6.
DIGITAL DOCUMENTATION (ADVANCED)
Digital documentation refers to word processing which involves
creating, editing, and formatting text documents. It uses
word processor software tools like Microsoft Word in Microsoft
Office Suite and
Writer
in LibreOffice and OpenOffice.Some of its important features are
1. Styles and Formatting
Styles and Formatting is a feature in word processors that allows
you to apply predefined or custom formats to text to maintain a
consistent look throughout your document.
2. Templates
Templates are pre-designed documents or document parts that you
can use as a starting point to create new documents with a consistent
format.
3. Table of Contents
A Table of Contents (ToC) is a list of headings in a document, with
page numbers or links, that helps readers quickly find sections of
interest.
4. Inserting and Modifying Images
This involves adding images to a document from various sources and
adjusting them by resizing, cropping, or deleting to fit the document's
needs.
Example
You can insert a company logo into a report and then resize it to
make it fit well with thetext, or crop it to remove unwanted parts.
5. Drawing Objects
Drawing objects are shapes, lines, and other graphical elements you
can create and modify within a document. They can be resized,
grouped, and positioned as needed.
Example
You might create a flowchart using drawing objects to visually
represent a process, then resize and group the shapes for a clear
layout.
6. Four settings for positioning an image.
a. Arrangement
b. Anchoring define
c.Alignment
d. Text Wrapping
7. Track changes
7. ELECTRONIC SPREADSHEET
(ADVANCED)
An electronic spreadsheet is a digital tool used for storing, organizing
and processing data in tabular form.It allows users to
perform calculations, create charts, and manage data efficiently.
Example
Microsoft Office Excel, Google Sheets,
Calc
in LibreOffice etc.
Relevant Topics and s
1. Consolidating Data
It combines data from multiple workbooks/spreadsheet or
worksheets into a single summary.
2. Creating Subtotals
It adds up values in a category within a dataset to provide a
subtotal.
3. “What If” Scenarios
It uses different scenarios to predict outcomes based on changes in
variables.
4. Goal Seek
It is a tool to find the necessary input value to achieve a
desired result.
5. Solver
It is an advanced tool used to find optimal solutions for
complex problems with multiple constraints.
6. Setting Up a Spreadsheet for Sharing
It means configuring a spreadsheet to allow multiple users to view
and edit it simultaneously.
7.Macro
8. Reviewing Changes
View, Accept, or Reject Changes
It means evaluating modifications in a shared document and deciding
whether to keep or discard them.
Example
Reviewing proposed changes to a financial report and deciding
to accept or reject each change.
9. Adding, Editing, and Formatting Comments
It means inserting notes or feedback in cells, modifying their content,
and adjusting their appearance.
Example
Adding a comment to explain a formula used in a cell.
10. Merging and Comparing
It means combining data from multiple cells or sheets
and analyzing differences.
11. Macro Recorder
It is a tool that records a sequence of actions to automate repetitive
tasks.
Example
Recording steps to format a report so that they can be repeated
automatically.
12. Creating a Simple Macro
Writing a basic script to perform a specific task automatically.
Example
It can be used to automatically format a report by bolding text,
changing font color to blue, and setting column width, all with one
click.
13. Using a Macro as a Function
It means employing a macro to perform calculations or
other functions like a built-in/readymade formula.Example
Using a macro to calculate discounts on sales prices.
14. Passing Arguments to a Macro
It means providing input data to a macro to get required output.
Example
Passing different sales targets to a macro that calculates required
result.
15. Passing Arguments as Values
It means providing specific input data rather than using
default settings.
Example
Passing different sales targets to a macro that calculates required
result.
16. Macros to Work Like Built-In Functions
It means designing macros to perform tasks similar to built-
in spreadsheet functions.
Example
Creating a macro that calculates the average of a range of cells, like
the AVERAGE function.
17. Accessing Cells Directly
It means writing macros to directly manipulate/edit/change
cell data in spreadsheets..
Example
Directly accessing cell B3 to update a sales figure.
18. Sorting Columns Using Macro
It means writing a macro to organize data in columns based on
specific condition.
19. Setting Up Multiple Sheets
It means creating and managing different worksheets within a single
workbook to organize various types of data.
Example
You might have one worksheet for sales data, another for
inventory, and another for financial calculations within the same
workbook/spreadsheet.
20. Creating References to Other Sheets
It means linking data from one worksheet to another within the same
workbook. This helps to use or display data from a different
worksheet in a single place.
21. Creating References to Another Document
It means linking data from one workbook to another, allowing you to
access and use data across different files.
Example
You might link a separate class test result workbook to
a separate student’s annual report card workbook so that changes in
the test scores automatically reflect in it.
22. Hyperlinks to the Sheet
It means creating clickable links within a spreadsheet that direct you
to other sheets,specific locations within the same file or to a website.
Example
You can create a hyperlink in a summary sheet that takes you directly
to the detailed salesdata sheet.
23. Creating Hyperlinks
It means inserting clickable links in your spreadsheet that can direct
to other sheets,external documents, or websites.
24. Editing a Hyperlink
It means modifying an existing link’s address or text to update or
correct its destination.
Example
If a hyperlink originally directed to an old report location, you
can edit it to point to thenew report location.
25. Linking to Registered Data Sources
It means connecting your spreadsheet to pre-defined, registered
databases/data-sourcesto use its data.
Example
You might link your spreadsheet to a registered company database to
automatically see itsemployee information.
26. Relative and Absolute Hyperlinks
Relative Links
A relative link in a spreadsheet refers to a location that works based
on where the file is stored. If you move or copy the spreadsheet, the li
nk adjusts automatically and still works as long as the linkedfiles are
in the same relative location.
Absolute Links
An absolute link points to a specific, fixed location. If you move or c
opy the spreadsheet to adifferent location, the link may break
because it does not adjust its reference.
Example
You have a
file1.xlsx
with an absolute link to
file2.xlsx
stored in a folder called
C \Documents\file2.xlsx
. If you move
file1.xlsx
to a different folder or computer, the link will breakbecause it is still
trying to find
file2.xlsx
at the original location (
C \Documents\file2.xlsx
), whichmay no longer exist. You may also use website address
as an absolute link.
8. DATABASE MANAGEMENT SYSTEM
1. Database
is an organized collection of data that can be easily accessed and
managed.
Example
A school database might store student details such as names, grades,
and attendancerecords.
2. Database Management System (DBMS)
is software that helps in creating,managing, and maintaining a
database, allowing multiple users to access and manipulate
dataefficiently.
Example
Common DBMS software includes
LibreOffice Base, MySQL,Oracle,andMicrosoft Access
Components
a.Tables (Primary/Basic component)
Tables are like spreadsheets with rows and columns, where data is
stored
Utility
They organize and store information in a structured way. Each row
(record) holdsdetails about one item or person, and each column
(field) represents a specific type of data.b.
Forms
Forms are user-friendly interfaces for entering and editing data.
Utility
They make it easy to input and update information in tables. For
example, a formmight be used to add new employee details without
directly interacting with the table.c.
Queries
Queries are commands used to retrieve or manipulate data from
tables.
Utility
They help you search, filter, and analyze data based on
specific criteria. For example,a query can find all employees in a
particular city.d.
Reports
Reports are formatted presentations of data obtained from tables and
queries.
Utility
They organize and display data in a readable format for analysis or
printing. Forexample, a report might summarize employee
information for monthly performance.
3. Relational Database Management System (RDBMS)
RDBMS
is a type of DBMS where data is stored in related tables, and the
relationships are defined by keys (like primary and foreign keys).
Example
In a school database, student and class data are stored in separate
tables but are linkedusing a common field like
Class_ID
4. Advantages of a Database
Reduces Data Redundancy
Avoids duplicate data.
Sharing of Data
Allows multiple users to access the same data.
Data Integrity
Ensures the data is accurate and consistent (updated everywhere).
Data Security
Only authorized users can access data.
Backup and Recovery
Automatically manages data backups and restores lost data.
5. Types of Databases
Flat File Database
Stores data in a single table, suitable for smaller datasets.
Relational Database
Stores data across multiple tables that are linked via common fields,
usefulfor large data.
6. Table
is a set of data elements organized in rows and columns.
A table can have
Record
(or tuple) is like a single row in a table where you keep all the details
about oneperson or item. For example, a record might have all the
info for one user, like their name,email, and address.
Column
(or field) is like a category in that table. Each column holds one type
of informationfor all records, such as "Email Address" or "Phone
Number."
7. Primary Key
It is a unique identifier for each record in a table, ensuring each
record is distinct.
Example
In a student table,
Roll Number
might be the primary key.
8. Foreign Key
It is a column in one table that refers to the primary key of another
table, establishing a relationship between them.
Example
In a database,
Class_ID
in a student table could refer to a
Class_ID
in the class table.
Candidate key and Alternate key
9. Data Types
Data types define the type of data a field can have in it.
Numeric Types
Integer
Stores whole numbers.
Decimal
Stores numbers with decimals.
Float
Stores large or small numbers with decimals.
Alphanumeric Types
Char
Stores fixed-length text, e.g., Char(10) for a string of up to 10
characters.
VarChar
Stores variable-length text, e.g., VarChar(255) for text up to
255characters.
Binary Types
Binary
Stores binary data like images or files.
Date Time Types
Date
Stores date values (year, month, and day).
Time
Stores time values (hours, minutes, seconds).
10. SQL (Structured Query Language)
SQL
is a language used to interact with and manage databases.
Example
SQL commands like
SELECT,INSERT,UPDATE, and DELETE
are used to manipulate data.
11. Data Manipulation Language (DML)
refers to the SQL commands that modify or retrieve data in a
database.
Common DML Commands
SELECT
Retrieves data from a database.
INSERT
Adds new records.
UPDATE
Modifies existing records.
DELETE
Removes records.
12. Data Language (DDL)
refers to SQL commands used to define and modify database
structures, such as creating or deleting tables.
Common DDL Commands
CREATE
Creates new database objects like tables.
ALTER
Modifies existing database structures.
DROP
Deletes database objects.
13. Example of DDL and DML Commands Using a Table
Employee_Info Table
Fields
Employee_ID, Employee_Name ,Phone_Number ,Address ,City
,Country
ROWS
01 Shanaya 9898765612 Oberoi St Mumbai India
02 Anay 9432156783 House No 23 Delhi India
03 Preeti 9764234519 Queens Rd Bangalore India
DDLCommands
1. CREATE TABLE
CREATE TABLE Employee_Info (Employee_ID
INT,Employee_Name VARCHAR(50),Phone_Number
VARCHAR(15),Address VARCHAR(100),City
VARCHAR(50),Country VARCHAR(50));
2.
ALTER TABLE
ALTER TABLE Employee_Info ADD BloodGroup VARCHAR(5);o
Explanation
This adds a new column,
BloodGroup
, to the existing table.
3.
DROP TABLE
DROP TABLE Employee_Info;o
Explanation
This command deletes the entire Employee_Info table.
DMLCommands
1.
INSERT
INSERT INTO Employee_Info VALUES (02, 'Anay', '9432156783',
'House No 23','Delhi', 'India');o
Explanation
This adds a new record
2.
SELECT
SELECT Employee_ID, Employee_Name FROM Employee_Info;o
3.UPDATE
UPDATE Employee_Info SET Employee_Name = 'Aahana', City =
'Ahmedabad' WHEREEmployee_ID = 01;o
Explanation
This updates the name and city for the employee with
Employee_ID = 01
4.DELETE
DELETE FROM Employee_Info WHERE Employee_Name =
'Preeti';
Explanation
This deletes the record of the employee named 'Preeti'.
5.SORT
a. Sort by Employee_ID in Ascending Order
SELECT * FROM Employee_InfoORDER BY Employee_ID ASC;
b. Sort by Employee_Name in Alphabetical Order
SELECT * FROM Employee_InfoORDER BY Employee_Name
ASC;
c. Sort Employee_Name by City in Alphabetical Order
SELECT Employee_Name FROM Employee_InfoORDER BY City
ASC;
d. Sort by Employee_ID in Descending Order
SELECT * FROM Employee_InfoORDER BY Employee_ID DESC;
e. Sort by Employee_Name in Reverse Alphabetical Order
SELECT * FROM Employee_InfoORDER BY Employee_Name
DESC;
