Subject Specification Notes

Chapter 1 – Introduction to Styles in LibreOffice Writer

INTRODUCTION
There are two ways of creating an attractive digital document in Writer:
1. Manual formatting a document: In manual formatting we select a part of a document, such as page,
paragraph or words and then applied formatting effects using the formatting toolbar. Manual formatting is
popular, as it is easy to use and requires less knowledge.
2. Formatting by applying styles: To avoid inconsistency in formatting and reduce time and effort in
formatting a document, we use Styles in Writer.
Introduction to Styles
A style is a collection of all formatting information, which you want to save and then apply on the
document. For example, following details of “Font” can be stored as a style with the name ‘Heading style’
Size – 12
Name – Bookman Old Style
Weight –Bold
Alignment – Left
Now we can apply Heading style to all headings of the document
NOTE: Style allows us to shift our focus from appearance of the document to the content of
document Styles Categories
LibreOffice Writer provides six Style categories, which are as follows:
1. Page Style:
It includes basic page layout like page size, its margin, placement of header and footer, footnote, borders
and background.
2. Paragraph Style:
Paragraph formatting includes tab stops, text alignment, line spacing and
borders. 3. Character Style:
This style is used to work on block of letters, i.e. word(s) in the paragraph. Character styles allow changing
the text colour, text size, highlighting text and emphasising it.
4. Frame Style:
Frames are like containers, which can hold text, graphics and lists. Therefore, applying Frame Styles allows
to format a frame by specifying its size, position, border and how the text is placed around the picture. 5.
List Style:
It can be used to style lists by putting numbering or bullets of a different kind or specify numeric
format. 6. Table Style:
Table Style category allows to format a table by adding borders, using different text or border colour(s),
aligning text inside the table, having different patterns or text colour.
Styles & Formatting
Writer provides many options and tools to style or format a document. Styles in Writer, can be accessed by
using any of the following methods:
1. Click Style option from Menu Bar and click Manage Style.
2. Using Style Drop Down list box, from the Toolbar. If the Toolbar is not visible then, click on View>Toolbars,
and enable Formatting/“Formatting (Styles)”.
3. Using Sidebar Menu. On the Sidebar, clicking on Styles icon, displays the Style
sub-menu. 4. Using keyboard shortcut — F11 function key
Style Window
This window can be opened by using any of the methods given above.

Styles in LibreOffice Writer

1. First six icons allow to select the category of style, such as Paragraph style, Character style, Frame style,
Page style, List style and Table style to work on.
2. From the bottom of the window selecting Show Preview option displays its style along with the name in
the list.
3. At the bottom of Style window, there is a Drop Down list, to select the filter for the style list to be
displayed above. By default this filter is set to Hierarchical.
Steps to apply Style in a document
1. Select the text to be formatted.
2. Choose appropriate style by clicking the button from the top of the Styles bar.
3. A list of styles for that category appears. Double click on the desired style to apply to the selected text.
Apply Style using Fill Format mode
To apply a style on words present at different locations in the document, we can use Fill Format mode It is
the second icon from right on the Style menu. Steps to apply style using Fill Format option is given below: 1.
Open the document to be styled.
2. Open the Styles window and select the desired style category and then desired style.
3. Select Fill Format button.
4. To apply the selected style, take the mouse pointer to desired location and click.
NOTE: To quit Fill Format option, click the Fill Format button again or press the Esc key.
Creating a New(Custom) Style
There are two ways to create a custom style
A. From Selection: Steps are given below
1. Select the portion of document, such as page, paragraph, character, and change its appearance (do
formatting as required).
2. Choose the category (paragraph, character, page, etc.) from Style menu for which a new style is to be
created.
3. Select Style action button and then click on New Style from Selection.
4. In Create Style dialog window, type the name of new style, say, ‘MyStyle’.
5. Click OK to save the name of new style.
B. Using Drag and Drop: Steps to create a new Style using Drag and Drop method are given
below. 1. Select the text from the document and change its formatting as desired.
2. Choose the desired style from Style Window under which, new style is to be created.
3. Now drag the selected portion of text to the Style Menu.
4. Create Style dialog window appears.
5. Type name of new style and press OK button to save.
NOTE:
1. Drag and Drop method cannot be used to create a Page Style.
2. While dragging the text cursor shape changes.
Updating(Modifying) a New(Custom) or Pre-defined Styles
Instead of creating a new style for a small changes in predefined style, an existing Style can be modified.
Follow the steps given below to modify an existing user defined style of page, frame or paragraph style. 1.
Select the page/paragraph to be modified.
2. Format the selected portion as per the requirement.
3. Go to Style menu, and click on the button to update.
4. Using Style Action button, click on Updated Selected Style.
NOTE – Ensure that the aspect modified remains same throughout the selection. For example, in paragraph,
if you are changing font face or size then, throughout the paragraph it should remain same. Load Styles
from a template or document
It is used to copy styles from an existing template or document. Once copied, in the list of styles, you can
create a new document having same appearance as old one with no extra efforts. steps to copy style from
template or document are:
1. Click on the Load Styles from the Style menu.
2. Load Styles dialog box open and choose the category of your document.
3. Find and select the desired template to copy styles from.
4. Also select the options for the types of styles to be copied, such as Paragraph and Character styles,
Frame, Page or List.
5. Click OK button
NOTE:
1. If you want to copy the style from file then instead of Template option, click on the From File button.
A File Selection dialog box is displayed and select the desired document.
2. By selecting Overwrite option from the load style dialog box, the styles being copied will replace any
existing styles with the same name.
SUMMARY
A Style is collection of all formatting information, which you want to save and then apply on the
document. Writer provides six Style categories – Page,
Paragraph, Character, Frame, List and Table.
Predefined Heading style(s) act as bookmarks in a document. These bookmarks allow faster browsing in a
document.
These Style(s) tools can be accessed from Menu bar, Drop Down List and Side bar. Fill Format is used to
style scattered – Pages, Frames, Tables, Lists, Paragraphs or Characters in a document Writer allows
creating custom style and saving them for future use.
These new styles can be created using Selection method or Drag and Drop method.
Drag and Drop method cannot be used to create a Page style.
A user defined style once created, can be updated at any point of time. Steps used for updating
a style are same as creation of style.
A document can be styled using another document or a template.
Chapter 2: Working with images in LibreOffice Writer
Pictures have visual appeal, as our brain responds quickly to colors in comparison to any other form of
information. A picture can be a drawing, chart, photo, logo, graph.
In this chapter we will learn to create a document with pictures and also learn to insert and modify images.
A picture is a digital image, which is representation of image in finite set of digital values 0 or 1, known as
pixels. These are stored in various types of graphics files with the file extension, such as GIF, JPG, JPEG, PNG,
BMP, etc
Inserting an Image in a Document
The image file stored in the computer, can be inserted into a document using different ways which are give
below:
1. Using Insert Image dialog.
2. Using Drag and Drop option
3. Using Cut, Copy and Paste option
4. By Linking
1. Inserting Image Using Insert Image Option
Steps to insert an image using Insert Image dialog box, is given below
1. Open the document and click on Insert > Image from menu bar.
2. An Insert Image dialog box will open which will allow to choose the picture file to be inserted.
3. Select the file and click on Open button to insert an image in document.
2. Inserting Image Using Drag and Drop Option
Steps to insert an image using drag and drop option are:
1. Open the document to insert an image in LibreOffice Writer.
2. Open a file browser window (Win+E) and select the image file to be inserted.
3. Drag the image into the document and drop it, where you want it to appear in the document.
3. Inserting Image Using Copy and Paste Option
Steps to insert an image using copy paste option are:
1. Copy the image which is to be inserted.
2. Open the document and paste it where ever required.
4. Inserting an Image by Linking
If multiple copies of the same image are required to be inserted in the document, it is beneficial to save the
link of image instead of inserting the image. Inserting a link, stores its reference instead of the image itself,
thereby reduces the size of the document.
To link the image file check the Link option in Insert Image dialog box
Keyboard shortcut to link an image – drag and drop the image while holding the Ctrl+Shift
keys. Modifying an Image in a Document
We can modify the image inserted in the document according to our requirement. The Image toolbar is
used to resize, crop, delete and rotate the image.
Using the image toolbar
The image toolbar automatically appears when an image is inserted or selected in the document. If you
want to keep it always on screen, click on View > Toolbars > Image from the menu bar. The various tools
available on Image toolbar is shown below.

Tools on Image toolbar Description

Image Filter There are 11 types of filters available for improving an image.

Image Mode Image can be changed to black and white, gray-scale or a watermark.

Crop Cuts off non-desirable part of the image.

Flip Horizontally Flips the image Horizontally by 180o.

Flip Vertically Flips the image Vertically by 180o.

Rotate 90o left Rotates the image by 90o left.

Rotate 90o right Rotates the image by 90o right.

Rotate Image can be rotated by any angle using this tool.

Transparency Makes an image transparent by using the value provided in

percentage.

Colour Red, Blue or Green colour can be modified or adjustment for

brightness, contrast and gamma can be made

Working with images Toolbar color

Clicking on the colour button will display the colour drop down list as shown
above. It consists of six components in the drop down list. The first components
represent the three primary colours Red, Green and Blue, respectively. The fourth
component represent the Brightness, fifth component represent the Contrast and
last sixth component represent the Gamma
Clicking on Image Filter opens up a window with 11 filters, as shown below.
Following table gives the
brief description of various tools available in the Image Filter window

Working with images Toolbar filter

Tool Name Description
 Invert Inverts the colour values of coloured image. In case image is gray-scale then its
brightness is inverted.

Smooth Softens the contrast of image. Another dialogue box appears to adjust parameter

Sharpen Increases the contrast of image

Remove Noise Removes single pixels from the image

Solarisation Used in Photographs to reverse the tone. Dark appears light and light appears dark.
Another dialogue box appears to adjust parameter

Aging Simulates the effect of time on picture. On clicking it, another dialogue box appears
to adjust parameter

Posterise Makes a picture appear like painting by reducing colours in the image. Another
dialogue box appears to adjust parameter, when this icon is clicked.

Charcoal Sketch Changes image as charcoal sketch

Relief Adjusts light source to create shadow using dialogue box to adjust parameter

Mosaic Joins group of pixels into a single area of one colour. Another dialogue box appears
to adjust parameter.

Resizing an Image in a Document

Resizing is the process of reducing or enlarging the size of the image. Quick and easy way to resize an image
is by dragging the image’s sizing handles. Steps are
1. Click on the image and observe the eight sizing handles surrounding the image.
2. Position the pointer over one of the sizing handles and drag to resize the image.
3. Release the mouse button when satisfied with the new size.
NOTE: By dragging the corner handles, one can resize both the width and the height of the image
simultaneously, while the other four handles only resize one dimension at a time.
Deleting an Image in a Document
To delete the image, just select the image by clicking on the image and press the Delete
key. Drawing Objects
If you need to draw a flowchart or a callout box in your document, LibreOffice Writer provides the feature
of drawing tools for such work.
To display Drawing Toolbar in the Writer window, click on View > Toolbars > Drawing. The toolbar contains
various basic drawing objects of different types to create any design. Steps to design are: 1. Place the cursor
in the document where you want the drawing to be placed.
2. Select the tool from the Drawing toolbar.
3. Click-and-drag to create the drawing object in the document.
 4. Release the mouse button to finish drawing.
NOTE: To cancel the selected drawing function, press the Esc key or click the Select icon (the arrow) on the
Drawing toolbar.
Setting or Changing properties of Drawing Object
Writer provides tools in Drawing Object Properties toolbar for changing properties, i.e. customising an
object. Properties of the object can be modified or edited, either at the time of its creation, i.e. before you
start drawing them or after its creation. When properties are modified before creation, it is known as
setting default value(s).
Drawing Object Properties Toolbar is displayed when we select the object. It is a floating toolbar, and can be
placed anywhere on the screen. To set the properties before drawing the object, follow the given steps. 1.
Select the object from the Drawing toolbar.
2. Change the various properties of object from Drawing Object Properties Toolbar.
3. Draw the selected object on the document.
To set the properties after drawing the object, follow the given steps
1. Select the object in the document whose properties are to be modified.
2. Change the various properties of object from Drawing Object Properties Toolbar.
Resizing Object
Sometimes we want to change the size of drawing object to accommodate it at a particular place in the
document. Steps to resize a drawing are given below:
1. Select the object to be resized.
2. All eight handles on the corners and edges will be visible.
3. Drag the required handle to change the shape and size.
NOTE: For resizing and maintaining original shape of drawing, use corner handles. Using edge handles will
resize drawing non-proportionally.
Grouping Objects
LibreOffice Writer allows grouping of different objects, to behave as a single entity. Once grouped, all
shapes belonging to that group become its member and a change applied on one member works on all.
Follow the given steps to group the drawing objects.
1. Select the object by clicking over it.
2. Hold the Shift key and keep on selecting all other objects by clicking on it.
3. Select a group tool from Drawing Object Properties Toolbar. Alternatively, selecting from main menu
Format > Group > Group will also do same work.
NOTE: There are four options under Group option. These are Group, Ungroup, Enter Group, Exit Group.
These options are also present in the Drawing Object Properties Toolbar.
Positioning image in the text
Positioning of an image is controlled by four settings.
1. Arrangement
2. Anchoring
3. Alignment
4. Text Wrapping
These settings can be accessed using three ways –
1. Using Format menu.
2. Using context menu after right clicking on the object.
3. Using Drawing Object Properties Toolbar.
Let us learn how to use Drawing Object Properties Toolbar to position a drawing in the page. 1.
Arrangement: In Overlapping objects, arrangement determines the position of the current drawing with
respect to other drawings or text. The Drawing Object Properties toolbar consists of the six arrangement
tools which are briefly explained below.

Tool Effect

Bring to Front Place image on top of all objects / images

Forward One Bring image one level up, when there are overlapping images

Back One Sends image one level down in overlapping images

Send to Back Place image at the bottom of all objects/images

To Foreground Moves the drawing object in front of the text

To Background Moves the drawing object behind the text

NOTE: – First four settings can be applied on an image or drawing, but last two are available for drawings
only.
2. Anchoring: It acts as a reference point for image or drawing. Anchoring allows an image to retain its
position to a page, paragraph, character or frame.
3. Alignment: It allows the vertical or horizontal placement of the image with respect to its anchor. An
image can be aligned in six different styles – 3 horizontal and 3 vertical.
4. Text Wrapping: It allows the placement of image in relation to text. Text Wrapping tools are available
under Drawing Object Properties Toolbar. There are six choices which are briefly explained below.
SUMMARY
• In a digital document, a graphic or image is called digital image.
• A digital image is represented in pixels.
• Predefined image can be inserted using Drag-Drop method, Copy-Paste method or using Insert Image
dialog box.
• Inserting an image embeds a copy of the image in the document.
• An image can be linked to a document using Insert Image dialog box.
• Linking an image saves only the link of the image instead of embedding the image. This saves space in
case multiple copies of the same image are required.
• Image Toolbar can be used to modify an image. Tools for filtering, resizing, cropping, deleting and rotating
an image are available in this toolbar.
• Drawing Tools are used to create pictures (objects), such as Flowchart, Call out box, designs, etc.
• Properties of Object can be customised by resizing, rotating, moving or editing.
• Drawing object properties can be modified either at the time of creation (when you start drawing) or
after its creation.
• Properties when modified before creation, is known as setting Default values.
• An object drawn using different shapes, can be grouped to behave as single
object. • Writer provide various tools to arrange text and image or drawing on a
page.

Chapter 3 Advanced Features of Writer Notes

Introduction
LibreOffice Writer is a word processor that provides a variety of features. To give the listing of the contents
of the document, we can use the Table of Contents feature, which is based on different types of heading
styles. LibreOffice Writer also provides templates to create professional documents. When multiple users
are working on a single document, the Track Changes feature can be used to keep a track of the editing
being done by each user.
Table of Contents
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, by clicking on
any topic in the table of contents, we can navigate directly to the selected topic.
Creating a Table of Contents(ToC)
Before inserting the table of contents or ToC in a document, you must ensure that proper heading styles,
such as Heading 1, Heading 2, Heading 3 and so on are inserted in the document.
Steps to insert the TOC in the document are:
1. Open the document.
2. Place the cursor at the position where the table of contents is to be inserted.
3. From main menu, select Insert > Table of Contents and Index > Table of Contents, Index or
Bibliography.
4. The Table of Contents, Index and Bibliography dialog box will be displayed.
5. Type the title of the Table of content and click OK.
NOTE: All the headings will appear with page numbers in the ToC. The entries in the ToC are hyperlinked.
Pressing Ctrl+click the cursor will directly move on to the selected section heading.

Customisation of Table of Contents(ToC)

Right click anywhere on the ToC and select Edit Index option from the popup menu. The Table of Contents,
Index or Bibliography dialog box open. This dialog box has five tabs Type, Entries, Styles, Columns and
Background. The options in these tabs can be used to edit the table in various ways. Type Tab: is active by
default after opening the Table of Contents, Entries or Bibliography dialog box. Entries Tab: contains options
to set styles for various entries in the ToC.
Styles Tab: contains options to apply the desired styles to the text of each level in the table of
contents. Steps to apply a custom paragraph style to any level
1. Click and select the level from the Levels list box.
2. Click and select the desired paragraph style from the Paragraph Styles list box.
3. Click OK button to apply the selected styles.
NOTE: To remove the applied paragraph styling, select the desired level in the Levels list box, and then click
the Default button
Columns Tab: contains options to set the number of columns that we want to have in our ToC. Background
Tab: contains options to change the background of the ToC. The current background color will be displayed
in the Active Color window.
Steps to change the background color of ToC
1. Right click on ToC and choose Edit index from the drop down menu.
2. Click on background tab from the dialog box.
3. Click the Color button on the top of the dialog box.
4. Select the desired color from the Colors palette. The selected color will appear in the New color
window.
5. Click OK to apply the desired color to the ToC
Steps to remove the background color of ToC
1. Right click on ToC and choose Edit index from the drop down menu.
2. Click on background tab from the dialog box.
3. Click None button present on the top of the dialog box.
Steps to add a graphic/image as a background of the ToC.
1. Right click on ToC and choose Edit index from the drop down menu.
2. Click on background tab from the dialog box.
3. Click on Bitmap button in the Background tab of the dialog box.
4. Select the desired graphic option and click OK button.
Maintaining a Table of Contents(ToC)
Maintaining a Table of Contents means to update (If any changes are made to the document section
headings or page numbering) or delete the ToC.
Updating the ToC : Steps to update ToC are
1. Right click on ToC and choose Update index from the drop down menu.
2. Writer updates the ToC so as to reflect any changes made in the document into ToC
Deleting the ToC : Steps to delete ToC are
To delete the ToC, right click on the table and select Delete Index option from the pop-up menu. The ToC
will be deleted.
Template
A template in the context of this textbook refers to a preset layout used to create documents with a
consistent format.
1. Templates can be used to create a resume, chapter or project report.
2. Templates can be used to add logo of company or any product image in multiple documents.
3. Templates can be reused, saving time and effort in document formatting.
Steps to create a document with template
1. Create a new document from File > New > Templates…
2. A template selection window will be displayed.
3. Select a template, for example, select the first template ‘Modern business letter’ and click on Open.
How to check the template name of the created document?
Click on File > Properties and see the template name under Template caption in the Property dialog
box Creating a Template
Steps to create and save a template in Writer are
1. Open the document in LibreOffice Writer whose template is to be created.
2. Select File > Templates > Save. The Save As Template dialog box appears.
3. Type the name of the new Template in Template Name text box.
4. Select the category.
5. Select Set as default template checkbox to make the current template as the default template.
6. Click Save button to save the template.
Q. What do you mean by category in Save As Template dialog box?
Ans. A category is just like a folder that helps to organise the templates. Some of the categories that can be
seen in the dialog box are My Templates, Business Correspondence, Online Business Documents and
Presentations.
Q. What is the extension of template in LibreOffice Writer?
Ans. .ott is the extension of template in LibreOffice Writer.
Q. What is the shortcut to open Template dialog box?
Ans. Ctrl + Shift + N
Using In-built/Saved Templates
steps to use a predefined template to style a document.
1. Open the new document in LibreOffice Writer.
2. From main menu bar, select File > Templates Manage Templates.
3. The Templates dialog box will be displayed, showing a list of all available templates.
4. Select the desired template and click Open button.
Using Online Templates
Steps to view and select online templates provided by Writer are:
1. From main menu bar of LibreOffice Writer, select File > Templates > Manage Templates.
2. Templates dialog box will be displayed.
3. Click on “Browse Online Templates” icon which is in the lower left corner of dialog box. 4. The official
templates page of OpenOffice Writer (https://extensions.libreoffice.org/templates) will open.
1. Download the desired template and save it on your computer.
2. Open LibreOffice Writer.
3. Click File > Templates > Open Template…
4. From the Open dialog box, browse for the downloaded template and click on Open button.
5. The template file will open.
6. Make the desired changes in the content or appearance.
7. Save the file as text file.
Importing a Template
After downloading the template, it is possible to import it so that it is visible in the list of templates in the
Templates dialog box
Steps to import the template are:
1. Open the Templates dialog box.
2. Click Import Templates button.
3. The Select Category dialog box will open.
4. Choose the existing category from the list box or type the name of new category in New Category list
box.
5. Click OK button. The Open dialog box will appear.
6. Select the downloaded template and click Open.
Editing a Template
Steps to edit a template are:
1. Click File > Templates > Manage Templates.
2. The Templates dialog box will be displayed.
3. Right click on the template file that has to be edited and select the Edit option.
4. The template file will be opened. Make the desired changes and save the file.
Setting Up a Custom Default Template
Any template can be set as a default template. Steps are:
1. Open the Templates dialog box.
2. Right click on the template that you wish to set as the default template.
3. From the popup menu, select option Set as Default.
Moving a Template from one category to another
Steps to move template from one category to another are:
1. Open the Templates dialog box.
2. Click and select the template to be moved.
3. Click Move button.
4. Select the new category where the template has to be moved.
5. Click OK button
Exporting a Template:
Exporting a template allows us to save the template file to a desired folder. This is useful for sharing
templates with multiple users, as it creates a copy of the template file that can be transferred or sent to
others. Steps to export template are given below.
1. In the Templates dialog box, select the template to be exported.
2. Click on Export button.
3. Select the folder where you want to export the template.
4. Press on OK button and a confirmation dialog box will be displayed.
Applying Templates to a Blank Document
Steps to apply template to a blank document are given below
1. Open a new document in LibreOffice Writer.
2. Open the Templates dialog box.
3. Select the desired template.
4. Copy the entire content of the template.
5. Paste the copied content of the template to a blank document
6. Add or delete the content as desired and save it.
Track Changes Feature
Track Changes is a powerful tool that makes the process of commenting, editing and reviewing of a
document easy between multiple users. Track Changes feature of Writer offers a method to keep a record
of all the changes made in the original document. All the changes that are recorded can be either accepted
or rejected by the original author.
To view the Track Changes toolbar, from main menu bar, select View > Toolbars > Track Changes
Track Changes Icons-Advanced Features of Writer
The various buttons present on the Track Changes toolbar are briefly explained below. 1. View Track
Changes – Clicking on this button displays all the changes made in the document by different users.
2. Record Track Changes – Clicking on this button, turns on the Track Changes feature. Any character
added to the document will be displayed in a different color and any deletion done will be seen in
strike-through.
3. Previous Track Changes/Next Track Changes – Click on these buttons to navigate between the changes
made.
4. Accept All Track Changes button will accept all the changes made to the document. 5. Reject/Reject
All Track Changes – This button helps to reject a single change or all changes made to the document.
6. Manage Track Changes – This button shows a detailed list of all changes made to the document along
with the author’s name and date and time of modification.
7. Insert Comment – This button is used to add a comment in a document.
Preparing a Document for Review
Track Changes feature is used when a document is shared with one or more users. So, before sharing a
document, one should make sure that the changes made should be recorded for review or editing
purposes. For that, select Edit > Track Changes Record option. Alternatively, select the Record button from
the Track Changes toolbar.
We can protect the document with password so that no user can disable the track changes option. Follow
the following steps for the same
1. Create a new document in LibreOffice Writer. From the main menu, select Edit > Track Changes >
Protect option.
2. Enter the same password in Password and confirm text box and click on OK button.
Recording Changes
Click Edit > Track Changes > Record option. Alternatively select Record button from the toolbar. The shortcut
key to start recording the changes is Ctrl+Shift+C.
Once the Record option is selected, the Track Changes feature is ON. Now, any character being deleted will
be shown as strike through text and any character added will be shown in different colour. To stop
recording, deselect the record option by selecting Edit > Track Changes > Record or click the Record button
on the toolbar.
Accepting and Rejecting Changes
Once the changes are made by all the reviewers, the original author may accept or reject
them. To accept or reject a change
1. Click on the change made and then select Accept Track Change /Reject Track Change button. 2. To
navigate between the changes made to the document click Previous Track Changes and Next Track
Changes buttons.
3. To accept or reject all the changes made, select Accept All Tracked Changes / Reject All Tracked
Changes button respectively
If Manage Track Changes button is clicked, a Manage Changes dialog box appears. It contains the details of
all the changes made in the document. The dialog box contains buttons to accept and reject changes as well
Adding Comments
Follow the steps given below to add comments in a document.
1. Click Insert Comment button on the Track Changes toolbar. A comment box will appear.
2. Type the comment.
3. Once done click anywhere on the document to activate it.
comments added by different users will be shown in different coloured comment
boxes. Deleting Comments
To delete any comment, click on the down arrow of the comment box. A popup menu will be displayed
which shows the option to delete only the current comment, all comments by a particular author and to
delete all comments. Select the desired option.
Comparing Documents
Steps to compare the documents are given below:
1. Open the edited document.
2. Select Edit > Track Changes > Compare Documents option.
3. The Compare To dialog box will appear. Select the original file to be compared.
4. The Manage Changes dialog box is displayed.
5. Accept or reject the desired changes.
6. Close the dialog box when done.
7. Save the edited file
SUMMARY
1. A Table of Contents (ToC) contains a list of topics and subtopics that have been covered in the book along
with page numbers.
2. A ToC in Writer allows to insert an automated table of contents in a document.
3. The contents in the ToC are hyperlinked in the table.
4. LibreOffice Writer supports up to 10 levels of headings H1 to H10.
5. To insert a ToC, select Insert > Table of Contents and Index > Table of Contents, Index or Bibliography.
6. To add a graphic as a background of the ToC, select the Bitmap button in the Background tab of the
Table of Contents, Index or Bibliography dialog box.
7. Once inserted, a ToC can be edited or deleted from the document.
8. A template is a preset layout that helps to create professional and/or formal documents easily. 9. In
a template we can create and save defined headings, text formats, styles, page numbers, headers and
footers.
10. The new documents created from these templates have the same content segregation,
formatting features and appearance as that of the applied templates.
11. To create a new document with a template, select File > New > Templates …
12. To create and save your own template, select File > Templates > Save.
13. LibreOffice provides a wide range of online templates which can be downloaded from then
Internet.
14. Once these templates are installed on your computer, they will appear in Templates window
from where they can be viewed and selected.
15. Any template can be set as a default template.
16. Export template option allows to store the template file in the desired folder on your computer.
17. Exporting a template is a very useful feature to share the templates with multiple users. 18.
Track Changes feature of Writer makes the process of commenting, editing and reviewing of a
document easy between multiple users.
19. The Track Changes feature of Writer helps to record all the changes made in the original document.
All the changes that are recorded can be either accepted or rejected by the original author. 20. The
Track Changes feature also gives us the option to add comments while reviewing a document. 21. The
Track Changes toolbar contains various tools that help to track the changes made by different users.

Chapter 4 Analyse data using Scenarios and Goal Seek NOTES

Introduction
Data Analysis a is the process to extract useful information for making effective decisions.
The spreadsheet is one of the best software used for data analysis. The spreadsheet
component in LibreOffice known as Calc includes several tools for data analysis.
Consolidating Data
Consolidate is a function used to combine information from multiple sheets of the
spreadsheet into one place to summarize the information.
We need to check the following before consolidating data
1. Data types of the data which we want to consolidate should be same in all spreadsheet. 2.
We should match the labels from all the sheets which are used for consolidating. 3. The first
column should be same in all spreadsheet on the basis of which the data is to be
consolidated.
Steps to consolidate the data are as follows:
1. Open the spreadsheet which has the data to be consolidated.
2. Open the consolidate dialog box by Clicking Data > Consolidate.
3. Choose the required function from the drop-down list. like Sum, Average etc.
4. Add the ranges from the sheets which is to be consolidated.
5. Select the cell under ‘Copy results to’ where we want to display result.
6. Select the appropriate checkboxes under options and click on OK button.
Note the following:
‘Consolidate by’ has two options Row labels and Column labels. Check row label or column label or both if
you want to consolidate it by matching the label.
If Link to source data is checked, then it will keep on updating the data of the Consolidate sheet
automatically if there is any change made in the selected ranges.
Groups and Outline
Group and Outline in Calc is used to create group of rows and columns together so that one can collapse (-)
to hide it or expand (+) it using a single click on it.
Select the data to be grouped, click on Data>Group and Outline>Group. Choose Rows or Columns on the
basis of which you want to group the data and click OK
NOTE: Shortcut to group data is F12 and to ungroup data is Ctrl + F12.
Subtotals
The Subtotal tool in Calc creates the group automatically and applies common functions like sum, average
on the grouped data. We can use any type of function for each column as per the requirement of data
analysis.
Steps for applying Subtotal are given below
1. Open the spreadsheet and Click on Data menu and choose Subtotals.
2. Choose the column in the Group by list which is to be used for grouping the data. 3. Select
the column by clicking the checkbox under Calculate subtotals for to create subtotals. 4. Select
the desired function. (By default function is Sum)
 5. Click on OK button.
NOTE: Columns should have label(column heading) on which we are applying Subtotal.

Analyse data using Scenarios and Goal Seek

After performing subtotal, you can see outline to the left of the row numbers. This outline shows the
hierarchical structure where we can expand or collapse the data by clicking on ‘+’ or ‘-‘ sign respectively. If
you want to remove the outline feature then click on Data > Group and Outline > Remove Outline What-if
Scenarios
What-if scenario is a set of values that can be used within the calculations in the spreadsheet. It can be used
in the beginning of any project to optimise the output. This tool is used to predict the output while
changing the inputs and thus one can choose the best plan.
Steps to create scenario are given below
1. Select the cells which contains values in the sheet that needs to be changed.
2. Choose Tools>Scenarios.
3. Enter a name for the new scenario.
4. Click on OK button
What-if Analysis Tool
What-if tool uses Data > Multiple Operations and is a planning tool for what-if questions. The Multiple
Operations tool creates a formula array to display the list of results on a list of values used in the formula.
This tool uses two arrays of cells, one array contains the input values and the second array uses the formula
and display the result. What-if analysis tool is very helpful to know how much profit we earn for a particular
product for a series of selling units.
Following steps are used for what-if analysis tool:
1. Enter the data in the cells and then enter a formula to calculate a result from the data entered.
2. Create an array of input values on the basis of which the output is to be generated. 3. Select
the cell range of input array and output array.
4. Click on Data>Multiple Operations
5. Enter the cell address where we applied formula in the dialog box.
6. Enter the address of variable cell.
7. Click on OK
Goal Seek
In general we fill in the values in the cells and then create formula on these values to get the required
result. Goal seek helps in finding out the input for the specific output. for example
A student has received marks in 4 subjects and has to appear for the 5th subject and plans an aggregate as
70. So, he can use goal seek tool to check how many marks he has to score in the 5th subject to get the
required percentage.
Steps for Goal Seek are given below:
 1. Enter the values and write the formula in the cell.
2. Choose Tools > Goal Seek.
3. Enter the address of cell in the “formula cell” box.
4. Enter the address of cell whose value is to be predicted or unknown in “Variable cell” box.
5. Enter the target value and click on OK.

Ch 5 Using Macros in Spreadsheet Notes

Macro in Spreadsheet
Introduction
Many times, we require to perform repeated tasks such as typing school name, address, contact numbers
with a specific formatting or apply the same formula at a particular cell for different sheets in a workbook.
In this chapter, you will learn how to use a macro to automate repeated tasks that are always performed in
the same way over and over again.
Recording a Macro
A macro is a single instruction that executes a set of instructions. These set of instructions can be a
sequence of commands or keystrokes that can be used for any number of times later.
By default the macro recording feature is turned off when LibreOffice is installed on our computer. Macro
recording can be enabled by selecting Tools > Options > LibreOffice > Advanced. Observe the Optional
Features. There are two options which are not check marked. Put the checkmark on the option “Enable
macro recording”
Macros in Spreadsheet
Following actions are not recorded in Macro
1. Opening of windows
2. Actions carried out in another window than where the recording was started.
3. Window switching
4. Actions that are not related to the spreadsheet contents. For example, changes made in the Options
dialog, macro organizer, customizing.
5. The macro recorder works only in Calc and Writer.
Steps given below to record a macro
1. Click on Tools > Macros and then click on the Record Macro.
2. Now start taking actions that will be recorded.
3. Click on “Stop Recording” button to stop the recording of actions.
4. Basic Macros dialog window open to save the Macro.
5. Select the object in the Save Macro to list box.
6. Type the name of the macro and click on Save button.
NOTE: By default the name of the macro is Main and is saved in the Standard Library in Module1. A Library
is a collection of modules which in turn is a collection of macros.
Rules for naming a Macro, Module or a Library:
While naming a Macro, Module or a Library the name should :
 1. Begin with a letter
2. Not contain spaces
3. Not contain special characters except for _ (underscore)
Running a Macro
To run a macro we need to perform the following steps.
1. Click Tools > Macros > Run Macro
2. Macro Selector dialog box will open.
3. Select the library that contains the macro then select the macro under ‘Macro name’.
4. Click on Run to run the macro.
Code of a Macro
The action recorded by a macro is recorded as instructions in a programming language called BASIC. It is
also possible to view and thus edit the code of a macro. But remember, it is advised to edit a macro only if
you have knowledge of the language.
We can view the code generated for the macros by going to Tools > Macros > Edit Macros. Choose the
macro name from the Object Catalog and the associated code will be visible.
NOTE: The code of a macro begins with Sub followed by the name of the macro and ends with End Sub. Do
not make any changes to the code unless you are aware of the language.
Creating and Organising a Simple Macro
Steps to organize the macro.
1. Click on Tools > Macros > Organize Macros > Basic
2. Basic Macro Dialog window open.
3. Click Organizer to open the Basic Macro Organizer dialog.
4. Click on Library > New to create library to store macro.
5. Click on Module tab and then New to create Module to store macro.
 Ch 6 Linking Spreadsheet Data Notes
Introduction
When the marks scored by each student in three terminal examinations are stored in three different sheets
T1, T2, T3. Now to generate final result in single result sheet by finding the addition of marks of each
subject, what would be the ideal solution?
Retyping or copying the marks can be one solution but it will be time consuming and also there are chances
of committing typing errors. Instead, the ideal solution will be to find a way to refer the marks stored in the
sheets T1, T2 and T3.
In this manner, there are nearly no chances of errors and if the marks of a subject are changed, they will be
automatically reflected in the final sheet.
Inserting New Sheet in Spreadsheet
In LibreOffice Calc, by default there is only one sheet but we can insert multiple sheets. There are three
ways to insert new sheet.
1. To add a new sheet in the spreadsheet, click on the Add new sheet icon(+) sign located on the Sheet tab
of the spreadsheet
2. Right click anywhere on the sheet tab and select Insert sheet option from the drop-down list. Insert Sheet
dialog box will open as shown below. It gives us a choice to put the new sheet, after current sheet or before
current sheet or assign the name of the sheet etc.
3. Click on Sheet>insert sheet to open Insert sheet dialog box which will help us to insert a new
sheet. Creating Reference to Other Sheets by Using Keyboard and Mouse
In this section we will learn how to reference cells in other sheets using mouse and keyboard. Let we
understand this by doing the following practical.
Creating reference using Mouse
Create the ‘Sheet1’ and ‘Sheet2’ in LibreOffice Calc as shown below:

Now we want the total marks in another Sheet named ‘Result’

To calculate the final marks for English in ‘Result’ sheet, follow the following
steps. 1. First copy the Student Name and subject Name from ‘Sheet1’ to ‘Result’
sheet.
2. Type =SUM() in a cell and click between the brackets.
3. Now click on the ‘Sheet1’ sheet and click the English Marks for the first student and write (+) for the next
value. Now click on the ‘Sheet2’ sheet and click the English Marks for the first student as shown below

4. Press Enter key, the total marks of subject English will be displayed in cell B2 of ‘Result’ sheet. 5. Then use
fill handle to fill the cells up to the last student’s data. You can copy the same formula for other subjects
NOTE: Any changes made to marks in ‘Sheet1’ and ‘Sheet2’ sheet will be reflected in the ‘result’ sheet as
well. That is how the sheets are linked together
Creating reference using Keyboard
To refer to a cell in another sheet precede the cell reference with a ‘$’ sign. It is then followed by the name
of the sheet in ‘ ’ (single quotes) followed by a . (dot) and then the cell address. For example, to refer a cell
B2 of sheet named Sheet1 we will type: $‛Sheet1’.B2
In above practical, we can directly type the following formula in cell B2 of Sheet named ‘Result’ and then
drag the formula to calculate the sum of the marks
=SUM($’Sheet1′.B2 + $’Sheet2′.B2)
OR
=SUM($Sheet1.B2 + $Sheet2.B2)
NOTE: Single quotes (‘ ’) are mandatory if there is a space in the Sheet name like ‘Sheet 1’. NOTE: To refer to
a cell in a different spreadsheet we write in single quotes the path of the file followed by #$ then the name
of the sheet followed by a . (dot) and then the cell address.
For example: ‘file:///C:/Users/ADMIN/Documents/X-A.ods’#$Result.C4
The path of a file has three forward slash ///. A filename can have space within its name hence single
quotes (‘ ‘) are used. It is also possible to insert a sheet from another file. The From file option of Insert
Sheet Dialog box allows us to insert sheet from another file as well.
Hyperlinks to the Sheet
Hyperlinks can be used in Calc to jump to a different location from within a spreadsheet to other parts of
the same file or to different files or even to web sites.
Relative and Absolute Hyperlinks
A hyperlink can be either absolute or relative. An absolute hyperlink stores the complete location where the
file is stored. So, if the file is removed from the location, absolute hyperlink will not work. 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. For example: Admin\Downloads\try.ods
is a relative hyperlink as it is dependent on the current location. If the complete folder containing the active
spreadsheet is moved the relative link will still be accessible as it is bound to the source folder where the
active spreadsheet is stored.
Creating Hyperlinks
Suppose, you have to hyperlink a “Sheet1” of “Result-X-A” spreadsheet document in the “Result-X-B”
spreadsheet document, then follow the following steps:
1. Open the “Result-X-B” spreadsheet document.
2. Click on Insert > Hyperlink. An Hyperlink dialog box will open.
3. Click on the Document on the left pan of dialog box. Click on the button located after the Path. Select the
document “Result-X-A”
4. Then click on the Target button to choose the sheet which is to be hyperlinked. Here in our case we will
select the sheet “Sheet1” as shown above.
5. Click on Apply and Close button.
6. Enter the text in the Text box to assign the hyperlink to that text.
7. Click on Apply and Close button.
NOTE: To open the hyperlinked sheet, press the Ctrl key and click on the hyperlinked word “ResultX-A”, the
sheet will be opened in the new window
Editing Hyperlinks
To edit an existing link, place the cursor anywhere in the link. Right click and choose Edit Hyperlink…, the
Hyperlink dialog box will be displayed, where we can do required changes in the hyperlink. On clicking the
Remove Hyperlink option, the link will be removed from the text.
Linking to External Data
Internet is a rich source of information, which is stored in the form of web pages. The versatility of a
spreadsheet allows us to insert tables from HTML documents into Calc. The steps for the same are given
below
1. Open the spreadsheet where external data is to be inserted.
2. Select Sheet > External Links…
3. The External Data dialog box will open.
4. Type the URL of the source document and press enter.
5. A dialog box is displayed to select the language for import. Selecting Automatic shows data in the same
language as in the webpage.

6. From the Available Tables/Ranges list, choose the desired table and click OK. (as shown below)

7. Table will be inserted in the spreadsheet

NOTE: If you choose HTML_all option, then the entire HTML document is
selected. 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.
The extension of LibreOffice Base is .odb. To register a data source that is in *.odb format, follow the steps
given below.
1. Select Tools > Options > LibreOffice Base > Databases. The Options – LibreOffice Base-Databases dialog
box appears.
2. Click the New button to open the Create Database Link dialog box.
3. Click Browse to open a file browser and select the database file.
4. Type a name to use as the registered name for the database and click OK.

Ch 7 Share and Review a Spreadsheet Notes

Introduction
A shared spreadsheet is a sheet that can be accessed by more than one user and can allow them to make
changes simultaneously on it. Sharing allows working in collaboration so that everyone can contribute,
make changes and view it.
Sharing Spreadsheet
Steps to share the spreadsheet are:
1. Open a spreadsheet which is to be shared with others.
2. Save the file with some name.
3. Click on Tools > Share Spreadsheet.
4. Share Document dialog window will open.
5. Click on the checkbox “Share this spreadsheet with other users”.
6. Click on OK button.
7. Confirmation dialog window will open

8. Click on Yes to continue.

NOTE: Once the spreadsheet is saved, the name of the spreadsheet in the title bar will display (shared)
along with the name of the spreadsheet. (as shown below)

Disable the shared mode

1. Open the spreadsheet which is shared.
2. Click on Tools > Share Spreadsheet from main menu bar.
3. Share Document dialog window will open.
4. Remove the check-mark on the check box, “Share this spreadsheet with other users”, and click on OK
button.
5. Confirmation dialog window will appear.
6. Click Yes to continue.
Opening a Shared Spreadsheet
When we open a shared spreadsheet, a message will appear that the spreadsheet is in shared mode and
some of the features are not available to use in this spreadsheet
Click on OK button

If you don’t want this warning option to be displayed again, then check the mark in the checkbox ‘Do not
show warning again’.
NOTE: Observe the Edit menu, that shows Undo, Redo, Repeat, Paste, Links to External files, ImageMap,
Object are not available for use.
Saving a Shared Spreadsheet
Steps to save a shared spreadsheet are:
1. After making the changes in the shared spreadsheet, we should save it before closing the spreadsheet. 2.
If two or more users are working at the same time and the changes do not conflict, then the message will
appear stating that the spreadsheet has been updated.
3. If there is any conflict for the changes, then resolve conflict dialog window will appear.
4. No other user can save the shared spreadsheet during resolving of conflicts.
NOTE: If another user is trying to save the shared document when you are resolving the conflicts, then he
will be notified with a message that the file is locked.
Recording Changes
This feature of LibreOffice Calc provides different ways to record the changes made by one or other users in
the spreadsheet. Steps for recording changes are:
1. First disable the shared mode of spreadsheet (if Shared)
2. Turn Off the feature of Track Changes > Record under Edit menu.
NOTE: The border colour of the cell in which data has been changed turns to red.
Add, Edit and Format the Comments
In Calc, the comments are automatically added. Also, the author or reviewer can add their own comments
as well.
Steps to add the comments are:
1. Click on Edit > Track Changes > Comment
2. Add comment window will open.
3. Enter your comments and press OK.
Other way to add comment is given below
1. Click on the cell where you want to insert comments.
2. Select from main menu Insert > Comment.
3. The box will appear to write the comment.

NOTE: Once the comment is typed in the text box, you can observe a coloured dot in the upper-hand corner
of the cell where the comment is added using insert comment. This type of comments is known as notes or
suggestions in the spreadsheet
Steps to edit the comment
1. Right click on the cell where you have inserted the comments.
2. Select the “Edit Comment” option from popup menu.
3. Comment textbox will open.
4. Make the required changes.
Steps to delete the comment
1. Right click on the cell where you have inserted the comments.
2. Select the “Delete Comment” option from popup menu.
3. Comment will be deleted.
Steps to show the comment
1. Right click on the cell where you have inserted the comments.
2. Select the “Show Comment” option from popup menu to display the
comment. Steps to hide the comment
1. Right click on the cell where you have inserted the comments.
2. Select the “Hide Comment” option from popup menu to hide the comment.
Formatting comment
1. Right click on the cell where you have inserted the comments.
2. Select the option “Format cell”, which will display the Format Cells dialogue box. 3. Change the font, text
colour, fill colour, line colour for the comment box as desired and click on OK button to apply the changes.
NOTE: Comments can be edited, deleted, show or hide by clicking on Sheet menu > Cell
Comments Reviewing Changes – View, Accept or Reject Changes
It is the final stage before submitting the spreadsheet. In this stage, we will go through the changes to
accept or reject after looking at all the changes made by the team members. Steps to review changes are:
1. Click on Edit > Track Changes > Show
2. Show Changes dialog window will open.
NOTE: This is used to plan what all changes are to be displayed while reviewing the
spreadsheet. 3. Click on Edit > Track Changes > Manage
4. Manage Changes dialog window will open.
5. Click on the line and click on Accept or Accept All or Reject or Reject All button to review the
changes. 6. Click on Close button once the review is done.
Merging Documents
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.
1. Open the spreadsheet file(Say “Test.ods”) which we need to merge.
2. Click on Edit > Track Changes > Merge Document
3. Merge with dialog box will open.
4. Browse file (say “Test1.ods”) and click on Open.
5. Manage Changes dialog window will open.
6. Click on Accept All to accept all the changes which is done in the Test1.ods
spreadsheet. 7. Open the file Test.ods and observe the change
Comparing Documents
Instead of merging two spreadsheets, we can compare the two spreadsheets by comparing the documents.
Steps to compare the documents are:
1. Open the spreadsheet.
2. Click on Edit > Track Changes > Compare Document.
3. This will open the Compare to dialog window, which will allow to open the spreadsheet to be
compared.
4. This will open the Manage Changes dialog window to accept/reject the changes.
5. Finally click on Close button to close the Manage Changes dialog window.

Chapter 8 Introduction to DBMS Notes

INTRODUCTION
A database is an organized collection of data. It is considered as a container of information. In the manual
system, you would maintain several files with different bits of information while in the computerized
system you would use database programs such as Microsoft Access, LibreOffice Base, OpenOffice.org Base,
and MySQL, to organize the data as per your business need. Data and Information
The raw facts and figures is called data. The facts may be related to any person, place, activity or things. The
examples of data are marks scored by the students, numbers of items sold, employee names, product
names, addresses, tax codes, registration etc.
Information is the processed or organized form of data. If data is not correct, the information obtained by
processing such data may not be correct. For example, marks obtained by students and their roll numbers is
the data, while the report card/sheet is the information.
Similarly the temperature recorded is data which can be processed to find out the maximum or minimum
temperature of day and night.
Databases and DBMS
A database is a collection of logically related data items stored in an organised manner. The information
being stored in a database can be added, modified, deleted or displayed according to the requirements of
the user. for example the phone book can be considered a simple database which contains Name and
Mobile number in an orderly manner
The software that is used to create, update and retrieve data is known as database management system
(DBMS). It facilitates planning and maintenance of the database for the user. Some of the common
examples of DBMS are MS Access, Open Office or LibreOffice base, Oracle, MySQL.
Advantages of Database
1) Organised Storage : The data in the database is stored in an organised manner, so that retrieval of the
required data is fast and accurate.
2) Data Analysis : A database helps in analysis of data based on certain criteria.
3) Reduces Data Redundancy : Database reduces data redundancy (duplication of data) 4) Sharing of Data :
In a database, the users of the database can share the data among themselves. 5) Data Integrity : Data
integrity means that the data is accurate and consistent in the database. 6) Data Security : Database
provides data security as only authorized users are allowed to access the database and their identity are
authenticated by using a username and password.
7) Privacy : The privacy rule in a database states that only the authorized users can access a database
according to its privacy constraints.
8) Backup and Recovery : Database Management System automatically takes care of backup and recovery.
Data Models
A structure of database that describes the manner in which data will be stored and retrieved is known as
data model.
A data model consists of components for describing the data, relationships among them and the
constraints that hold data.
Types of Data Models
1. Hierarchical Data Model
In this model the data is organized into a tree like structure. The data is stored in the form of records. All
these records are linked to each other at various levels, thereby forming a hierarchy. For example

2. Network Data Model

This model is used to represent the many-to-many relationship among the database constraints. In other
words we can say that in this model, multiple records are linked to same master file.

3. Relational Data Model

This data model is based on the principle of setting relationships between two or more tables of the same
database. It is the most commonly used database model.
The Relational Database Model was proposed in 1970 by E. F. Codd. The data elements are stored in
different tables and are related through the use of common fields. So relations are set between tables
based on common fields. That is why this model is termed as relational database model.
Relational Database Terminology
Entity: It is a real world object about which information is to be stored in a database. Each entity is a
collection of attributes associated with it. for example roll number, name, admission number, etc., are
attributes associated with the entity student. These attributes are represented in the form of columns.
Table: A table is a collection of logically related records. It is organised as a set of columns, and can have any
number of rows.
Field or Columns or attributes : A field is the smallest entity in the database. Fields are presented as
columns within a table. A field holds the data values of one type of data for several persons. For example, in
the Employee table the field “Emp Name” will hold the names of employees of an organisation. Record or
Row or Tuple – The data values for all the fields related to a person or object is called a record. It is
presented as rows within a table.
Primary Key : A primary key or simply a key is a field that uniquely identifies each and every record in a
table. Foreign key : The foreign key identifies a column or set of columns in one (referencing) table that
refers to a column or set of columns in another (referenced) table.

NOTE : In Student Registration Table, ‘Enrolment_Number’ is the primary key and in the Student Marks
Table, ‘Roll_Number’ is the primary key, whereas ‘Enrollment_Number’ is the foreign key. Composite
Primary Key : When primary key constraint is applied on one or more columns then it is known as
Composite Primary Key.
Relational Database : A relational database is a collection of related tables.
Data Values : Data values are the raw data represented in numeric, character or alphanumeric form.
Examples of data values are ‘Abhinav Bindra’, ‘26’ ‘shooting’, “Chandigarh”, “10-12-2018”, etc. NOTE: A
collection of fields make a record, a collection of records make a table and a collection of tables make a
database
Objects of an RDBMS
An object in a database is a structure or a feature that is used to store, represent or retrieve data. In fact a
database is a collection of these objects given below
Table : – A table is the basic unit of any DBMS. The data is first stored in tables in row and column format.
Forms : – A form is a feature of a database using which we can enter data in a table in an easy and user
friendly manner. The data entered through the forms is stored in tables.
Queries : – A query is used to retrieve the desired information from the database. In simple terms, it is a
question asked from the database.
Reports : – A report is the formatted result of queries which contains data required for decision-making and
analysis.
SUMMARY
1. The raw facts constitutes data.
2. Information is the processed or organised form of data.
3. A database is a collection of logically related data items stored in an organised manner. 4. The software
that is used to create, update and retrieve data is known as database management system (DBMS).
5. Some of the common examples of DBMS are MS Access, Open Office or LibreOffice Base, Oracle, Ingress,
MySQL.
6. Data Model is the structure of database and it describes the manner in which data will be stored and
retrieved.
7. There are different data models, such as hierarchical data model, network data model and relational data
model.
8. In Hierarchical Data Model, the data is organised into a tree like structure. The data is stored in the form
of linked records.
9. In Network Data model, multiple records are linked to same master file.
10. The Relational data model is based on the principle of setting relationships between two or more tables
of the same database.
11. Entity is a real world object about which information is to be stored in a
database. 12. The details associated with the entity are called attributes.
13. A table is a collection of logically related records. It is organised as a set of columns, and can have any
number of rows.
14. A field is the smallest entity in the database. These are individual record characteristics and are
presented as columns within a table.
15. Data values are the raw data represented in numeric, character or alphanumeric form. 16. The data
values for all the fields related to a person or object is called a record. It is presented as rows within a table.
17. A primary key is a field that uniquely identifies a row in a table.
18. This foreign key helps to build a relation between two or more tables in a database. 19. All
the field values that are eligible to be the primary key are the candidate keys for that table.
20. Out of the candidate keys, one or two are made as primary keys. The others are the alternate keys. 21.
An object in a database is a structure or a feature that is used to store, represent or retrieve data. The
various objects in a database are tables, forms, reports and queries.
22. A form is a feature of a database using which we can enter data in a table in an easy and user friendly
manner.
23. A query is used to retrieve the desired information from the database.
24. The output of a query may be displayed in the form of reports.
Ch 9 Starting with LibreOffice Base Notes
Introduction
LibreOffice Base is a free and open source DBMS. It can be downloaded from www.libreoffice.org. Data
which we stored in DBMS can be a text, number, date or in any other form. So, we need to understand
different types of data that can be stored in a table.
Data Types
A data type refers to the type of data that will be stored in that particular field. The memory size of a field
varies according to its data type. Some commonly used data types are :
1. Text Data Type –
The text data is a combination of letters, numbers or special characters. No arithmetic calculations can be
performed on text data. Examples of text data type is PAN Card Number, Name, Marks, etc. Various types of
Text data types are:

Name Data type Description

Memo LONGVARCHAR It is used to store some descriptive data having more than 255 characters. It
can store text data up to 64,000 characters.

Text CHAR It is used to enter fixed number of characters specified by the user. It can be
(fix) used for license number, passport number as they have fixed number of
characters.

Text VARCHAR It Stores upto the specified length. The number of bytes consumed depends on
the number of characters entered by the user. For example, the address is
defined as varchar (50), and if the address entered by the user is of 20
characters then only 20 bytes will be occupied in the database.

2. Numeric Data Type –

Numeric data types consists of numbers. The numbers can be integer or real numbers on which any type of
arithmetic calculations can be performed. Following table shows different numeric data types

Name Data Type Range

Tiny Integer TYNYINT 0-255

Small Integer SMALLINT -32768 to 32768

Integer INTEGER -2.14×109to 2.14×109

BigInt BIGINT -2.3×1018 to 2.3×1018

Number NUMERIC Unlimited

Decimal DECIMAL Unlimited

Float FLOAT
 Real REAL 5×10(-324) to 1.79×10(308)

Double DOUBLE

3. Currency Data Type –

The currency data type is used to store the numeric values with symbol of currencies of various countries.
For example $100, £ 500 or Rs. 25.50.
4. Date Data Type –
This data type is used to store dates and time. For example 12/25/2019, 08:45 AM. Following table shows
various forms of date data type.

Name Description

Date Stores the year, month and day as it is stored in the system.

Time Stores the time of the day as hour, minute and second.

Timestamp Stores date and time information at once

5. Boolean Data Type –

In boolean data type there can be only two values- True or False, Yes or No
6. Binary Data Type –
The Binary data type used to store digitized images and sounds that comes as long string of zeros and
ones. Field Properties :
To set the field properties: Select the table > Right click > Select the option Edit > the table will open in
Design View.
In design view there are different properties of fields according to the data type set for each
field. The properties of numeric type data is given below :
1) AutoValue – if set to yes then field will get the auto numeric values.
2) AutoValue – if set to yes then field will get the auto numeric values.
3) Length – By default length of the field is 10 but the size of the field can be set to maximum length. 4)
Default Value – A default value can be set for a field if user don’t provide any value while entering the
values in the table.
5) Format – This property helps to set the format of the data entered in the field such as
91-222-333. The properties of character type data is shown below :
1) Entry Required – if set to yes then it will be must to insert the value in the field.
2) Length – By default length of the field is 10 but the size of the field can be set to maximum length.
3) Default Value – A default value can be set for a field if user don’t provide any value while entering the
values in the table.
4) Format – This property helps to set the format of the data entered in the field such as
91-222-333. Starting with LibreOffice Base
1. In Windows, click Start > LibreOffice or double click on the LibreOffice icon on the
desktop. 2. A Database Wizard opens as shown below

3. We want to create a new database, so click Create a new database radio button and click Next button
NOTE: If any database that has already been created is to be opened, then select Open an Existing Database
4. The Next step gives the option to register our database with LibreOffice.org. Click and select the radio
button with option, ‘No, do not register the database’.

NOTE: If we register the database, then our database is made public and hence can be accessed by other
people.
5. This step also asks whether you want to open the database for editing or want to create a table using the
wizard.
6. Click Finish button. The Save As dialog box appears.
7. Select the location and type the name in the File name text box and click on Save button. NOTE: The
database in Base is saved with an extension .odb. The default name of database is New Database.odb.
User Interface of Libre Office Base
The various components of the Base User Interface are:
Title Bar – The title bar displays the name of a database and an application in which it is made. Menu Bar –
The menu bar appears below the title bar. It consists of seven menu items – File, Edit, View, Insert, Tools,
Window and Help.
Standard Toolbar – It is located below the menu bar.
Status Bar – It is located at the bottom of the interface window. It displays information about the type of
view of the object in the database.
Database Pane – The database pane is located on the left side of the window. It shows data objects like
Tables,
Forms, Queries, Reports

Creating a Table using a Wizard

1. Select “Use Wizard to create a table” option from the Tasks Pane. The Table Wizard dialog box will open.
2. The Table Wizard of Base consists of ready-made tables. Select any one table, say Customer. 3. After
selecting the Customer table, The required fields from Available fields box can be shifted one by one to
Selected fields box using > button or in one stroke by clicking on >> button.
4. Click on Next button and set types and formats.
5. Click on Next button and set Primary key.
6. Click on Next button, that will take you to the complete the process of creating table using wizard and
finally click on Finish button.
Setting the Primary Key
To make a particular field as the primary key, place the mouse pointer before the field name, and right click.
A pop up menu appears and Select the Primary Key option. A key icon appears before the field name
indicating that it is a primary key.

Saving a Table
1. To save the table click on the save button or click File > Save As or press Ctrl + S from the
keyboard. 2. A Save As dialog box is displayed. Enter the name of table and click on OK button.
Entering Data in a Table
To enter data in the table, double click on the created table icon in the Tables Object Area on the database
screen. Alternatively, we can open the table by right clicking on the desired table and then selecting the
Open option from the drop down menu. The datasheet view of the table will appear. In this view, we can
enter the records
Navigating through the Table
To navigate through various records of the table, we use the navigation box present at the bottom of the
datasheet window as shown below.

The various components of Navigation Box are as follows:

Record Selector Box – This is the text box where the currently active record number is displayed. We may
enter the record number that we want to see in this text box.

Navigation Buttons – These are used to scroll vertically in the table.

• Press |◄ button to move to the first record.
• Press ► and ◄ to move to the next and previous records respectively.
• Press ►| button to move to the last record.

Editing Data
To edit or modify the entered data, place the cursor on the field value that has to be edited to edit and
enter the new value. The Edit icon appears before the record that is being edited. This icon is displayed till
the table is saved after making the required changes.
NOTE: Press Esc key to cancel the corrections made and restore the original
contents. Deleting Records from Table
Open the table and select the record to be deleted. Now press del key from the keyboard or selecting the
Delete Record option from the Edit menu or right clicking on the record and clicking on the Delete Rows
option from the pop up menu.
NOTE: Attempting to delete the record will display the Confirmation box. Clicking on Yes button will finally
delete the record, while clicking on the No button will not delete the record.
Sorting Data in the Table
Data in a table can be arranged in ascending or descending order. This process of arranging the records in
particular order on any filed is called as sorting. Steps to sort the table are:
1. Open the Event table in datasheet view and select the field on which you want to sort. 2. From the tool
bar click Sort Ascending or Sort Descending icon to sort in ascending or descending order respectively.
NOTE: To sort the table based on more than one fields. In such case, click Sort icon on the
toolbar. Closing LibreOffice Base
To close the application window of LibreOffice Base, click on the File > Close or click on the cross (x) button
of the LibreOffice Base window.
SUMMARY
1. Base is a free and open source database component of LibreOffice suit.
2. It can be downloaded from www.libreoffice.org
3. A data type refers to the type of data that will be stored in that particular field.
4. Various data types in Base can be categorized into Text, Numeric, Currency and Date. 5.
LibreOffice Base is the collection of related data objects known as Tables, Forms, Queries, Reports
and application modules.
6. Depending on the object that is selected, the respective Task Pane and Object Area displaying the created
object appears on the User Interface Window.
7. A table in LibreOffice Base can be created using a wizard or using the Design view.
Ch 10 Working with Multiple Tables NOTES
INTRODUCTION
After creating the table in database, we may require to edit or delete the table. Sometimes we have to
setup the relations between tables to control data redundancy and inconsistency.
If you set up relations between tables, then adding or updating a record in one table reflect the changes in
all the related tables.
Editing and Deleting Tables
We can copy, rename, edit and delete the table of database by right clicking on the table name and using
the appropriate option from the pop up menu.
Editing a table involves the task such as
1. Adding a new field.
2. Deleting any field in a table
3. Modify or Alter any of the field properties.
Steps to edit a table are:
 1. Open the Database User Interface window.
2. Select the Table object in Database Pane.
3. Right click on the table name and select Edit option from the pop menu.
4. The design view window of the table will be displayed.
5. Do the required modifications and save the table.

Steps to Delete a table are:

1. Open the Database User Interface window.
2. Select the Table object in Database Pane.
3. Right click on the table name and select Delete option from the pop menu.
4. A confirmation box to confirm for deletion of the table will be displayed.
5. Click on Yes button to finally delete the table.
Steps to Rename a table are:
1. right click on the table name in the Table Area.
2. Select Rename.. option from the pop up menu.
3. A cursor will appear.
4. Type the new name and press the Enter key.
Relationships between Tables
While working with multiple tables, we should check the redundancy and inconsistency of data. This can be
done by setting relationship between the tables of a database.
Let us consider an example of a database containing following two tables–Student_Details and
Student_Result
In (Student_Details), Admission No is the primary key. In table 2 (Student_ Result), Roll No is the primary
key and Admission No is the foreign key.
Each record has a value of Admission No. that corresponds to a record in with same value of Admission No.
NOTE: It is important to note that the data types of the common field in both the tables must be same. If
they are not same then LibreOffice Base will display an error message and will not allow to set the
relationship between the two tables.
After setting the relationship between two tables, once a student’s record has been entered in the
Student_Details table, only then that particular Admission No can be entered in the Student_Result table.
Therefore Student_Details is called the master table and Student_Result is called the transaction table.
Types of Relationships
Three types of relationships can be set up between two tables in a relational database. These are:
(i) One-to-One
(ii) One-to-many
(iii) Many-to-Many
One-to-One relationship : In this type of relationship, one specific record of a master table has one and only
one corresponding record in the transaction table.

One-to-Many relationship: In this type of relationship, one specific record of the master table has more
than one corresponding records in the related transaction table. For example
Many-to-Many relationship: In this type of relationship, there will be multiple records in the master table
that correspond to multiple records in the transaction table as well.
For example, a teacher in a school may hold multiple responsibilities such as class teacher, an activity
incharge or examination in-charge. For each responsibility the teacher might be attached with multiple

students.
Advantages of Relating Tables in a Database
1. A relationship can help prevent data redundancy.
2. It helps prevent missing data by keeping deleted data from getting out of synch. This is called
referential integrity.
3. Creating relationships between tables restricts the user from entering invalid data in the referenced
fields.
4. Any updation in the master table is automatically reflected in the transaction tables.
Creating Relationships between Tables
• Click on Tools > Relationships…

• The Relationship Design screen will appear.

• In the middle of the screen there is Add Tables dialog box (as shown below).
 • Select the table and click on Add table button.

• Close the Add Tables dialog box.

• Drag the common field from one table and drop it in another table.

• A line connecting both the tables with the common field appears on the screen (as shown below).

NOTE: When One value of a table is associated with multiple values in another table is called One-to-many
relationship.
Remove the Relationships
The relationships applied on the tables can be removed also with the help of Delete option. Right Click on
the relationship thread and select Delete option.
Referential Integrity
Referential integrity is used to maintain accuracy and consistency of data in a relationship. In Base, data can
be linked between two or more tables with the help of primary key and foreign key. According to the
principle of referential integrity if a record say Admission No as 1001 is not present or deleted in the master
table, then there should be no record with same Admission no as 1001 in the transaction table.
LibreOffice Base will allow only that corresponding record to be entered in the transaction table which
already exists in the master table. LibreOffice Base gives us following four options to choose from to
maintain referential integrity in such cases.
No action – This is the default option. This option states that a user should not be allowed to update or
delete any record in the master table if any related record exists in the transaction table.
Update cascade – This option allows the user to delete or update the referenced field but along with it all
the related records in any of the transaction tables will also be deleted or updated. Set NULL – This option
assigns NULL value to all the related fields if the master record is deleted or updated. Set default – This
option assigns any fixed default value to all the related fields if the master record is deleted or updated.
Referential integrity helps to avoid:
1) Adding records to a related table if there is no associated record available in the primary key table. 2)
Changing values in a primary if any dependent records are present in associated table(s). 3) Deleting records
from a primary key table if there are any matching related records available in associated table(s).
SUMMARY
1. Relations are set up between the tables to control data redundancy and inconsistency. 2. The most
important prerequisite for setting a relationship between the two tables is that there must be a common
field(s) between the two tables.
3. Three types of relationships can be set up between two tables in a relational database. These are One-to
One, One-to-Many and Many-to-Many.
4. In One-to-One type of relationship, one specific record of a master table has one and only one
corresponding record in the transaction table.
5. In One-to-Many type of relationship, one specific record of the master table has more than one
corresponding records in the related transaction table.
6. In Many-to-Many type of relationship, there are multiple records in the master table that correspond to
multiple records in the transaction table.
7. According to the principle of referential integrity, no unmatched foreign key values should exist in the
database.

Ch 11 Queries in Libre Office Base NOTES

Introduction
A database is used to store data in an organized manner. Queries are used to retrieve the desired data easily
and accurately from database. In other words we can say that a query is a sort of question asked from a
database.
A query is one of the most important feature of any DBMS. Using a query, we can retrieve and display data
from one or more tables in a database.
LibreOffice Base allows us to create a query and even save it as an object in a database. This helps us to run
the query multiple times as and when required.
Using a query, we can specify the fields that we want to display and also the criterion based on which the
records to be filtered. For example In a Student database, if we want to display the names and marks of the
students in a particular class from the Result table, who have scored less than 320 aggregate marks.
Queries
A query is to collect specific information from the pool of data. A query helps us to join information from
different tables and filter that information
OR
Queries are commands that are used to define the data structure and also to manipulate the data in the
database.
Creating a Query
A query can be created in three ways. In this chapter we will learn the first two methods to create a
query. 1. Using a Wizard
2. In Design View
3. In SQL view
Creating a Query Using a Wizard
Consider the following table: Table1 (created in database: School)
Rno Name Class Fees

1 Anil X 2500

2 Anuj XI 3000

3 Ashish XII 3200

Let us create a query that will display Roll number, Name, Class from table “Table1” whose Roll number is
3. To create a query using a wizard, follow the following steps.
1. Open the School database. Click on Queries button present in the Database
Pane. 2. In the Tasks Area, click on Use Wizard to Create Query… option
3. The Query Wizard will open.
4. Select the required table and then select the required fields(Name, Class and Rno) from the “Available
fields” window to “Field in the Query” window and click on Next Button.

NOTE: Clicking on >> button moves all fields to “Fields in the Query” area.
6. Select the ascending or descending order of any particular field of the table. Since we do not want to set
in a particular order, so we click on Next button.
7. The next step is to set the search conditions or the criteria on the basis of which records will be filtered
from the table.

NOTE: Since we want to display the detail of student having roll number 3 so we set roll number as 3 in
above step
9. Steps 4, 5 and 6 given in the Steps Pane are not required if there is no numeric field involved in the query.
So skip these steps.
10. The next step to give alias name i.e. the column header name will be displayed when we run the query.
Click on Next after writing alias name.

NOTE: By default the field names will be displayed as column headers. Some times field names are not user
friendly, so an alias name which is more readable is required. For example change the default field name
Rno to Roll Number.
11. The last step of the Query wizard displays the entire overview of the query.

12. Click on Finish button.

NOTE:
1. Once the query is created, it can be edited in Design view.
NOTE: Last Step of Query Wizard includes the following (Query Wizard
Overview). Name of the Query – By default, the name of the query is
Query_Table1.
The action to be performed after the wizard finishes – By default Display Query option will be selected. Click
and select the Modify Query radio button if the query has to be edited in the Design view. Complete detail
of the query – This section contains a summary about the query that has been created.

Creating a Query in Design View

Another way to create a query is using the Design view. This is a more flexible method.
Consider the following table: Table1 (created in database: School)

Rno Name Class Fees

1 Anil X 2500

2 Anuj XI 3000

3 Ashish XII 3200

Let us create a query that will display Roll number, Name, Class from table “Table1” whose Roll number is
3 1. Click Queries icon on the Objects Pane in the Database Window.
2. Click Create Query in Design View… icon in the Tasks Pane. The Query Design Window appears. In the
middle of the window the Add Table or Query dialog box is displayed as shown below

3. Click on the “Table1” table to be used in the query and then click on Add Button. Alternatively double
click on the “Table1” table.
4. Click Close button in the Add Table or Query dialog box to close it.
5. Next step is to select the fields. For our query we want to display Roll number, Name and Class. So in the
list box of “Table1” table, double click on the required field.
NOTE: Observe that the Visible Check Box is by default selected. This means that all these three fields will
be visible when you run the query. In the grid, there is a row titled Alias. It can be used to display
meaningful names in the output. For example, instead of Rno, we would just like to display Roll Number. To
sort the records in either ascending or descending order of a particular field, the Sort row is given in the
grid. Select ascending or descending from the drop down of Sort row.
6. Write 3 in Criteria row below the Roll number Column.

NOTE: Once the query is designed, click Run Query ( ) button on the toolbar or press F5 key. The query
result will be displayed in the Tables Pane area.
7. Click on Save button to save the query.
NOTE: By default, the name of the Query is Query1. To run the query again, double click on the query
name. To close the Query window, click on on close button on the top right corner of the window. Editing a
Query
1. Right click on the Query Name Which you want to edit in the Objects Area of the Database
window. 2. Select Edit option from the drop down menu. The Query Design window will be displayed.
3. Make the required changes like change the Alias, apply criteria or edit the existing criteria etc. 4.
Click on Save and close the Query window.
Working with Numerical Data
Consider the following table: Table1 (created in database: School)
Rno Name Class Fees

1 Anil X 2500
 2 Anuj XI 3000

3 Ashish XII 3200

Let us create a query that will display maximum fees from the table “Table1”.
1. In the Database Window, click Create Query in Design View… button to open the Query Design Window.
2. Select the required field. For our query we want to display Fees. So in the list box of “Table1” table,
double click on the required field.
3. Select the function “Maximum” from the drop down list of functions under “Fees” Column as shown

below.
4. Press F5 to run the query.
SUMMARY
• A query is used to retrieve and display data from one or more tables in a
database. • A specific search criteria is given to the DBMS to view the desired
information.
• The result of the query is displayed in tabular form with field names in columns and the records in
rows. • A query can be created in three ways.
■ Using a Wizard
■ In Design View
■ In SQL view
Ch 12 Forms and Reports Class 10 NOTES
Introduction
Data-sheet view is used to enter data into the tables which is not a user friendly interface. So it is required
to develop a user friendly data entry screen for data entry operator or a user, who is not very well versed
with computers.
Therefore LibreOffice Base provides the Form feature for data entry purposes.
Also, when the user wants to retrieve and view the data from one or more tables in a database using
queries then Report feature of LibreOffice Base helps us to present the retrieved data in a user friendly,
understandable and formatted manner.
Both reports and forms are considered as objects of the database and are present in the Database Pane of
the LibreOffice Base User Interface.
Forms:
A form is an object of the database that has a user friendly interface where data can be entered. For any
database, it is the front end for data entry and data modification.
A form contains field controls arranged in a presentable manner. Each field control consists of a label and
the field value text box. A label is a piece of text that specifies the data that should be entered in the field
value text box. A field value text box is linked to the respective field in the table.
A form may contain some additional text like titles, headings and names, graphics like logos, list boxes and
radio buttons.
There are two ways to create a form:
• Using a wizard

• Using the Design View

Creating a Form Using a Wizard

To create a form using wizard, follow the following steps:
1. Click the Form icon on the Database Pane. Click the option Use Wizard to Create Form… on the Tasks

Pane.
2. Select the table for which the form has to be created.
3. After selecting the “Table1” table, all the fields of the “Table1” table will be listed in the Available Fields
list box as shown below.
4. Shift all the fields of Event table from Available Fields list box to Fields in the Form list box using >>
button. (shown above)
5. The second step consists of setting up a subform, i.e. a form within a form. Since we do not want to set
up any subform, click Next button.
6. This step arrange controls i.e. to set up the design of the form. In this step we arrange the label and field
value text boxes as we want them to be visible on the screen.
NOTE: By default, all controls will be left aligned. A field control consists of two parts – label and the field
value text box.
7. Click Next button
8. The step 6 of the wizard asks whether the form will be used for displaying data, entering data or both.
After Selecting appropriate option, we click on Next button.
9. The next step is to apply styles to the form. Select the desired background colour and border type. NOTE:
By default the border of the field text value is displayed in 3D look. We can select the options No Border or
Flat if required.

10. Click Next button.

11. The next step is to set the name of the form.
12. Click Finish button. The form with the first record will be displayed on the screen in a separate
window. NOTE:
1. By default the name of the form is same as the name of the table.
2. By default, the radio button with the option Work with the form is selected. If you wish to modify the
form after the wizard finishes, click Modify the form option.
Forms Layout
Four layouts of Forms are given in the Wizard.

Form Layout
1. Columnar display with Labels on the left of the field value.
2. Columnar display with Labels on top of the field value.
3. Display as datasheet.
4. Block display with labels on top.
Form Design Window
Form Design window has two toolbars. On the left of the Form Design window is the Forms Control toolbar
and at the bottom is the Records toolbar.

1. Forms Control Toolbar

This toolbar contains various controls that can be added to the form.
2. Records Toolbar
The Records toolbar contains the navigation control buttons. With the help of these we can move from one
record to another record.
Modifying a Form
We can modify the form in any manner once it is created. The modification includes change the background
color, font size and color of the text or even positioning of various controls in the form. Changing the
background color
Steps to change the background color of the form are:
1. Open OpenOffice Base and click on Forms icon in the Database Pane.
2. Right click on the form name and select Edit… option. A separate Form Design View will open. 3. To
change the background color of the form, right click on the form and select Page Style… option from the
pop up menu.
4. The Page Style dialog box will appear, where you select Area tab and choose the desired color from the
palette.

5. Click on OK button. The selected color will be applied on the form.

Editing the labels
Edit the labels means to change the text or to change the formatting effects. Steps to edit the labels are
given below.
1. Place the mouse pointer over the label which you want to edit.
2. Press the keyboard shortcut key Ctrl+Click to select the label.
3. Right click on the selected label and select Control Properties… option from the pop up menu.
4. The Properties: Label Field dialog box will appear. (It contains various properties of the selected label like
width, height, alignment, font style and font size)
5. After making the desired changes close the Properties dialog box.
Moving a Control
Click on the control (either Label or Text box) that has to be moved. Both the label and the text box will be
selected. Now, click and drag the control to move to the desired location.
NOTE: If only Label or Text box to be moved then press Ctrl key while clicking on that
control. Changing the size of the textbox control
Steps to change the size of the textbox control are:
1. Select the textbox and handles will appear around it.
2. Place the mouse pointer on any of these handles and drag them to the desired size.
Adding a Tool tip
A tool-tip is a small piece of text that is displayed when the mouse pointer is placed on a particular control.
In other words we can say text that appears when the mouse pointer is placed on a particular control is
called the tool-tip text or help text. Steps to add tool tip are given below:
1. Press Ctrl button and click on a text box where you want to add a tool tip.
2. Right click and select Control Properties… option. The Properties: Text Box dialog box will be
displayed.
3. Type the required text in Help text property.
4. Close the dialog box.
Forms Controls Toolbar
The forms control toolbar contains various tools to add or edit controls on the form. Let us learn to use few
of these tools.
Adding a calendar for the date field
Steps to add the calendar to the date field in the form are:
1. Select the textbox where you want to add calendar.
2. Right click and select Control Properties…. option.
3. In the Properties: Date Field dialog box, scroll down for Date Format property.
 4. Click to open the list box and select Standard (long) format.
5. Scroll down to find DropDown property. (By default its value will be No) and Select Yes
6. Close the dialog box.
NOTE: By default, Standard (short) format will be displayed.
Adding text to the form.
Sometimes, we may need to enter titles, headings or subheadings in a form. These are called Labels. Steps
to insert the title text in the form are:
1. Click the Label tool on the Form Controls tool box.
2. Click and drag the mouse to create a label field box on the form.
3. Double click on box to open the Properties: Label Field dialog box.
4. Type the title in the Label property.
5. Set the Font by clicking the Font button in front of the Font property. (The Character dialog box will
be displayed and choose the desired font style and size and click on OK button)
6. Close the Properties: Label Field dialog box.
Adding a new record using a form.
After designing the form, we can insert records using the form. For this, we have to shift from “Design
View” to “Form View” by clicking on Design Mode button on the Forms Controls toolbar. The Form View
window appears with the first record displayed in the respective text boxes.
Steps to add a new record into the table using the form are:
1. Click on New Record button on the Records toolbar.
2. A blank form with the cursor blinking in the first text box will be displayed.
3. Enter the record and click on save record button.
Delete a record using a form.
To delete any record, navigate to the record by either typing the record number in the Record text box or by
using the navigation buttons. Thereafter click Delete button on the Records toolbar. NOTE: To toggle
between Design view and Form view press Design Mode button on the Forms Controls toolbar.
Reports
A report is another useful feature of a database management system. Using a report we can present the
data in an attractive and customized manner. We can create a report based on a table or a query or both. If
a report has to be generated from multiple tables, a query should be created first and then that query can
be used to generate the report.
Steps to create a report are:
1. Click on the Reports icon in the Database Pane.
2. Click Use Wizard to Create Report… option.
3. The Report wizard along with two other windows will be displayed. (Report Builder window and the
 other is Add Field dialog box)
4. Select the table and the corresponding fields that we want to display in our report. 5. Click
>> button to shift all the fields from Available Fields list box to Fields in report list box. 6. Click
on the Next button.
7. The next step is to label the fields. (Type the new names of the fields in the respective text boxes if
required)
8. Click on the Next button.
9. The next step is to group the data based on any of the fields in the report.
10. The fourth step is to set the Sort options. (The radio button for Ascending is already selected. Select
Descending radio button to display the records in descending order)
11. Click on the Next button and select the layout of the report.
12. Click on the Next button and type the name of the report.
13. Click on Finish button to display the report.
NOTE (in reference to step 11 given above)
Layout is the manner in which the labels, field values and titles will be displayed in the report. We may also
choose the orientation option Landscape or Portrait in this step.
Difference between Dynamic and Static Report
When the field values in the base table or query changes, the dynamic report will also change automatically
while static report will remain same, whenever, there is a change in the values of the table. Dynamic report
is by default selected.
Inserting other controls in the report
The report generated is very simple and boring. We can make report more presentable by inserting some
more controls like titles, author name, date of generation of report etc.
Right click on the Report name on the LibreOffice User Interface and then select the Edit… option. The
Report Builder window will open as shown below. In this window, various controls can be inserted using
the Report Controls toolbar.

Inserting Titles and Headings

To insert the title of the report, follow the following steps.
1. Click on the Label tool available on the Report Controls toolbar.
 2. Bring the mouse pointer on the report. Click and drag to insert the label textbox.
3. Double click on it to open the Properties dialog box.
4. Type the title text that you want to display in the Label property textbox and also set the font style
and size using the Font property.
5. Close the Properties dialog box.
Inserting Date and Time
Steps to insert the date on which the report is generated are given below:
1. Click in the Page Header area to make it active.
2. Click Insert > Date and Time… option
3. The Date and Time dialog box will be displayed. Select the desired format for date and time format and
click on OK button.

4. The date will be inserted on the top left corner of the Page Header area. We can drag it to reposition it in
any place in the Page Header area.
SUMMARY
A form is an object of the database that has a user friendly interface where data can be entered and seen in
an attractive and easy-to-read format.
A form contains field controls arranged in a presentable and user friendly
manner. Each field control consists of a label and the field value text box.
There are two ways to create a form – Using a wizard, Using the Design View
The forms control toolbar contains various tools to add or edit controls on the form.
A report is used to present the retrieved data in an attractive and customized
manner. We can create a report based on a table or a query or both.

Ch 13 Health, Safety and Security at Workplace NOTES

Introduction to Health, Safety and Security at Workplace
Every workplace accident, illness or dispute is a cost to organization, as well as a cost to injured individuals
and their families. All the Employees have to take responsibility for their own health and safety rather than
relying solely on the “safety officer” or management.
Health
Health of an employee is the state of the physical, mental and social well being. Every organisation must
provide the following facilities to their employees.
1. Cleanliness at workplace.
2. A proper air conditioning to provide clean and cool air at workplace.
3. A properly filtered water facility.
4. A food cafeteria must provide fresh and good quality food.
5. The organisation should maintain a clean washroom facility for the employees.
Safety
The work environment of the organisation must be safe. It must be free from hazards and risk. A hazard is
something that can cause harm to the people. A risk is a probability of causing harm to the people. Security
Security is a kind of freedom from any potential harm. Security ensures the safety of the people working in
the organisation. Every organisation must have separate security department. This department should be
responsible for various security such as personal safety, computer system safety, electrical safety, transport
safety and other equipment safety.
Policies and Procedures for Health, Safety and Security
The Department of Information Technology (DoIT) has prepared the policy to provide employees with a
healthy and safe work environment.
A health, safety and security policy is a written statement by an employer stating the company’s
commitment for the protection of the health, safety and security of employees and to the public. It is an
endorsed commitment by management to its employees regarding their health, safety and security.
Reasons for Health, Safety and Security Programs or Policies in Workplace
There are several reasons that can be specified for safety policy as given below.
• It clearly indicates the company’s commitment for their employee’s health and safety; • It shows the

performance of the business and the safety performance are compatible with each other.
• It clearly state that the company is not only doing the business for profits but it is taking care of all its

stake holders.
• Injuries and illness of the employees is prevented through such policy.
A typical policy of an IT company may contain the following OH&S clauses.
1. Provide adequate resources to ensure continual improvement in its OH&S performance. 2. Set
appropriate OH&S objectives & targets and conduct periodic performance reviews against these
targets.
3. Adopt measures and processes that focus on the prevention of occupation related accidents, injuries.
Workplace Safety Hazards
Hazard is ‘a danger or risk’ that is associated with something. Workplace hazards poses potential harm to
people at work.
An occupational hazard is the illness one may acquire due to his occupation. Some types of occupational
hazards are : Physical hazards, chemical hazards, biological hazards, , behavioural hazards, radiological
hazards, ergonomic hazards etc.

1. Physical Hazards
It is the risks arising from the physical work environment – floors, facilities, walls, and ceilings. Physical
hazards
could also mean working with machinery and electricity-operated machines.
Falling Off Heights, Slipping and Tripping
The reasons for falling are attributed to faulty scaffolding and ladders, as a result of contact with electricity,
and slipping or crashing into anything that throws the worker off balance. On the other hand, trips and slips
occur right on lower levels, particularly the floor, on ramps and any uneven surface in the workplace.

Falls and Slips Safety rules

1) Keep the moving area clean and clutter free.
2) Workplace must be proper ventilated receive light.
3) Wear non slippery footwear.
4) Floors must be clean and dry
5) Oil spills, dust must be immediately cleaned.
2. Electrical Hazards
There are many reasons why workers suffer from electric shock at work. For the most part, it’s due to
coming in direct contact with live wires, or having indirect contact through a conductor
Electrical Safety Rules:
1) Electrical equipment used should be approved by a recognised organization.
2) Workers should be trained to handle the electric equipment safely.
3) Damaged and hazardous electrical equipment should be immediately replaced.
4) Heat emanating equipment should be kept away from the electrical equipment.
3. Fire Hazards
Each establishment must comply with housekeeping standards to ensure fire safety. Those who do not
follows such requirements, may leads to accidents resulting to fire.
Basic Fire safety rules in an organization are :
1) Fire escape plans must be installed at proper levels
2) Conduct regular drills
3) Smoke alarms must be placed at proper intervals
4) Keep workplace a no-smoking zone
5) Maintenance of safety equipment must be taken care of regularly
Health Hazards
Health refers to the physical well-being of the workers, and this includes the condition of their skin, eyes,
ears and all other body parts. It also includes the health situation of which we cannot see upfront like their
respiratory and cardiovascular system, and the nervous system. Hazards are present in most workplaces For
example, a noisy machine or factory environment could damage the sense of hearing of the workers.
Potential Sources of Hazards in an Organisation
A. Bright light sources
Bright light sources behind the display screen can create contrast problems, making it difficult to clearly see
your work. Apply the following possible solutions to avoid this.
1. Use blinds or drapes on windows to eliminate bright light
2. Reorient the workstation so bright lights from open windows are at right angles with the computer
screen. 3. Furniture placement should be adjusted to allow light into the room, but not directly into your
field of view.
B. Hazards using Computers
Hazards while using computers include poor sitting postures or excessive duration of sitting in one position.
These hazards may result in pain and strain. Glare from the computer screen can be harmful to the eyes.
Stretching at regular intervals or doing some simple yoga in your seat can mitigate such hazards.
C. Handling Office Equipment
Improper handling of office equipment can result in injuries. For example, sharp-edged equipment if not
handled properly, can cause cuts. Staff members should be trained to handle equipment properly. Lifting or
moving heavy items without proper procedure or techniques can be a source of potential hazard. D. Stress
at Work
In organisations, we may encounter various stress causing hazards. Long working hours can be stressful.
Have some relaxing hobbies for stress against long working hours.
E. Working Environment
Potential hazards may include poor ventilation, chairs and tables of inappropriate height, hard furniture,
poor lighting, staff unaware of emergency procedures, or poor housekeeping.
Hazards may also include physical or emotional intimidation, such as bullying.
Hazard Control
Hazard control measures are a crucial tool to prevent workplace accidents and injuries. They are taken to
eliminate or reduce the risks associated with workplace hazards.
Control measures should follow the hierarchy with a strong emphasis on eliminating hazards at the source,
whenever possible.
1. Take all feasible measures to eliminate the hazard, for example, by substituting or modifying the
process. 2. If elimination is impractical, take all feasible measures to isolate the hazard.
3. If it is totally impossible to eliminate or isolate the hazard, its likelihood to cause injury should be
minimised.
Safety Guidelines Checklist
1. Store all cleaning chemicals in tightly closed containers in separate cupboards.
2. Throw garbage daily.
3. Make sure all areas have proper lighting.
4. Do not wear loose clothing or jewellery when working with machines.
5. Never distract the attention of people who are working near a fire or with some machinery, tools or
equipment.
6. Where required, wear protective items, such as goggles, safety glasses, masks, gloves, and hair nets.
7. Shut down all machines before leaving for the workplace.
8. Do not play with electrical controls or switches.
9. Do not smoke in ‘No Smoking’ areas.
Ch 14 Workplace Quality Measures Notes
Introduction
In any organisation it is necessary to maintain a good air quality to improve the working capabilities of
employees. A pollution free air is an essential requirement for any organisation. Also most of the IT
companies makes use of centralised air conditioning system to keep the temperature of working place at
pleasant level.
Water pollution is another problem faced by many organisations. So an organisation must ensure to prevent
air pollution or water pollution.
Air and Water Quality Monitoring Process
Air and water pollution can be analysed by using several methods. There are three common forms of
analysis –
 1. Physical
2. Chemical
3. Biological
NOTE: The PH value of the water can be measured through chemical analysis.
Guidelines for Clean Air and Clean Water
1. Air pollution is mostly caused by production of the dust, mixture of solid particles and gases in the
surrounding air. So avoid dust production, generation of solid particles and gases in the air. 2. Extensive use
of automobile vehicles in the campus can lead to the air pollution. So organisation must use limited
number of vehicles to avoid air pollution.
3. The generation of ozone gas must be kept at low level by the organisation.
4. Extensive use of fertilizers and pesticide must be avoided as it can make the ground water
polluted. 5. The sewage or the waste water should not mixed with the surrounding water.
Importance of Cleanliness at Workplace
It is always safe to keep our workplace clean to avoid hazardous. A clean work station makes our job easier
and more pleasant. Each employee is responsible for the cleanliness of their work area and all tools and
equipment used.
Spaces around machines and equipment should be kept clear and clean at all times to permit free
movement. Floors should be kept clean and clear to prevent slipping and collision.
Lighting fixtures are to be checked regularly to permit clear vision. Faulty lights should be reported to
administration.
Office Ergonomics
Ergonomics is the science concerned with designing and arranging things so that people can use them easily
and safely. Applying ergonomics can reduce the potential for accidents. The following office ergonomics
emphasize the identification of early warning signs.

Early Warning Signs Potential Cause Try This

Sore lower back No lumbar support Use back rest of chair, put small
pillow
or lumbar support on backrest of
chair

Burning in the upper back No upper back support from Put document holder or prop up
chair so you can see without leaning
forward

Stiff neck Working with head turned to Move or raise monitor to centre of
side tilting head forward desk check if headset is available
holding telephone between the
ear and shoulder
 Sore shoulders Reaching forward for long Move closer to the keyboard, Bring
periods or reaching forward mouse down to level of keyboard
frequently or 1” higher

Arching wrists Working with wrists extended Add a wrist rest to the front of
too much repetition keyboard and mouse pad rest
thumbs on front edge of keyboard
so wrists can’t drop

Dry eyes Forget to blink Rest eyes periodically and do

simple eye exercises

Eye strain and sore eyes Glares from overhead lights or Re-orient your desk and computer
windows eye glasses not so light is not directly behind or in
correct need vision check front of
you.

Computer Health and Safety Tips

With the increase use of computer, several health and safety issues related to vision, musculoskeletal
issues, body aches and pains may occur. Some of the issues are listed below.

1. Musculoskeletal Problems
This problem include different areas of your body, such as neck, back, chests, arms shoulders and feet. It
occurs because of your wrong posture, uncomfortable chair for sitting. To avoid this problem 1. Position
your computer such that the end of the monitor should be at your eye level. 2. Keep your monitor at least
arm length distance, or 20 to 30 inch away from you. 3. Maximise contact of your back against the backrest
of the chair.
4. Minimise any twisting of your wrists from side to side or up and down.
5. Always take small breaks while working on the computer to stretch your muscles.
2. Occupational Overuse Syndrome
Occupational overuse syndrome, also known as repetition strain injury (RSI), is a collective term for a range
of conditions, characterised by discomfort or persistent pain in muscles, tendons and other soft tissues. One
of the most common conditions related to repetitive use of muscles when using the computer is carpal
tunnel syndrome. It causes pain, numbness, and tingling in the hand and arm.
To avoid RSI
1. Ensure that your fingers should be above the ‘home position’ (asdf and jkl; keys) on the keyboard,
when your elbows are by your sides.
2. You should avoid gripping the mouse too tightly.
3. The keyboard and mouse should be kept at the same level.
4. You should use ergonomic keyboard and mouse which help to reduce the risk of wrist related
conditions.
3. Strain in Legs and Feet
Sitting to work for long time may cause strain in legs. Position your desk chair to sit comfortably with your
feet flat on the floor. Use a footrest for more support. Ensure that there’s enough space to change position
and stretch your legs.
4. Eye Strain
Computer’s bright light, glare and flickering images can cause eye strain and visual fatigue. Computer Vision
Syndrome is caused by poor lighting and glare on the computer screen.
To reduce the risks of visual problems:
1. Adjust the brightness of computer screen to save your eyes from strain.
2. Keep a proper vision distance from computer.
3. Wear anti-glare glasses while working in computer.
4. Give your eyes periodic breaks from the screen and perform frequent blinking.
5. Keep your monitor between 18 to 24 inches away from your face.
5. Headaches
Headache may occur due to muscle tension or pain in the neck. Strain on the eyes or vision problem can
also cause headaches.
Try your best to keep your neck straight in front of the computer and take
breaks. 6. Obesity
Spending long hours on computers may lead lacks of physical activity and exercise. You should take a break
and try to squeeze in some exercise until you go back to work.
7. Stress Disorders
Prolonged use of computers may be accompanied by poor health and increased pressure, which may lead
to stress. Stress can lead to decreased attention span, lack of concentration, dizziness. Try things from yoga,
to natural remedies, to medications as prescribed by a medical provider to combat your stress.
8. Injuries from Laptop Use
The growing use of laptops cause more pain and strain. In laptop the screen and keyboard are very close
together so if you position the screen at the right height for your back and neck, it will cause you to have to
lift your arms and shoulders too high to use it and vice versa.
9. Sleeping Problems
Artificial lighting from computer screens can trick your brain and suppress release of melatonin substance
that assists your sleeping patterns. To tackle this, refrain from using a computer right before going to bed.
Workplace Quality
Health and Safety Requirements for Computer Workplace
The minimum health and safety requirements for Desktop computers, Laptops, Tablets, Smart phones,
Television screens and Video monitors are as follows:
Display Screen (Monitor)
1. Use the modern LED monitors of legible size.
2. The image on the screen should be stable, with no flickering.
3. The screen must be free of reflective glare and reflections.
Keyboard
1. The keyboard should tilt and separate from the screen to find a comfortable working position and
avoid fatigue in the arms or hands.
2. The space in front of the keyboard must be sufficient to provide support for the hands and arms of
the user.
3. The keyboard should have a matt surface to avoid reflective glare.
Work Surface
The work desk should be sufficiently large and allow a flexible arrangement of the screen, keyboard,
documents.
Work Chair
1. The work chair must be stable and allow the user to move easily and find a comfortable position.
2. It should be adjustable in height.
3. The user’s feet must be placed flat on the floor or a footrest should be used.
Space Requirements
The workstation should be designed to provide sufficient space for the user to change position and vary
movements.
Lighting
There must be satisfactory lighting conditions with appropriate contrast between the screen and
background environment.
Reflections and Glare
Workstations should be designed so that sources of light, such as windows and other openings, transparent
walls, and brightly coloured fixtures cause no direct glare on the screen.
Noise and Heat
Noise emitted by equipment should not distract the attention. Noise cancelling earphones may provide a
solution if some noise is unavoidable.
The equipment may not produce excess heat which could cause discomfort to
users. Cautions while Working on the Computer
It is important to work safely on computer. A battery backup system is the best way to protect against a
power outage, as it provides the system with constant voltage.
Unplug all power sources and cables from computer. If you are working with plugged in computer then it
might damage your hardware.
Watch Out for Cords and Wires
Loose cords and wires can cause hazard and even electrical hazards. If a cord or wire will cross a pathway
safety it should be mark it with hazard tape.
Never touch or try repairing any electrical equipment or circuits with wet hands.
Ch 15 Prevent Accidents and Emergencies Notes
Introduction
In an organisation, any small accident or unforeseen situation may turn into emergencies if not given due
attention. The emergencies can be natural, such as floods, hurricanes, earthquakes or man-made
emergencies such as fire, toxic gas releases, chemical spills etc.
No one expects such emergencies and disasters that can strike anyone, anytime,
anywhere. Accidents and Emergencies
An accident is an unplanned, uncontrolled, or unforeseen event resulting in injury or harm to people and
damages to goods. For example, a person falling down and getting injured.
Emergency is a serious or crisis situation that needs immediate attention and action. For example, a
customer having a heart attack or sudden outbreak of fire in your organisation.
Each organisation has procedures and practices to handle and report accidents and to take care of
emergencies. The following are some of the guidelines for identifying and reporting an accident or
emergency:
1. Notice and Correctly Identify Accidents and Emergencies
2. Get help Promptly and in the most suitable way.
3. Follow Company Policies and Procedures for preventing further injury while waiting for help to
arrive. 4. Act within the Limits of your Responsibility and Authority when Accidents and Emergencies
arise. 5. Promptly Follow Instructions given by Senior Staff and the Emergency Services.
Types of Accidents
The following are some of commonly occurring accidents in organisations:
1. Trip and Fall
Customers or employees can trip on carelessly left loose material, such as tripping on loose wires, goods
left on aisles. This type of accident may result in simple bruises to serious fractures.
2. Slip and Fall
Slips are mainly due to wet floors, spilling of liquids on floors. Slip and fall is generally caused by negligence
or due to broken or uneven walking surface. A “wet floor” sign should be kept on freshly mopped floors to
avoid accident.
3. Injuries caused due to Escalators or Elevators (or lifts)
People may be injured in elevators by falling down due to sudden, jerking movement of elevators. They may
also get stuck in elevators resulting in panic and trauma. Escalators and elevators should be checked
regularly for proper and safe functioning.
4. Accidents due to Falling of Goods
Goods can fall on people from shelves or wall hangings and injure them. This typically happens if pieces of
goods have been piled improperly.
5. Accidents due to Moving Objects
Moving objects, such as trolleys, can also injure people in the organisation. In addition, improperly kept
props can result in accidents. For example, nails coming out from props can cause cuts.
Handling Accidents
In case of an injury to a colleague in an organisation due to an accident, do the
following. 1. Attend to the Injured Person Immediately.
2. Inform your Supervisor.
3. Assist your Supervisor.
Procedures to handle Emergencies
We should be aware of at least the basic procedures to handle emergencies. Here are some general
emergency handling procedures that we can follow:
First Aid
It should contain all the important items for first aid required to deal with common problems such as cuts,
burns, headaches and muscle cramps.
Electrical Safety
1. Employees must be provided instructions about electrical safety such as keeping water and food items
away from electrical equipment.
2. Electrical staff and engineers should carry out routine inspections of all wiring to make sure there are no
damaged or broken wires.
3. Regularly check that all emergency handling equipment such as the fire extinguisher and fire alarm
etc. 4. Ensure that emergency exits are not obstructed and keys to such exists are easily accessible.
Evacuation
Each organization has its own evacuation procedures. Each employee should be aware of these procedures
and follow them properly during an emergency evacuation. In addition to organization’s policies, here are
some general evacuation steps useful in such situations.
1. Leave the premises immediately.
2. If possible, assist the person with disability to move towards the emergency exit. 3. Do
not use the escalators or elevators (lifts) to avoid overcrowding and getting trapped. 4. Do not
use the escalators or elevators (lifts) to avoid overcrowding and getting trapped. Fire Hazards
in the Workplace
Workplace fires are also commonly caused by improper storage of flammable material or combustible dust.
Both are dangerous and should be properly handled and stored. Dust explosions can be another cause of
fire hazard. Steps to follow during fire are given below:
1. All employees must know where the fire extinguishers are located, and how to properly use them.
2. Never block access to Exits, fire extinguishers, electric switches and panels.
3. Do not use flammable material near electrical panels, switches.
4. Fire extinguishers must be inspected regularly.
Identification of Material and Ignition Sources
Materials are classified by risk, and are sorted according to these fire classifications: Class A Material:
Materials such as wood, cloth, and paper, which won’t ignite on their own but will continue to burn once
exposed to a heat source.
Class B Material: All liquid, grease, and gas materials that burn when exposed to ignition sources. Class C
Material: Electrical materials and equipment. These materials cause fires very quickly and present a serious
risk of arc flash.
Class D Material: Any materials that are volatile and able to quickly ignite, such as magnesium, potassium,
and sodium.

Examples of ignition sources include:

Open flames such as gas ovens, lighters in smoking areas, and welding torches.
Sparks from wood or metal saws.
Heat sources such as combustion engines, ovens, and machines that produce heat during
operation. Chemical ignition from chemicals that combust under normal working temperatures.
Fire Extinguisher
A fire extinguisher is a protection device used to extinguish fires. It is a cylindrical pressure vessel containing
an
agent which can be discharged to extinguish a fire.

Steps to operate Fire extinguishers

1. Break the seal and pull the safety pin from the handle.
2. Use the fire extinguisher by squeezing the lever.
3. Sweep it from side to side.
First Aid for Electrical Emergencies
Electrical accidents cause countless injuries. Injury could be minimised and many lives can be saved if
proper rescue techniques and treatment are used.
Timely response and treatment of victims is a major concern.
Electrical Rescue Techniques
Approaching the accident
1. Never rush into an accident situation.
2. Call 108 as soon as possible
Examining the scene
1. Visually examine victims to determine if they are in contact with energised conductors.
2. Metal surfaces, objects near the victim itself may be energised.
3. Do not touch the victim or conductive surfaces while they are energised.
4. Switch off the electrical circuits if possible.
Hazards and solutions
1. In case you cannot switch off the power source, take extreme care.
2. Ensure that your hands and feet are dry.
3. Wear protective equipment, such as gloves and shoes. Stand on a clean dry surface.
4. Use non-conductive material to remove a victim from the conductor.
High voltage rescue
1. Special training is required for rescues if high voltage is present.
2. Protective equipment, such as gloves and shoes must be worn.
First Aid
• A victim may require Cardio-Pulmonary Resuscitation (CPR).

• If the victim is breathing and has a heartbeat, give first aid for injuries and treat for shock. •

Ensure the victim gets medical care as soon as possible.