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Information Technology

Topic: Mail Merge


Step 1: Create a primary document: example- a letter
Step 2: Create a data source using excel(spreadsheet) or access(database)
Step 3: Using the primary document, click on mailings then start mail merge
Step 4: Insert the fields
Step 5: Merge the primary document and data source
Step 6: View the document
A mail merge is used to create multiple copies of a document including specific information relating to
each person.
Database
Microsoft access is used to store data that can be retrieved in a different format.
Data is stored using tables.
Tables are created using the design view.
Data stored must have appropriate field names
Data stored must have the correct data type
Tables must be related(linked) using similar field names
A primary key is used to prevent duplication of data
Queries
Queries are used to obtain records from tables.
Queries are crated using query design view.
Step1- Select desired table
Step2- Select the appropriate fields
Step3- Set a criteria if needed
Relationships
Relationships are used to link tables.
Tables must be related to share data
Tables are related using similar field names

Reports
Reports are used to print data in a specific format.
Reports are created using the report wizard
Tables must be related if different tables are used to create a report
Queries may also be used to create a report(must be linked)
Programming
-problem solving
 Problem Definition
 Analyze the problem

 Design (propose/evaluate/possible solution) }Algorithm


 Test the design

 Write the code (pascal, c c+ c++ fortran, basic, java etc.) } Program
 Run the program
 Document the program(explain how it works)
-Data storage

Variable- identifies storage areas


Words- text/string
Letters- char
Constants- const
Sentences- literal
Whole Number- integer
Fraction/decimal- real
True/false- Boolean

Storage of variables

Data is stored using words/word & numbers (no spaces) e.g- age=12
Variables store one piece of data at a time

2+3=5
A=2
B=3
Sum=a+b
Print sum

-Characteristics of an Algorithm
 False code- using English
 Algorithm has a finite number of steps(begin……. End)
 An algorithm has precise steps
 An algorithm flows from one step to the next
 Algorithm steps must lead to an output
- Steps in an algorithm
 Start/Begin
 Input- comes from the user/data source
 Processing- e.g sequence-------- selection(if…then..else…)---------repition(loops)(infinite loop
eg-wile…do…)
 Output- Result may be printed or go to a file
 Stop/End
Functions
 *- multiply
 /- division
 - subtract
 > greater than
 <less than BODMAS
 >< not equal to
 <=less than or equal to
 >= greater than or equal to
 = equal to

Get
Input<- Input
Read

Process<-sequence- step by step


Selection- if…. Then…… else……
Loops-finite

Output- write
Print
Display
End

Problem- How to make mac and cheese


Solution- Algorithm

Begin:
 Get ingredients
 Get utensils
 Bring water to boil
 Add macaroni and ingredients(salt)
 Stir allow to boil
 Drain pasta
 Add other ingredients
 Stir well
Output:
 Cool then serve
 Eat

Problem: how to get 3 numbers and calculate the average

Begin: get num1=5


get num2=10
get num3=15
read num1
read num2
read num3
sum= num1+num2+num3
avg= sum/3

Print ‘The avg of your 3#’s is’, avg

END END

Trace table- used to monitor how variables change in a problem


Problem:
A=2
B=3
C=a+b ABC
A=a+c 235
B=a+b 7 10 22
C=a+b+c
Print A,B,C

END

DIVISION METHODS
5/2=2.5
Mod vs div
5 mod 2 =2
5 div 2=..5
FLOWCHART
A graphical representation of an algorithm
 Problem
 Step by step solution
 Symbols/pictures

Start-
S
S

TRUTH TABLES
Determines the true value of a compound sentence/statement.

AND T=1
OR F=0
NOT
AND- both elements, both a and b must be true in order for the statement to be true
OR- any of the statements can be true for the statement to be true.
NOT-

IT FORM 5
1 GL- machine language; no need to translate
2 GL- assembly languages; words(easier); assembler to interpret
3 GL- high level language; code,formulas; uses a compiler
4 GL- very high level language; uses coded sentences EG:PASCAL
5 GL- uses natural languages which is basically you inputting everyday sentences and it uses
artificial intelligence to get the best results
PROGRAMMING:
Begin
Input- direct, indirect
Process- +,-,*,^, decisions
Output- print

Array- used to store different data of the stored data type using one variable
+ must be declared
*must have a data type
*uses a loop for input/output(for ………1………)
*must have a name
EXAMPLE:
Array:Practice [1…30] of string