Presentation and database questions complete the MS Office part of the Lok Sewa computer syllabus. This note first explains PowerPoint (slides, views, transitions and animations) and then the basics of databases and MS Access (tables, records, fields, keys, objects and simple SQL).
Part A: MS PowerPoint
1. Presentation software
Presentation software is used to make slide shows for meetings, classes and trainings. Microsoft PowerPoint is the most common; others are LibreOffice Impress, Google Slides and Keynote (Apple). A PowerPoint file is called a presentation and is saved as .pptx (older: .ppt). A file saved as .ppsx opens directly as a slide show.
- Slide: one page of a presentation.
- Layout: the arrangement of placeholders on a slide, such as Title Slide or Title and Content.
- Theme or Design: a ready set of colours, fonts and background.
- Slide Master: controls the look of all slides at once, for example a logo on every slide.
- Speaker notes: notes for the presenter that the audience does not see.
2. Views in PowerPoint
| View | Use |
|---|---|
| Normal view | Default view for creating and editing slides |
| Slide Sorter view | Shows small pictures (thumbnails) of all slides to rearrange them |
| Notes Page view | Shows the slide with its speaker notes |
| Reading view | Plays the show inside the PowerPoint window |
| Slide Show view | Full-screen presentation for the audience |
| Outline view | Shows only the text of all slides |
3. Transition and animation
A transition is the effect when moving from one slide to the next (Transitions tab). An animation is an effect on an object within a slide, such as text or a picture flying in (Animations tab). Animations have four types: Entrance, Emphasis, Exit and Motion Paths.
| Shortcut | Action |
|---|---|
| F5 | Start the slide show from the first slide |
| Shift + F5 | Start from the current slide |
| Esc | End the slide show |
| Ctrl + M | Insert a new slide |
| B / W | Make the screen black / white during the show |
| Ctrl + D | Duplicate the selected slide |
Tip for good slides: keep little text on each slide, often called the 6 × 6 rule (about six lines with about six words each), use large fonts and clear contrast.
Part B: Database and MS Access
4. Data, information and database
Data are raw facts, such as names and marks. Information is processed, meaningful data, such as a result sheet. A database is an organised collection of related data. A DBMS (Database Management System) is software to create, store, update and retrieve that data. Examples: MS Access, MySQL, Oracle, Microsoft SQL Server and PostgreSQL.
- Table: stores data about one subject in rows and columns.
- Record: one row; all the information about one item (also called a tuple).
- Field: one column; one type of information, such as Name (also called an attribute).
- Primary key: a field whose value is unique for each record and cannot be empty, for example Citizenship No. or Roll No.
- Foreign key: a field in one table that refers to the primary key of another table and links the two.
5. Advantages of a DBMS
- Reduces data redundancy (repeated data).
- Keeps data consistent and correct (data integrity).
- Gives security through user rights and passwords.
- Lets many users share data at the same time.
- Makes backup and recovery easier.
6. MS Access objects
| Object | Use |
|---|---|
| Table | Stores the data; the basic object of a database |
| Query | Asks questions of the data, such as all students with marks above 80 |
| Form | A screen for entering and viewing data easily |
| Report | Formatted output for printing |
| Macro | Automates a set of actions |
| Module | Program code written in VBA |
An Access database file has the extension .accdb (Access 2007 onwards; older .mdb). Common field data types are Short Text, Long Text, Number, Date/Time, Currency, Yes/No and AutoNumber (numbers given automatically, often used as the primary key). Access tables have two views: Datasheet view to enter data and Design view to set fields and data types.
7. Relationships and SQL
Tables are linked by relationships: one-to-one, one-to-many (one teacher teaches many classes) and many-to-many (many students take many subjects). SQL (Structured Query Language) is the standard language for databases.
| SQL command | Use | Group |
|---|---|---|
| CREATE, ALTER, DROP | Make, change or remove a table | DDL (Data Definition Language) |
| SELECT | Read data from a table | DML / query |
| INSERT | Add new records | DML (Data Manipulation Language) |
| UPDATE | Change existing records | DML |
| DELETE | Remove records | DML |
Example: SELECT Name, Marks FROM Students WHERE Marks > 80;
📌 Key points to remember
- PowerPoint files are .pptx; .ppsx opens directly as a show.
- Slide Sorter view shows all slides as thumbnails to rearrange them.
- Transition works between slides; animation works on objects inside a slide.
- F5 starts from the first slide, Shift + F5 from the current slide, Ctrl + M adds a new slide.
- A record is a row and a field is a column of a table.
- A primary key is unique and cannot be empty; a foreign key links to another table.
- Access objects: tables, queries, forms, reports, macros and modules; file extension .accdb.
- SELECT reads data; INSERT, UPDATE and DELETE change data; CREATE makes a table.
Test yourself: MS PowerPoint and Database (MS Access) Notes
Practise Part A: MS PowerPoint, Part B: Database and MS Access and Relationships and SQL with 20 questions.