Domestic Data Entry Operator

Tr. | WASEEM AHMED | HS PATHANATEER

 1

Domestic Data Entry Operator

Level 2 - Class X

Contents

UNITS PAGE NUMBER

Unit 1: Digital Documentation (Advanced) 2

Unit 2: Electronic Spreadsheet (Advanced) 10

Unit 3: Database Management System 20

Unit 4: Maintain Health, Safety and Secure Working Environment 32

SAMAGRA SHIKSHA
Department of School Education (J&K)

Notes Prepared By:

Waseem Ahmed (Vocational Teacher)
Govt. High School Pathanateer Mendhar
Email: [email protected]
 2

UNIT 1: - Digital Documentation (Advanced)

Learning outcomes After the completion of the Topic the students will be able to:

• Describe the benefits of using styles over direct formatting

• List style categories and their application
• Modify and create custom styles using the Writer interface
• Select and apply styles in document creation

Styles
A style is a set of formats that you can apply to selected pages, text, frames, and other elements in your
document to quickly change their appearance. Often applying a style means applying a whole group of
formats at the same time.

LibreOffice supports the following types of styles:

1. Page styles: - include margins, headers and footers, borders and backgrounds. In Calc, page styles also
include the sequence for printing sheets.

2. Paragraph styles: - control all aspects of a paragraph’s appearance, such as text alignment, tab stops,
line spacing, and borders, and can include character formatting.

3. Character styles: - affect selected text within a paragraph, such as the font and size of text, or bold and
italic formats.

4. Frame styles: - are used to format graphic and text frames, including text wrap, borders, backgrounds,
and columns.

5. List style: - allow you to select, format, and position numbers or bullets in lists.
 3

6. Cell styles: - include fonts, alignment, borders, background, number formats (for example, currency,
date, number), and cell protection.

7. Graphics styles: - in drawings and presentations include line, area, shadowing, transparency, font,
connectors, dimensioning, and other attributes.

8. Presentation styles: - include attributes for font, indents, spacing, alignment, and tabs.

Applying styles
LibreOffice provides several ways for you to select styles to apply:

1. The Styles menu in Writer

2. Styles and Formatting window (floating, or in Sidebar)

3. Fill Format Mode

4. Apply Style List

5. Keyboard shortcuts

Modifying styles
LibreOffice includes predefined styles, but you can also create custom styles. You can modify both types of
styles in several ways:

❖ Change a style using the Style dialog

❖ Update a style from a selection

❖ Use Auto Update (paragraph and frame styles only)

❖ Load or copy styles from another document or template

 4

Creating a new style from a selection

You can create a new style by copying an existing manual format. This new style applies only to this document;
it will not be saved in the template.

1. Open the Styles and Formatting window and choose the type of style you want to create.

2. In the document, select the item you want to save as a style.

3. In the Styles and Formatting window, select on the New Style from Selection icon.

4. In the Create Style dialog, type a name for the new style. The list shows the names of existing custom
styles of the selected type.

5. Click OK to save the new style.

Session 2: Adding and Formatting Images

Images are often used in presentations as they can convey a large amount of information more quickly than the
written word. You can also give a more professional look to your presentation by adding a company logo.

Adding images to a document

Images can be added to a document in several ways: by inserting an image file, directly from a graphics program
or a scanner, from a file stored on your computer, or by copying and pasting from a source being viewed on
your computer.

Inserting an image file

When the image is in a file stored on the computer, you can insert it into a LibreOffice document using either of
the following methods.
 5

Drag and drop

1) Open a file browser window and locate the image you want to insert.

2) Drag the image into the Writer document and drop it where you want it to appear. A faint vertical line
marks where the image will be dropped.

This method embeds (saves a copy of) the image file in the Writer document. To link the file instead of
embedding it, hold down the Control + Shift keys while dragging the image.

Insert Image dialog

1. Click in the LibreOffice document where you want the image to appear.

2. Choose Insert > Image > From File from the Menu bar.

3. On the Insert Image dialog, navigate to the file to be inserted, and select it. At the bottom of the dialog
are two options, Preview and Link. Select Preview to view a thumbnail of the selected image on the right,
so you can verify that you have the correct file. See “Inserting an image file” below for the use of Link.

4. Click Open.

Formatting Images
When an image is selected, you can customize some aspects of its appearance using the tools
 6

Cropping images
To start cropping the image, right-click on it and select Picture from the context menu. In the Picture dialog,
select the Crop page.

Resizing an image
To perfectly fit the image into your document, you may have to resize it.

Deleting an image
To delete an image:

1) Click on the image to show the green resizing handles.

2) Press Delete.

Session 3: Template
❑ A template is a model document that you use to create other documents. For example, you can create
a template for business reports that has your company’s logo on the first page. New documents created
from this template will all have your company’s logo on the first page.

❑ Templates can contain anything that regular documents can contain, such as text, graphics, a set of
styles, and user-specific setup information such as measurement units, language, the default printer,
and toolbar and menu customization.

Creating a document from the Predefined Templates

To use a template to create a document:

1. From the Menu bar, choose File > New > Templates. You can also click on the small arrow next to the New
icon and select Templates. The Templates dialog opens.

2. From the list box at the top of the dialog, select the category of template you want to use. All the templates
contained in that folder are listed on the page

3. Select the required template and click OK, or double-click on the selected template. A new document based
on the template opens in LibreOffice.

The template the document is based upon is listed in File > Properties > General. The connection between the
template and the document remains until the template is modified and, the next time that the document is
opened, you choose not to update it to match the template.
 7

Creating a Templates
You can create templates by saving a document as a template.

Creating a template from a document

Templates can also contain predefined text, saving you from having to type it every time you create a new
document. For example, a letter template may contain your name, address, and salutation. To create a template
from a document and save it to My Templates:

1. Open a new or existing document of the type you want to make into a template (text document, spreadsheet,
drawing, or presentation).

2. Add any content that you want to appear in any document you create from the new template, for example
company logo, copyright statement, and so on.

3.Create or modify any styles that you want to use in the new template.

4. From the Menu bar, choose File > Templates > Save as Template. 5. Select the My Templates folder.

6. Click Save. The template is saved and the dialog closes.

Working with templates

1. Setting a default template

2. Setting a template as the default

3. Editing a template

4. Updating a document from a changed template

5. Associating a document with a different template

6. Deleting a template
 8

Table of Contents
In this chapter we will discuss the Table of Contents (TOC). “Table of Contents”, allows to insert an automated
table of contents in a document. The entries or contents of this table are automatically taken from the headings
and sub headings of the document. Also, these contents are hyperlinked in the table. So, by clicking on any topic
in the table of contents, we can navigate directly to the selected topic. But before creating table of contents,
you need to first understand the concept of hierarchy of headings.

Hierarchy of Headings
LibreOffice Writer supports up to 10 levels of headings H1 to H10. These headings are applied to the headings
of the document. The following process will demonstrate how to apply these headings to the headings in the
document.

Step 1. Create a new document in LibreOffice Writer and enter the text Heading 1 to Heading 10.

Step 2. Click on the Styles button from the right-side bar. Click on the Paragraph Styles and then Headings.

Step 3. Place the cursor on Heading 1 as typed in the document. Then click on the Heading 1 from the Styles
dialog window.

Step 4. Repeat the Step 2 for the words Heading 2 to Heading 10.

Step 5. Observe that the Heading 1 to Heading 10 is applied to the words Heading 1 to Heading 10 of the
document and these headings has changed to applied style.

Creating a Table of Contents (TOC)

Once a styled document is created, follow the steps given below to insert the TOC in the given
document:

Step 1. Open the earlier created file “documentation.odt”.

Step 2. Assign proper heading styles to the various headings in the document from the Styles dialog box. For an
example, assign the heading styles in the file.
 9

Step 2. Place the cursor at the position where the table of contents is to be inserted. Usually it is in the beginning
of the document.

Step 3. From main menu, select Insert > Table of Contents and Index > Table of Contents, Index or Bibliography.
The Table of Contents, Index and Bibliography dialog box will be displayed.

Step 4. By default, the Type tab will be selected with a preview of the TOC on the right side of the dialog box. On
the left of the dialog box, is the Types and Title section.

Step 5. Click OK button. The Table of Contents will be inserted in the Document.

Maintaining a Table of Contents

Step 1. Right-click anywhere in the TOC.

Step 2. From the pop-up menu, select Update Index option. Writer updates the TOC so as to reflect any changes
made in the document. The reflected changes in TOC.

Deleting TOC
To delete the TOC, right click on the table and select Delete Index option from the pop-up menu. The TOC will
be deleted.
 10

UNIT 2: Electronic Spreadsheet (Advanced)

Consolidating data
Consolidate function is used to combine information from multiple sheets of the spreadsheet into one place to
summarize the information. It is used to view and compare variety of data in a single spreadsheet for identifying
trends and relationships.

Steps to consolidate the data are as follows:

Step 1. Open the spreadsheet which has the data to be consolidated.

Step 2. Create a new sheet where the data has to be consolidated.

Step 3. Choose Data > Consolidate option that will open Consolidate dialog.

Step 4. Observe that the default function “Sum” is seen in the Function drop-down. You will be able to see the
list of functions.

Step 5. Choose the required function from the drop-down list.

Step 6. The sources data range list contains existing named ranges to quickly select from that. But if the source
range is undefined, then click and select the range from the sheet which is to be consolidated.

Step 7. Click on Add to add this range under the ‘Consolidation ranges’ of the Consolidation dialog.

Step 8. Repeat steps 6 and 7 to add more sheets to be consolidated.

Step 9. Remember to check the target range specified under Use ‘Copy results to’. If it is not mentioned, then
click on the cell of sheet where the final data has to be produced.

Step 10. Click on Options that will list two checkboxes under Consolidate by “Row labels” and “Column labels”
and “Link to source data” under Options.

Step 11. Finally click on OK button.

 11

Subtotal tool
Follow the following steps to apply Subtotal tool.

Step 1. The sheet where this is to be applied must have labels to the column

Step 2. Click on Data menu and choose Subtotals (Data>Subtotals)

Step 3. Choose the column in the Group by list in the subtotal dialog which is to be used for grouping the data
in the sheet.

Step 4. Select the column by clicking the checkbox under Calculate subtotals for that you want to create
subtotals for.

Step 5. Select the function you want to perform for the selected column by clicking the function under Use
function.

Step 6. You can use the 2nd Group and 3rd Group tabs if the data has to be grouped in further levels.

Step 7. Click on OK button.

 12

What-if scenarios

What-if scenario is a set of values that can be used within the calculations in the spreadsheet. A name is given
to the scenario and several scenarios can be created on the same sheet.

Follow the following steps to create scenario.

Step 1. Select the cells which contains values in the sheet that needs to be changed. To select multiple cells,
hold Ctrl key and click on the cell to be selected.

Step 2. Choose Tools>Scenarios will open scenario dialog window.

Step 3. Enter a name for the new scenario and leave the other fields unchanged.

Step 4. Click on OK

Step 5. This will create a new scenario which is activated automatically.

What-if Analysis tool

What-if tool uses Data>Multiple Operations and is a planning tool for what-if questions.

Following steps are used for what-if analysis tool: Let us calculate with one formula and one variable:

Step 1. Enter the data in the cells and then enter a formula to calculate a result from values in other cells.

Step 2. Create an array of input values on the basis of which the output is to be generated using the formula.

Step 3. Select the cell range of input array and output array.

Step 4. Click on Data>Multiple Operations will display the multiple operations dialog window.

Step 5. Enter the cell address in the Formulas box from the sheet which contains the formula.

Step 6. Now, enter the cell address of the cell which is a variable and is used in the formula in Column input cell
box.
 13

Step 7. Click on OK will generate all the possible outputs based on the formula.

Recording a Macro
It is important to know that by default the macro recording feature is turned off when LibreOffice is installed on
our computer. Hence, to record a Macro we need to ensure that the macro recording is enabled. Macro
recording can be enabled using the Tools option on the main menu bar by selecting Tools> Options > LibreOffice
> Advanced. Observe the Optional Features.

The Macro records all the keyboard and mouse actions but the

following actions are not recorded.

• Opening of windows

• Actions carried out in another window than where the recording was started.

• Window switching.

• Actions that are not related to the spreadsheet contents. For example, changes made in the Options
dialog, macro organizer, customizing.

• Selections are recorded only if they are done by using the keyboard (cursor traveling), but not when the
mouse is used.

• The macro recorder works only in Calc and Writer.

Running a Macro
Let us now run the macro for another sheet which requires its heading in cell A1
to be given the same format as recorded in the Format heading macro.

To run a macro, we need to perform the following steps.

Step 1. Type the heading in cell A1

Step 2. Use Tools > Macros > Run Macro

to open the Macro Selector dialog

Step 3. Select the library and module in the Library list.

 14

Step 4. Select the macro in the Macro name list.

Step 5. Click Run to run the macro.

Creating and Organizing a simple Macro

The recorded macro is internally stored as instructions written in a programming language that are executed
when the macro is executed or run.

We selected a library or module to store our recorded macro, similarly while creating a macro we need to either
create a new library/module or edit an existing module stored in a library to store our created macro. Use the
following steps to organize the macro.

Step 1. Click on Tools > Macros > Organize Macros > LibreOffice Basic to open the LibreOffice Basic Macro dialog
window.

Step 2. Click Organizer to open the Basic Macro Organizer dialog

Macro as a function
Consider a situation wherein you need to perform calculations that are repetitive in nature. Assume that the
same formula needs to be applied to different data in different sheets and there is no predefined function for
it.

It is possible to do so if we use Macro as a function. Instead of writing instructions in between Sub and End Sub,
we can write instructions in between Function and End Function. A function is capable of accepting
arguments/values. It can perform operations on the arguments, perform calculations and return the result.

Linking Spreadsheet data

In this session we learn how to create multiple sheets and also link the data in multiple sheets. It can be done
in two ways, one is creating reference to other sheets/ documents by using keyboard and mouse, and other is
by linking external data.

Setting up multiple sheets

Let us consider a worksheet storing marks of the first term in a sheet named Term1.
 15

To add a new sheet in the spreadsheet, click on the Add Sheet by clicking on the (+) sign located in the left
bottom of the spreadsheet. Alternatively, you can right click anywhere on the sheet tab and select Insert sheet
option from the drop-down list displayed.

Note – Insert Sheet dialog box can be invoked from the menu option

Sheet > Insert Sheet

Creating reference to other sheets

To calculate the final result, it is required to store the final marks for each subject in the sheet named “Result”
inserted in Activity 6.1 by applying the formula (Marks obtained in Term1 + Marks obtained in Term2)/2. As we
know that marks obtained in Term1 and Term2 are stored in different sheets named Term1 and Term2
respectively. To calculate the final marks for English in in the cell C4 of Result sheet, follow the following steps.

Step 1. First copy the Roll No and Name of the Student from Term1 sheet to Result sheet, copy all headings of
and give the name as Final Result.

Step 2. Click on the = icon next to the input line (or type = in cell C4), type Sum() and click between the brackets.

Step 3. Now click on the Term1 sheet and click the English Marks for the first student and add (,) comma for the
next value

Step 4. Next click on the Term 2 sheet and click the English Marks for the first student.

Step 5. To calculate average type /2 after the sum() to calculate average.

Step 6. Press Enter key, the average is displayed in cell C4 of Result sheet. Then use fill handle to fill the cells up
to the last student’s data.

Step 7. The result sheet gives the average marks scored by each

student in English.

Step 8. You can copy the same formula for other subjects.
 16

Hyperlinks to the sheet

Sometimes it is required to jump to a document stored at a different location from within a document. It can be
done by creating a hyperlink. It is possible to jump from a sheet in the same spreadsheet, different spreadsheet
or a website by creating a hyperlink. Relative and absolute hyperlinks. A hyperlink can be either absolute or
relative. An absolute hyperlink stores the complete location where the file is stored.

For example: C:\Users\ ADMIN\Downloads\try.ods is an absolute

link as it defines the complete path of the file.

A relative hyperlink stores the location with respect to the current location. A relative hyperlink stores the
location with respect to the current location.

For example: Admin\Downloads\try.odf

Creating hyperlinks
It is possible to hyperlink a sheet of another spreadsheet document in a spreadsheet.

Editing a hyperlink

To edit an existing link, place the cursor anywhere in the link and right click the hyperlink.

Click on edit hyperlink, the Hyperlink dialog box will be displayed, where you can make changes to the
Hyperlink.
 17

Linking to external data

Internet is a rich source of information, which is stored in the form of web pages. The web pages are written in
HTML documents. Data on a web page can be stored in the form of tables.

To insert the tables from a HTML document, we can use the External Data Dialog box. The steps for the same
are given below.

Step 1. Open the spreadsheet where external data is to be inserted.

Step 2. Select the cell to store the first cell of the table in the external data.

Step 3. Select Sheet > Link to External Data.

Step 4. The External Data dialog box is displayed. Type the URL of the source document or select it from the
drop- down list if it is listed and press enter.

Step 5. A dialog box is displayed to select the language for import.

Step 6. From the Available Tables/Ranges list, choose the desired table.

Linking to registered data sources

LibreOffice Calc allows us to link spreadsheet documents with databases and other data sources. The data
source needs to be registered with LibreOffice.

You can access a variety of databases and other data sources and link them to Calc documents. To register a
data source that is in *.odb format, follow the steps given below.

Step 1. Select Tools > Options > LibreOffice Base > Databases. The Options - LibreOffice Base-Databases dialog
box appears.

Step 2. Click the New button to open the Create Database Link dialog box.

Step 3. Enter the location of the database file, or click

Browse to open a file browser and select the database file.

Step 4. Type a name to use as the registered name for the

database and click OK.

 18

Share and Review a Spreadsheet

In LibreOffice Calc, one spreadsheet can be used by more than one user at a time by sharing it. A shared
spreadsheet is a same sheet that can be accessed by more than one user and can allow them to make changes
simultaneously on it. This can be done while working on it simultaneously at the same time or may be working
on it at different point of time. This will save us from the trouble of keeping track of multiple copies of the same
spreadsheet.

Sharing a spreadsheet is just like a teamwork to work in collaboration with other users. The following are the
steps to share the spreadsheet.

Step 1. Open a new spreadsheet and save it with some

name.

Step 2. Select and click on Tools > Share Spreadsheet from main menu bar. This will open the Share Document
dialog, which can be used to enable or disable sharing option.

Step 3. Click on the checkbox “Share this spreadsheet with other users” to share the spreadsheet and click on
OK button. This will open the confirmation dialog window to save the spreadsheet to activate the shared mode.

Step 4. Click on Yes to continue.

Step 5. Once the spreadsheet is saved, the name of the spreadsheet in the title bar will display (shared) along
with the name of the spreadsheet.

Opening and Saving a shared spreadsheet

Opening Spreadsheet

To open a shared spreadsheet, follow the following steps.

Step 1. While opening a spreadsheet which is a shared spreadsheet, a message will appear.

Step 2. Click on OK button to open the spreadsheet in shared mode.

Step 3. If you don’t want this warning option to be displayed again, then check the mark in the checkbox ‘Do
not show warning again’.

Step 4. Once the spreadsheet is saved in shared mode, some of the features will become unavailable for used.

Step 5. Observe the Edit menu on the main menu bar

 19

Merging and comparing

If the same spreadsheet is reviewed by different team members and you have two different versions of the
same spreadsheet file. Follow the following steps to merge document.

Step 1. Open the spreadsheet file. Also note the contents of another spreadsheet.

Step 2. Click on Edit > Track Changes > Merge Document.

Step 3. Select the spreadsheet file from the Merge With dialog window to open the other spreadsheet to
merge with Test.ods and Click

on Open button.

Step 4. This will open Manage Changes dialog window.

Step 5. Click on Accept.

Step 6. Now open the first spreadsheet.

 20

UNIT 3: - Database Management System

➢ Learning Outcomes

❖ Basic Knowledge of Database.

❖ Benefits of Database

❖ Basic Knowledge about Relational Database.

❖ Knowledge about Various types of keys.

❖ Knowledge about Database Management System.

Data and Information

Data: - Data is raw, unorganized facts that need to be processed. Data can be something simple and seemingly
random and useless until it is organized.

Information: - When data is processed, organized, structured or presented in a given context so as to make it
useful, it is called information.

KEY DIFFERENCE BETWEEN DATA & INFORMATION

DATA INFORMATION

1. Data is a raw and unorganized fact that is 1. Information is a set of data that is processed
required to be processed to make it in a meaningful way according to the given
meaningful. requirement.

2. Data does not have any specific purpose 2. Information carries a meaning that has been
assigned by interpreting data.

3. Data alone has no significance 3 Information is significant by itself.

 21

4 Data never depends on Information 4. Information is dependent on Data.

5. EXAMPLES 5. EXAMPLES
A day's temperature, humidity, wind and speed percentage of weather as cold or warm is an
of recorded are Data Information.
Students' names in a class are Data While names of students in alphabetic order are
Information.

Database Concept
➢ A database is an organized collection of data, generally stored and accessed electronically from a
computer system.

➢ A database intends to have a collection of data stored together to serve multiple applications as
possible. Hence a database is often conceived of as a repository of information needed for running
certain functions in a corporation or organization.

Advantages of Database
1. Ability to store large amounts of information: This ability is essential for large companies with a large number
of customers and this volume of information must be handled very precisely.

2. Sharing information: Databases allow users to share common information. Therefore, if you have a business
with different company locations you can share your data at same time with the different business locations.

3. Having quick access to information: The information is obtained quickly and easily, which greatly facilitates
the work and allows you having better customer service.

4. Eliminating duplications: By centralizing all information in a database you prevent duplication of existing
information which usually presents a common problem in business.

5. Increasing productivity: Access to information is faster now than ever before. Information will be structured
without any duplication – allowing you to work better, faster with increased productivity in your company.

6. Reducing storage space: Information is digitized so it takes less space than when stored on paper. You will
always have certain documents that will have to be on paper.

7. Information Security: A database can have several parts depending on users. You can limit certain access to
certain parts of the data for certain users. That way the security and confidentiality of data will be guaranteed
and secured.

8. Easy maintenance: As the information is digitized it is easier and economical to carry out any maintenance.
 22

Disadvantages of Database
1. Databases require a lot of time to design.

2. Databases are complex and difficult to design.

3. Substantial hardware and software start-up costs.

4. Database administrator or user requires training.

5. Any damage to the database is a damage to all programs using it. Damage to the database might affect
all applications using it.

6. Maintenance is required and might induce cost.

Characteristics and Benefits of database

1. Self-describing nature of a database system: A database system is referred to as self-describing because
it not only contains the database itself, but also metadata which defines and describes the data and
relationships between tables in the database

2. Support for multiple views of data: A database supports multiple views of data. A view is a subset of the
database, which is defined and dedicated for particular users of the system. Multiple users in the system
might have different views of the system

3. Sharing of data and multiuser system: Current database systems are designed for multiple users. That
is, they allow many users to access the same database at the same time. This access is achieved through
features called concurrency control strategies.

4. Control of data redundancy: In the database approach, ideally, each data item is stored in only one place
in the database. In some cases, data redundancy still exists to improve system performance

5. Restriction of unauthorized access: Not all users of a database system will have the same accessing
privileges.

6. Data independence: Another advantage of a database management system is how it allows for data
independence.

7. Backup and recovery facilities: Backup and recovery are methods that allow you to protect your data
from loss. The database system provides a separate process, from that of a network backup, for backing
up and recovering data. If a hard drive fails and the database stored on the hard drive is not accessible,
the only way to recover the database is from a backup.

Relational Database
➢ A relational database is a digital database based on the relational model of data, as proposed by E. F.
Codd in 1970. A software system used to maintain relational databases is a relational database
management system (RDBMS).
 23

➢ Many relational database systems have an option of using the SQL (Structured Query Language) for
querying and maintaining the database.

➢ The data tables used in a relational database store information about the related objects. Each row holds
a record with a unique identifier -- known as a key -- and each column contains the attributes of the data.

➢ Each record assigns a value to each feature, making relationships between data points easy to identify.
Each table has a unique primary key, which identifies the information in a table. The relationship
between tables can then be set via the use of foreign keys -- a field in a table that links to the primary
key of another table.

Examples of Relational Database

➢ Standard relational databases enable users to manage predefined data relationships across multiple
databases. Popular examples of standard Relational database include Microsoft SQL Server, Oracle
Database, MYSQL and IBMDB2.

➢ A user of a relational database can then obtain a view of the database to fit their needs. For example, a
branch office manager might like a view or report on all customers that bought products after a certain
date.

➢ A financial services manager in the same company could, from the same tables, obtain a report on
accounts that need to be paid.

Tables
A database table is composed of records and fields that hold data. Tables are also called datasheets. Each table
in a database holds data about a different, but related, subject.

Records
Data is stored in records. A record is composed of fields and contains all the data about one particular person,
company, or item in a database. In this database, a record contains the data for one customer support incident
report. Records appear as rows in the database table. A record for Log ID 1201242 is highlighted in Figure.
 24

Fields
A field is part of a record and contains a single piece of data for the subject of the record.

Various Keys in Database Management System

DBMS has following types of Keys each had their different functionality:

1) Super Key

2) Primary Key

3) Candidate Key

4) Alternate Key

5) Foreign Key

6) Compound Key

7) Composite Key.

1. Super Key
A super key is a group of single or multiple keys which identifies rows in a table. A Super key may have additional
attributes that are not needed for unique identification.
 25

2. Primary Key
PRIMARY KEY is a column or group of columns in a table that uniquely identify every row in that table. The
Primary Key can't be a duplicate meaning the same value can't appear more than once in the table. A table
cannot have more than one primary key.

Rules for defining Primary key:

I. Two rows can't have the same primary key value

II. It must for every row to have a primary key value.

III. The primary key field cannot be null.

IV. The value in a primary key column can never be modified or updated if any foreign key refers to that
primary key.

3. Alternate Key
ALTERNATE KEY is a column or group of columns in a table that uniquely identify every row in that table. A table
can have multiple choices for a primary key but only one can be set as the primary key. All the keys which are
not primary key are called an Alternate Key.

4. Candidate Key
CANDIDATE KEY is a set of attributes that uniquely identify tuples in a table. Candidate Key is a super key with
no repeated attributes. The Primary key should be selected from the candidate keys. Every table must have at
least a single candidate key. A table can have multiple candidate keys but only a single primary key.

Properties of Candidate key:

 26

➢ It must contain unique values

➢ Candidate key may have multiple attributes

➢ Must not contain null values

➢ It should contain minimum fields to ensure uniqueness

➢ Uniquely identify each record in a table Example: In the given table Stud ID, Roll No, and email are
candidate keys which help us to uniquely identify the student record in the table.

5. Foreign Key
FOREIGN KEY is a column that creates a relationship between two tables. The purpose of Foreign keys is to
maintain data integrity and allow navigation between two different instances of an entity. It acts as a cross-
reference between two tables as it references the primary key of another table.

In this example, we have two table, teach and department in a school. However, there is no way to see which
search work in which department.

In this table, adding the foreign key in Dept. code to the Teacher name, we can create a relationship between
the two tables.
 27

6. Compound Key
COMPOUND KEY has two or more attributes that allow you to uniquely recognize a specific record. It is possible
that each column may not be unique by itself within the database. However, when combined with the other
column or columns the combination of composite keys become unique. The purpose of compound key is to
uniquely identify each record in the table

In this example, OrderNo and ProductID can't be a primary key as it does not uniquely identify a record.
However, a compound key of Order ID and Product ID could be used as it uniquely identified each record.

7. Composite key
COMPOSITE KEY is a combination of two or more columns that uniquely identify rows in a table. The
combination of columns guarantees uniqueness, though individually uniqueness is not guaranteed. Hence, they
are combined to uniquely identify records in a table.

The difference between compound and the composite key is that any part of the compound key can be a foreign
key, but the composite key may or maybe not a part of the foreign key.

What is LibreOffice Base

LibreOffice Base is a database software, similar to Microsoft Access, which provides a graphical interface for
working with databases. In addition, Base contains a version of its own database management system (HSQLDB)
that can be used to create small, self-contained, single user database applications

Creating a database
To create a database start LibreOffice Base from your system application, start menu or use LibreOffice Start
Center.

Step 1 Every time you start Base the Database Wizard appears.

In the first step of the Database wizard you have the following options:

Create a new database

Open Existing database stored on your computer.

Connect to an existing database created with other applications or database engines. For example, it can
connect to an SQL database.
 28

Select the first option to create a new database using the embedded database system HSQLDB.

Step 2 In the next step leave the default options. Registering a database in LibreOffice means that other
components can have access to the data.

Make sure the option Open the database for editing is selected and click Finish.

Step 3 Before opening the database for editing, Base will ask you to name and save your new database. Database
files in Open Document Format are stored with the *.odb extension. This file format is actually a container of all
elements of the database, including forms, reports, tables, and the data itself.
 29

Base main window

Base main window besides the Title Bar, Main menu and Toolbars, consists of three window panes: Database
Object types, Database Objects list and Tasks.

Database Objects Types

Databases in LibreOffice Base are composed of four objects: Tables

Queries

Forms

Reports

Together, these objects allow you to enter, store, analyze, and compile data however you want. We will explain
these objects in detail in the next lessons.

Tables
A database is made up of several components, of which the table is most significant. A table is a collection of
related data held in a structured format within a database. All data in a database is stored in one or more tables
which puts tables at the heart of any database. A table to store a list of books in a library is shown in the image.
Below
 30

Table properties

Table Name
The table name describes the type of data stored. For example, a table that stores information about books in
a library would simple be named Books.

Table fields
Every book in our library has some common attributes or properties. For example, the book title, author and
ISBN number. These attributes are called the table fields and represent the columns of our table.

Field Data Types

Each field in a table must have a field name and a data type. The data type depends on the information this
field will store. The most basic field types are listed below:

I. Text. This is the most common data type. It's used for storing text information such as name, addresses,
descriptions etc.

II. Integer. For integer numbers. For example, 20 232 1003.

III. Decimal. Numbers with decimal digits or real numbers. For example, 0.6 34.34234 3.134545.

IV. Date or Time. For storing date and time information. For example, 19/02/2017 18:22:10.

V. Boolean. This type has can have the "True" or "False" value.

Records
A record is a unit of information inside a table. For example, to store a particular book in our Books Table we
insert a new record (or row) and fill all the fields with data. Notice how each record spans across all table fields

Creating a Table
You can create a Table in Base using either the Design View or the Create Table Wizard. It is recommended to
use the Design View to better understand the table concept in Databases. To create a table:

1. Select the table object type

2. Create Table in Design View from the Tasks window.

➢ Table Design View in Table Design View you create

a table by entering all the table fields information (field name, data type and description).

➢ The primary key must be of type Integer and have the Auto Value property enabled. This means that
Base will fill this value for us whenever we create a record. This is a good practice because we avoid
entering duplicate primary keys in our table.
 31

➢ For each field you can also specify some Field Properties. Always enter first the primary key for your
table.

➢ Entry required. If set to Yes a value must always be filled a record for this field.

➢ Length. The length can be set to a maximum value to constrain the size of a numerical or text field.

➢ Default value. A field can have a default value

➢ Format. For numerical, date and time values you can set the display format of the value.

Saving a table
To save your table click on the save button and give the table a name. The table now appears in the Tables list.
 32

UNIT 4: - Maintain Health, Safety and Secure Working Environment

Learning Outcomes After the completion of the Chapter the students will be able to:
• Understand the Basic Safety Rules follow at workplace.
• Use of First Aid and the Items in the First Aid Box
• Understand the Accidents and its types
• Understand the Emergencies and its types.
• Understand Hazards and various sources of Hazards
• Steps to follow at the time of evacuation.

Health
As defined by the World Health Organization (WHO), health is a “state of complete physical, mental, and social
well-being, and not merely the absence of disease or infirmity’’.

Safety
Safety is the state of being ‘safe’, the condition of being protected from harm or other non-desirable outcomes.
Regular risk assessments should be conducted at retail stores to identify health and safety problems, and initiate
necessary measures to eliminate or mitigate them as far as possible.

Fire safety rules to follow at workplace

Follow safety guidelines to save lives, structure and Equipment.

1. Never fight with a fire that is out of control. Get out of the building/ Office Quickly.
2. Most fires are caused by electrical problems such as damaged wiring, faulty equipment and the overloaded
plug sockets. Always check if your office equipment and appliances are working properly. Fix electrical problems
immediately.
3. Overheating can also be a cause of a fire. If you have heaters at the office, never leave them unattended or
place them close to flammable objects as they can spark a fire.

4. When a fire or emergency evacuation does occur, don’t panic. Keep calm and follow instructions.
 33

5. Locate and read the instructions on the fire Extinguisher in your workplace before use if fire is not extreme.
6. Contact Emergency services for help.
7. If possible and if you have received appropriate training, use a portable fire extinguisher to: a. Assist oneself
to evacuate b. Assist others to evacuate c. And control a small fire.
8. Do not enter the area if you suspect that a life-threatening condition still exists (such as heavy smoke or toxic
gases).
9. There should be an assembly point that you all agreed upon. That is where you should head to meet your co-
workers and check if they are all safe.
10. Electrical fires- particularly those caused by the transformers in video monitors – can produce a pungent,
acrid smoke that can damage other equipment.
11. Do not permit smoking in your computer room or around the people who use the computers.
12. Don’t play with matches or lighters at your workplace.
13. Never leave candle burning at your workplace.
14. Don’t allow trash and litter to accumulate unnecessarily.
15. Keep Your office and dock areas neat and clean.
16. Keep in mind where fire alarm stations and extinguishers are located.
17. Store hazardous materials properly in designated areas.
18. Know the proper exits and procedures in case of emergency. Keep exits free of obstructions.
19. Make sure there are good connections and effective grounding in the wiring.
20. Handle flammable liquids with caution.

Electrical safety rule to follow at workplace

1. Don’t touch someone who’s been electrocuted.
2. Make sure your hands are clean and dry before handling any equipment.
3. Don’t put fingers or metallic objects in electrical outlets.
4. Don’t pull a plug out with its cord.

5. Replace the faulty wires to avoid accidents.

6. Stay away from places marked with warning signs.
7. Seal all unused electrical outlets. 8. Don’t overload outlets.
9. Minimize the use of extension cords.
 34

10. Unplug or disconnect machines before servicing or repairing.

11. Don’t ignore the warning signs. If an item feels hot, makes an unusual noise, smokes or sparks, take it out of
the service immediately and tag it “DO NOT USE”.
12. Inspect cords and equipment regularly, and report any defects immediately.
13. Cover or guard any exposed electrical components or wires.
14. Do not use electrical equipment or appliances near water or wet surfaces.
15. Never use electrical equipment when hands or the equipment are wet.

Falls & Slips safety rule to follow at workplace

1. Keep floors mopped and debris swept up.

2. Remove obstacles and clutter from walkways and stairways.
3. Clean up spills immediately.
4. Secure mats, rugs and carpets that don’t lay flat.
5. Keep file cabinet or storage drawers closed.
6. Cover cables that cross walkways.
7. Keep working areas and paths well-lit

Use of First Aid

At any moment, you or someone around you could experience an injury or illness. Using basic first aid, you may
be able to stop a minor mishap from getting worse. In the case of a serious medical emergency, you may even
save a life.

Definition of First Aid

When you provide basic medical care to someone experiencing a sudden injury or illness, it’s known as first aid.

AIMS OF FIRST AID

The Aims of First aid is: -

 35

1. To preserve
2. To prevent the worsening of one’s medical condition.
3. To promote Recovery, and
4. To help to ensure safe Transportation of the nearest healthcare facility.

First aid kit list

A standard first aid kit should include:

• Adhesive bandages of assorted sizes
• Absorbent compress dressings
• Sterile gauze pads
• Adhesive cloth tape
• Triangular bandages
• Antiseptic wipes
• Aspirin
• Acetaminophen or ibuprofen
• Antibiotic ointment
• Hydrocortisone cream
• Calamine lotion
• Gloves
• Safety pins
• Scissors
• Tweezers
• Thermometer
• Breathing barrier
• Instant cold pack
• Blanket

ACCIDENT

An unexpected happening causing loss or injury which is not due to any fault or misconduct on the part of the
person injured.
An accident is an unplanned, unforeseen, and unexpected event that has a negative effect on all activities of the
individual who is involved in the accident.
An accident can result in death, injury, disease or infection, loss of property, damage to environment, or a
combination thereof.

A number of human factors can cause accidents, such as:

• Unsafe conduct • Inattention • Negligence • Improper training • Inexperience • Drowsiness, fatigue, or illness
 36

Other factors can include:

• Working conditions • Workplace designs • Substandard safety processes • Weather conditions

Accident Types
If you have had an accident, no matter what type, then you need expert legal advice from accredited personal
injury lawyers. Our specialist legal team handle claims for those injured in accidents every day of the week.

Accidents at Work
You may have been involved in an accident whilst at work. This may include accidents due to faulty machinery
or equipment, lack of training or supervision, lack of protective safety equipment or unsafe premises. Employers
must provide a safe working environment and failure to do so leaves the employer liable to compensate any
employee who suffers an injury in the workplace.

Slip/Trip Claims (public liability)

You may have suffered an injury on a public footpath or road due to its poor condition. You may have been
slipped or tripped in a shop, restaurant or other public place.

Industrial Diseases and Illnesses

These are usually caused by the conditions in your working environment such as dust or fumes and through
working with hazardous substances.

Road Traffic Accidents

You may have suffered an injury in a road accident, whether as a driver, a passenger, a pedestrian or cyclist.

Emergency

An emergency is a situation that poses an immediate risk to health, life, property, or environment Sudden,
unexpected, or impending situation that may cause injury, loss of life, damage to the property, and/or
interference with the normal activities of a person or firm and which, therefore, requires immediate attention
and remedial action.

Types of emergency
1. Natural emergencies
 37

Natural emergencies are the hardest to plan for and predict due to their very nature. A natural emergency could
occur as a result of flooding, severe weather such as hurricanes or tornadoes, or forest fires.

When planning for natural emergencies you should consider that they will likely not be limited only your
workplace, which could affect logistical responses.

2. Work-related emergencies
These are the biggest group of emergencies that a workplace may experience, these emergencies are caused by
factors relating directly to the work conducted. Work-related emergencies could be things such as chemical
spills, explosions, machinery malfunction, or dangerous gas releases.

3. Civil emergencies
This final group of workplace emergencies are emergencies that stem from civil factors. These emergencies are
likely to be rarer than work related or nature emergencies, but that doesn’t mean they are any less serious. Civil
factors could be things such as protests, strikes, or workplace violence or harassment, either employee-to-
employee or client-based.

Hazards
A Hazard is a potential source of harm or adverse health effect on a person or persons.
The terms Hazard and Risk are often used interchangeably but this simple example explains the difference
between the two.
If there was a spill of water in a room then that water would present a slipping hazard to persons passing through
it. If access to that area was prevented by a physical barrier then the hazard would remain though the risk would
be minimised.

Causes of Workplace Hazards

1. Fire
2. Slips and Falls
3. Chemicals
4. Electrical Hazards
 38

5. Back Injury
6. Hazardous Materials
7. Workplace Violence