by columns. You are not asked this question when a row or column is inserted. In additon, there are two ways of requesting insert. The one not recommended by me is the formal approach using the insert control on the home tab as indicated below.

In the case of an insertion of a row (or column) to use the context sensitive popup using the right click of the mouse. To sdo this, click the row that will move down when the new row is inserted. n the case of several rows being inserted at the same time, drag your mouse and select the number of rows where the first row will move down. In our example we need to add 3 rows. One for the title of the table, a blank and then the column header. Below, you see the start of this, Rows 1 to 3 are highlighted. A right click has made the pop up menu appear and we are about to click insert on that menu.

We can handle the title first and it can be as simple as the Big V Auto Dealership. We want this to center over our table. Insert Big V Auto Dealership in A1. It will bbleedc into b1 abd probably c1. Highlight the range a1:e1 and click the merge and center button in the alignment group of the home tab. What we've done here (as mentioned on Wednesday in class) is create a large A1 spanning to F1. And our result should look similar ot what we show below.

Now, we will allow the blank row to stay at row 2 as it is but now let's concentrate on the header row which we will put in row 3. Each cell of row 3 will provide header info for that column. But it's not going to look good as we first put it in. We will have to manipulate the row as you will see. But first, let's enter the info. Column A is Sales Person. Notice how it bleeds into the next cell. That next cell should be Sales Amount. Column C is fixed. Column D is sales Commission. And, finally, column E is total Salary.

One solution would be to widen the columns as demonstrated on Wednesday. While it will work, it will make the spreadsheet look odd with the columns being to big. WHat we would like to do is have the system break the cells so that there may be multi-leveled descriptions. And that's what we are going to do. But first, let's bolden these descriptions and increase the point size. With row 1 selected (and this is done by clicking in the descriptor of row 1 where it says 1), increase the point size to 12 and click the bold button.

Now, you have two choices as to selection. You can use the pop up menu as we have done before and select format cells or the format control on the home tab and select format vcells. Below we show both possibilities.

Click on format cells and you will se a dialog box pertaining to 6 possibilities for the range selected. One, protection, we will not deal with. Font generally can be dealt with using the font group of the home tab of the ribbon. Even number, which is very important, can be dealt with through the number group of the home tab. But alignment still holds importance and we want to click this. Notice there is a check box, merge cells, and in essence this was used to create the title in Row 1 although it is easier to control through the icon we used.

There are two combo boxes which control the type of formatting on a vertical and horizontal level. To start out, use center and center and click the wrap text check box. This is the most important of the control although you would not know it by the placement. Below we show a compoasite of these selections and the result.

Fixed really should be at the bottom and this would have occurred if the vertical controls were set to bottom. Further, you might want to set this text at an angle and the picture below shows this using a 45 degree angle.

If you want, you can set this back. We now want to set up 3 rows below this table indicating for each column, max, min and average. Our table stretches to row 10 so let's use row 12 to start this. To get an averagbe, indicate a range in the =average() function. Likewise for max using =max() and min using =min(). So in B12, set the function =average(range) where range is B4 through B9. Why not use B10?

Similarly, in B13, set up the max and in B14, set up the min. Similar to our totals, these are relationships that can be copied over. But you do not have to do this a row at a time. Excel is smart enough to fill up ranges. Select the range B12 though B14 and then grab the handle and copy over. See how easy this is! Below is a composite of this.

We have our spreadsheet and then some. Suppose we would like to prepare it for a few viewers. But the needs are different for any of them. There is the owner who wants to know what amount was sold and what the salaries were. There is the accountant who need to see all numbers. To resolve this, Excel provides from grouping which on the operating system is called un Or decompress and compress. Here we have group and ungrouping of rows and columns. This is done on a specific entire row or column basis. Group and ungroup is found on the data tab of the ribbon.

Let's start this looking at columns C &D - fixed and variable. The big boss is probably not interested in this so highlight the entire column c and the entire column D by clicking insider the descriptor headings of c and D. Now, click group on the data menu. A new section opens up with new controls. Use of the controls (both to the left and above the columns) allows you to compress C & D from view or make them visibile. Similarly, let's do the same for rows 12, 13 & 14. hen compressed, by the way. a printout will not showe these columns and/or rows so this works even when printing. Below is an example of this.

A graph or chart might look good here. Let's reference the sames person's name and show their salary. What type of chart would work to do this. Probably a bar/column chart. Microsoft calls that we woud normally call a Bar chart, a column chart. For this class bar abd column is interchangeable and you can do either when asked to do a bar chart.

Over the years, excel has made it easier and quicker to invoke a chart. Here's how easy it is. Drag you mouse over the names of the sales people including the column header, Sales person. Do not include total info. You have selected a range, A3 through A9. Now, depressing your control key, extend the range by dragging your mouse over the salaries. Again include the column header by do not include the total. This is the extended range I alluded to previously and it is only with this type of charting that we will support it. Now, at the moment, A3 through and E3 through E9 have been selected and you should be able to see thiso nthe spreadsheet. Now, click the insert tab of the ribbon and hone in on the middle section of graphs. Click column and choose whichever "sub graph" you want to produce the chart. Below is a composite of this.

We are at the point that we need to resolve each salesman's salary.

Now, above, we did our summing for salary as the addition of two numbers. Is there another way. Yes! Contiguous cells can be designated as ranges and we can sum a range through the first of several functions we will study, Sum. The syntax of this is =sum(). c1 and d1 are the range c1:d1. Now, let's establish a new column, F, and put =sum(a1:b1) into the formula bar. Copy this down and if done right, you should get the same numbers as column E.

In the case of an insertion of a row (or column) to use the context sensitive popup using the right click of the mouse. To do this, click the row that will move down when the new row is inserted. n the case of several rows being inserted at the same time, drag your mouse and select the number of rows where the first row will move down. In our example we need to add 3 rows. One for the title of the table, a blank and then the column header. Below, you see the start of this, Rows 1 to 3 are highlighted. A right click has made the pop up menu appear and we are about to click insert on that menu.

We can add one other aspect into this mix. Suppose that you knew that William's 240000 was made up of the following. 2 Civics for 18000 apiece, A fit for 20000, 3 crx for 25000 apiece, 2 Accords for 30000 apiece, an odyssey for 35000 and a used accord for 14000. How could we put this into the spreadsheet?

Now, we are going to look at maximum, minimum and average. This is an older problem and, in general, older techniques need a separation. A newer technique we are going to use in the next problem will allow the user not to have to separate data. We also want to set this spreadsheet so that it hides and shows sections of the data. This is called grouping.

In the next problem, we will show you the modern way of formating. For this problem let's go back 2 decades and show you changes of color and emphasis.

We should try to chart this. In essence, for data like this, there are two charts types that could be used, bar and pie. Which one would you use? We'll show you a fast way to chart this data.

I didn't sort this when setting it up. Let's sort this but keep in mind that the total row should not be used. We will the older verssion of sort to do this. Sort is related to filtering and you saw filtering in Access. Let's show just those salesmen with sales above 3000. When we deal with the next problem (part 2 of it) you will see that sorting, filtering and totalling are part of the new table construct. Notice also how the chart is affected by sorting and filtering.

Let's add to the problem per calculations. If a salesman has sales of 175000 or greater, we give him a $100 bonus, but let's do this on another sheet. We'll designate sheet1 as 'actual' and sheet2 as 'possible'.

Let's calculate the difference between the twoi sheets. We should be able to do this by accessing data on the other sheet. You can use the quote to do this if you have embedded blanks.

Calculating the bonus requires the spreadsheet to determine what to do based on data within the sheet. A gpood function for this is the if statement. Your instrcutor will explain how this function works and we will apply it to the spreadsheet.

We'll finish up with what will seem a very difficult problem but is not that difficult is you understand the difference between absolute and relational addressing. We have a pot of $500. Split the pot forthose with the highest sales keeping in mind that several salesmen could have the same amount of sales.

Our first foray into this is one of my favorite problems. The books of Ian Fleming. There is no excel spreadsheet. We have to create and there are 113 row (112 line items) of information. And, we have to work out some calculations. Calculations seem to be a problem for most students in this school. We will do this correctly in class but keep in mind that on the test, you do as best you can but you must make sure you finish the problem so that I can give you the highest amount of credit.

Onto our first problem dealing with detail info into summary components. Click here to load a Word document indicating the books of Ian Fleming. In all of these problems, it is important to read the problem carefully. In this one, the heirs would like to know the total profitability of the books and the profitability of each book. Notice that each book title occurs 7 times. We need to be able to sum up the profit of each book into a total.

First, what is the profitability per line item. At that time, books go to a book store. If sold, there is a price per book that goes back to the publisher (in this case the heirs). returns are not sales. And, it has been agreed that each book returned will cost the heirs 50 cents. In class we will indicate the formaula but first we must copy all the line items into excel and we will show you how to do this in class.

Now, let's do the same for this problem of the books of Ian Fleming. We need to congregate all the casino royals together, all the goldfingers. We should sort on the book title. Now, one note. In a previous sort we used the full scale sort icon given that another line item was added for totals. We will not have to do that here. So, we can use the simple sort A to Z or Z to A that we have seen on the Data tab of the ribbon.

Move your cursor anywhere on the first column of books. In fact, we'll split this up so that we will all see the same result even though we start from a different place. Click a to z. below is a composite of the result.

Notice hte grouping of the titles. We are almost done. We need the system to give us subtotals on these grouped titles. The data ribbon provides a tool for this which you can see far right. This is sub totals and clicking it produces the dialog box described below. Note, however, that if you set your table ot the new table construct, subtotal is grayed out since the new table construct gives you many of the eatures of subtotal and much more.

Clicking yes adds a set of rows to your spradsheet. Every subtotal is added as is a grand total. In our case, there are 16 books and a grand total giving 17 new rows. In additon, a set of controls are instituted to the left. Below we see part of the spreadsheet after clicking yes to subtotals.

Look on the left at the controls. Notice that there are 3 of these (1,2,3) at the top. 3 is detail and subtotal info. 1 is just grand total info and 2 is what we want: subtotal only info as indicated below. Notice grand total info is also included. Columns which are not used for breaking or for totalling appear unpopulated. You could group these and, in essence, hide them from view. Anyway, below is our subtotalled info.

Excel treats cells that are grouped out of view as not part of the spreadsheet when selecting. This is true in terms of sorting. There are 130 rows. In view, there are 18 at the moment. The first row is the header row, and then we have 16 rows of subtotal info and then the last row, grand totals. In a previous situation, we tried to sort with totals and totals moved through the spreadsheet. With subtotal, the system knows that grand total should be at the bottom. We would like to sort these titles on the basis of profitability - the highest at the top to the lowest. Move your cursor anywhere on the last column and click z to a in the data tab.

Now, the same principle applies to graphs. let's do a bar/column chart on the books and their respective totals worldwide. Highlight the books (except for grand total) in column A (in essence the first 17 of the rows shown) and likewise use your control key to add the first 17 cells of column J. Use the insert tab of the ribbon to create a bar chart. Below, I've gone a little further by setting an angle for the descriptors. The principle is similar to the other time we sloped text. Move your cursor on the titles and click your right button and select format axis. You will see the more modern version of the dialog box we had seen in the previous example. Click alignment and set 45 as the degrees in custom angle.

Now, a 2D approach looks at this data and determines all the possibilities of the columns in question. Here for sex, the possibilities are M and F, for state the possibilities are NJ, Ny and PA. Below we see the possibilities before doing any math.

Now the procedure would be to run through the list and add the account balance to the appropriate cell. In the first line item, we are dealing with a NY female. We would add 300 to the cell at Row 2, column 2. Suince it is initailized to 0 at the start we now have 300. If a 100 had already been there, our total would have been 400, instead.

In the pivot table spreadsheet what are the possibilities to the problem. The family wants to know the profitability per book title world wide. This is a 1D problem, but we will be using a pivot table to resolve this. What do we expect as the titles of the row in the table that will be built. It should be the book titles. What should we expect in the cells of the table. Each book title encountered adds to the total for that book title that had already been accumulated.

We start the process by clicking thr Pivot Table control in the insert tab of the ribbon. Thhis should give you the limits of the table. Note. Pivot tables need column headers to work. If a column does not have a header it will either not be included or the pivot table will fail. We have designated our new column (for line item profit) as profit. Although there is no requirement, put the pivot table on a new spreadsheet (this is the default). When the pivot table appears, click title as indicated below. Notice at this point, we have listed the book titles in sequential order and the designation title is in row labels. That's exactly where we are at.

Now, we are looking for aggregate profit per book. Click profit and you will see the pivot table below. By the way, this is not magic. Book title is obviously a text column so when clicking such a column, the system added the designation to the row label bucket. Profit is a mathematical column. Math columns get added to the values (in previous versions designated as data) bucket as you see.

These books are already sorted by name. Probably, the family would like to see the titles sorted in descending order for profit. Your pivot table provides tabs that support its operations. One of which is sort. Look at that section, move your cursor anywhere on the column representing profity and click z to a. Below we see the result.

You know that we can chart in Excel. Charts also exist as far as pivot tables are concerned. Again a bar chart is the best for this problem. Again, look at the pivot table tab. Chart is an option. Click that and select column chart type. A pivot chart is produced with more capability than previously seen. This added capability is geared to turning on or off the charting of different titles.

You have formatting options to this pivot table also. Click back onto the pivot table and click the design tab. I have added to this by clicking banding row and selected a gray (some say to go with my personality) format. Below we see the result.

As promised, we are about to deal with detauil info, sum that up into subtotal info, then deal with this subtotaled info for an answer. You can look at this in one D, or in Two D, For Two D (and above) we have 2 possibilities: Pivot tables and the new table constrcut breaking down into pivot tables.

Before returning to subtotals, let's show you a taste of 2D. Move your cursor to continent and drag that into column labels. Once done with that, click in the chart and request a stacked bar chart and you can get the following.

Today we start our discussion on Access, a database. The next 20 screens show you what we are goingvto do which is create a database, create a table, create fields for this table, enter data both in datasheet and by form and then look at queries. If we have time we will look at joining two tables.

The census of this country - determining the population of each state and the makeup of that population - is in actuality a database. So, in reality, what we call computer science and possibly data processing, begins with the need to manage databases (in addition to the need for fast calculation).

Below, is the latest census (supposedly) for this country

State 	        Population in 2010	Change through the decade	Population in 2000
Alabama	        4,802,982	        341,852	                    4,461,130
Alaska	        721,523	            92,590	                    628,933
Arizona	        6,412,700	        1,272,017	                5,140,683
Arkansas	    2,926,229	        246,496	                    2,679,733
California	    37,341,989	        3,411,191	                33,930,798
Colorado	    5,044,930	        733,048	                    4,311,882
Connecticut	    3,581,628	        172,093	                    3,409,535
Delaware	    900,877	            115,809	                    785,068
Florida	        18,900,773	        2,871,883	                16,028,890
Georgia	        9,727,566	        1,520,591	                8,206,975
Hawaii	        1,366,862	        150,220	                    1,216,642
Idaho	        1,573,499	        276,225	                    1,297,274
Illinois	    12,864,380	        425,338	                    12,439,042
Indiana	        6,501,582	        410,800	                    6,090,782
Iowa	        3,053,787	        121,864	                    2,931,923
Kansas	        2,863,813	        169,989	                    2,693,824
Kentucky	    4,350,606	        301,175	                    4,049,431
Louisiana	    4,553,962	        73,691	                    4,480,271
Maine	        1,333,074	        55,343	                    1,277,731
Maryland	    5,789,929	        482,043	                    5,307,886
Massachusetts	6,559,644	        204,076	                    6,355,568
Michigan	    9,911,626	        -44,203	                    9,955,829
Minnesota	    5,314,879	        389,209	                    4,925,670
Mississippi	    2,978,240	        125,313	                    2,852,927
Missouri	    6,011,478	        405,218	                    5,606,260
Montana	        994,416	            89,100	                    905,316
Nebraska	    1,831,825	        116,456	                    1,715,369
Nevada	        2,709,432	        707,400	                    2,002,032
New Hampshire	1,321,445	        83,030	                    1,238,415
New Jersey	    8,807,501	        383,147	                    8,424,354
New Mexico	    2,067,273	        243,452	                    1,823,821
New York	    19,421,055	        416,082	                    19,004,973
North Carolina	9,565,781	        1,498,108	                8,067,673
North Dakota	675,905	            32,149	                    643,756
Ohio	        11,568,495	        193,955	                    11,374,540
Oklahoma	    3,764,882	        306,063	                    3,458,819
Oregon	        3,848,606	        420,063	                    3,428,543
Pennsylvania	12,734,905	        434,235	                    12,300,670
Rhode Island	1,055,247	        5,585	                    1,049,662
South Carolina	4,645,975	        620,914	                    4,025,061
South Dakota	819,761	            62,887	                    756,874
Tennessee	    6,375,431	        675,394	                    5,700,037
Texas	        25,268,418	        4,364,424	                20,903,994
Utah	        2,770,765	        534,051	                    2,236,714
Vermont	        630,337	            20,447	                    609,890
Virginia	    8,037,736	        937,034	                    7,100,702
Washington	    6,753,369	        844,685	                    5,908,684
West Virginia	1,859,815	        46,738	                    1,813,077
Wisconsin	    5,698,230	        327,020	                    5,371,210
Wyoming	        568,300	            72,996	                    495,304

You can access the database by clicking here.

Looking at this data, which is not formatted correctly, what would you want to know and how would you describe this to a third party.

First, you probably would tell this third party that they are looking at a table of 2010 census data. This table is one of 23 tables indicating US population from 1790 to the present for every 10 years. In today's parlance, these tables would make up a database.

Each of these tables are composed of elements and the use of the words to describe these elements depends on your experience with database theory over the years. If you had grown up dealing with databases prior to 1980, you would say that the table above is composed of 50 records (each record representing a state) and each record has 4 fields (name, 2010 pop, change over the decade and 2000 pop).

By 1980, the theory of databases had changed and you would now be looking at 50 rows with each row representing a state. Each row would consist of 4 columns and you can guess what they would be. In addition, this table wouldn't do much if the state names and the numbers were intermixed and this brings up the term type and typing.

Columns (or fields) must be consistent as far as data is concerned. Specific typing is required. At the least, columns must be designated as alpha or numeric. Numeric can break down very easily into small and large integer, single and double floating point (for those familiar with Excel, Excel does mathematics in doule precision floating point) and logical. In many cases, this typing is consistent with the computer's architecture.

We can understand that you probably are very ho-hum pertaining to the differences between pre 1980 and post 1980 (although the break occurred in 1971 officially). But, this is more than just a nominal change in definition. 1971 marks the point where databases become uniform and consistent, but more on that later.

Let's continue to look at this data above. With its availability, what info would you want to know that it can give you beyond the specific numbered data you see above.

First, if you are not familiar with this country, you might want to know how many states are there. This can be resolved by counting the records and is known as a count. Perhaps, you would like to know how many states have a population of 6 million or above and this is count with a filter, the filter being the test that the state population be over 6 million. Filter is probably the proper term for this but in reality other terminology is used to describe this. SOme people would say qualifiers, some would say constraints, but you get the idea.

Another thing you might want to discern from this table is the entire population of the United States since it would consist of summing these 50 states (although in reality several territories and dependencies are not covered including the district of columbia). This is called a sum (some call it a total) and sums work only on mathematical columns. Again, filtering would be allowed just in case you want to find out the population of the US where residents live in states with population greater than 6 million.

You might want to determine the average population of a state. This, mathematically, is the total population divided 50, the number of states. This is known as an average and you would want this system to be able to handle this.

At the moment what has been explained is a flat file database. However, remember that we had another 21 or 22 tables with information. If we could "relate" this table to the other tables, we have moved this database and its tables to a higher plateau. We might be in the realm of what is called relational databases.

As computers become available in 1948, the first several years of databases are flat file situations dependent on the architecture of the machine and the facilitiy for holding the data. Originally, cards were used starting with one card per record. Later, multiple cards per record were programmed. Cards would allow only for text entry and numbers could be put in but only digit by digit needing to be modified once in the machine to numeric types allowable for mathematics.

In the early 1950's multiple attempts are tried to move off of cards. Magnetic tapes are used and mag tape holds card images but reference these mush faster. But, al imitation prevails. Cards and Mag tape are sequential. You cannot access a specific record without going through all the records the exist before it. This still puts a crimp on database usage. Consider for yourself the following: A 1950 or so help desk for master card where you call about your particular account. To access your account, the operator would have to wait for the computer to access all the accounts before yours before (s)he could start to work on you.

Attempts are made to expand the media. One attempt that was unsuccessful should be noted here. Univac attempts to put data into a radio orbit, using radio waves to move around the stratoshere holding relevant data. They can get it to move around the earth and retrieve it, but, not surpringly, the same problem with mag tape and cards exists: how do you retrieve it when you specifically need it.

In the end, something round and circular willould do and the creation of two possible pieces of equipment were considered. One was designated as a data set, the other a hard disk drive. A dataset was a cut up circle. Each arc (what the cut up would create) was made up of multiple surfaces which could be read. If you don;t cut up the circle, you have several planes that, with the appropriate readers while whirling at high speed, also can access data. Notice that this type of machinery gives the possibility of accessing records directly and this brought up the major change in databases of the late 50's, early 60's: Sequencial, indexed sequencial and direct. And this is what you would be studying if dealig with databases in that era.

Most companies hired programmers to specifically create their database. Any support ran through the manufacturer of the computer that this database was on. Except for the question of record and field and typing of the field, everything was specificaly done per site. Accessing of the database was done several times a week to create reports. There was no virtual, real time accessing capability due to the lack of equipment to do this.

Some database vendors were created during this time. A addon program would be a program that could take the data and sort it quicker. Most computer manufacturing support was just this: sort and list programs where varialble parameters could be submitted and the programs would access the disk accordingly and do the results.

We should mention one nascent attempt to expand the database horizon. Manufacturers of computers would provide compilers and assemblers to program these machines. IBM had created Fortran in the mid 50's and Fortran (or something similar called Algol) would come with a machine in the late 50's. Cobol was created through the Defense department and it was made available with computers staring in the early 60's. IBM decided to enhanse COBOL ot handle database functionality. Something designated as CODYSYL (I think this is the spelling) was a set of coding procedures accessible to cobol programmers. This kind of automated the creation and maintenance of databases during that era. But, you should be able to see that there are limitations. Before i mentioned flat file databases. This is what we are dealing with through the use of specific coding or codysyl at the time. A need already was there for something that had links between tables to hold all the info on one 'entity', if you will.

This need becomes the focus of a database convention held in the IBM labs in New York through 1968-1971. While given impetus by IBM, this convention drew on all the resources and insight that the entire computer industry had to create a set of rules governing databases that would allow for the migration of such between different hardware. The attempt also was to make all databases consistent. If you did sum on a table like that above, you would always get the same totals no matter which program or machine that was used assuming the the database program you used met the criteria.

This convention created the relational database, the workhorse of databases today. Netting flat file databases, except for SAP, all modern databases are relatonally driven. I might note that some time ago there as an attept to create a object based database, but we don't see these commercially at the moment. You may recognize severla of the names of relational databases: Access, which you will be studying,SQL Server, Paradox, Oracle, MySql, etc.

Before moving onto Access, you should understand that relational databases are applied aspects of linear and abstract algebra. To force the issue of uniqueness, which was needed to be able to prove out the theories, linear algebra was applied. In this type of math (what is designated a matrixes) there is something called rank which counts the number of unique entries. So, at worst, provition is made for unique numbering (auto number) to provide this uniqueness at the very least.

The result of the relational database convention was a database language known first as SAQL and now by the letters SQL. Some use the initials in designating this, others use SeeQual as the term. There are companies that have these 3 letters in their name but the letters long precede them.

Another addition to SQL was QBE (query by example) and while not part of the SQL practice, in later years this has been merged into some relational (SQL) databases. Access is one of these databases.

In class, we will try to use Access to create a database called census. The database will have one table that we will designate as states. That table will hold the data of the census above. What do we need here. Name of state (which we will designate as state as the term name is apparently restricted for Access 2010), pop2010, change and pop2000. Since the name is unique and and two states can have the same name, we do not need additonal provision of uniqueness although we may use it to show the power of these type of databases to you.

Below, we open up the access program and ask to create a database designated as census. If census.accdb already exists, we would access that database. By default, access creates a table, designated as table1, in the database although there is little that this does.

While you are not required to do this, we will move into design mode. Notice that ID is already set. It is an autonumber which means that each new row forces an id entry of the next number. Autonumber is a large integer which means that it can go up to 2 billion in value and this should tell you the number of rows that an access table can handle. In other databases, a different technique is used based on the time and date of entry and this substantially increases the number of entries per table that are allowed. Click at autonumber and you will see a variety of types. Remember, once a type is selected, the data fro the column must conform to that type.

Now, let's set up the column state which is the state name. Besides selecting type, below you will see a grid which allows subentries. For text, a subentry is length of field. Access defaults to 255, No state name is that long so let's move this back to 30. In addition, there is a requirement for an entry and we should set that.

We now have three numeric fields to create, pop2010, change and pop2000. On all of these we should set the type of nummeric to long integer. It should be clear that all these entries do not need decimals but integer inself supports numbers to 64K. Long integer supports numbers up to 2 billion as indicated above. Below, we show this.

When done with design, we need to put in the data. Below we start this process by requesting datasheet view.

Last time in class we began to create an access database. We had created a table pertaining to the US census. Each entry of the table pertained to the census for each state - population in 2010, population in 2000 and the change between both.

I finished that table rfor us and extended it. This database now has tate capitals and abbreviations in another table and a third table contains US Military bases and the state (abbreviated) where they exist.

You can pull us this database by clicking here. When we were looking at the one table, it was possible to enter info one row and column at a time. But, in real life, you try to create the data at another location and then import it in. Click here for an excel spreadsheet that contains the census data.

Like anything else in access, you cannot have two tables of the same name. So, we will create a state1 table (which will be exactly the same as the state table) by importing the uspop excel file into the census data base. Over many years, Access has developed a large repertoire of code for importing data.

One thing we should define. There is a difference between a linked and imported file. A linked file continues to remain independent of the Access structure. It can be deleted which will destroy your link. An imported file will physically exist with Access. While the original data is outside of the database, the original data is not used in Access calculations or procedures. Below, we show some composites as uspop.xlsx is brought into access as a table. We need to name it something other than state as state is already taken.

While we are not going to use it, Access allows the user to assign relationships to the tables. Here is where the term 'relationa;' has its meaning. Even though the names of the columns are different, abbr of bases relates to abbrev of capitals. In a like manner state of states relates to staste of capital. It is through these relationships that the power of relational databases is displayed because through this you can interrelate various information from different tables for one 'entity'. Below, we see these relationships

Now, the rest of the lecture pertains to SQl and QBE. We can use one to show the other although SQL goes through statements. Statements start with action items such as select, delete, update, insert, etc. We are going to be concentrating on the select statement. The full syntax for the select statement is select ? from ? where ? order by ? group by? having ?. For today, we are at select ? from ? where ? order by ?

Click create and then query design. Below, you will see the the result. You are in QBE (query by example). You must select a table and that should be states. Once selected you will see the states table above and it willl display all the columns in the table. We are starting very slowly. Let's assume we want to list all the states that have a population of 6 million or more. We would like to see the state name and population, We might as see these in reverse order with the most populous state shown first. Below, in the gride, click the control on the first instance of field. If you take states*, it will show every column as * is a default for all columns. Pick state. Show should now be checked. Move to column 2. Same thing but this time click pop2010. Show should be set. Click the sort row and pick descending. Above, a new tab is available designated as query design. Click the run (exclamation point) symbol. We have not chosen a population to stop at so you will see all the states displayed in descending pop order. Click view but this time look at sql view. You should see select states.state,states.pop2010 from states order by states.pop2010 desc. Now, let's impose the 6 million pop limit. Before order by, type in where pop2010>6000000. With only one table being selected, the system will recognize that we are dealing with the states table. Your sql statement should look like select state, pop2010 from states where pop2010>6000000 order by pop2010 desc. Click the run command. Now, you should have a response where all the states are above 6 mill in pop. Nolw, this time, click view design view. Notice that an additional column has been created. Is there a need for this. No. You could have set the constraint of >6000000 in the first pop2010.

These type of databases allow the user to ask questions. What states had 6 mill pop in 2000. Has any been added. In QBE, goto the next column. Indicate pop2000 as the column (field) and set the criteria of >6000000. Run this. Notice that we stop at indiana. Now, take a look at SQL. A little bit more complicated. We are into the world of boolean operators and "and" is one of them. We discuss this more in class.

In terms of access, we are going to do several other "joins" and then look at aggregate functions. You can access the database by clicking here.

I have put a query into the database called pop per sqmi. One class got to this, the other did not. so let's start with a join. Add to the tables being shown with capitals. if not already, set the link between state of states and state of capitals as shown below.

Here's the power of relational databases. Links designated as joins allow the interchange of information between tables. inner joins, the one we have here, go 1 to 1. If somethng is missing in either table, it is not shown in the result. Left joins in Access (and Access does not do all the possible combinations that higher level SQl databases allow) look at states, and state within states. All the entries of states.state are shown even if a link does not exist. The same on the other side, known as a Right join. All of Capitals.state would be shown whether or not a corresponding link is available in States.state. Below, we see the beginning of this.

The easiest way to add a column in the grid is to highlight where it should show and click insert columns above in the design tab. Below, we've done that.

Let's finish this out by adding the bases table similar to what we did for capitals. Notice the bases table has abreviations for state designations. Abbreviations also exist in capitals. If it doesn't do it already, set a link from abbrev in capitals to abbr in bases. This should prove to you that there is no need for field (or column) names to be consistent between tables. Now, let's add as fields base and employees from bases and run that. The result should be similar to what's below.

Notice that we have shattered our 1 to 1 relationships. There are many bases per state in most cases and thios is what is shown. Because Access is a lower level SQl database, it is not as flexible as other SQL databases and you will have limitations as to inner, right and left joins. Generally I have found that Access will access a SQL statement consisting of all inner joins, all right joins or all left joins. We mention this because there are bases in all the states and we are only displaying those bases in states with pop2010 > 6 mil and pop density > 100.

We would like to determine the population of the 50 states. To do this, we invoke aggregate functions. Here's where there are real limitations to how SQL is syntaxed. Let's start slowily. In SQL view, just put in select sum(pop2010) from states. The result is 309183463. The sum is an aggregate function. Let's find out the state average. Substitute avg for sum. The average state has 6183669.25 population. All right. Go into design view. You can see a total row has been added which allows you to enter these aggregate functions. Now, add the bases table. We would in addition like to find out all the employees of the bases per state. Notice, we have no link. States are spelled out in states, abbreviated in bases. Let's add the capitals table to rectify this. If the links don't show up, set them.

Now, let's add state name as the first column. Somethng been added. Do you see the group by. Without group by, SQl stops in its tracks. Aggregate cannot be displayed with specific line item info in Sql unless that line item data is acknoledges to be a group by. QBE handles this for you; Sql view does not. To finish this problem, click for employees. The system with set group by as a default. Click for sum. ANd then let's run. If you did this right, you have the population for the atate and the sum of the employees for the bases that reside in the states. Below, we show this,

Let's export this into an excel spreadsheet. Save this query by clicking the x on the right top side. Now, where Query1 shows on the right (you may have a different name) right click and choose export. Just like with import, there are plenty of options but we are interested in excel. We are now going the other way. Notice that the name defaults to query1.xlsx and you can rename this. There is no need to keep the formatting. Using the continue or OK, we have created an excel spreadsheet. For the reaminder of the class we will talk about Excel. Number of row, number of columns, number of sheets. Question of width of columns and how to set. And, we will try to do some aumations and averaging.

We have just a few things left to do for the catacomb problem. You can load the document as we left it on Wedenesday by clicking here. We want to work on the second page. We'd like the descriptive title to be tabbed in a certain way. So first let's set up tabs at .5 inch, 3 inch and 5,5 inch for classic day. Below, we show hpw to tab for .5 inch.

Below, we have added the two extra tabs

Before we make changes to this tab set, let's look at the format painter. This is designed to copy format info. I think it works in the following way. Just placing the cursor on a paragraph copies paragraph commands. Highlighting text copies character format info. Whichever, after fixing the text cursor, move the mouse and click the format painter at the far left. Now, look at the cursor. It has the I and a paintbrush. you can place to select text whre you want the format ot be copied. A click of the mouse button crewates the format copy change. Look at your instructor as he tries to copy this tab info to the next title, the grand escape.

Now, let's cahnge the tab set to a center at 3 inch and a right tab (for right justification) at 5.5 inch. Click for the paragraph dialog box and then click the tab control button. You can see the tab sets. Click 3" and then click center. Click set to make the change. Click 5.5" and click right and then set to make the change. Below we show this in action.

Coming back to the document. notice the changes. 3' is centered and 5.5' is right justfied. If you had selected both lines as I did, both lines would show this as indicated below.

Format painter is a great tool but what if you wanted something permanent to effect these changes. You could create a style. We want to do the following: in one click set the color to red, the point size to 14 and set the tab set. This involves both paragraph and character commands. Find a style that is both - Heading 1 will do if you have some troble with this. Click that and click the scroll bar at the end of the control. One option is to save this as a new quick style. This is what we want. Below, we see this.

If we have done this right, we should have the style cis103 in the style section. A click on this while on a paragtaph changes the format of that paragraph. At minimum, this style is available to you for the duration you are running this launch of Word. As you close, you will receive a message about changing normal.dotx and if you do, you have made cis103 a permanent feature of your version of Word.

That should complete the catacombs problem. Now, to a more advanced problem (at least at minimum oer the length of the document)

Today, we are going to deal with larger documents. This would not be a surprise given the Microsoft Press (the book publishing arm of Microsoft) forces authors to use Word on manuscript submissions. The document we will deal with at present has 8 pages. You can access it by clicking here.

First thing, today - navigation. You can try Ctrl home and ctrl end and you will find both work. You can also put in all the bookmarks you like and this will also work. What changes here is the need to cycle through pages, lines, objects, etc.

We'll start today with Goto which as discussed last lecture is part of the find/replace/goto dialog box. Let's get there. Select page and enter 4 and click goto. Below is a composite of this. Included is the abiltiy to increment or decrement and we'll do that in class, also.

We'll look at the line count also. Let's head to line 200 and then decrement by 100. This takes us to page 6 and 3 respectively.

Now,let's add some pictures. Click the links and save the pictures to your computer. click for drake.jpg and Click for prisoner.jpg. Put both of these into the pictures folder.

Add the drake picture onto page 1 and the prisoner picture on page 4. Use either position or tight text wrap as we have done previously in class. You can move between pictures using goto if you would like. Make sure to click back into the document. Activate goto and play with next and previous and you will find that you can move between the two quite easily. Let's use this to set captions. You will remember that we set a caption on the last class under Michelle Pfieffer's picture. On the first picture, set a caption designated as Patrick McGoohan as John Drake. On the second set a caption as Patrick McGoohan as the Prisoner.

Word has a set of lists that you can create using the reference tab. One is a table of figures which is nothing more than a listing of the captions. Go to the end of the document and click reference and then click insert table of figures. The system is set to use links for this so set uncheck the check box so that we can see page numbers. Pick a format of your choosing and click OK, Below represents what we should be seeing.

Another possible list is Table Of Contents and in this versin of Word, it is merged with the navigation panel. At the beginning of the document, enter a new line - Origins of Danger man/Secret Agent. With your cursor still on this line, set the paragrasph style to heading1. Near the top of page 3, the document discusses the prisoner TV show. Enter a line - The Origins of The Prisoner. On page 5 you will see reference to - in the A13 and B13 documentation. Above this set the line - Adding the Saint. Again set this to heading1.

Now, two things. In the view tab, activate the navigation pane. You should see these added lines in the tab. For this version, the styles of heading1, heading2, headingx are shown in the navigation panel. Notice, that by clicking on these entries, you move to them. Now, let's add the list I was talking about. Create a new first page. The easiest way to do this is by Ctrl Home, Ctrl Enter, Ctrl Home. You should have a new page. Now, onto the reference tab. Click table of Contents and that's what you will get. By the way, word processing professionals designate this as TOC. Below, you see a table of contents with a navigation pane. One additional note: Use ctrl when clicking the TOC entry to move to it.

One aspect of academic articles pertains to footnotes and endnotes. Assume you have some extra info you would like to indicate. Readability becomes an issue. You can handle this the use of footnote and endnote which allows the reader the option of looking at this extra info. Use find to fond the first instance of Ian Fleming although you probably can see this on the first page. Move your cursor after the g of fleming and go into reference and click footnote. Notice that a 1 is placed where you were and an area between the document and the bottom margin is opened. Notice the superscript 1 down there also. Type in the following. Ian Fleming, the creator of James Bond, was the grandson of Robert Fleming, who in the mid 1800's was the richest man in the British EMpire. He made his fortune investing in American Railroads.

Use find to find the first instance scarecrow. This should be on page 2. After the words, the scarecrow of Rodney Marsh, let's insert another footnote that indicates that McGoohan played Dr Syn, a simple country priest who led an insurrection against the British monarch. Notice that this is footnote 2. The system keeps track of this numbering.

Footnotes can be made into endnotes very quickly. Click your right button and choose note options. On the dialog box, click convert and then into endnotes. Below, we composite this process

We had already indicated to you that there were pre configured cover pages in this system. This is designed to use the info in properties to create a new first page. Invoke a cover page through the insert tab. Notice that it will pick up several pieces of info from properties. Now, look at your table of contents and table of figures. The page numbers are not reflecting the addition of the cover page. Click you right button over the TOF and TOC and choose update field and then update page numbers to correct this.

Having invoked a cover page which is a template, let's look at headers and footers. Invoke your header either through a double click or clicking header in the insert tab. Pick austere even. Up in the header/footer tools, select different odd/even page. Also different first page. Notice that the header on shows on page 2 and 4, etc. Move to page three and invoke austere odd and now page 3,5 ,etc are set. On page 1, invoke Alphabet. Notice how you have different header selections. Below we show a composite of this.

We can do a similar situation with footers. Pick austere odd for the odd pages and austere even for the even pages. And pick alphabet for page 1.

Before the origins of the prisoner is a list of TV roles of patrick McGoohan. Let's bullet these. In the paragraph group, the top left command is a bullet. Select the 4 paragraphs of TV roles and click on bullet. This is the generic bullet. Yopu could also number. Click on the command next to the bullet command. Now you see generic numbers. Bullets and numbers can be enhanced. Notice the added conrtrol to the right of the command. Clicking this gives more options. Let's keep it as number.

We are about to do a pull quote. Highlighted text when a text box is invoked will be placed in the textbox. Click the insert tab and then textbox and draw textbox. Notice that the text is now contained within the textbox. Textboxes can be reshaped. Click change shape in the textbox tab and select an hexagon. Add to this by some 3d options and color options. Below, we see an example.

Several thing left to discuss. Citations under reference, spell checker and something special in this, spell, watermark themes, and changes to track changes (which includes comments) If we can do it today, we will but I think this is moved into the next class.

About page 7, there should be a list of TV parts played by Patrick McGoohan. If not on 7, you can find this by searching for the text TV parts played by . See the list? Let's bullet these. In the paragraph group, the top left command is a bullet. Select the 4 paragraphs of TV roles and click on bullet. This is the generic bullet. Yopu could also number. Click on the command next to the bullet command. Now you see generic numbers. Bullets and numbers can be enhanced. Notice the added conrtrol to the right of the command. Clicking this gives more options. Let's keep it as number.

We had highlighted a segment of the word document we were using bounded by TV parts played by Patrick McGoohan to Capt Rafferty in Rafferty. We could find this by scanning the document or by using the find instructions that we have studied. Now, I do have a problem. This was not done in the Mon-Wed class given the network outage we had at the beginning of Wednesday's class. So, in loading our document, I have provided both the straight text and text within a textbox and your instructor can decide where to begin the lecture. Below, we show in a set of composite shots what is needed per at least the Mon-Wed class: pulling this text into a textbox.

Now, for both classes, academic word processing needs quite a bit of footnote and endnote support. We will let our instructor handle how to do these things and at the beginning of your next class, I will bring in some books to show why we need these things. But, let's handle what we can handle today so I am copying below the portion of the lecture I did not get to from our last class.

Footnotes can be made into endnotes very quickly. Click your right button and choose note options. On the dialog box, click convert and then into endnotes. Below, we composite this process

An important addition ot the 2007/2010 versions of Word is the manage sources or bibliography section of the reference tab. It has even been upgraded from 2007. When doing a paper for an instructor, your instructor will inform you of how (s)he wants the citations - these are the sources you are using - to be listed. In the citations and bibliography group of the reference tab, click styles. You should see things like APA fifth edition, GOST, Chicago, etc. To use this, we need to put in several citations and we need to discuss (although the librarian will extend this discussion) what you are not supposed to do. And what you are not supposed to do is just copy info without indicating a source. This is called plagiarism and is seriously frowned on in Academia and can lead to you getting an F in a course. So, given the sources that you have used, howe do you load them into MS Word. While no true sources was really used in this documentation by your instructor who is the real author of this - and this is a sad situation for someone who is supposed to be a technical expert given that what you are reading about media is probably the only thing he really is an expert in - but here's some possible sourses:

Patrick McGoohan:Danger man or Prisoner, by Roger Langley, 2007. Tomahawk Press. Sheffield England.
Not a Number! Patrick McGoohan, A life, by Robert Brook, 2011, Supernova Press, Albuquerque, NM

Now, armed with these 2 citations, lets put these in a citations. There are several, but to your instructor, the easiest way is to click manage sources. The system will attempt to hold these sources for you for future projects and when you save the document. You wuill notice a left and right side. The left side is for previous citations you may have done. The right side is for the citations that you have entered for the document in question. Previous citations can be moved over by arrow to make them available for this document, but in our case we will need to enter the citation so click new.

At the top, there is type of siurce which defaults to book. The entries may change depending on the type of source you choose. If you click the check box to show all the bibliography fields, you will see they are quite extensive but it is easier to click it on again and use the fields indicated per your choice. Now, for book, using the two citations indicated above, enter the author, title, year, city of the publisher and the publisher year one at a time. After each one, click okay. Below we show our data prior to the addition of the second citation. You can see the first addition is set both at the right and left.

Generally, although not a hundred percent of the time, sources go at the end of a document. We already have table of figures at the end. Click ctrl end and lets add these sources to our document at the end. Choose the style that your instructor requests (for this class, let's use Chicago Fifteenth editon) and click bibliography. Choose either Bibliography or Works cited (this is similar to table of contents whre we chose either contents or table of contents) and with a clik these citations will be inserted into your document (Although the option insert bibliography will not put any title on for you).

Several things remain to finish this document. A quick discussion can be done on themes which you will find on the page layout tab. Themes organize the different colors being used in your document. Although we haven't used a great deal of color, look at page 0 (the cover page) (especially the line at the bottom) and the header on page 1 while selecting different themes under preview to see how colors are affected. This is new as of the 2007 version and corresponds to something that Powerpoint has had for the last several versions, We will see that in powerpoint, Microsoft has included something similar to this.

While on the page layout tab, you can also include a watermark. Either selecting an existing template or selecting custom watermark, you can add text or a picture. Let's use a text watermark and indicate For Educational purposes Only. Seelct a color (or leave it gray) and keep diagonal. Click Apply and you will see something similar to what's shown below. This is an example of what Microsoft calls Z-order which controls layering on the paper. Transparency in varying degrees is allowed and the effect here is a transparent watermark (or image) that bleeds through the text.

We end Word by dealing with several items in the review tab. We have already discusses research and the theseaurus in both classes, I believe. An important componebt is the spell checker which over the years has had a grammar checker added to it. Much is made of this facility, but you should understand it has a way to go. There is a famous poem that indicates this that you can access clicking here. Above the horizontal line is a correct syntax, below is a very incorrect syntax. Notice the spell checker runs through this as if correct syntax. Now, why? While misspelled in their use, all the words do exist and this throws off the grammar checker. Keep this in mind as you run this checker through our document.

At minimum the spell checker should find assumed misspellings per the proper names in the document. Patrick, McGoohan, Ian, Fleming, Goldfinger are not English words. These are proper nouns. To handle this, the program uses two dictionaries: one from the system designed for english, the other set by you as a custom dictionary. You can add to the custom dictionary on the fly as the spell/grammar checker does its thing or you can preset the proper nouns. Let's preset these 5 before running the checker. Click File, then options and then proofing as shown below in the composite.

Once we've set these, let's run the spell checker although if set right the system is already dealing with this. As you look at the document as it has loaded, jagged red underlines are deemed to be spelling errors and jagged green underlines are deemed to be grammar errors. You can make changes even before invoking the checker, but the checker will give you options. Let's invoke it.

First, whereever you are the checker will revolve once around the document. If starting at the top this means straight top to bottom. If in the middle, it is down to the bottom, up to the top and then to the middle. Some text is shown and the error is indicated, this time in a straight red or green underline. Ignore once will allow you to proceed so that the error is ignored at this moment. Ignore all extends this so that during this launch of Word this error is ignored at all times. Add to dictionary involves adding this word to the custom dictionary (assuming a red line indicating spelling). Below the text is some possible algorithmically created substitutions and you can select whichever of these possible changes you want and through either the change or the change all (propagating this through the document), you can change this in the text. We will not discuss autocorrect in this class but it is an interesting secondary way to do spellchecking and you should study this otside of class. Below, you will see the spell checker has found Bourban, which is a misspelling for Bourbon. That spelling is below and selected and by clicking change all, we could wipe this misspelling off the document whereever it would reside.

Finally, the comment, tracking and changes group combine several aspects of word processing the Microsoft has been working on with previous features of Word. This has been created to compete with Lotus Notes which allows group word processing. Assume three offices, Phila, Phoenix and LA and an attempt is being made to come up with a common letter used for a specific reason in all three offices. You might create the original draft, send it along to Phoenix who would make changes and they would send it to LA for changes before sending it back to you. You would want to see what changes were made and by who, rollback any changes you don't like and read any comments. This section allows you to do this. Your book doesn't indicate that this works best when a group is dealing with this and would be cumbersome for just one person. Remeber, you alone can use undo and redo to do much of this when crating your own unique document.

Start with show makeup. When in this section, you can control what type of changes or revisons to show and whether to show these changes, revisions and something called comments can be shown within the document or by balloon. Balloons are the standard choice and their use creates an additional panel to the right of your document where you can see these.

Let's start with comments. Assume that there is a question about whether the footnote for Ian Fleming should be included. Move your cursor to the suerscript 1 after Ian Fleming where you had set the footnote. In the review tab, click new comment. Notice the inclusion of the panel and the comment. Generally some indication of who is the author of the comment is indicated within the brackets. After the colon type in: Do we really need this footnote. Even before leaving this, go up to final:show markup. Switch between final show markup and final. Notice how the comment appears and disappears. Printing will do this also as the system, when printing the comment as a balloon, will decrease the zoom to a number lower than 100% (the norm for printing) to accomodate the ballon. Below, we catch a picture of this as we have gotten into the file menu and then print. Notice the bottom right indicating 84% of view allowing a portion of the document (at the right) to hold thge comment. Now, remember, this is being set for print with the final markup option as final show markup.

Now, go back to the review tab and click reviewing pane. This defaults to showing the reviewing pane vertically which results in another panel but this time to the left. This panel can do a lot of things including modifiying the text and changes in the body of the document. At the moment, only this comment is showing. But if you right click the indication of the comment in the reviewing pane, you could delete the comment, a type of rollback. Below, we show this.

Now, this gets extended by track changes. This was originally used for legal documents but Microsoft has expanded this in concept. There are defaults that you can change but for our purposes just click it on by clicking on track changes as shown below. Now, right in this area is the line ask his opinion (and possibly his association) about this. Change this to his opinion and association about this which means you have added and association and deleted (a possibly his association). Notice our add is in red and underlined. Our deletion is in a balloon, Before doping anything else, go up again and click inside final:show markup. Final gives you the document as if track changes was not invoked. returning to final show markup, we see the comment and delete balloons and we see the red underlined addition. Notice also that the reviewing panel has been modified. Moving either to inserted or deleted on the reviewing panel, we can accept or reject the insertions which would alter the document (accept would set and association as the text that should be displayed and the delete balloon would disappear, reject would set the document back to what it was before our insertion and deletion)

Since the reviewing pane also indicates the user who made the changes, you can see how you would be able to determine which office (if not user) made the change.

We want to start looking at Word and word processors. But let's start with commonalities: Appendex A of your book deals with several common elements in Office 2010. Today and next Monday we will deal with those topics and some more involving common approaches to the operating system.

First, given that we will be looking at several office applications at the same time, let's bring up a few right now. In doing this, we'll show you several places to find these programs. Let's load Word, Excel and Powerpoint onto our system. Keep in mind only one can be active at any time: active means able to communicate with you and the color of the title bar is not greyed out.

Notice, your system should have handled this pretty well. It's a lot of programming and a lot of memory to be used in your system. We have at least 4 things running now, the 3 office apps and the Windows 7 operating system. Can the system run out of memory? Yes, but probably not. Part of the answer to this question is how old is your computer. But, all modern operating systems use something designated as virtual memory to get the added memory when needed. You can find this virtual memory allocation by following the next two screens.

Having seen this now, what is this. It is a trade off with your disk drive. As your system needs more memory, portions of your programs are stored on your disk drive. Other parts of your programs are in memeory and are being executed. Keep in mind that this slows down your machine.

The tip off that your system needs more virtual memeory is the message - system is short of resources, getting more - which occurs when Windows is increasing the allocation of disk space. This is not infinite. Your disk drive is composed of your data and what is needed by Windows. If you have a full disk drive and the system needs more resources, your system crashes.

Speaking of resources, how can we find out what our system is made up of. Using the accessories portion of your program selection off of the start button, drill down into system tools and then system resources. you will find something similar to below.

While we are in resources, it wouldn't be a bad idea to discuss a few of these. You have already seen notepad which we used to create our little web page. An addition for Windows 7 is sticky notes. These work somilar to regular sticky notes in real life allowing the user to leave messages for themselves. Below, you can see that I have left messages for myself as to today's lecture.

Let's set a few in class. On my system, the first gets turned on by clicking sticky notes on the accessories section. After that, clicking the + symbol creates a clone.

Another nice feature since vista is the snipping tool which can be used to grab info from your screen. Click it and your screen will go whitish. The assumption is that this is a new snip. Use your cursor to highlight a section of the screen. Once completed, the snipping program appears with the screen portion within it and which allows you to save it. Below, I've done the same at home.

We did bring up Word, Excel and Powerpoint previously. These are part of Microsoft office, one of 11 components. The components do work with each other either explicitly or subtlely. For instance, outlook uses word quite often. But, if you want, you can really get into things as we can show you here. As you will find out, Word does have its own table structure and this is very valuable in word processing. But what if you wanted to load a real excel spread sheet into Word. It can be done as we will show you. Now, interestingly enough, this is beyond what I would teach in Word but we'll do it here to show you the interaction that you can get from these programs and may be something for you to shoot for when you are done studying these application later in the term.

If you have never been in Word before (and the department head assures me that you have), word is dominated by the ribbon at the top of the screen. Click the insert tab and then click Object and then object again. A series of possibilities should be presented to you, one of which is Microsoft excel worksheet. Click on that and a spreadsheet will appear within your Word document.

Look at the ribbon. When you click within the excel portion, the ribbon looks like excel as you will find out as we discuss excel later in this term. Click outside and you get a perforated type look to Excel and the Word ribbon reappears. This technology, known as object, link and embedding was something Microsoft worked on during the early 90's and Microsoft is very proud of its development of this technology. It still is used today although you don't see and it is hidden within the code of these programs. We are seeing it because we are directly involking it. Below, we show the changes back and forth from excel to word.

Well. welcome to the world of OLE (pronounced a O-L-E on the East Coast and Olay on the west). Again this is somewhat advanced and we won't be studying it but it is a common element throughout office. But so are ribbons. Ribbons were introduced in the 2007 version of office, Prior to that Office used the microsoft memu system. As programs would come up, the menu would play out rigyht to left and clicking each menu item created a panel known as a pop-up menu or context menu. Why switch to ribbon technology and whast does the ribbons give us.

Your instructor can only suspect the reasons. As new features were discussed and scheduled to be added, the menu system and its pop-ups b ecame more unwieldy. In addition, the advent of notebook, laptops, etc changed the screen necessities to a degree.

You are not in for a treat at this point as your instructor will discuss pixels. A pixel is what the system uses as its unit of display. Your screen is made up of rows and columns of these. If you are lucky, your instructor will not mention Philo Farnsworth and potatoes, but Windows requires a certain minimum of pixels to run (800 X 600) while most systems are running much higher in capacity. I do my work on two terminals, one at 1600 X 900, the other at 1680 X 1050. Both of these are 3 times bigger than a window at 800 by 600. What's the effect: Each pixel of 800 by 600 is 3 times bigger than at this higher resolution. HBow does this affect menus. Well, what might seem like a reasonable pop-up menu on a larger resolution system, will run off the screen on the lower.

Microsoft's ribbon technology handles this. Each tab of the ribbon is made up of groups. The groups are programed to display either horizontally or vertically given the resolution of the screen. It also will compress and decompress components as the need arises. Below, we show the ribbon in several resolutions.

Each of the applications provide for options and a pick list. In Word, click the file tab. As it comes up you see the pick list (which in the school system should be blank). Click info and I will show you where you can apply metadata to your document. Click options and you can really change how microsaoft Word acts and looks. Check proofing: we will later in the course deal with auto correct and custom dictionaries, but you can see where these exist. If I have the time, I will show you how to modify the quick access toolbar, while giving you an idea of a new concept in Word, building blocks/quick parts.

Last class we began to discuss the basis of Font technology. If you are lucky, your instrcutor will not spend too much timne on this although you probably will not escape his trivia on how fonts were developed. We should discuss the terminology of fonts such as point size, italics. bold, descenders, extenders and leading. After discussing fonts, let's deal with copy and paste.

As to Cut, copy and paste. In a nut shell, cut deletes the highlighted code. Copy keeps the highlighted code. Paste returns it back to someplce other than the original.

Delete is not a cut. This is a physical deletion. Cut, copy and paste use clipboard mechanism in the Windows operating system. You can see the clipboard in the clipboard group on the home meu in Word and Excel.

Now, you can extend copy and paste. In the document that you have up, highlight a section of code. You can highlight by swiping the mouse or using the shift key in conjunction with the navigation keys on your keyboard.

Click your right button of the mouse and click copy.

This text can be moved thoughout the programs on your system. Launch notepad and click paste. This should appear. Launch Excel and do this also. The text should appear in a cell. Any program with text support should work.

If you want, you can go further. this can be brought back both as text and as a picture. If we have some time, I will show you this feature.

Ribbons have been included in Office since 2007. This technology increases and decreases the icons in such a manner that everything is available to you no matter waht the screen resolution. Each application of office will have a set of different ribbons. For Word, we have the following

The home ribbon deals with font, style, copy and paste and search
The Insert ribbon allows the program to insert object (generally) into the document. We should spend a lot of time on this
Page layout has page layout features but also includes features of the home ribbon that you can access by dialog box
references are for academic papers
Mailings supports mail merge and those options
Review deals with proofing functions and tracking which has been greatly expanded
A kind of catch-all dealing primarily with windows options. This tab also has macro capability for those of you that are fans of this. What is a macro? We'll discuss this in class.

By the way, the first chapter of the Word section in the book is the Aspen Falls Public Library. You should be doing the Aspen problem on www.myitlab.com. I believe I have loaded the necessary material from my side of this onto the course and let me know if this is not the case and we'll add more. At the end of the chapter are additional problems you might want to try and above I have provided access to the files needed for this although you can can find the files on the Q drive - a drive shared throughout the school - under Computer technologies and then cis103 student files. It is important to be keeping up with the book since your tests on the MYITLAB website involve the book contents.

We are going to do a different problem in class that is slightly harder and moves into the next chapters of the book in terms of tables, quick parts and objects for insertion.

I call this the catacomb(s) problem. Below is a part of what we are aiming at.

We do need some definitions before we start a word processing [roblem. n the previous week(s) we looked at the technology of the ribbon so you should be comfortable with that. But, just ot put you on a par with other users of Word:

We do word processing on a sheet of paper. Standard paper in the US is 8.5 inch by 11 inch. A second standard, designated as legal, is 8,5 by 14 inches. Years ago printers were designed to handle both standard although today you might purchase a printer that does not handle the legal standard.

Paper sizes are not uniform around the world and Word is designed to be able to handle these other standards although your printer may no be in that position).

When creating a word document, you skip space at the sides of the paper and this is called a margin designated as top, bottom, left and right. Top and bottom contain their own sections of code designated as header and footer.

Now, when entering data into the word, a single hit of the keyboard enters a character. A set of characters delimited by spaces, a beginning of a paragrah marker (to be defined) or end of paragraph (again t be defined) is a word. Word do not need to have meaning. 123 or abc are words when typed. To determine meaning and achieve corrections in spelling, Word provides tools such as the spell checker and autocorrect to accomplish this.

A group of words ending in punctuation is a sentence. Similarly, if a sentence should need more room than what is available left to right on the screen, the coding automatically moves to a next line as you are typing. This creates two definitions: word wrap and line. Word wrap (or a soft return) is where you are typing a word and it encroaces the right margin and the system forces you down below and to the right to begin a new line and line is the physical result.

The definitions above more or less meet language requirements. The next doesn't. A paragraph in Word processing is the hitting of the enter key. This creates, in essence, a user defined word wrap as the system takes you done and to the left. This is also known as a hard return. This definition of paragraph has great effect in Word as commands are, for the most part, broken down between character and paragraph. A character command requires text to be selected to invoke immediate results. If no text is selected, placeholders are inserted into the text at the point where the character command is initialed and these are invisible to you at that point. Later, if coding is encountered at the placeholders, the cosing is entered with these attributes. Paragraph commands require only that one or more charaters of a paragraph are selected (and in most cases you can get away with the cursor being positioned on the paragraph) to effect changes to the whole paragraph.

Word has a tool for determining where enters have been hit as well as spaces and this is hide show. Below is a graphic indicating this usage and we will use this tool as we do this problem.

In word processing several characters that are contiguous (together) separated by spaces or punctuation (or the beginning of a document or the end of a document or the beginning of a paragraph or end of a paragraph) is designated as a word. Any word can be selected by a double click on it. FYI: In XP and in Word 2003, there was something called a smart mouse which would automatically highlight the entire word one one of the characters was selected.

A group of words together before and after paragraph breaks (or beginning and end of doucument) is a paragraph. A paragraph break is nothing more than the hitting of the enter key. THius can be selected by a triple click and tyou can see the action as first the word is selected and then the paragraph.

Let's start with a new document. If in Word already, use file/new and select a blank template. If bringing up word without selecting an existing document, Word should put you into a new document.

Notice the title bar up top. The name should indicate Document1 - Microsoft Word. Word defaults to specific names for new possible documents. Documentx where x startts at 1 and increases for every new document added during a launch (launch is a Microsoft expression to designate that a version of word is up and running). You should be in document 1 at this time. You should not save the file with this name and even with the name doc1.docx that the system will substitute when you are in save as.

We have been in Word before. With a blank page, let's determine what Word sets as parameters. First, you should see a blinking indicator at 1 inch down and 1 inch across. This is the I cursor. The I cursor is where you enter text (and objects). Another cursor you should be aware of is the mouse cursor which is free to roam. If we take the serial and parallel discussions from previous classes, the I cursor os serial,the mouse cursor is direct. If I get the chance, I will show you a great new feature that has been added to the interaction of the I and mouse cursor but onward to other things.

2 new definitions. Where your mouse is atv the moment is the home postion of the document. You can always get to the home position by clicking Ctrl Home. As you enter data into the document, the end position of the document moves further down (at the moment with nothing in here, the end position is the same as the home position). You can always get to the end position by the cus of ctrl end.

What about the way this document will appear on the paper. It will not move from the top left of the paper to the bottom right. It is constrained by margins. Because of the nature if printers there is a natural margin of probably about a quarter of an inch. We obviously want to use more than this. Until 2001, Microsoft used the standard of 1" around. In 2001, they changed to 1.25" left and right and 1" top and bottom now known as the Word 2003 standard. For this version, they are back to 1" around. The top and bottom margins are special as they can contain additional information. Margins can be set through the page layout tab and can be changed at any time which means that the program will automatically realign the document as the margin is changed. Below, we show a composite picture dealing with margins.

Not that it means much, but you can also change the size of your paper in page layout under size. In the US there are two standards: 8.5 by 11 and 8.5 by 14. In other countries, however, there are other standards generally smaller than that of the US.

While in this section, we should also indicate that you can change the way the printer prints per orientation. Word (and Microsoft office) supports 2 way: portrait and landscape. Landscape makes you document look as it it has been shifted 90 degrees as it prints.

Let's start with an address block. We will show this to you two ways. One is by traditional paragraphs, the other using breaks. let's start with traditional paragraph ad put your hide/show on.

First paragraph is Mr. Bruce Wayne, second is 1000 Wayne Industry Drive, the third is Bat Cave, NC 28710. Your document should look like:

Mr. Bruce Wayne
1000 Wayne Industry Drive
Bat Cave, NC 28710

and you would see the end of paragraph markers at the end of each line.

We might as well use this for what I was supposed to do at the end of Monday's lecture, a discussion of cut.copy and paste.

To start this discussion, we need to give you even more definition. Word supports character and paragraph commands. In Character commands, you need to highlight those charaters that will be affected. In paragraph commands, you need only select a minimum of characters in the paragraphs you want to affect.

This breaks down into the following: The clipboard and font groups are character commands. The paragraph group is paragraph commands.

C ut, copy and paste therefore are character commands. You already know how to select a word or a paragraph with a double and triple click. How about several paragraphs. You can sweep your mouse through all the text of the paragrapghs. You can use the shift key in conjunction with the directional arrows to select the characters. Or, in this case, since we would be selecting everything in the document, we can use the shortcut of ctrl A. Ctrl A will select everything within a document.

Now, we are in the basis of cut,copy and paste. We might as well use copy. So, click copy in the clipboard group. You may have noticed that the copy icon was grayed out until we highlighted some text. Paste also was grayed out but as soon as the clipboard is activated by a copy or paste, the paste icon is activated.

Below we show this text coppied into several programs: notepad, excel and powerpoint. The clipboard is a system wide resource and can be used anywhere (and in any programs) that support text.

Let's get back to dealing with this document. Supposewe would like to see a different font or point size for this, how and what are we doing. Fonts are styles of characters and the world has plenty of these. You can see these by clicking the top left control in thsi group (it should read calibri) and moving your cursor over several of these selections as was done below. This is preview.

We should mention the use of Calibri. In the 1990 versions of Word the default font was Times Roman, a font created by the Times Of London. Fonts are copyrightable and the use of this font must be paid for. I assume, because of this, the Xp and 2003 versions of Word defaulted to Arial, a font developed by and owned by Microsoft as I understand it. Arial is more open than Timers Roman and probably this is what gave it it's name. Arial 10 was the height of Times Roman 12. For 2007 (and this version) Microsoft has defaulted to Calibri 11, another font owned by Microsoft. Calibri 11 is smaller than Arial 10 (and Times Roman 12).

As to point size, this references the size of the small a in 5terms of the number of periods (dots or points) put on top[ of each other to get to that size. As to displaying point size, it is similar to font and you can preview just as we did for the font. Below, we show this and you should keep in mind that you can preview but without selection the point size will return to what it was before the use of this control

Similarly, you can use preview in terms of underline. The U control in the font group will show a series of underlines when its downward arrow is pressed. Again highlight some text and move your cursor over the possible underlines to see what it will look like. Remember, unless you select, it returns to what it was. Similarly you can do the same thing with colors. In word, there is background and foreground colors,. Foreground id the ink, if you will, and background is the paper. Remeber one rule that every artist knows. A piece of r=text with the same color for background and foreground is invisible,

There are more font controls (and sooner or later we will go over these) but let's concentrate on another aspect of this document now. I need a salutation. After our address block, we want to add Dear Mr Wayne:. This brings up spme problems as to spacing as indicated in the problem in your book. We will discuss several of the possible solutions of your book but understand that we expec t to answer this question with another technique. But first, let's add the salutation. But where?

The traditional way of doing this is to go to the end of the document (the zip code) and hit enter keys as you work your way down the document. In this case, we probably would want to skip a line and then put in the salutation. B ut this version of Word has a better way of doing this. Move your mouse cursor to where you think you would like to add this text beyond the end of the document, Double click and you will find that the system adds blank line (enters, no text) down to your mouse position. In this case, its trivial, but when dealing with a heavy use of objects in addition to text, this technique can save a whole lot of time and trouble. Now, enter the salutation.

After the salutation we need to add another paragraph as indicated below:

Let me introduce myself. For years I was Batman’s rival, Catwoman. But, I have found a more purrfect way to earn a living.

Add this to you document and it should look like the following assuming that we have not changed font, point size, lack of underline and default coloring.

Now, let's discuss this paragraph you put in. Did you specifically create the break between the two lines. We hope not. If you did, you are defeating the entire purpose of this program. The program should have decided when to break based on a whole series of things such as font, point size, margins, etc. The program polls your typing. As you get close to a margin (in this case the right margin) it determines if the word you typed has violated (or encroached) the margin. If it has, it moves that word automatically down the paper to start the next line. We will be discussing spacing and you should understand that what has been defaulted as spacing (or what you have set) determines how far down this next line is. Any changes to any characteristics will force the program to look at your line again. If these new characteristics again have a word encroaching the margin, the line is reset, that word is brought down and it now leads the new line. On the other hand, if added spacing has been created, it will try to fit the first words on the next line up into the end of this line and if it succeeds, the document is completely layed out anew. The word processing industry calls this word wrap.

Now, let's look at spacing. There is spacing within the paragraph (between each line). spacing before a paragraph and spacing after. Quite frankly, this is one of the hardest things to control in Word. It is complicated by another factor, the difference in size between the default fonts of 2003 and before and the default font of this and the 2007 version.

Let's take a look at the spacing options. They are part of the paragraph group which should tell you how they can be controlled. Below, is what we would see when this control is pressed. In addition, you can use the dialog box that the group is associated with.

Most of the line options make sense except for 1.15. Can you guess what that might be used for. We'll discuss this in class as we end our lecture

If you look at the entire document, you are now at the paragraph: Introducing Catacomb, your one step location for Cat grooming. But, it certainly doesn't look like the other paragraphs. it is centered, bordered and shaded.

Your instructor has an interest in how one controls the reader's eyes and this is one trick. Human eyes are attracted to darkness surrounded by light. We will do this with this paragraph. It assures that any eyes that are set on this document will at first go here. The plan is to type in the next 2 paragraphs (introducing and you know how), center the introducing paragraph and then border and shade it. To add effect, we will increase the spacing between it and let me introduce and it and you know how.

Let's discuss justification first. But, to see the full effects, let's work on the You know how paragraph as it has several lines. We had a discussion about word wrap and the process of word wrap autimatically creates a jagged line at the right of the paragraph (assuming left justification). Left justification, the assumption that is automatically made, comes from the characteristics of english which is oriented from the top of the page with paragraphs as left as possible. Other languages (and societies) have other norms.

The picture below shows the 3 paragraphs left justified on the left and right justified on the right. The blue line shows the appropriate margin. The green boxes show the remaining space per line for each paragraph. It is the green boxesthat get manipulated during justification. From left justification to right, the boxes are moved from one side to the other. If we were to center, the green boxes would be split with a half on one side and the other half on the other.

In word, one more justification exits called either justification or full justification. This was made popular by Word perfect in the middle 80's. It is a technique that left justifies while also right justifiying. How can this be done. The green boxes are divided by the number of spaces in the line and added to each of those spaces. This occurs for every line but the last as it would be too obvious in that case. This technique will not work for documents where the average characters per word are high as gaps will be seen. Below, we set these paragraphs to full justification. We have taken the liberty to move lines. At the bottom next to each other is a line form the top paragraph above the bottom paragraph. Look at the spacing indicated by the black lines and circles. You should be able to make out a slight difference in the size of the spacing.

Now having done all this, we would like to center the paragraph starting with introducing. Any changes to the other paragraphs should be undone, You have a tool at the top in the quick access toolbar that is called undo. Another is redo. In word, (and this does not extend to Excel) you can go back and forth pretty much at will. Let's undo the justification changes done to these paragraphs. Below, you can see a composite of what was done. Notice that the undo gives you a detailed listing while redo indicated the next item to redo. The way this works is similar to the use of the navigation keys in browsers in the internet

Having done this, let's move to the paragraph starting with introducing. The technique being done could be accomplished with text boxes but we will use paragraph controls. Center this paragraph. Now, move the bottom right control in the paragraph group and click the right portion of the control to see the options. You can see that you can border various parts of the sides of this paragraph. In addition, although we will not use this here, you can set vertical lines which at times is very convenient. We want more, though. Click the last option, Borders and shading and it is here that we will set some aspects of this paragraph.

To the right are various schemes for this bordering. None is an option and disables these borders from being seen. It's the way to turn this off. I normally use shadow, the third scheme for this although you are welcome to experiment. To the right of the type is style color and width. We'll continue with black although feel free to change the color. The style is similar to the underline style we have looked at previously. Choose the first one, a solid line. Width in this case is important. Shadow will not be obvious for width less that 4.5 so click either 4.5 or 6 pts.

You should notice that the preview indicates this shadowing effect. You can deal with each side of the paragraph by clicking it to put it on or off. If you turn on of the sides off, the type of border will be set back to box.

Shading puts a little color (or a gray) into the box You can find this at the shading tab. If using black and white, set fill as no color. In the patterns you will find various possibilities. Ypur audience should determine what percentage to use. If geared to young eyes, head higher. if geared to older eyes, head lower. Keep in mind that your laser printer will probably give you a different effect than what you are seeing. Below, we show a composite of this for you.

Notice that we have the entire line from margin to margin bordered and shaded although the text is centered. To resolve this you can go into the paragraph dialog box and change the paragraph margins or use another technique. First, let's discuss the paragraph margins. This is really dealing with paragraph topography. In many years past, it was common to indent the first line of a paragraph and not space between paragraphs. There is at least one person in this class who learned composition this way. We'll let you decide who is this aged, ancient person among you. As computerization (word processing) made its mark in the 1980's, composition changed. You probably were taught not to indent but to space between paragraphs.

Paragraph topography tries to take this into consideration. Paragraphs are broken down between first lines and all other lines. Firstl ines can be indented or outdented (or as Microsoft calls it, first line and hang). Paragraph margins - called left and right indent - can be applied to all the lines of the paragraph. In the dialog box you see off of the paragraph group are controls to handle all these situations as indicated below.

This does seem like overkill to handle this. A better tool exists for this designated as the ruler. Prior to the 2007 version, the ruler was the default. In the 2007 and this version, the ruler starts out hidden. Youi can access the ruler by the control at the right above the right scroll bar or click view and click ruler in the show group. If set on and you get out of the program, the next time Word is launched the ruler will be active. If set off when you get out of the program, the ruler will not show the next time you launch Word.

What does the ruler give you. For any paragraph (or set of paragraphs that are selected) you can control first line or hang, right paragraph margin and the interaction on the left between the first line and the others. Your instructor will show you how this is done on another paragraph and then undo. For the paragraph in question, the omne that is bordered, we need to increase the left and right paragraph margins. Below we see this,

Before heading further down, let's work at the top of the document. Your navigation keys should make some sense now. Use Ctrl Home and you will move to the top of the document in what is designated as the home position of the document. use Ctrl end and you are moving to the end of the document. On any of the paragraphs, use end and you move to the end of that line. Use home and you move back. Sometime in the future we will be using a document that is more extensive and we will have need of page breaks. Move your cursor anywhere in this document and use ctrl enter and you will see a page break created at this point. This is alled a hard page break as you, the user, have created it. Page breaks instituted by the Word program are designated as soft page breaks. By the way, this answers why word wrap points are sometimes designated as soft returns and your enter key is sometimes called a hard return. use your undo to make the page break disappear. Use ctrl home to get to the top of the document.

We want to enter a date as the first line. Hit the enter key to move the address block down further. Now, click the insert tab and click date and time. Dates (and times) can be entered in 2 ways. One is hard wired so that the specific date picked always shows up. The other is by macro, so that the date is picked up from the system and inserted. The update automatically chaeck box handles this for you. The available formats come from the operating system and dates have designation of short, medium and long and you can see this as we have 10/3/11, 10/3/2011,Oct 3, 2011 and Monday, October 3, 2011. Pick the date format you want to show and double click it to insert it. I;ll let you decide whether this is a macro date or specific date.

We would like to handle the header. The 2007 and this version has really changed how Word looks at headers and footers. In a previous class we looked at a predefined header and how it took info from the document properties and used it. Everything is different including how to access the header. You can if you want click the insert tab and then header. It is easier to double click in the header location to invoke this.

When in the header the system helps you with a new tab, the header and footer tool. You can see in this tool a set of control that are of use for the header (and footer). Included are these preset header and footer objects. Date is included as is page number although both of these (you are already aware of date) are in the insert tab options. Access to pictures and clip are also are allowed although again you can use the insert tab of the ribbon for this. Notice that you can also clase the header and this bring you back to the document although it is easier to just double click within the body of the document.

In the Aspen Fall problem, there is a use of clip art in the body of the document. we are going to do the same but just place it into the header instead. We are going to complicate this procedure by intermingling the clip art with word art.

Now, what is word art. It is a cariculture of letters. Below, we track the process of putting a Wrord art object indicating catacomb into the header.

Not shown here is the invokation of an additional tab, designated as Word art tools. If on the word art object, word art tools will show up. if on the header, the header footer tools tab is in operation. Now, on the word art tools, let's look at this. You can space out or compress the letters. You can change the style. In addition you can change the color of the inside (known as a fill) and the outside (known as the border) of the characters. You can even change thei ntrinsic shape of the style although this style was chosen as it looks like a cat as it scratches (you have to be a cat lover to understand this). take a look at text wrapping. When we study picture we will delve into this and positioning more fully but for now, click text wrapping and choose tight. This will move the object somewhat. Move your cursor over calacomb and look for a 4 pointed arrow and when you see it, move the object with your mouse as the left button is depressed. Below, we have put this into position.

Now, back to the header footer tab. Click clip art and a panal will open to your right. Let;s find a cat and so enter cats as the search for. Nothing is more beautiful that jet black cats (in their opinion also) so let's look for a Halloween cat and you can see that I have selected this in the screen shot below.

All right. Similar to the previous object, you have a new tab associated with this clip art (although it will probably say picture). Enter the tab and move to wrap text and set this to tight. Now, move your cursor above one of the four handles at each ofg the corners. You should see a 45% grabber. Move this in till the cat is an eighth of the original size. Move your cursor over the cat un til you see a 4 cornered arrow. Depress your left button of the mouse and move the cat so that it straddles the second C of catacomb as indicated below.

I hope to get to this point in these classes today. If so, we;re done for the day. You can save this if you would like to your flash memory but at our next class there will be a link to load it at that point.

This script is for the Spring'12 classes at Community Colege of Philadelphia. Class scripts are in existance since Summer II 2009. To see previous scripts, and a link to prior excel tests, click here.

About the books for CIS103 this term

Note to my Fall'12 class

We think this is the 6th lecture from the end of the term, Nov 18 2010. In some places this is the beginning of Homage to Scorpios week