Access and Retrieve Computer-

based Data
Unit Code: D1.HRS.CL1.01
D1.HOT.CL1.06
D2.TCC.CL1.10

Slide 1
Turning on the Computer
 Turn the computer on
 Turn the monitor on
 Get comfortable in your chair.

Slide 2
Accessing the Computer
To Access the computer system you will need
 The ‘username’ as provided by the systems administrator –
normally case this not case sensitive
 Your password as provided by the systems administrator -
normally case sensitive.

Slide 3
The Start Button
 The start button is located on the lower left hand side of
the screen
 Click All Programs
 Scroll to Microsoft Office
 Start MS Word.

Slide 4
Word
 Word has a tab interface
 Each Tab has buttons
 There is also the Quick Access tool bar
 Open File is under ‘File>Open’
 To close the program use ‘File>Exit’
 They can also use the ‘X’ on the top of the form on the
right hand side to close

Slide 5
Finding A File
Open Computer
 This shows all storage devices
 Drives have a letter, A, B, C ..Z
 They are are case insensitive
 Followed by: (full colon).

Slide 6
Compact Disk
 DVD or CD disks are read by lasers
 CD ROM or DVD ROM are read only and cannot be
changed
 ROMS are often supplied with programs.

Slide 7
Memory Stick
 Most common portable storage
 Available in various sizes
 Available on most computer systems.

Slide 8
Portable Hard Disk
 Larger portable storage
 Same as the disk inside the computer
 Usually has a greater storage than the memory sticks.

Slide 9
Network Drive
 Drive attached to another computer within a network
 Often accessible to many in the network
 May be a drive that only stores data files from users.

Slide 10
Extensions
Each file has an extension after the dot
 Each extension indicates the program that created the
file Word.doc / Image.jpg
 Can be 3 or 4 letters
extensions
 Case insensitive
 Allows the operating system to know which program to
open when the file is double-clicked.

Slide 11
Exercise
MS Word
 Open Word
 Click on all of the tabs and examine
the buttons on each
 Close Word.

MS Excel
 Open Excel
 Click on all of the tabs and examine
the buttons on each
 Close Excel.

Slide 12
Searching
File names can be forgotten
 Click Start
 Enter the name or partial name in the search block.

Slide 13
File Name Rules
 Some businesses have conventions on file naming
 May include
 Department name

 Author

 Version Number

 For example – “HK_GC_V1_13032012”.

Slide 14
System File Name Rules
In a Windows Environment
 Name should be descriptive of the contents
 Maximum of 256 characters
 May include numbers, letters and other characters
 May NOT use / \ * ? | <> : ;

Slide 15
Folders
 These store files
 Naming rules are the same as for files
 Levels are separated by “\”
 Should also have meaningful names, for example:
 ‘Access & Retrieve Computer Data\Files\Word’

 ‘Access & Retrieve Computer Data\Files\Excel’.

Slide 16
Opening A File
The Common User Interface Concept
 All programs have a common approach to common
tasks
 Open file is ‘File>Open’ or ‘Ctrl-O’.

Slide 17
Searching in a Document
Word:
 Click on the Home tab
 Click the Find Button
 ‘Ctrl-F’ is the shortcut key
 Enter the text to search.

Slide 18
Class Exercise
 Click on the Start button
 Find the Office Group
 Start Word
 Open the file “Personal Computers”
 Click on the Home tab, then
Click the Find Button
 Search for
 ‘and’

 ‘brand’.

Slide 19
Closing A Program
 Click on the Home tab
 Click File
 Click Close.

Slide 20
Excel
Start Excel
 Find is on the Home tab
 Search options allow more control over searches than
in Word.

Slide 21
Excel: Go to
‘Go to’ allows quick movement between cells
 Enter the cell in the Name box and the cursor moves to
the cell
 Short cut key is ‘Ctrl-G’.

Slide 22
Exercise
 Use the name box and go to cell ‘AB110’
 Use the name box and go to cell ‘AB1110’
 Use the ‘Ctrl-G’ to go to ‘ZZ6700’
 ‘Ctrl-Home’ moves cursor to ‘A1’.

Slide 23
Search in Excel
Search can be by:
 Within
 Sheets

 Workbooks

 By
 Rows

 Columns.

Slide 24
Exercise
 Open the file Recipe.xlsx
 Click Home Tab and then ‘Find’
 Enter ‘chicken’ and click ‘Find Next’
 Close
 Search for same but this time click ‘Find All’.

Slide 25
Sort
This rewrites the file into a specified order
 Order sequence can be listed alphabetically in a
column:
 Ascending

 Descending.

Slide 26
Exercise
 Open the file Computers.xlsx
 Sort the sheet on computer brands in ascending order
 Sort the sheet on those that have McAfee and those that do
not, with the NO group appearing in the list first
 Filter the group on computer type and show only desktop
models
 Filter the group on OS (Operating System) and show all
those with an Apple operating system
 Save the sheet as ‘Computers-Sorted.xlsx’
 Close file
 Exit Excel.

Slide 27
Row Filter
A filter hides rows
 Click on the Home tab
 Select the data
 Set the filter rules.

Slide 28
Exercise
 Open the file Recipes.xlsx
 Select all the rows
 Click Home then Sort and Filter
 Click Filter
 Filer the recipe list on Chicken
 Close Excel.

Slide 29
Access
 Sort similar to Excel
 Filter similar to Excel.

Slide 30
Exercise
 Open Access
 Open Customers.accdb
 Sort the file on suburb ascending
 Sort the file on suburb descending
 Sort on Amount Owning ascending
 Sort on Amount Owning descending.

Slide 31
Access Queries
 Higher level of control than filter or search
 Access can link multiple tables to supply the required
data.

Slide 32
Exercise
 Start Access
 Open Customers.accdb
 Create a query to show all columns
for all customers with a credit limit
over 1,000.

Slide 33
Search Engines
Search the Internet
 Many different search engines
• Google, Yahoo, AltaVista
 Ability to filter search results from within the search
engine.

Slide 34
Exercise
 Open the browser and go to google.com
 Search for
 Coffee

 House

 Change the options and repeat the search.

Slide 35
Printing - Word
 Click File and Print
 Select the options
 Print.

Slide 36
Class Exercise
 Open Word
 Open Personal_Computers.docx
 Print the first page.

Slide 37
Printing - Excel
Printing is very similar to Word
 Use print preview to see the page breaks occur at the
appropriate places.

Slide 38
Exercise
 Open Excel
 Open the file Computers.xlsx
 Print Preview the file
 Print the page.

Slide 39
Printing from Access
Print Queries can be sent to
 Printer
 Text file for other programs.

Slide 40
End of Unit
Close the computers.

Slide 41