Spreadsheets and Database Packages

🎯 Purpose

Definition: The purpose of using computer applications is to simplify tasks such as data processing, document creation, presentation design, record management, and communication.

Objective: To improve efficiency, accuracy, speed, and user productivity in academic, business, and personal environments.

🛠️ Usage

Definition: Usage refers to how we apply different software tools to perform specific operations such as calculations (Excel), document writing (Word), presentations (PowerPoint), and database management (Access).

Example: Students use MS Word to write reports, while businesses use Excel for accounting and analysis.

⌨️ Command

Definition: A command is an instruction given to the computer to perform a specific task, especially in command-line interfaces like DOS or Command Prompt.

Example Commands:

DIR – Lists files and folders
CD – Changes the directory
DEL – Deletes a file
EXIT – Closes the command prompt

📊 MS Excel

Definition: MS Excel is a spreadsheet program by Microsoft used to organize, calculate, and analyze data using tables, formulas, and charts.

Features:

Worksheets with rows and columns
Formulas and functions for calculations
Data visualization with charts and graphs
Sorting and filtering large datasets

Common Uses: Budget planning, student mark sheets, payroll systems, inventory tracking.

📂 Creation of Files in MS Access

Definition: MS Access is a database management system used to store and manage structured data using tables, queries, forms, and reports.

Steps to Create a File:

Open MS Access and click on “Blank Database”
Enter a file name and click “Create”
Create tables by adding fields (columns) and data types
Save the table and use forms or queries for data entry and search

Use Case: Managing library records, student databases, employee details, etc.

🔄 Switching Between Applications

Definition: Switching between applications allows a user to move from one open program to another, improving multitasking efficiency.

Shortcut: Press Alt + Tab on Windows to switch between open applications.

Use Case: While writing a report in MS Word, a user may switch to Excel to pull data or to a browser for research.

📽️ MS PowerPoint

Definition: MS PowerPoint is a presentation software that enables users to create slideshows using text, images, animations, and multimedia.

Features:

Slide-based presentation structure
Design templates and transitions
Multimedia integration (audio, video, charts)
Presenter view with speaker notes

Use Case: Creating classroom lessons, business proposals, project reports, seminars, etc.