Year 9

ICT Lesson Notes

Chapter 1, 2, 3
1. What is information?

Information is a collection of data that has been processed,

organized, or structured in a meaningful way to convey
knowledge, ideas, or instructions.

2. What is a database?

A database is a integrated collection of logically related

records in the form of tables. For example, a database can be
created for schools, libraries, banks, etc.
3. What is DBMS?
A DBMS is a set of computer programs that controls the creation,
maintenance and use of the computerised database by the user.

4. What is table?
A table is a collection of related information in the form of rows and
columns. For example, student table, staff table, teacher table.
5. What is field?
A vertical column in a table that stores information of the same type. For
example, Admission No. is a field that stores only admission numbers, and
Student Name stores only the names of the students.
6. What is record?
A record is one row of a table. It includes complete information arranged
horizontally. For example, the Student table may contain the complete
information for a student, such as Admission No., Student Name, Address,
Phone Number and Class.
7. What are the functions of DBMS?
Reduces data redundancy
Facilitates sharing of data
Controls data inconsistency
Enforces standards
Ensures data security
Maintains integrity
8. Reduces data redundancy
A DBMS helps to remove duplicate data.
9. Facilitates sharing of data
Different users can access and use the same database.
10. Controls data inconsistency
A change in any one file is automatically updated in all the
related files.
11. Enforces standards
In a DBMS, certain standards can be applied in data representation.
12. Ensures data security

The files can be accessed only by authorized persons.

13. Maintains integrity

A DBMS maintains integrity by keeping some constraints when the

data is entered.
14. What are the DB objects?
Table

Queries

Forms

Reports
15. What is Queries?
These are used for sorting, grouping or filtering data in the
database.
16. What is Form?
Customised screens to provide an easy way to enter and view data
in a table or query.
17. What is Reports?
These present the data from a table or query in a printed format.
18. Suggest two ways to create a database.
In MS Access 2010, a database can be created in two ways:
1. Using a blank database.
2. Using sample templates.

19. Discuss two ways of creating tables in MS Access 2010.

Creating a table in Datasheet View

Create a table in Design View

20. What are Data Types? Name some commonly used Data Types in MS
Access 2010.
The format in which the data is accepted.
• AutoNumber : An integer that automatically generates an increasing or decreasing
order of numbers when records are added or deleted.
• Text : Stores alphanumeric values that is, both numbers and letters. Maximum 255
characters can be stored.
• Memo : Used for lengthy text and numbers such as definitions or descriptive notes. A
maximum of 65,536 characters are allowed.
• Number : Holds numeric data that is used for calculations. Both decimals and non-
decimal digits are allowed.
• Date/Time : Stores the date and time values in different formats.
• Currency : Specifies different currencies and displays them in different formats.
• Yes/No : This can have only one of the two values True/False, Yes/No or On/Off.
• Hyperlink : A link to an internet resource.
21. What is primary key?
A unique value that identifies each record in the table.

22. What is the importance of the Primary Key?

Primary key should always have a value that is not repeated
for any other record.
23. Describe the two most commonly views in MS Access.
The Datasheet view and Design view are the two most
commonly views in MS Access.
24. What is Microsoft Access 2010?
Microsoft Access 2010 is a database program used for storing
information in the form of tables, queries, forms, reports, etc.

25. Discuss two panes in design view.

The Design View consists of two panes: Field Grid pane and Field
Properties pane.
26. What is Field Grid pane?
This pane is used to define the fields in the table along with their
data types and an optional description of the field. You can change
the data type of the field in this view.

27. What is Field Properties pane?

You can give additional properties to the field name using this
pane. It is used to specify the field properties in detail such as field
size and validation.
28. What is Field Size?
Used to set the maximum size for data stored in the field set to the
Text or Number data type.

29. What is Format in Field Properties pane?

Allows you to display data in a format which is different from the
way it is stored. For example, you can choose a predefined format or
other symbols for creating a custom format to define a currency.
30. Describe about the Field Name.
A field name in the database can have a maximum of 64 characters
in upper, lower or mixed case; letters, numbers and some special
characters can also be used. However, it cannot have brackets or a full
stop and it cannot start with a blank space.

31. Describe about the Criteria in Query Design Grid pane.

Specifies the condition on which the query will have to be answered.
32. How many points of view are there in the form, and how are they
described?
3 Views in form and they are form view, design view and layout view.

33. How many points of view are there in the report, and how
are they described?
4 Views in report and they are form view, print view, layout view and
design view.
34. What is OpenOffice?
An open source software application which can be used on any
operating system like Windows, Linux and MacOS.
35. What is OpenOffice Impress?
A presentation tool used to create multimedia presentations.
36. What is OpenOffice Writer?
A word processor used to create, edit, format and print a
document.
37. What is the extension of OpenOffice Writer?
The extension of files created in OpenOffice Writer is .odt.

38. Describe about the File Menu in OpenOffice Writer.

The File menu in Open Office Writer consists of various options for
creating a new file, saving and printing it.
39. Describe about the Edit Menu in OpenOffice Writer.
The Edit menu in OpenOffice Writer includes options to Cut, Copy,
Paste, Find & Replace, etc.
40. Describe about the Format Menu in OpenOffice Writer.
The Format menu in OpenOffice Writer provides options like
Character, Paragraph, Bullets & Numbering and Change Case.
41. What is the process for creating a new presentation in OpenOffice Impress, and how does it
initially guide users through this process?

OpenOffice Impress starts with Presentation Wizard, which is a three-step procedure for
creating a new presentation.
42. What is the extension of OpenOffice Impress?
The extension of OpenOffice Impress is .odp.
43. Describe three parts of Open Office Impress.

The window of Open Office Impress is divided into three parts: Slides Pane, Workspace
and Task Pane.
44. How is the OpenOffice Impress window layout organized, and what are the main parts of its
interface?

The workspace in OpenOffice Impress provides five different view tabs: Normal,
Outline, Notes, Handout and Slide Sorter.
45. What are the different view tabs provided in the workspace of
OpenOffice Impress, and how many are there?
The workspace in OpenOffice Impress provides five different view tabs: Normal,
Outline, Notes, Handout and Slide Sorter.

46. Describe three different ways to run a presentation.

You can run a slide show in three different ways:
• By pressing the FS function key.
• By going to the Slide Show menu ===> Slide Show option.
• By using the Slide Show tool on the Toolbar.
47. What is a Slide Transition? Name any two effects.
The motion effect of the slides during the slide show is the Slide
Transition. It is how one slide changes to the next during the
presentation during the slide show.

Two Effects are: Shape Diamond and Box In.

48. What is the function used for calculating the average of the
values provided as parameters in its syntax?
The function that calculates the average of the values given
as parameters in the function.

49. What is the column in OpenOffice Calc?

The function that calculates the average of the values given

as parameters in the function.
50. What is Data?
The smallest piece of information in a table.

51. Describe the function of IF?

The function that evaluates the condition given as the first

parameter. If the condition is true, then the second parameter will
be evaluated, otherwise the third parameter will be evaluated.
52. Describe the function of MAX?
The function that returns the highest value from the list of the
values given as parameters in the function.

53. Describe the function of MIN?

The function that returns the lowest value from the list of the
values given as parameters in the function.
54. What is the OpenOffice Base?
A powerful software application used for storing and
maintaining the data in the form of rows and columns.

55. What is the OpenOffice Calc?

Part of the Open Office suite used as a spreadsheet tool.

56. Describe the function of SUM?

The function that adds up the values given as parameters in the
function.
57. What is the extension of OpenOffice Calc?
A spreadsheet is created in OpenOffice Calc with the extension
.ods.

58. Explain the Autofill feature, with an example.

In a spreadsheet, you can generate a series of number or text
values by using the Auto Fill handle.
•
59.Explain the difference between a formula and function,
with an example.
A formula is an expression that begins with an equal to
(=) sign. You can enter a formula in a cell to do calculations
on data.

A function can be entered either through the Function

Wizard or by typing the function beginning with an equals
sign with the values in a cell.
60.Describe the chart in OpenOffice Calc.
Charts are graphical representation of data in a spreadsheet. You
can create a chart of the existing data by using the Chart tool.

61. What is the file extension of OpenOffice Base?

A database is created in OpenOffice Base with the extension .odb.

62.What is the OpenOffice Base?

A powerful software application used for storing and maintaining
the data in the form of rows and columns.
63. Explain the different elements of a database, with an
example.
Some of the different elements of a database are:

Table: A table is a collection of related information in

the form of rows and columns.

Rows (Record): A record is one row of a table. It

includes complete information arranged horizontally.

Columns (Fields): A vertical column in a table that

stores information of the same type.
64. What is a primary key? What is the advantage of
creating a primary key in a table?
A primary key is a unique identifier for each record in a
table.

No two records in a table can have the same primary

key value.
65. Give brief reasons for creating a database.
Databases are used for storing, maintaining and accessing
any sort of data.
They collect information on people, places or things.
That information is gathered in one place so that it can be
observed and analyzed.
Databases can be thought of as an organized collection of
information.