This document provides information about navigating Microsoft Access. It defines what a database is and notes that Microsoft Access is a relational database management system. It lists some key considerations for designing a database such as what information needs to be stored and retrieved, who the data is for, and access restrictions. It also outlines some basic steps for opening and closing an Access file.

1. Diploma Course in Health Information Management,
Department of Management Studies,
Kaduna School of Health Information Management
(KSHIM), Kaduna State,
Nigeria.
By: Engr. Ochu IbrahimA.

2.  Course outline: Consult course Curriculum
(HIS 124)
 Materials: Computer Packages Lecture note.
By Engr. Ochu Ibrahim A.

3.  2 Hours for lectures
 1 Hour for seminar/tutorial
 All the lectures, Seminars and Reading Materials will be at your disposal
(ur email add)
 At the end of the semester we may try to expolre the practical aspect of
the course.
 To pass the course, you need to have atleast 70% attendance
 30% for CA
 10% for Course Manual
 60% for Exam as usual
 The exam will be 7Q, answer 5Q only (But this may change if any
circumstances arises)
 Are we ready?

4.  Application software is the general
designation of computer program for
performing user tasks.
 When a multiple applications software are
bundled together as one, is known as an
application package.

5.  Information worker software
 Educational software
 Simulation software
 Product engineering software
 Health software

7.  A word processor is a program that allows you
to create, edit, format, and print the
documents that a user have worked on.
 The main advantage of a word processor is
that it provides aWYSIWYG (WhatYou See Is
WhatYou Get) interface, which helps you
make changes quickly and easily to your
documents.

8.  MSWord 2003, Word XP, orWord 2007 are
word processor, which are just a version of
Microsoft Office suite. And it is a powerful
tool used in the creating and formatting
professional looking documents.

9. 1.Double click on the MicrosoftWord icon on the
desktop (if available)
Or
2.Click on Start  Programs  MicrosoftWord
Or
3.Click on Start  Programs  Microsoft Office 
MSWord
▪ (depending on where it appears which is different for
different installations). The WordWindow is displayed

14.  The Ribbon: You use commands to tell
Microsoft Word what to do. In
Microsoft Word 2007, you use the
Ribbon to issue commands. The Ribbon is
located near the top of the screen,
below the Quick Access toolbar. At the
top of the Ribbon are several tabs;
clicking a tab displays several related
command groups. Within each group are
related command buttons. You click
buttons to issue commands or to access
menus and dialog boxes.

15.  The Title-bar: On the Title bar, Microsoft
Word displays the name of the document on
which you are currently working on.
 The Menu bar: The Menu bar is generally
found directly below the Title bar. The Menu
bar displays the menu. The Menu bar begins
with the word File and continues with Edit,
View, Insert, Format, Tools, Table, Window,
and Help.

16.  Toolbars: They are subdivided into; The
standard toolbar and The formatting toolbar.
Toolbars provide shortcuts to menu commands.
Toolbars are generally located just below the
Menu bar.
 The Ruler: The ruler is generally found
below the main toolbars. The ruler is used
to change the format of your document
quickly.

17.  The Window Menu: This are the three buttons
on the top right hand corner of the Window(On
the title bar) they are used to Minimise,
Maximize and Close the Window.
 The Marker (Cursor): This the blinking line that
guides you during typing or inputting data.
 The Status line: The Status line is at the life
bottom corner of the Window. It updates you on
the Number of words typed, the format of
language in use and the numbers of pages that
such document contains.

19. CREATING A NEW DOCUMENT
 There are two ways document could be created.
Namely;
▪ Normal (default) template
▪ Template wizard

20.  OPENING A DOCUMENT
 Click on the office button
 Click on Open from the List displayed(open
dialog box displayed)
 Select file of document that is to be opened
from the drop-down list
 If document is not on the list, you can navigate
to the document path to the desired folder or
location
 Click the Open button to open the selected
document

22.  SAVING AND CLOSING A DOCUMENT
 To save a document, there are three (3) ways.
Namely;
 Saving a document using the SAVE AS command
 Saving a document using the SAVE command
 Saving a document using the SAVE AUTO
RECOVER option.

23.  USINGTHE SAVE AS COMMAND
 This is used to save a file the first time
 You can also use it to save a document with a new
name or
 To save the document to a different location

24.  Steps involved in saving a document
 Click on the office button
 Click on either Save or Save As from the List
displayed(Save or Save As dialog box displayed)
 Select the desired location were you would like to
save this file or document from the Save in drop-down
list or navigation panel.
 In put a desired name for the file or document, (if you
are saving for the first time).Also take note of the
Save as type.
 Click the Save button to save the file or document.

26.  CLOSING A DOCUMENT
This is done after you have finished working
with a document, you will need to close the
document.To do this here are the steps
involved.

27.  Click on the office button
 Click on Close command.
 OR
 Holding down the Ctrl key and pressing the F4 key,
OR
 Clicking the Close button (x) from theTitle bar.
▪ (Note: If you make some changes to a document and then try
to close without saving,Word will prompt you to save the
document)
 To close all active documents, hold down the Shift
button and select the File Close All command (This
will only work for MSWord 2007 and below)

30.  Excel is a powerful spreadsheet application
that allows user to produce tables containing
calculation and graphs.These can range from
simple formula to complex functions and
mathematical models.

31. 1. Double click on the Microsoft Excel icon on the
desktop (if available)
Or
2. Click on Start  Programs  Microsoft Excel
Or
3. Click on Start  Programs  Microsoft Office
 MS Excel
▪ (depending on where it appears which is different for
different installations).

33.  Title Bar: This displays the name of the current
program and workbook.
 Menu Bar:This displays the names of the Excel
menus.
 StandardToolbar: This displays the buttons of the
most frequently used functions.
 Name Box: This displays the coordinates of the active
cell.
 Formula Bar: This displays the contents of the active
cell.
 Status Bar: This displays information about a
selected command as well as the status of certain
keys, such as Caps Lock and Num. Lock.

34.  Scroll Bars: Used to move through the
worksheet.You can move up, down, left, and
right.
 Select All Button Selects every cell in a
worksheet.
 SheetTabs: This displays the names of the
worksheets within a workbook.
 Tab Scrolling Buttons: Used to scroll through
the worksheets in a workbook.
 Worksheet: A single page in a workbook,
divided into rows and columns. Columns and
rows intersect to form cells.

35.  Active Cell: The cell surrounded by a border
where you enter or edit data.
 Minimize button: Minimizes the window to a
button on theWindows taskbar.
 Maximize/Restore button: Toggles (switches
back and forth) between displaying a window in
its maximum size and restoring a window to its
previous size.
 Close Window Button: Closes the current
window.
 Close Button: Closes the current program.

36.  OPENING AND CLOSING AWORKBOOK
 Click on the File or Office button (depending on
the OS installed)
 Click on NEW from the displayed list
 From the displayed window click on NEW if you
are opening the document for the first time. And
then click on Create.
 For existing document you click on the “New from
Existing” to open an existing document.Then click
on open after selecting the Existing document.

37. SINGLE CELL
 Click on the desired cell. (The cell will have a black
border, which indicates that this is the active cell)
A RANGE OF CELL (USINGTHE MOUSE)
 Click on the cell in the upper, left-hand corner of
the range.
 Move /Drage the mouse pointer to the lower,
right-hand corner and release.

38. A RANGE OF CELL (USINGTHE
KEYBOARD)
 Click on the cell in the upper, left-hand corner of
the range.
 Hold down the SHIFT key
 Click on the cell in the lower, right-hand corner of
the range
 OR
 Hold down the SHIFT key while pressing the
arrow keys

39.  AWorkbook is series of pages of spread
sheets. It represent the various pages just like
the MSWord pages. Depending on the kind
of data you want to input on your spread
sheet, deferent workbooks can be used in
achieving these.

40. Entering Data
 Select a cell.
 Enter the data.
 Press ENTER or click on the in the formula bar
Entering a Range of Data
 Select the cells.
 Enter the date
 Press ENTER.
 Continue until all cells are filled.

41.  Editing Data
 Double-click the cell.
OR
 Click on the cell.
 Click on the formula bar.
OR
 Click on the cell
 Press F2.

43. NAVIGATING MS
EXCEL

44.  Formulas are those decoding variables used in solving problems.
Mostly calculating operations.
 The following mathematical operators can be used in a formula:
SIGN MEANING
= Equal to
^ Exponentiation
* Multiplication
/ Division
+ Addition
- Subtraction
> Greater than
< Less than
Note: Operations should be performed in the order of BODMAS,
when two or more operation signs are involved.

45.  1. Click on the desired cell.
 2.Type = and the cell names.
 3. Press ENTER.
OR
 1. Click on the desired cell.
 2.Type =
 3. Click on the appropriate cell.
 4. Enter the desired mathematical operator.
 5. Repeat steps 3 & 4 until the formula is complete.
 6. Press ENTER or click on the on the FORMULA
BAR.

46.  1. Select the cell with the formula you want to
copy.
 2. Point to the fill handle.
 3. Move the fill handle to the last cell in the
range.

47. 1. Click on the appropriate cell.
 2. Position the insertion point in the
FORMULA BAR, or click on the EDIT
FORMULA button on the formula bar.
 3. Make the changes and press ENTER.

48. A function is a special formula, “built-in”. MS
Excel that will performs the specific task that is
responsible for the calculations.
 To achieve this, the following steps are to be
followed.
 1. Click on a cell.
 2, Click the PASTE FUNCTION button on the
toolbar.
 3. Select the desired function and enter
necessary information.
 4. Click OK.

49.  Using Autosum:
 Autosum is a button on the toolbar which
allows you to total adjacent cells.
 1. Select the cell that will contain the total.
 2. Click on the AUTOSUM button on the
toolbar.
 3. Modify the formula if needed.
 4. Press ENTER

51. DHIS is a tool (application
software) for collection, validation,
analysis and presentation of
aggregate and patient based
statistics data, tailoring or
integrated health information
management activities.
GIS – Geographical Information
System
HIS – Health Information System
DHIS – District Health Information
System

52.  The first form you see when starting
the application is the Control Centre,
also known as Home Page or the Map.
From here you can access the routine
monthly data module, as well as
change data files.

53. THE CONTROL CENTRE

54. •Routine Health Data Entry/Edit allows you
to add or edit existing routine data in the
system.
•Check/Archive/Merge/Interpolate Data
allows you to validate, archive, merge and
interpolate datasets.
•Database Maintenance allows you access to
a series of form pages used for basic
system maintenance and database creation.
•Global Options allows you to select either
short or long names for facilities and change
organisational unit level names.
•Back up/Restore Data file allows you to

55. •Export to Data Mart allows you to load the data
mart as a preliminary to either refreshing the
Pivot Tables or running the Report Generator.
•Import Data and Export Data to ASCII allows for
the importing and exporting of raw data and
organisational unit data to/from ASCII files.
•Standard and User-defined Reports allows you to
access a number of standard reports, as well as
create your own user-defined queries and reports.
•Compact Current Data File allows you to compact
the data files.
Change Data File allows you to change the data
files of provinces and regions. This is used to
select your own provincial or regional data file

58.  DHIS provide a comprehensive HIS solution
based on data warehousing principles and a
modular structure which can easily be
customised to the different needs of the
health systems and supports the idea of an
integrated HIS at all levels of the health
hierarchy.
 Customisation and local adaptation through
the user interface. No programming required
to start using DHIS in a new setting i.e.
Country, Region, Districts etc.
 Provide data entry tools which can either be
in the form of standard lists or tables, or

59.  Provides different kinds of tools for
data validation and improvement of data
quality.
 Provide easy to use – one – click reports
with charts and tables for selected
indicators or summary reports using the
design of the data collection tools.
Integration with popular external report
design tools like iReport allows super –
users to flexibly add more custom
reports accessible to all user.
 Flexible and dynamics data analysis in
the data visualize and the GIS modules.

60.  Integration with other software system
– using the DHIS web API (Application
Programming Interface) and the
Integration Engine.
 Functionalities of export – import of
data and metadata, supporting
synchronisation of offline installation as
well as interoperability with other
application.
 User can share and discuss their data in
charts and reports using
Interpretations, enabling an active

61.  Message can be sent to system users
for feedback and notifications.
Messages can also be delivered to email
and SMS.
 User management module for passwords,
security, and fine – grained access
control.
 Easy to user interfaces for metadata
management e.g. for adding/editing
datasets or health facilities. No
programming needed to set up the
system in a new setting.
 Functionality to design and modify

62. Questions

63. NAVIGATING MS
ACCESS

64.  A database is a computer program for storing
information in an easily retrievable form. It is
used mainly to store text and numbers (for
example, the Library catalogue, which
includes the author, title, class number and
accession number for each book).
 Also dates, hyperlinks, pictures and sounds
can be set. It can also help you in selecting
information quickly and easily.

65.  Microsoft Access is a relational database
management system (DBMS) which allows
you to link together data stored in more than
one table. It is fully supported by IT Services
and is available for personal purchase as part
of the Ultimate Steal and for departmental
installation under the Microsoft Select
Agreement.

66.  1. What information you will need to store.
 2. What information you want to get out.
 3. Who the data is intended for and how
other users will use it.
 4. Whether you want to restrict access to
parts of the data to some users only.

67.  5. Who is allowed to add or change data.
 6. If your data refers to actual people, it may
need to be registered under the Data
Protection Act.

68.  Essentially, Access is a database management system
(DBMS). Unlike MSWord and MS Excel, Access stores and
retrieves information (often referred to as data).
 Access also presents requested information, and
automates repetitive tasks (such as maintaining accounts
payable or a personnel system, and performing inventory
control and scheduling).
 With Access you can create easy – to – use input forms.
 Also one can display your information in any way that you
want and run powerful reports.
 And finally Access is also a powerful Windows database
application – probably the best end – user/ developer
product ever written.

69.  The Shortcut Method
Double Click on the Microsoft Access icon
on the desktop (if available)
 The Default Method
Click on Start  Programs  Microsoft Access
Or
Click on Start  Programs  Microsoft Office
 MSAccess
(Depending on where it appears which is
different for different installations?)

72.  1.Tables –This is what hold the raw data.
 2. Queries –This extract part of the raw data
to produce dynasts - dynamic sets of data
which can change each time the query is
run (to reflect any changes to the data in
the tables).
 3. Forms –This is a user-friendly layouts to
display data on the screen (either in a table
or from a query).

73.  4. Reports –This output files, ready for
printing.
 5. Pages –This is use for creating/editing
World WideWeb (www) pages.
 6. Macros –These are lists of commands use
to perform particular functions.
 7. Modules –These are programs which
expert users write in a programming
language called Access Basic to perform
tailor-made functions not generally available.

74. Questions

75. FOR THE PRACTICAL
ASPECT OF THIS
COURSE WE SHALL
BE IN OUR GROUPS.

76. Instruction: Answer ALL questions.(This is an open test.
Ensure that all answers are referenced from the page
of your print out).
QUESTIONS
1. As a newly employed HIM Officer deployed to the Electronic
Medical Record Section of Yusuf Dantsoho Memorial Hospital Kaduna,
justify the importance of Database Management System (DBMS). Also you
were asked to create a registration form for all patients who visit the
hospital as at the date you resumed, give full steps involved in designing
this form, taken note of the following: Patient name, sex, date of birth,
2. As a certified HIM Officer deployed from National Eye Centre
Kaduna to Yusuf Dantsoho Memorial Hospital Kaduna you were advised to
report to the Human Resources section to draft an acceptance letter and
further