BIS 121 IT for Business Application

Mid-term Revision

Part I – Computer Concept Four Basic Component of Computer

Input Process Output Storage Communication

Input device? Output device? Storage device? Communication device? Process device – CPU, RAM (primary storage)

Part I – Computer Concept (cont) System Unit (Process)

Central Processing Unit Perform the arithmetic and logical calculation Control the overall computer system Decode and Execute the program

Random Access Memory (primary storage) Store data and program (working space) when processing Volatile (loss data when power off) more expensive than secondary storage Access speed faster than secondary storage

Read Only Memory (ROM) Store start up programs (mouse , display driver) Non-volatile

Peripheral Device Input device + Output device + Storage Device

Storage Device Magnetic Optical Solid state device (e.g. USB) – no moving part

Part I – Computer Concept (cont) Binary digit (bit) – the smallest unit of storage 1 Byte = 8 bits

stores 28=256 different characters (ASCII) e.g. ‘A’,’?’,’8’

Chinese characters? – over 30,000 Chinese character

Kilo- 210bytes Mega- 220bytes Giga – 230bytes Tera – 240bytes

Part I – Computer Concept (cont) Software

Application software Word processing (MS Word) Electronic Spreadsheet (MS Excel) Presentation Software (MS PowerPoint) Database (MS Access)

System software Operating System (Window Vista, Linux) Utility Software (Anti-Virus, File Compression, File

explorer, Backup and Restore, Disk fragmentation)

Part II – Word Processing Main function

Format Text – Size, Font, Typeface (Bold, Italic, Underline, Superscript,….) Paragraph – alignment, line spacing, indent Bullets (,…)and Numbering (1,2,3…) (I, II, III …)

Spelling and Grammar Checking (cannot detect some misspelling- why?)

Find and replace function (why need to check the “whole word” checkbox?)

Page setting Size – width, height. Margin – left, right, top, bottom. Gutter (裝訂邊 )

Header and Footer – page number (why?), filename …. Tables

Row, column border, shading

Part II – Word Processing (Cont’d) Main function

Mail Merge Step 1: create main document (letter, envelope …) Step 2: create/open data file (word, excel, database) Step 3: insert merge field in suitable place of the letter. Step 4: Sorting and Filtering data if necessary. Step 5: Merge File / Print.

Long document Table of Content (TOC)

Step 1: Create/ Modify the default STYLES (Heading1, Heading2..) Step 2: Assign these styles to your document. etc, assign heading 1 to Chapter , assign heading 2 to Section … Step 3: Insert page number. Step 4: Perform TOC feature from Insert menu.

Footnote – can apply on each page or end of document.. Automatic reference – Table , Figure..

Part II–English Versus Chinese Word Processing

中文直書(V

ertical docum

ent O

rientation)

應用在中文文書

• Spelling and Grammar Check can only applied to English Word.

Use table to separatedifferent text orientation

Part III – Spreadsheet Main feature

Workbook contain worksheets Cells – Row (1,2,3…) + Column (A, B, C ….) Format – (Decimal place, $, %, ….) Formula - (+, -, *, /, ^) Functions

SUM MAX MIN AVERAGE SQRT

Part III – Spreadsheet (Cont’d) Main feature

Advanced Function If – IF(expression, true value, false value)

expression – “< , >, =, >=, <=, <>” Complex expression – Or, And. e.g And(expression1, expression2)

Countif – Countif(Cell Range, search value) Vlookup, Hlookup – search value from a lookup

table. vlookup(lookup value, lookup table range, row number, range) Hlookup(lookup value, lookup table range, column number, range)

Sorting and Filter – Manipulate data Sorting – Arrange the data in specific order by specific field

Field – single field or multi-field Filter – Filter the row which you want to cope with.

Filter function - >, < ,=, >=, <=, <>, and, or.

Part III – Spreadsheet (Cont’d) Main feature

Advanced Function (Cont) Subtotal – group some information e.g. count, sum,

average, etc Group field must be sorting first.

Relative reference and Absolute reference Relative reference – the cell reference in formula will

change when copying formula. e.g. A3 Absolute reference – the cell reference in formula will

not change when copying formula. e.g. $A$3 Mix-reference – e.g. A$3

Copy to right or left (change) BC… (no $ sign before A) Copy to up or down (no change) 3 ($ sign before 3)

Part III – Spreadsheet (Cont’d) Main feature

Protect worksheet – prevent to modify the data or formula accidentally Step 1: highlight the cells which can modify after apply

the protection to the worksheet Step 2: From format menu, click cell and select

protection, uncheck the lock option. Step 3: Perform the protect worksheet function in Tool

menu. Create chart

Type of charts Bar charts – compare the value in different sector Line charts –predict the trend of the value Pie charts – find the proportion of the different sector

Part III – Spreadsheet (Cont’d) Create chart (cont’d)

Step for create charts Step 1: highlight the cells which the information are

included in the chart; if the cells are not continuous. Hold down [Ctrl] key when select not continuous range cells.

Step2 : click the chart wizard to select the type of charts. Step3 : input the appropriate option of charts. Such as

chart title, labels and legend. Etc. Step4 : click OK for done.

Macro Automatic to do repetitive tasks Need to record the macro or write code Assign macro to hot-key or button to start the macro

Part IV – PowerPoint Main feature

Slides – can apply different layout. Basic elements in slide

Title of slide Body of slide/ outline of slide Related graphic

Effect Transition – the effect from one slide to another slide Animation – in slide, e.g. fly in, fly out, dissolve…. Presentation flow – the order of object appear Sound Template – default background theme

Insert object Clipart – video, music, graphic Organization and Excel Charts Autoshape

Part IV – PowerPoint (cont’d) Main feature

Freehand annotation with pen, highlight Mater slide (for what?)

Print-out Slide Audience Notes (handout) Speaker note Outline

Rehearsal function (for what?) Presentation technique (refer to notes)

Don’t do? Do?

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