Unit 1 Digital Documentation(Advanced)

Session 1 Introduction to Styles in LibreOffice Writer

Styles in LibreOffice Writer are a powerful feature for creating consistent, professional-looking
documents. Styles allow you to quickly format text, pages, and other elements in a structured way,
reducing the need for manual adjustments.

Styles Categories in Writer

1. Page Styles:
o Control the layout of entire pages, including margins, headers, footers, and
backgrounds.
o Useful for applying uniform page settings across the document, such as setting
different headers for odd and even pages.
2. Paragraph Styles:
o Define formatting for entire paragraphs, including font, alignment, spacing, and
indentation.
o Ideal for creating consistent headings, subheadings, body text, and other structured
text elements.
3. Character Styles:
o Apply specific formatting to individual words or phrases within a paragraph, like
bold, italic, or color changes.
o Useful for emphasizing key terms without altering the paragraph style.
4. Frame Styles:
o Control the appearance and layout of frames, which can contain text or images.
o Frame styles determine border, background, and alignment for content within frames,
ensuring consistency in design.
5. List Styles:
o Define bullet points and numbering formats, as well as spacing and indentation for
lists.
o Useful for maintaining uniform lists throughout the document.
6. Table Styles:
o Apply uniform formatting to tables, including borders, shading, and text alignment.
o Helps in creating professional-looking tables that are consistent in appearance.

Styles and Formatting

 The Styles and Formatting pane in Writer (accessed via F11 or Styles menu) allows you to
view, create, modify, and apply styles.
 This pane organizes styles into categories (Page, Paragraph, etc.) and enables easy
management of document formatting.

Fill Format

 Fill Format mode allows you to quickly apply a selected style to multiple parts of your
document.
 In Styles and Formatting, select a style and then click on the Fill Format icon (paint bucket
symbol).
 Click on the text or element you want to format, and the chosen style will be applied. This
feature is useful for applying a style across multiple sections with minimal effort.

Creating a New Style

 1. From Selection Method:
o Format a section of text or an element with your desired attributes, then go to Styles
and Formatting.
o Click on New Style from Selection and assign a name to the style. This saves your
formatting as a reusable style.
2. Drag and Drop Method:
o Select the text or element with the desired formatting, then drag it into the Styles and
Formatting pane to create a new style.

Updating a Style

 If you want to update an existing style, right-click on it in the Styles and Formatting pane and
select Modify.
 Make the desired changes in the dialog box that appears, then click OK. All instances of that
style in the document will update automatically, making it easy to implement document-wide
changes.

Loading Styles from a Template or Document

 You can load styles from other templates or documents, which is helpful for maintaining
brand or formatting consistency across multiple documents.
 In Styles and Formatting, click on the Load Styles button and select the source document or
template. Choose which styles (e.g., paragraph, character) to import, then click OK.

Applying Styles

 To apply a style, simply select the text or element you want to format, then double-click the
style name in the Styles and Formatting pane.
 Applying styles consistently helps create a professional, well-structured document with
minimal formatting effort.

Session 2 Working with Images in LibreOffice Writer

Inserting and formatting images in documents adds visual interest and can help convey
information effectively. LibreOffice Writer provides multiple methods for adding images and
a range of tools for modifying their appearance and position within the document.

Inserting an Image in a Document

1. Insert Image Option:

o Go to Insert > Image to browse your computer and select an image file to insert into
the document.
2. Drag and Drop Option:
o You can drag an image from a file explorer window directly into the document,
making it an easy and quick way to add images.
3. Copy and Paste Method:
o Copy an image from another source (such as a web page or another document) and
paste it directly into Writer by pressing Ctrl + V.
4. Inserting an Image by Linking:
o When inserting an image, you can choose to link it rather than embed it. This
method updates the image in the document if the original file changes, but requires
the original image file to remain in the same location.
Options to Modify Images

1. Image Toolbar:
o The Image Toolbar provides quick access to tools such as cropping, resizing, and
rotating, allowing you to customize the appearance of inserted images.
2. Resize:
o Click and drag the handles on the edges or corners of an image to resize it. Holding
Shift while dragging keeps the image's proportions.
3. Crop:
o The crop tool trims parts of the image. You can access it by right-clicking on the
image and selecting Crop.
4. Delete an Image:
o Select the image and press Delete to remove it from the document.

Drawing Objects

LibreOffice Writer includes drawing tools for creating simple shapes or illustrations within
your document.

1. Creating Drawing Objects:

o Use the Drawing Toolbar to create shapes such as rectangles, circles, and lines.
These can enhance your document by adding visual aids.
2. Setting or Changing Properties:
o Right-click on the drawing object to access options for setting its fill color, line style,
thickness, and other properties.
3. Resizing and Grouping Drawing Objects:
o You can resize drawing objects similarly to images by dragging their edges or
corners.
o To group multiple objects, select them (by holding Shift), right-click, and choose
Group. Grouping makes it easier to move and resize multiple items together.

Positioning Images in Text

1. Arrangement:
o Change the stacking order of objects by selecting an image or object, right-clicking,
and choosing Arrange. Options include Bring to Front or Send to Back.
2. Anchoring:
o Anchoring determines how an image moves relative to text or the page. Options
include anchoring As Character, To Character, To Paragraph, or To Page.
3. Alignment:
o Align images relative to the page, margin, or other objects by selecting Align in the
right-click menu.
4. Text Wrapping:
o Text wrapping defines how text flows around the image. Common options are:
 No Wrap – text appears above and below the image.
 Page Wrap – text flows around all sides of the image.
 Optimal Page Wrap – text avoids the image but flows around available
space.
 Wrap Through – places text over the image.
Session 3: Advanced Features of Writer

This session covers advanced tools in LibreOffice Writer to enhance document organization, maintain
structured content, and manage changes. Key topics include creating and customizing a Table of
Contents (ToC), working with templates, and using review tools like Track Changes and Comments.

Table of Contents (ToC)

A Table of Contents provides a navigational guide to a document's sections, allowing readers to

locate information efficiently.

1. Hierarchy of Headings:
o Organize your document by setting headings in a hierarchical structure (Heading 1,
Heading 2, etc.). This hierarchy is essential for automatically generating an accurate
ToC.
2. Creating a Table of Content (ToC):
o Go to Insert > Table of Contents and Index > Table of Contents, Index, or Bibliography
to generate a ToC. The ToC will reflect the document's heading structure.
3. Customization of ToC:
o Customize the appearance of the ToC, including font, style, and levels displayed,
through the Edit Index/Table dialog.
4. Maintaining and Updating ToC:
o LibreOffice Writer automatically tracks changes in heading locations. To update the
ToC, right-click on it and select Update Index/Table.
5. Deleting ToC:
o To remove the ToC, right-click on it and choose Delete.

Templates

Templates are pre-formatted documents that save time by providing a consistent layout, style, and
structure for similar types of documents.

1. Using Templates:
o Access templates through File > New > Templates. Templates provide consistent
styles for professional document creation.
2. Creating a Template:
o Design a document and save it as a template by going to File > Templates > Save As
Template. This is ideal for documents requiring the same layout.
3. Using In-built/Saved Templates:
o LibreOffice Writer includes various built-in templates. You can also create your own
and save them for future use.
4. Using Online Templates:
o Download additional templates from LibreOffice’s online template repository,
accessible within Writer.
5. Importing, Editing, Moving, and Exporting Templates:
o You can import templates into Writer, edit them to suit your needs, relocate them
to different folders, and export them for sharing or backup.
6. Applying Templates to a Blank Document:
o Start a new document based on a specific template by selecting File > New >
Templates and choosing the desired template.
Track Changes Feature

The Track Changes feature allows you to keep a record of edits made to a document, making it
easier for collaborative editing and review.

1. Preparing a Document for Review:

o Enable Track Changes from Edit > Track Changes > Record. This will record all
modifications made to the document.
2. Recording Changes:
o Any changes made with Track Changes enabled will be marked for later review.
3. Accepting and Rejecting Changes:
o Open Track Changes under Edit > Track Changes to accept or reject each
modification individually.
4. Adding and Deleting Comments:
o Comments provide a way to add notes or suggestions. Add comments through Insert
> Comment, and delete by right-clicking on the comment and selecting Delete.
5. Comparing Documents:
o To compare two versions of a document, go to Edit > Track Changes > Compare
Document. This feature highlights differences, making it easier to identify changes
between versions.
 Unit 2: Electronic Spreadsheet (Advanced) using LibreOffice Calc

Session 1: Analyzing Data Using Scenarios and Goal Seek

In this session, we explore data analysis tools in LibreOffice Calc, which assist in organizing,
summarizing, and projecting data outcomes based on various inputs. These tools, such as data
consolidation, grouping, scenarios, and goal-seeking, are invaluable for financial forecasting,
budgeting, and data management.

Consolidating Data

Data Consolidation allows you to combine data from multiple sheets or ranges into a single
summary. This is useful when you have separate sheets tracking different aspects (e.g., sales data for
different months) that you want to combine into a master summary.

 Steps to Consolidate Data:

1. Go to Data > Consolidate.
2. Select the ranges to consolidate by specifying the sheets and cells.
3. Choose the operation (sum, average, etc.) to apply to the data.
4. Calc will create a consolidated report, displaying a summary in a specified range.

Groups and Subtotals

Grouping and subtotals organize and summarize data within a dataset. By grouping rows or columns,
you can create a hierarchical structure, making it easier to collapse or expand sections for a cleaner
view.

 Grouping:
o Go to Data > Group and Outline > Group to select rows or columns to group.
o Grouped data can be collapsed to focus on key data points.
 Subtotals:
o Use Data > Subtotals to add automatic subtotals for groups.
o You can specify the column for which to calculate subtotals and the type of operation
(e.g., sum, count).

What-If Scenarios

What-if Scenarios help you explore different possibilities within your data. Scenarios allow you to
create and save different sets of input values and observe how each scenario impacts the outcome.

 Creating a Scenario:
1. Go to Tools > Scenarios and select the cells for which you want to create scenarios.
2. Define the scenario name and set input values.
3. Save multiple scenarios (e.g., best-case, worst-case) to compare outcomes easily.
 Viewing Scenarios:
1. You can switch between scenarios to see how different inputs affect results, such as
monthly costs based on varying prices.

What-If Analysis Tool

The What-If Analysis Tool enables dynamic analysis for complex scenarios. This feature is ideal for
testing assumptions, such as how changes in expenses impact profit margins.
  Using What-If Analysis:
o Set up formulas in your sheet to reflect the relationship between inputs and outputs.
o By modifying key values, you can instantly see their impact on the calculated results,
giving you valuable insights for decision-making.

Goal Seek

Goal Seek is a tool used to find the required input value to achieve a specific result in a formula. This
is useful for backward calculations, like determining what sales volume you need to meet a profit
target.

 Using Goal Seek:

1. Go to Tools > Goal Seek.
2. In the dialog box, set the Formula Cell (the cell with the target formula), the Target
Value (desired outcome), and the Variable Cell (input to be adjusted).
3. Goal Seek will calculate the necessary input value to meet your target.

Session 2: Using Macros in Spreadsheets

Macros in LibreOffice Calc are a powerful tool to automate repetitive tasks, streamline workflows,
and boost efficiency. By recording sequences of actions and replaying them, you can simplify tasks
like formatting data, performing calculations, or applying specific functions to cells repeatedly.

Recording a Macro

Recording a Macro captures a series of actions, allowing you to repeat them automatically. This
feature is especially helpful for tasks you perform frequently.

 Steps to Record a Macro:

1. Go to Tools > Macros > Record Macro.
2. Perform the desired actions (e.g., formatting cells, applying formulas).
3. Once complete, click Stop Recording.
4. Save the macro with a relevant name for easy identification.
 Example: If you often format specific columns in a particular style, recording a macro can
automate this formatting in a single step.

Running a Macro

After recording a macro, you can Run the Macro anytime to replay the recorded actions.

 Steps to Run a Macro:

1. Go to Tools > Macros > Run Macro.
2. Locate your saved macro in the macro organizer, select it, and click Run.

Running macros can save time on routine tasks, making them a valuable tool for efficiency.

Creating and Organizing a Simple Macro

In addition to recording macros, you can create and organize macros to manage various tasks. This
can involve editing recorded macros or writing new ones in LibreOffice Basic (the macro scripting
language for LibreOffice).
  Organizing Macros:
o Go to Tools > Macros > Organize Macros > LibreOffice Basic.
o In this organizer, you can edit, delete, or rename macros.
o Organizing macros by task or category (e.g., “Formatting,” “Data Analysis”) makes
them easy to locate and run.

Macro as a Function

In Calc, you can also create macros as functions to perform calculations or other operations. This
allows you to reuse your macros like standard functions, where they take inputs and return outputs.

 Creating a Macro as a Function:

o Write the macro code in LibreOffice Basic that performs a calculation or action.
o Save it as a function that can accept arguments (input values).
o You can then call this macro function in any cell, just like other Calc functions.
 Example: A macro function to calculate a custom tax rate or adjust cell values based on
specific business rules can be invoked directly in cells.

Session 3: Linking Spreadsheet Data

Linking data across multiple sheets and documents in LibreOffice Calc is a valuable feature
that enhances data management and organization. It enables users to create connections
within the same spreadsheet or across different documents, providing flexibility for dynamic
data analysis.

Setting Up Multiple Sheets

Creating multiple sheets within a single spreadsheet file allows you to organize data
effectively, segmenting information by category, month, project, etc.

 To Set Up Multiple Sheets:

o Click the plus (+) icon at the bottom of the spreadsheet to add a new sheet.
o Rename sheets by right-clicking on the sheet tab and selecting Rename Sheet.

This structure helps with organizing complex data in a streamlined, easily navigable way.

Creating References to Other Sheets

Referencing data from one sheet in another is essential for consolidating information and
calculations across multiple sheets.

 Using the Keyboard:

o Type an equals sign (=) in the cell where you want the reference, then switch to the
target sheet and click on the cell to be referenced. Press Enter to create the link.
 Using the Mouse:
o Start with =, then use the mouse to navigate to the cell on another sheet. Clicking
the cell automatically creates the reference, which updates if the source cell value
changes.
Creating References to Another Document

You can also create references to cells in different Calc documents, allowing you to link
information across files.

 Using the Keyboard and Mouse:

o In the source cell, start with =.
o Open or navigate to the external document, click on the cell you want to reference,
and press Enter.
o LibreOffice will create a link to the other document.

This technique allows for dynamic updating of data across different files without needing to
copy-paste manually.

Hyperlinks to Sheets

Hyperlinks enable quick navigation to specific sheets or cells within a Calc document.

 Creating a Hyperlink:
o Go to Insert > Hyperlink.
o In the Hyperlink dialog box, choose Document and specify the target sheet or cell.
o Click Apply to add the hyperlink.

Relative and Absolute Hyperlinks

Hyperlinks can be relative (change path based on file location) or absolute (fixed path).

 Relative Hyperlink: Adjusts if the file or folder structure changes, helpful for linked files that
move together.
 Absolute Hyperlink: Direct link to a specific location, which stays the same regardless of file
location changes.

Choose the hyperlink type based on the file’s portability needs.

Editing a Hyperlink

To edit a hyperlink:

1. Right-click on the hyperlink cell and select Edit Hyperlink.

2. Make changes in the Hyperlink dialog box.
3. Click Apply to update the link.

Linking to External Data

Calc can link to data from external sources, allowing live updates from web resources, other
documents, or databases.

 To Link External Data:

o Go to Sheet > Link to External Data.
o Enter the URL or file location, and select the data range.
 o Calc will update the linked data periodically or upon refresh.

Linking to Registered Data Sources

LibreOffice supports linking to registered data sources, like databases, to pull real-time data
into your spreadsheet.

 To Link Registered Data:

o Register the data source in LibreOffice Base (e.g., an external database).
o Access it from View > Data Sources, then drag data fields into your spreadsheet for
linking.

Session 4: Share and Review a Spreadsheet

LibreOffice Calc offers tools for collaboration, enabling multiple users to work on a single
spreadsheet. This functionality allows users to share, review, and merge changes, making it easier to
manage group projects and ensure data accuracy.

Sharing a Spreadsheet

Sharing a spreadsheet allows multiple users to edit and update the file simultaneously, which is
essential for collaborative projects.

 To Enable Sharing:
o Go to Tools > Share Document... and check the Share this spreadsheet with other
users box.
o Click OK. The spreadsheet is now available for others to open and edit.

Once shared, Calc will track changes, making it easier to review each user’s contributions.

Opening and Saving a Shared Spreadsheet

When working with a shared document, ensure to open, save, and sync changes carefully.

 To Open a Shared Spreadsheet:

o Open the shared document as usual. LibreOffice will notify you if other users are
currently editing.
 To Save Changes in a Shared Document:
o Use Save regularly to avoid conflicts.
o Calc will notify you of updates made by others and prompt you to merge changes as
necessary.

Recording Changes

Calc records changes made in a shared document, which is crucial for tracking edits and
modifications.

 To Enable Change Tracking:

o Go to Edit > Track Changes > Record.
o Calc will now mark each change made by different users, allowing you to review
additions, deletions, and edits.
Change tracking helps to identify contributions from each collaborator and resolve any conflicting
edits.

Adding, Editing, and Formatting Comments

Comments provide additional context to cells, which is especially useful in shared spreadsheets for
providing notes or instructions.

 To Add a Comment:
o Right-click on a cell and select Insert Comment.
o Type the comment and press Enter. A small indicator will appear in the corner of the
cell, signaling the presence of a comment.
 Editing and Formatting Comments:
o Right-click on the cell with the comment and select Edit Comment to make changes.
o Customize the comment font and color by adjusting settings in the Comment dialog
box.

Using comments effectively can make collaboration smoother by clarifying data entries and offering
feedback.

Reviewing Changes – Viewing, Accepting, or Rejecting Changes

Once changes are recorded, Calc provides tools to review and manage these updates.

 To Review Changes:
o Go to Edit > Track Changes > Manage.
o A dialog box will appear, listing all tracked changes along with options to accept or
reject each.

This feature helps in maintaining control over the final content of the document, as changes can be
reviewed and selectively incorporated.

Merging and Comparing

In cases where multiple versions of a spreadsheet exist, merging and comparing tools allow users to
consolidate updates into a single document.

 To Merge Changes:
o Go to Edit > Track Changes > Merge Document....
o Select the spreadsheet you want to merge with the current document.
o Calc will integrate changes from both versions, allowing for a review of differences.

Comparing and merging spreadsheets is particularly useful when multiple copies of a document have
been edited separately, as it helps unify the updates efficiently.
 Unit 3 DBMS using LibreOffice Base
Session 1 Introduction to DBMS

1. Data and Information

 Data: Raw, unprocessed facts, figures, or symbols, such as numbers or characters, which on
their own may not make sense.

 Information: Processed data that is meaningful and useful for decision-making.

 Example: In a library system, data could be individual book records; once processed, this
data can give insights into popular books or borrowing patterns.

2. Databases and DBMS

 Database: An organized collection of data stored electronically, designed to be accessed,

managed, and updated.

 Database Management System (DBMS): Software that facilitates creating, managing, and
manipulating databases, ensuring data integrity and security.

 Functions of DBMS:

o Data storage and retrieval: Efficiently stores and allows access to data.

o Data manipulation: Allows addition, modification, and deletion of data.

o Security: Controls access to data based on user permissions.

o Data integrity: Ensures accuracy and consistency in data.

3. Advantages of Database

 Data Consistency: Ensures the same data across the system, reducing redundancy.

 Improved Security: Access can be restricted to authorized users.

 Data Integrity: Maintains accurate and consistent data.

 Efficient Data Management: Simplifies data addition, modification, and deletion.

 Better Data Sharing: Allows multiple users to access and manipulate data simultaneously.

4. Data Models

 Hierarchical Model:

o Data is organized in a tree-like structure with a single root.

o Each record has one parent and potentially multiple children.

o Example: Organization charts.

 Network Model:

o Similar to hierarchical but allows many-to-many relationships.

o Uses a graph structure where each node may have multiple links.
 o Example: Airline reservation systems.

 Relational Model:

o Organizes data into tables (relations) where each table has rows and columns.

o Tables can be linked through foreign keys.

o Example: Customer and order tables in an e-commerce platform.

5. Relational Database Model (RDBMS Terminology and Objects)

 RDBMS Terminology:

o Table: A collection of rows and columns.

o Row (Tuple): A single record in a table.

o Column (Attribute): A characteristic or field in the table.

o Primary Key: A unique identifier for each record in a table.

o Foreign Key: A field in a table that links to the primary key of another table.

 Objects of RDBMS:

o Tables: Core components where data is stored in rows and columns.

o Queries: Tools to retrieve specific data based on conditions.

o Forms: User-friendly interfaces for data entry.

o Reports: Compiled summaries of data, usually for presentation.

o Indexes: Used to optimize search and retrieval speed.

Session 2 Starting with LibreOffice Base

1. Introduction to LibreOffice Base

 LibreOffice Base: A free, open-source DBMS that is part of the LibreOffice suite, useful for
creating, managing, and working with databases.
 Purpose: Provides tools for managing data tables, running queries, creating reports, and
designing forms.

2. Data Types

 Definition: Types that specify the kind of data a field can hold, which affects storage and
usage.
 Common Data Types in LibreOffice Base:
o Text (VARCHAR): Stores alphanumeric characters, suitable for names, addresses.
o Integer: Holds whole numbers, such as age or quantity.
o Decimal/Number: Stores numeric data with decimals, used for prices or
measurements.
o Date/Time: Holds date or time values, suitable for timestamps or birthdates.
o Boolean: Stores binary data, representing Yes/No or True/False values.
3. Starting with LibreOffice Base

 Opening LibreOffice Base:

o Launch LibreOffice, then choose Base.
o Select Create a New Database to start a new database file.
o Choose Open an Existing Database to work on a previously created database.
 Connecting to Databases:
o LibreOffice Base supports connections to various databases, including MySQL,
Oracle, and others, via JDBC and ODBC drivers.

4. User Interface of LibreOffice Base

 Database Pane: Displays database objects (Tables, Queries, Forms, Reports).

 Toolbar: Provides quick access to common commands.
 Tasks Area: Displays options related to selected database objects.
 Design View and Wizard Options: Accessible for creating and modifying tables, forms, and
reports.

5. Opening a Database

 Steps:
o Launch LibreOffice Base, then select the database file.
o Choose Open to access tables, queries, forms, and reports in the database.

6. Creating a Table

 Using a Wizard:
o Go to Tables > Use Wizard to Create Table.
o Select fields, set data types, and define characteristics through guided steps.
 Using Design View:
o Go to Tables > Create Table in Design View.
o Manually add field names, data types, and descriptions.
o Customize each field, set restrictions, and ensure compatibility for data types.

7. Setting a Primary Key

 Primary Key: A unique identifier for each record in a table, critical for maintaining data
integrity.
 Setting Primary Key:
o In Design View, select the field intended as the primary key.
o Right-click and choose Primary Key or use the toolbar icon.
o Ensures no duplicate values and quick access to data rows.

8. Saving a Table

 Steps:
o After creating a table, click on Save.
o Provide a name for the table that reflects its content.
o Save regularly to avoid data loss.

Session 3 Working with multiple tables

1. Editing and Deleting Tables

 Editing Tables:
o To modify an existing table, open it in Design View.
o Fields can be added, deleted, or modified (e.g., changing data types).
o Example: Adding a new field for "Email" in a customer table.
 Deleting Tables:
o To delete a table, right-click on it in the Database Pane and select Delete.
o Caution: Deleting a table permanently removes its data, so backups are
recommended.

2. Relationships Between Tables

 Purpose: Define logical connections between tables, enabling data association and integrity.
 Advantages: Reduces data redundancy, ensures consistency, and enhances data organization.

3. Types of Relationships

 One-to-One (1:1):
o Each record in one table relates to a single record in another table.
o Example: A table of employees and a table of employee workspaces.
 One-to-Many (1:M):
o One record in a table relates to multiple records in another.
o Example: A single "Customer" record linked to multiple "Order" records.
 Many-to-Many (M: M):
o Multiple records in one table relate to multiple records in another, often managed via
a linking table.
o Example: Students and courses in a school system, where each student can enroll in
multiple courses and each course has multiple students.

4. Advantages of Relational Tables in a Database

 Data Integrity: Enforces accurate and consistent data entry.

 Data Redundancy Reduction: Reduces repeated data storage by linking tables logically.
 Data Retrieval Efficiency: Simplifies complex data retrieval through relationships.
 Ease of Updates: Changes in one table automatically reflect across related tables.

5. Creating Relationships Between Tables

 Steps:
o Go to Tools > Relationships in LibreOffice Base.
o Drag and drop fields from different tables to create a link.
o Define the relationship type (1:1, 1, M) based on the requirements.
 Example: Linking a "Customer ID" field in the "Orders" table to the "Customer ID" in the
"Customers" table.

6. Referential Integrity

 Definition: Ensures that relationships between tables remain consistent by preventing actions
that would leave orphaned records.
 How It Works:
o Restricts deletion or updates of referenced records.
 o Ensures that all foreign key values in related tables match a primary key in the
original table.
 Example: If a "Customer" record is deleted, all related "Order" records must also be deleted
or re-associated to maintain referential integrity.

Session 4 Queries in Base

1. Queries

 Definition: Queries are used to retrieve specific data from tables based on given criteria,
making it easier to sort, filter, and analyze data.
 Purpose: Helps users view only the data they need without modifying the underlying tables.
 Types of Queries:
o Select Query: Extracts data based on specified criteria.
o Action Query: Performs actions like update, delete, or insert on data (advanced
usage).

2. Query Creation Using Wizard

 Steps:
o Go to Queries > Use Wizard to Create Query.
o Choose a table and select the fields you want to include.
o Set filter conditions, if any, to narrow down results.
o Optionally, specify sorting orders to organize the data output.
o Finish the wizard to view the query results.
 Advantages: Wizard is beginner-friendly and provides guided steps for basic query creation
without needing SQL knowledge.

3. Creation of Query Using Design View

 Steps:
o Go to Queries > Create Query in Design View.
o Add tables involved in the query.
o Select fields and set conditions directly in the design grid.
o Allows more customization, such as defining multiple criteria and using calculations.
 Example: A query that shows customers with orders above a certain amount by selecting
fields and setting criteria in the grid.

4. Editing a Query

 Steps:
oOpen the query in Design View to modify it.
oAdd or remove fields, adjust criteria, or change sorting orders as needed.
 Use Case: If a new field is added to a table, you can edit the query to include this field for
more detailed results.

5. Working with Numerical Data

 Numeric Calculations: Queries in Base allow basic calculations (e.g., sum, average) on
numeric fields.
 Aggregate Functions:
o SUM: Adds up values in a numeric field.
o AVG: Calculates the average.
 o COUNT: Counts the number of entries.
o MAX/MIN: Finds the highest or lowest value in a field.
 Example: A query calculating the total sales amount for each product category.

Session 5 Forms and Reports

1. Forms in Base

 Definition: Forms are user-friendly interfaces that allow data entry, viewing, and editing
without directly accessing tables.
 Purpose: Simplifies data handling, making it easier for users to interact with data by
providing organized layouts.
 Example: A customer form with fields for name, address, and contact details.

2. Creating Form Using Wizard

 Steps:
o Go to Forms > Use Wizard to Create Form.
o Select a table and choose fields to include.
o Define layout options (e.g., single or columnar layout).
o Finish the wizard to generate the form, which is ready for use.
 Advantages: Quick and guided form creation, ideal for beginners.

3. Modifying a Form

 Steps:
o Open the form in Design View to make changes.
o Fields can be resized, moved, or deleted; layout can be adjusted.
o Add features like labels and titles to improve usability.
 Use Case: Modifying a form to include additional fields as data requirements change.

4. Form Controls Toolbar

 Definition: A toolbar that provides various interactive elements (controls) to enhance forms.
 Common Controls:
o Text Box: For entering text data.
o Combo Box: Dropdown list of options.
o Checkbox: For yes/no or true/false choices.
o Button: Triggers specific actions, like saving or closing the form.
 Purpose: Makes forms more interactive and easier to navigate.

5. Report in Base

 Definition: Reports present data from tables or queries in a structured format, often used for
printing or summarizing information.
 Purpose: Helps users analyze and present data, with options for grouping and formatting.
 Example: A report summarizing monthly sales per product category.

6. Inserting Other Controls in Report

 Controls:
 o Text Boxes for displaying calculated fields (e.g., totals).
o Labels to describe sections.
o Images or logos to personalize the report.
 Steps:
o In Design View, drag controls onto the report and arrange them as needed.

7. Inserting Titles and Headings

 Steps:
o Open the report in Design View and select Label to add headings.
o Position headings at the top to make the report structure clear.
 Use Case: Adding a title like "Monthly Sales Report" for clarity.

8. Inserting Date and Time

 Steps:
o In Design View, add a Date/Time Field to display the report’s creation date.
o Useful for version control and timestamping reports.
 Example: Including the report generation date for record-keeping.
 Unit 4 Maintain Healty, Safe and Secure Working Environment
Session 1 Health, Safety and Security at workplace

1. Introduction to Health, Safety, and Security at Workplace

 Definition: Health, safety, and security at the workplace encompass measures that protect the
well-being, physical safety, and security of employees.
 Importance: Ensuring a safe workplace promotes productivity, reduces risks of injury, and
complies with legal regulations.
 Scope: Includes physical safety, mental health support, and security measures for both
employees and assets.

2. Policies and Procedures for Health, Safety, and Security

 Purpose: Set frameworks for safe practices, emergency responses, and risk mitigation.
 Key Components:
o Training: Regular training for safe equipment use and emergency protocols.
o Safety Gear: Providing necessary protective equipment (e.g., helmets, gloves).
o Routine Checks: Regular inspections and audits to identify hazards.
 Example Policies: Fire safety guidelines, emergency exit procedures, and protocols for
reporting unsafe conditions.

3. Reasons for Health, Safety, and Security Programs

 Legal Compliance: Ensures adherence to occupational safety laws.

 Employee Well-being: Prevents injuries, reduces stress, and ensures a positive work
environment.
 Cost Efficiency: Reduces costs associated with accidents, such as medical expenses and
insurance claims.
 Enhanced Morale: A secure workplace fosters job satisfaction and retention.

4. Workplace Safety Hazards

 Definition: Conditions or factors that pose a threat to employee safety.

 Types:
o Physical Hazards: Environmental factors like noise, radiation, and temperature
extremes.
o Chemical Hazards: Exposure to hazardous substances like fumes or cleaning
chemicals.
o Ergonomic Hazards: Result from improper workstation setup, leading to strain.

5. Physical Hazards

 Definition: Hazards arising from physical environmental conditions.

 Examples: Excessive noise, high temperatures, and exposure to radiation.
 Preventive Measures: Use protective gear, install ventilation systems, and provide noise-
canceling equipment if necessary.

6. Falling Off Heights, Slipping, and Tripping

 Description: Common incidents that lead to injuries.

 Prevention:
 o Safety Harnesses: For workers operating at heights.
o Anti-slip Mats: Reduces risks in wet areas.
o Clear Walkways: Prevents tripping hazards.

7. Electrical Hazards

 Definition: Risks from exposed wiring, faulty equipment, or power surges.

 Prevention:
o Inspection: Regular checks of all electrical systems.
o Training: Educates employees on proper equipment handling.
o Protective Equipment: Use grounded tools and personal protective equipment.

8. Fire Hazards

 Definition: Hazards leading to fire due to flammable materials or faulty equipment.

 Prevention:
o Fire Extinguishers: Easily accessible throughout the workplace.
o Evacuation Plans: Regular fire drills and clearly marked exits.
o Fire Alarms: Installed for early detection.

9. Health Hazards

 Definition: Workplace factors that negatively impact employee health.

 Examples: Poor air quality, exposure to toxic substances, inadequate lighting.
 Prevention: Maintain ventilation, limit exposure to chemicals, and provide ergonomic
furniture.

10. Potential Sources of Hazards in an Organization

 Machinery: Unmaintained equipment can malfunction.

 Storage: Unsafe stacking or storing of materials poses risks.
 Office Layout: Poor space management can lead to accidents.

11. Hazards Using Computers

 Risks: Eye strain, carpal tunnel syndrome, and poor posture.

 Prevention: Take regular breaks, use ergonomic chairs, and adjust screen height.

12. Handling Office Equipment

 Precautions: Proper training and following guidelines reduce risk.

 Examples: Handling copiers, shredders, and filing cabinets safely.

13. Handling Objects

 Risks: Lifting heavy objects improperly can lead to injuries.

 Guidelines: Use correct lifting techniques, or use mechanical aids.

14. Stress at Work

 Causes: High workload, long hours, and poor working conditions.

 Effects: Leads to decreased productivity, errors, and health issues.
 Management: Promote work-life balance, and provide mental health support.
15. Working Environment

 Factors: Lighting, ventilation, and space management.

 Prevention: Ensure adequate lighting, maintain ventilation systems, and reduce
overcrowding.

16. Hazard Control

 Hierarchy of Control:
o Elimination: Remove the hazard entirely if possible.
o Substitution: Replace hazardous materials or methods with safer options.
o Engineering Controls: Use barriers or guards.
o Administrative Controls: Implement safety policies and training.
o Personal Protective Equipment (PPE): Last line of defense.

17. Safety Guidelines Checklist

 Purpose: A quick reference for maintaining a safe workplace.

 Items:
o Emergency contacts and procedures.
o Regular maintenance schedules.
o PPE availability and training status.

Session 2 Workplace quality measures

1. Introduction

 Definition: Workplace quality measures focus on maintaining a healthy, clean, and safe
environment.
 Goal: Ensure that work conditions promote both physical and mental well-being.
 Scope: Includes cleanliness, ergonomics, air and water quality, and health guidelines.

2. Air and Water Quality Monitoring Process

 Air Quality: Ensures that the air in workplaces is free from pollutants.
o Methods: Use of air purifiers, ventilation systems, and regular air quality
assessments.
 Water Quality: Regular testing and purification to prevent waterborne illnesses.
o Methods: Routine checks for contaminants, proper filtration, and maintenance of
clean water dispensers.

3. Guidelines for Clean Air and Clean Water

 Clean Air:
o Ventilation: Good airflow reduces pollutants and maintains oxygen levels.
o Plants: Indoor plants can improve air quality naturally.
 Clean Water:
o Filtration Systems: Installation of quality water filters.
o Regular Testing: Periodic water quality checks to ensure safety.

4. Importance of Cleanliness at Workplace

 Health Benefits: Reduces the spread of illnesses and allergens.

  Productivity: A clean environment boosts morale and focus.
 Prevention of Accidents: Proper organization prevents tripping and slipping hazards.

5. Office Ergonomics

 Definition: Design and arrangement of office spaces to promote comfort and reduce strain.
 Key Elements:
o Chair Adjustments: Ergonomic chairs to support the spine.
o Desk Setup: Desks should allow proper posture.
o Computer Positioning: Screens at eye level to prevent neck strain.

6. Computer Health and Safety Tips

 Eye Care: Take regular breaks, adjust screen brightness, and position screens to avoid glare.
 Posture: Sit upright with feet flat on the ground.
 Breaks: Practice the 20-20-20 rule (every 20 minutes, look 20 feet away for 20 seconds).

7. Musculoskeletal Problems

 Occupational Overuse Syndrome (OOS): Caused by repetitive movements, common in

desk jobs.
 Strain in Legs and Feet: Prolonged sitting can lead to circulation issues and leg strain.
 Eye Strain: Common from long hours of screen exposure.

8. To Reduce the Risks of Visual Problems

 Regular Eye Checks: Visit an eye specialist periodically.

 Screen Settings: Adjust contrast, brightness, and font size for comfort.
 Lighting: Proper ambient lighting reduces glare and eye strain.

9. Additional Health Concerns in the Workplace

 Headaches: Often caused by screen glare, noise, and poor posture.

 Obesity: Sedentary office lifestyle contributes to weight gain; encourage movement.
 Stress Disorders: Work pressures and poor ergonomics can cause stress-related issues.
 Injuries from Laptop Use: Poor posture and screen positioning contribute to back and wrist
issues.
 Sleeping Problems: High-stress levels and excessive screen time can disrupt sleep patterns.

10. Health and Safety Requirements for Computer Workplaces

 Adequate Lighting: Prevents eye strain and enhances focus.

 Proper Seating: Adjustable chairs and ergonomic desk setups.
 Temperature Control: Comfortably maintained temperatures prevent fatigue.

11. Cautions while Working on the Computer

 Regular Breaks: To prevent strain on eyes, wrists, and back.

 Positioning: Maintain an ergonomic setup to avoid repetitive strain injuries.
 Avoid Glare: Use anti-glare screen protectors or adjust lighting.
 Session 3 Prevent Accidents and emergencies

• Accidents and Emergencies

 Notice and Correctly Identify Accidents and Emergencies: Quickly recognize any
incident, assess the situation, and determine if it requires immediate action.
 Get Help Promptly and in the Most Suitable Way: Contact emergency personnel or
internal support based on the nature of the incident.
 Follow Company Policies: Adhere to established company procedures for handling and
reporting accidents or emergencies to ensure a safe and organized response.

• Types of Accidents

 Trip and Fall: Caused by obstacles like loose cords, uneven surfaces, or cluttered walkways,
which can lead to minor or serious injuries.
 Slip and Fall: Often due to wet floors, spilled substances, or slippery surfaces; emphasizes
the importance of cleanliness and caution.
 Injuries Due to Escalators or Elevators (Lifts): Safety hazards arising from improper
usage, mechanical failures, or inadequate maintenance.
 Accidents Due to Falling of Goods: Caused by improperly stacked items or unsecured
storage, which can injure nearby personnel.
 Accidents Due to Moving Objects: Risks from moving machinery, vehicles, or equipment,
requiring awareness and adherence to safety zones.

• Handling Accidents

 Attend to the Injured Person Immediately: If trained, administer first aid or offer basic
assistance to stabilize the injured person.
 Inform Your Supervisor: Report the incident to a supervisor immediately to ensure proper
documentation and further action.
 Assist Your Supervisor: Help in securing the area and providing relevant information or
support.

• Types of Emergencies

 First Aid: Basic medical assistance for minor injuries or initial treatment for severe injuries
while waiting for professional help.
 Electrical Safety: Properly managing incidents involving electrical hazards, including
turning off power sources if safe to do so.
 Evacuation: Planned exit from the building or site in case of significant danger, such as a fire
or gas leak.

• General Evacuation Procedures

 Knowledge of Routes: Ensure employees know evacuation routes, emergency exits, and
assembly points.
 Special Assistance: Provide support for individuals who may need help during evacuation,
such as those with disabilities.
 Head Count: Conduct a roll call at the assembly point to ensure everyone has evacuated
safely.

• Fire Hazards in the Workplace

  Common Sources: Flammable materials, faulty wiring, and malfunctioning equipment are
potential fire hazards.
 Fire Prevention: Regular equipment maintenance, proper storage of flammable substances,
and following designated safety protocols.

• Fire Prevention

 Fire Extinguishers: Ensure staff know the locations and proper use of fire extinguishers.
 Routine Drills: Conduct fire drills to practice safe evacuation.
 Safety Equipment: Maintain smoke detectors, sprinklers, and emergency lighting.

• Identification of Material and Ignition Sources

 Material Sources: Papers, chemicals, or flammable materials that can easily ignite if not
managed carefully.
 Ignition Sources: Sparks, open flames, and overheated equipment that could start a fire.

• First Aid for Electrical Emergencies

 Electrical Rescue Techniques: Use non-conductive items to remove the victim from the
electrical source without touching them directly.
 Procedures to Prevent Further Injury While Waiting for Help: Ensure the area is safe,
provide basic care if trained, and avoid moving the injured person unnecessarily.
 Act Within the Limits of Your Responsibility and Authority: Only perform actions within
your training level; avoid taking unnecessary risks.
 Follow Instructions by Senior Staff and Emergency Services: Defer to emergency
responders and follow all instructions for managing the situation.