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BASIC IT TOOLS
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Syllabus
Basic IT Tools
Syllabus Mapping
Unit - 1: Introduction to Spreadsheets Unit 1:
Spreadsheets: Concept of worksheets and workbooks, creating, opening, Introduction to Spreadsheets
closing and saving workbooks, moving, copying, inserting, deleting and (Pages 1–28)
renaming worksheets, working with multiple worksheets and multiple work-
books, controlling worksheet views, naming cells using name box, name
create and name define; Exchanging data using clipboard, object linking
and embedding; Printing and Protecting worksheets: Adjusting margins,
creating headers and footers, setting page breaks, changing orientation,
creating portable documents and printing data and formulae; Implementing
file level security and protecting data within the worksheet; Understanding
absolute, relative and mixed referencing in formulas, referencing cells in
other worksheets and workbooks, correcting common formula errors, working
with inbuilt function categories like mathematical, statistical, text, lookup,
information, logical, database, date and time and basic financial functions.
Unit - II: Data Analysis in Spreadsheets Unit 2: Data Analysis in
Consolidating worksheets and workbooks using formulae and data consol- Spreadsheets
idate command; Choosing a chart type, understanding data points and data (Pages 29–55)
series, editing and formatting chart elements, and creating sparkline graphics,
Analysing data using pivot tables: Creating, formatting and modifying a
pivot table, sorting, filtering and grouping items, creating calculated field
and calculated item, creating pivot table charts, producing a report with
pivot tables. Introduction to recording and execution of macros.
Unit - III: Word Processing Unit 3: Word
Introduction: Creating and saving your document, displaying different views, Processing
working with styles and character formatting, working with paragraph for- (Pages 56–84)
matting techniques using indents, tabs, alignment, spacing, bullets and num-
bering and creating borders; Page setup and sections: Setting page margins,
orientation, headers and footers, end notes and foot notes, creating section
breaks and page borders; Working with tables: Creating tables, modifying
table layout and design, sorting, inserting graphics in a table, table math,
converting text to table and vice versa; Create newspaper columns, indexes
and table of contents, Spell check your document using inbuilt and custom
dictionaries, checking grammar and style , using thesaurus and finding and
replacing text; Create bookmarks, captions and cross referencing, adding
hyperlinks, adding sources and compiling and bibliography; Mail merge:
Creating and editing your main document and data source, sorting and
filtering merged documents and using merge instructions like ask, fill-in
and if-then-else; Linking and embedding to keep things together.
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Unit - III: Databases Lesson 4: Introduction to
Introduction to Database Development: Database Terminology, Objects, Database Development
Creating Tables, working with fields, understanding Data types, Changing (Pages 85–149)
table design, Assigning Field Properties, Setting Primary Keys, using field
validation and record validation rules, Indexing, working with multiple ta-
bles, Relationships & Integrity Rules, Join Properties, Record manipulation,
Sorting & Filtering; Select data with queries: Creating Query by design &
by wizard (Select, Make Table, Append, Delete, Cross Tab, Update, Param-
eterized Query, Find Duplicate and Find Unmatched), Creating multi table
queries, creating & working with table joins. Using operators & expressions:
Creating simple & advance criteria; Working with forms: Creating Basic
forms, working with bound, unbound and calculated controls, understanding
property sheet, Working with Data on Forms: Changing Layout, creating
Sub Forms, creating list box, combo box and option groups; Working
with Reports: Creating Basic Reports, Creating Header & Footer, Placing
Controls on reports, sorting & grouping, Creating Sub reports.
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Contents
PAGE
Unit 1: Introduction to Spreadsheets 1–28
Unit 2: Data Analysis in Spreadsheets 29–55
Unit 3: Word Processing 56–84
Unit 4: Introduction to Database Development 85–149
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U N I T
1
Introduction to
Spreadsheets
Spreadsheets serve as robust tools utilized to organize, analyze, and manipulate data in a
tabular format. They present a structured approach for storing and managing information,
conducting calculations, and generating visual representations. Spreadsheets find extensive
application across various domains, including finance, accounting, project management,
and data analysis.
The fundamental components of a spreadsheet are cells, which are arranged in rows and
columns. Each cell can accommodate distinct types of data, such as numbers, text, dates,
or formulas. By inputting data into cells and employing formulas or functions, users can
perform computations and establish relationships between different cells or cell ranges.
Spreadsheets encompass a wide range of functionalities and features, including:
Data Organization: Users can create multiple worksheets within a single spreadsheet
file, facilitating the organization of related data into separate tabs or sheets. This
aids in managing intricate datasets and ensuring data integrity.
Formulas and Functions: Spreadsheets provide an extensive library of built-in
functions and formulas to execute calculations, manipulate data, and automate tasks.
Functions encompass simple arithmetic operations (e.g., addition or multiplication)
as well as complex statistical and financial calculations.
Data Analysis: Spreadsheets offer tools for sorting, filtering, and formatting data,
simplifying the analysis and interpretation of information. Users can generate charts,
graphs, and pivot tables to visualize data trends and patterns.
Collaboration and Sharing: Many spreadsheet applications support real-time
collaboration, enabling multiple users to work on the same spreadsheet simultaneously.
Users can share spreadsheet files, regulate access permissions, and track changes
made by different collaborators.
Macros and Automation: Spreadsheets often incorporate the capability to record
and execute macros, which comprise sets of instructions that automate repetitive
tasks. Macros can be utilized to perform intricate data manipulations or automate
report generation.
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Notes Prominent spreadsheet applications include Microsoft Excel, Google Sheets,
and Apple Numbers. These applications offer user-friendly interfaces with
intuitive features and often extend beyond basic spreadsheet functionality.
Introduction to Microsoft Excel
Microsoft Excel, developed by Microsoft, is a robust spreadsheet pro-
gram that forms an integral part of the Microsoft Office suite, designed
to enhance productivity. It offers a grid-based layout of cells arranged in
rows and columns, enabling users to effectively store, manipulate, and
analyze data.
Highlighted below are key features and functionalities offered by Mic-
rosoft Excel:
Spreadsheet Creation: Excel empowers users to generate and
manage spreadsheets for efficient data organization. Its versatile
cells can accommodate diverse data types, including numbers, text,
formulas, and more.
Formulas and Functions: Excel provides an extensive collection
of built-in formulas and functions, facilitating calculations and data
manipulation. Users can leverage these functions for mathematical
operations, statistical analysis, date and time calculations, text
manipulation, and various other purposes.
Data Analysis: Excel equips users with powerful tools for data
analysis. Sorting and filtering capabilities enable data organization,
while pivot tables allow for comprehensive data summarization.
Additionally, users can employ advanced functions like VLOOKUP,
SUMIF, COUNTIF, and more to perform intricate data analysis tasks.
Charting and Visualization: Excel offers an array of chart types,
such as column charts, line charts, and pie charts, promoting visual
representation of data. These charts aid in presenting information
in a visually appealing manner, enhancing comprehension and
interpretation.
Data Formatting and Conditional Formatting: Excel boasts
comprehensive data formatting options to enhance data aesthetics.
Users can apply different fonts, colors, and styles to cells, while
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conditional formatting allows the highlighting of specific data based Notes
on predefined rules.
Data Import and Export: Excel enables users to effortlessly
import data from external sources like text files, databases, and
other spreadsheets. Furthermore, it facilitates the export of data in
various formats, simplifying data sharing with others.
Collaboration and Sharing: Excel fosters collaboration by enabling
multiple users to work on the same spreadsheet concurrently. Users
can also share Excel files, exercise control over permissions, and
track changes made by different collaborators.
Macros and Automation: Excel supports VBA (Visual Basic for
Applications), a programming language that enables task automation
and creation of custom functions using macros. This feature streamlines
repetitive tasks, boosting overall productivity.
Data protection and Security: Excel incorporates features to safeguard
sensitive data by allowing users to set passwords for workbooks or
specific sheets. Additionally, users can implement various security
measures to control access and prevent unauthorized changes.
Integration with Other Microsoft Office Applications: Excel
seamlessly integrates with other Microsoft Office applications
such as Word and PowerPoint. This integration allows users to
seamlessly incorporate data and charts from Excel into documents
and presentations, facilitating efficient data utilization.
Microsoft Excel Versions
There have been over 20 versions of Excel since its launch in 1985.
The last few, and the most used versions are:
Excel 2013 (version 15.0): This version introduced significant
improvements in data analysis, with features like Flash Fill, Quick
Analysis, and new charting options.
Excel 2016 (version 16.0): Excel 2016 brought enhancements to
collaboration, including real-time co-authoring, and introduced new
features such as Power Query and Power View.
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Notes Excel 2019 (version 16.0): Excel 2019 introduced new functions,
enhancements to data analysis features, improved charting capabilities,
and updates to Power Query and Power Pivot.
Excel for Microsoft 365 (formerly Office 365): Microsoft now
offers Excel as part of its subscription-based service, providing
regular updates and new features to subscribers.
Worksheet and Workbooks
An Excel workbook can be conceptualized as a comprehensive reposi-
tory encompassing your data, calculations, and visual representations. It
takes the form of a file with the .xlsx extension and comprises one or
more worksheets. Workbooks empower you to handle various data sets
or distinct components of a project within a unified file.
Opening Workbook
We will be working on Microsoft 365 version of Excel. Upon launching
Excel, you will be welcomed by the Start Screen, offering you convenient
choices to open recent files, templates, or explore your folders.
To access the Open dialog box and select the desired workbook file, sim-
ply click on the “Open” button. You can find this button on the screen.
Inside the dialog box, you can browse your computer’s folders using the
navigation pane or use the search bar for faster file retrieval.
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You also have the option of opening workbooks directly from Excel by Notes
accessing the File tab situated in the top left corner of the application
window.
Simply click on the “File” tab to access the Backstage view, where you’ll
find a range of file-related options.
To open a workbook, select “Open” from the sidebar. This action will
bring up the Open dialog box, allowing you to choose the specific work-
book you want to open.
Click on New to open a new workbook or choose a template.
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Notes With Excel, you have the ability to open multiple workbooks at the same
time, giving you the flexibility to work on various projects or analyze
data across different files. By following the mentioned steps, you can
easily open additional workbooks while keeping the previously opened
ones unaffected.
Every workbook you open appears in its own separate Excel window,
allowing you to conveniently switch between them using either the task-
bar or Excel’s View tab.
Saving Workbook
Ensuring the preservation of your data and work for future use requires
the crucial step of saving your Excel file. By saving the file, you create
a permanent copy that can be accessed, edited, and shared with others.
In this section, we will explore various methods of saving an Excel file,
which includes selecting the file format, specifying the file name and
location, and utilizing additional saving options.
Saving a New Excel File
When you begin working on a new Excel file that hasn’t been saved yet,
follow below steps to save it for the first time:
Click on the “File” tab located in the Excel ribbon.
From the menu, choose the “Save As” option.
Select the desired location on your computer or cloud storage to
save the file.
Enter a descriptive name for the file in the “File name” field.
Choose the appropriate file format from the dropdown menu labelled
“Save as type.”
Click the “Save” button to save the file.
Saving an Existing Excel File
If you have already saved an Excel file and wish to save the changes
you have made, follow below steps:
Click on the “File” tab in the Excel ribbon.
From the menu, select the “Save” option.
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Excel will automatically save the changes to the existing file at its Notes
current location and with the same name.
Choosing the File Format
Excel provides several file formats to save your workbook, each with its
advantages and considerations:
Excel Workbook (.xlsx): This is the default and most commonly
used file format for Excel files. It supports all Excel features and
is compatible with newer versions of Excel.
Excel Macro-Enabled Workbook (.xlsm): This format allows you
to include macros (programmed actions) in your file. It is useful
when your workbook contains automation or custom functions.
Excel 97-2003 Workbook (.xls): This legacy format is compatible
with older versions of Excel. However, it lacks some of the newer
features available in the .xlsx format.
pDF (.pdf): By converting the Excel file into a fixed-layout document,
it can be viewed and printed on any device. This format is useful
when you want to share your data without allowing further editing.
CSV (Comma Separated Values) (.csv): This format saves the Excel
data in a simple text format, with each cell separated by a comma.
It is suitable for transferring data to other applications or databases.
Additional Saving Options
Excel offers various options to enhance your saving process:
Save As Shortcut: You can create a shortcut in Excel to quickly
save your file using a specific location and format. This is useful
when you frequently save files to the same location or in the same
format.
AutoSave: The AutoSave feature can be enabled to automatically
save your changes at regular intervals, reducing the risk of losing
unsaved work.
Save a Copy: If you wish to create a duplicate of your workbook
without overwriting the original file, you can use the “Save a Copy”
option. This allows you to make changes in the duplicate file while
keeping the original intact.
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Notes
Closing Workbook
To close an active workbook, you have a couple of options. First, you can
click on the “File” tab and select “Close” from the sidebar. Alternatively,
you can use the keyboard shortcut “Ctrl + W” to close the workbook
quickly. If you have made any changes to the workbook since the last
save, Excel will prompt you to save or discard the changes before closing.
Make sure to choose the appropriate option based on your preferences.
Remember to save your work if necessary to avoid losing any changes.
When dealing with multiple open workbooks, you have different ways to
close them. For a specific workbook, activate its window and follow the
steps mentioned in section II.A. This involves clicking on the “File” tab
and selecting “Close” from the sidebar or using the keyboard shortcut
“Ctrl + W”.
To close all open workbooks simultaneously, you can take one of two
approaches. Firstly, click on the “File” tab and choose “Close All” from
the sidebar. Alternatively, you can use the keyboard shortcut “Ctrl +
Shift + W” to close all workbooks at once. In either case, Excel will
prompt you to save any unsaved changes in each workbook before closing.
Working with Worksheets
Microsoft Excel utilizes worksheets as a fundamental tool for organizing
and analyzing data. Efficiently managing worksheets is crucial for effective
data management and presentation. There are three fundamental operations:
inserting new worksheets, deleting unnecessary worksheets, and renaming
worksheets to enhance clarity and organization within Excel workbooks.
Inserting Worksheets
Excel provides flexibility in handling large amounts of data by allowing
users to insert additional worksheets within a workbook. Follow below
steps to insert a new worksheet:
Select the existing worksheet that will precede the new one.
right-click on the selected worksheet tab.
From the context menu, choose “Insert” to open the “Insert”
dialog box.
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Select the desired location for the new worksheet, whether before Notes
or after the selected worksheet.
Click “OK” to insert the new worksheet.
Inserting worksheets allows for data segmentation into different
sheets based on categories, time periods, or other relevant criteria.
Deleting Worksheets
Over time, it may be necessary to remove unnecessary worksheets to
declutter your workbook. However, caution should be exercised to avoid
unintentional data loss. Follow below steps to delete a worksheet:
right-click on the worksheet tab you wish to delete.
From the context menu, choose “Delete.”
Excel will present a confirmation dialog box to ensure the deletion
of the selected worksheet.
Review the message and click “Delete” to permanently remove the
worksheet.
Before deleting a worksheet, ensure that important data has been
backed up and consider whether the data contained in the sheet is
needed elsewhere or can be moved to a different worksheet.
renaming Worksheets
Excel assigns default names (Sheet1, Sheet2, etc.) to newly created
worksheets, which may not adequately describe their content. Renaming
worksheets enhances clarity and organization within your workbook.
Here’s how you can rename a worksheet:
Double-click on the worksheet tab you wish to rename, or right-
click on the tab and select “rename.”
The worksheet tab becomes editable, allowing you to enter a new
name.
Type the desired name for the worksheet.
Press Enter or click outside the tab to confirm the new name.
When renaming worksheets, it is helpful to choose descriptive names
that reflect the purpose or content of the sheet. This simplifies
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Notes navigation through the workbook and facilitates locating specific
information.
Working with Names
The Name Box in Microsoft Excel is a powerful tool that enables you to
assign meaningful names to cells or cell ranges. This feature simplifies
the process of referencing cells in formulas and functions while improving
the readability and understanding of your spreadsheets. In this section,
we will explore the concept of naming cells using the Name Box, its ad-
vantages, and how to effectively utilize this feature in Excel worksheets.
Understanding the Name Box
Definition and purpose: The Name Box, located at the top-left
corner of the Excel window, serves a dual purpose. It displays the
currently selected cell address and allows for the naming of cells
or ranges.
Benefits of Naming Cells:
Enhanced readability: Assigning meaningful names to cells
improves the clarity and understanding of formulas and functions.
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Easy Navigation: Named cells facilitate quick navigation within Notes
large worksheets, eliminating the need to scroll or search for
specific cell references.
Simplified Formulas: Using cell names in formulas reduces the
chances of errors and makes formulas easier to write and comprehend.
Naming Cells Using the Name Box
Naming a Single Cell
Select the desired cell.
Click on the Name Box and enter a suitable name for the cell.
Press Enter to confirm the assigned name.
Naming a range of Cells
Select the range of cells you wish to name.
Enter the desired name in the Name Box.
Press Enter to assign the name to the selected range.
Managing Named Cells
Viewing and Editing Named Cells
Click the drop-down arrow in the Name Box to see a list of
existing named cells.
Select a named cell from the list to navigate to its location.
To edit a named cell, select it from the list and click on the
Name Box to modify the name.
Deleting Named Cells
Open the Name Manager dialog box by clicking the Formulas tab
and selecting “Name Manager” from the Defined Names group.
In the Name Manager, select the named cell you want to delete
and click the “Delete” button.
Confirm the deletion when prompted.
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Notes Using Named Cells in Formulas and Functions
referring to Named Cells in Formulas:
Instead of using cell references (e.g., A1, B5), directly use the
assigned names in your formulas.
Type the name of the cell in the formula, and Excel will recognize
and apply the associated value.
Using Named Cells in Functions
When using Excel functions, utilize named cells similarly to formulas.
Instead of manually selecting cells or entering cell references,
use the names to refer to the desired cells within functions.
Best practices for Naming Cells
Use Descriptive Names: Choose names that accurately represent
the purpose or content of the cell.
Avoid Spaces and Special Characters: Stick to alphanumeric
characters and underscores to ensure compatibility and ease of use.
Follow Consistent Naming Conventions: Establish a naming
convention for cells to maintain consistency and facilitate understanding
across worksheets.
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Notes
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Notes
Clipboard, Linking and Embedding
In today’s data-driven decision-making world, the seamless exchange of
data between different software applications is crucial. Microsoft Excel,
a powerful spreadsheet program, offers a variety of features for data
manipulation and analysis. One such feature is the clipboard, which en-
ables efficient transfer of data between Excel and other applications. We
explore different techniques and best practices for utilizing the clipboard
in Excel to exchange data.
Understanding the Clipboard
The clipboard acts as a temporary storage area that holds data you have
copied or cut from one location, allowing you to paste it elsewhere. Ex-
cel provides two main methods for interacting with the clipboard: Cut,
Copy, and Paste commands, and the Office Clipboard.
Cut, Copy, and paste Commands
Cut Command: The Cut command (Ctrl+X) removes selected data
from its original location and places it on the clipboard. It is commonly
used to move data within a worksheet or between worksheets.
Copy Command: The Copy command (Ctrl+C) duplicates selected
data and stores it on the clipboard while keeping the original data
intact. This is useful for copying data from Excel to other applications
or within Excel itself.
paste Command: The Paste command (Ctrl+V) inserts data from
the clipboard into a new location. Excel offers various paste options,
such as Paste Values, Paste Formats, Paste Formulas, etc., allowing
control over how the data is pasted.
The Office Clipboard
The Office Clipboard in Excel expands upon the regular clipboard’s ca-
pabilities, enabling storage of multiple items and selective pasting. This
feature is particularly beneficial when dealing with multiple data sets or
performing complex data transformations.
Enabling the Office Clipboard: To enable the Office Clipboard,
go to the Home tab, click on the dialog box launcher (a small
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square at the bottom-right corner) in the Clipboard group, and the Notes
Clipboard task pane will appear.
Using the Office Clipboard: The Office Clipboard can hold up to
24 items, including text, numbers, formulas, and objects. You can
copy or cut multiple items from Excel or other applications, and
they will be stored in the Office Clipboard for later use.
Exchanging Data with Other Applications
Excel’s clipboard functionality facilitates seamless data exchange with
various applications, enhancing productivity and eliminating the need for
manual data entry. Here are some common scenarios:
Copying Excel Data to Other Applications
Copying Values: Select the desired range, press Ctrl+C, switch
to the target application, and use the Paste command (Ctrl+V)
to insert the values.
Copying Formulas: Follow the same steps as copying values to
copy formulas along with their cell references. The target application
must support the pasted formulas for them to function correctly.
Copying Charts and Objects: Excel allows copying of charts,
images, shapes, and other objects. Select the object, use Ctrl+C,
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Notes switch to the destination application, and paste the object using
the Paste command.
pasting Data from Other Applications to Excel
pasting Text: When pasting text from another application into
Excel, use the Paste Special command (Ctrl+Alt+V) to access
various paste options. You can choose to paste the text as values,
formulas, or maintain the source formatting.
pasting Tables: Many applications support copying data as
tables. To paste a table from another application into Excel, use
the Paste Table feature, which converts the copied table into an
Excel range while preserving its structure.
Advanced Clipboard Techniques
In addition to basic copy and paste operations, Excel offers several ad-
vanced clipboard techniques that can enhance your data exchange process.
Using paste Special
Transposing Data: With the Paste Special command, you can
transpose data, swapping rows with columns and vice versa. This
is useful when reorganizing data for different analysis purposes.
Skipping Blanks: By utilizing the Paste Special dialog, you
can choose to skip blanks when pasting data. This option helps
maintain data integrity and avoid overwriting existing values.
Linking and Embedding Objects
Linking Objects: Excel allows you to link objects like charts or
tables to data in other applications. Changes made in the source
application will automatically update in Excel when the linked
object is refreshed.
Embedding Objects: If you want to embed an object in Excel, it
becomes part of the workbook, and changes made in the source
application won’t affect the embedded object. This ensures data
integrity but may increase file size.
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Notes
printing and protecting Worksheets
Let us look at the important aspects of printing and protecting work-
sheets in Excel. Printing enables the creation of physical copies of your
data, while protecting worksheets ensures the security and integrity of
your information. By understanding these functionalities, you will gain
the ability to effectively present your data and safeguard it against un-
authorized changes. Let us explore the world of printing and protecting
worksheets in Excel.
printing Worksheets
printing Basics: Printing a worksheet provides the means to share
information in a tangible format or review it offline. Excel offers
a range of printing options to tailor the appearance and layout of
your printed worksheets. Here are some fundamental concepts to
help you get started.
page Setup: Optimizing the page setup is essential before printing
to ensure your content fits appropriately. Adjust margins, paper size,
orientation (portrait or landscape), and scaling options to control
how the worksheet appears on paper.
print Area: Define a specific range of cells as the print area to
selectively print desired content. This feature proves useful when
excluding unnecessary information or focusing on a specific section
of your worksheet.
headers and Footers: Headers and footers allow you to include
additional information on your printed pages, such as page numbers,
document titles, dates, or author names. Excel provides built-in
options to customize headers and footers to meet your requirements.
print preview: The Print Preview feature allows you to visualize
how your worksheet will look when printed. It enables you to review
the page layout, make adjustments, and ensure that everything
appears as intended before sending it to the printer.
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Notes
Worksheet protection
It is crucial for safeguarding your data and preventing unintended or unau-
thorized changes. Excel provides several protection features that empower
you to manage access, control editing, and uphold the integrity of your
worksheets. Let us delve into the key aspects of worksheet protection:
password protection: Excel enables you to assign a password to
a worksheet, ensuring that only individuals with the password can
make modifications. By employing password protection, you add
an extra layer of security to deter unauthorized access and changes.
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protection of Cells and ranges: You can protect specific cells or Notes
ranges within a worksheet to restrict editing. This feature proves
valuable when you want to permit users to enter data in particular
areas while preserving the integrity of other cells or formulas.
Worksheet-Level protection: Excel empowers you to protect
an entire worksheet, imposing limitations on various actions like
inserting or deleting rows, columns, or sheets, formatting cells, or
even selecting locked cells. This comprehensive protection guarantees
the preservation of your data and prevents inadvertent alterations.
Workbook-Level protection: In addition to worksheet protection,
Excel allows you to safeguard an entire workbook. Workbook-
level protection prevents users from adding, deleting, moving, or
hiding worksheets within the workbook. It also limits changes to
the workbook’s structure and window size.
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Notes
Adjusting Margins, Creating headers and Footers
Let us investigate the essential features of Excel that allow you to custom-
ize margins, create headers, and footers. These features are essential for
improving the appearance and professionalism of your Excel worksheets.
Whether you are preparing a financial report, a project proposal, or any
other document, knowing how to adjust margins and include headers
and footers will empower you to develop polished and well-organized
spreadsheets.
Modifying Margins: Margins play a crucial role in determining the
layout and spacing of your Excel worksheet. Follow below steps
to effectively adjust margins:
Open your Excel worksheet and go to the “Page Layout” tab in
the Excel ribbon.
Clickon the “Margins” button, which will display a drop-down
menu containing preset margin options.
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Choose one of the predefined margin settings such as Normal, Notes
Wide, or Narrow, based on your requirements.
Alternatively, you can select “Custom Margins” at the bottom of
the drop-down menu to specify your own margin measurements.
In the “Page Setup” dialog box, you can set margins for the
top, bottom, left, and right sides by entering values in inches
or centimetres.
Preview the changes in the “Preview” section and click “OK”
to apply the new margin settings.
Creating and Modifying headers and Footers: Headers and footers
play a crucial role in enhancing the appearance of your Excel worksheets
while avoiding any issues related to plagiarism. These components
ensure consistency and professionalism by including essential information
like page numbers, document titles, company logos, and other relevant
details. Follow below steps to incorporate headers and footers into
your Excel worksheet while maintaining originality:
Access the “Insert” tab located in the Excel ribbon and select
the “Header & Footer” button.
Excel will transition to the “Page Layout” view, revealing the
header section at the top and the footer section at the bottom
of the worksheet.
Click on the designated “Header” area to insert text or incorporate
additional elements such as page numbers, dates, or images.
Similarly, customize the content for the footer area by clicking
on the respective “Footer” section.
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Notes Excel offers predefined options and codes to insert dynamic information,
including page numbers or file paths. Access these options from the
“Header & Footer Elements” group within the ribbon.
Utilizethe available formatting options in the “Header & Footer
Tools” Design tab to enhance the appearance of your headers
and footers while actively editing them.
Upon completing the modifications to the headers and footers,
select the “Close Header and Footer” button or double-click on
the main worksheet area to exit the “Page Layout” view and
revert to the normal worksheet perspective.
Understanding Absolute, relative, and Mixed referencing
in Formulas
Formulas play a crucial role in Microsoft Excel as they enable calculations
and data manipulation. Properly referencing cells is essential for accurate
calculations and efficient data management. Excel provides three types of
referencing: absolute, relative, and mixed referencing. Understanding these
referencing modes is vital to fully utilize Excel’s formula capabilities.
relative referencing
By default, Excel uses relative referencing. When a formula contains
relative references, the formula automatically adjusts its cell references
when copied or filled into other cells. This means that the formula’s
references change relative to their new location.
For example, if we have a simple formula “=A1+B1” in cell C1 and copy
it to C2, it adjusts to “=A2+B2”. The row numbers change to reflect the
formula’s relative position in the new location.
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Absolute referencing Notes
Absolute referencing is used when we want a cell reference to remain
fixed, regardless of the formula’s location. Absolute references are in-
dicated by using a dollar sign ($) before the column letter and/or row
number in the cell reference.
To create an absolute reference, place “$” in front of the column letter,
row number, or both. For instance, the formula “=A$1+$B$1” contains
absolute references. When copying this formula to any other cell, the
referenced cells remain constant as “$A$1” and “$B$1”.
Mixed referencing
Mixed referencing combines elements of absolute and relative referencing.
It allows us to fix either the column or the row while allowing the other
part of the reference to change.
To create a mixed reference, use “$” before either the column letter or
the row number, but not both. For example, the formula “=A$1+B2”
contains a mixed reference. When copying this formula to other cells,
the row number for cell A$1 remains constant, while the column letter
for B2 changes accordingly.
referencing Cells in other Worksheets and Workbooks
Excel offers powerful features for referencing cells in other worksheets
and workbooks, enhancing workflow efficiency, and facilitating data
analysis. We will explore various methods and techniques to reference
cells across different worksheets and workbooks.
referencing Cells in other Worksheets
Direct Cell reference: The simplest way to reference a cell in a
different worksheet is by using a direct cell reference. For instance,
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Notes to reference cell A1 in Sheet2 from Sheet1, you can employ the
following formula: =Sheet2!A1. This formula retrieves the value of
cell A1 in Sheet2 and displays it in the current worksheet.
Indirect Cell reference: Excel also provides the INDIRECT
function, enabling you to create dynamic references to cells in
other worksheets. With the INDIRECT function, you can construct
cell references based on the contents of other cells. For example,
if cell A1 contains the name of a worksheet, you can utilize
=INDIRECT(A1&”!A1”) to reference cell A1 in the worksheet
specified by the value in cell A1.
3-D Cell references: When dealing with multiple worksheets in a
workbook, you can employ 3-D cell references to perform calculations or
retrieve data across multiple sheets. For instance, =SUM(Sheet1:Sheet3!A1)
adds the values in cell A1 from Sheet1, Sheet2, and Sheet3.
referencing Cells in Other Workbooks
External references: Excel allows referencing cells in other workbooks
by creating external references. External references enable you to pull
data from other workbooks into your current workbook. To reference
a cell in another workbook, you need to include the workbook name,
sheet name, and cell reference. For example, =’[Workbook2.xlsx]
Sheet1’!A1 references cell A1 in Sheet1 of Workbook2.xlsx.
Linking Workbooks: Linking workbooks is another method to
reference cells in other workbooks. By linking workbooks, any
changes made in the source workbook will automatically update the
linked workbook. To establish a link, you can use the Paste Link
option or the formula =’[Workbook2.xlsx]Sheet1’!A1 in the target
workbook. This way, any changes in Workbook2.xlsx will reflect
in the linked workbook.
Updating External references
When you have external references in your workbook, it is essential to
understand how to update them. Excel provides the Update Values and
Edit Links options to manage and update external references. By updating
the links, you can ensure that your workbook reflects the most recent
data from the referenced workbooks.
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Notes
Correcting Common Formula Errors
Formulas serve as the foundation of Excel spreadsheets, enabling users
to perform calculations and automate tasks. However, even experienced
Excel users may encounter errors in their formulas. This section delves
into the most common formula errors, providing a step-by-step guide on
how to identify and rectify them to ensure accurate results and reliable
data analysis.
Understanding Formula Errors
Types of Formula Errors: Excel employs various error values to
indicate different types of formula errors. The most prevalent ones
include:
#DIV/0!: This error occurs when a formula attempts to divide a
value by zero.
#N/A: This error signifies that the formula couldn’t find the desired
value or reference.
#VALUE!: This error occurs when a formula references cells with
incompatible data types.
#rEF!: This error appears when a formula references a deleted or
moved cell or range.
#NAME?: This error occurs when Excel fails to recognize a for-
mula or function name.
#NUM!: This error indicates invalid numeric values or issues with
mathematical operations.
Error Checking Tools: Excel provides built-in tools to help identify
and correct formula errors:
Error Checking: Excel’s error checking feature automatically de-
tects errors and offers suggestions for fixing them.
Formula Auditing: Tools like “Trace Precedents” and “Trace De-
pendents” help identify the source of errors by visually mapping
cell references.
Evaluate Formula: This tool allows you to step through a formula
and see the intermediate results, aiding in error identification.
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Notes Correcting Common Formula Errors
#DIV/0! Error: Check for zero denominators and apply error
handling techniques such as using IFERROR or IF statements to
avoid division errors.
Verify cell references and ensure they point to the correct ranges.
#N/AError: Verify lookup functions (e.g., VLOOKUP, INDEX-
MATCH) and ensure the correct syntax and parameters are used.
Check for missing or incorrect lookup values.
Verify the data source or table array for accurate data retrieval.
#VALUE! Error: Check for data type mismatches, especially when
combining text and numeric values within formulas.
Ensure that text values are enclosed in quotation marks or use
functions like TEXT or VALUE to convert between data types.
Verify the use of functions with correct arguments and syntax.
#rEF! Error: Identify and correct cell references that have been
deleted, moved, or are referencing the wrong range.
Use named ranges instead of direct cell references to avoid refer-
encing errors.
#NAME? Error: Verify the spelling and syntax of formula names
and functions.
Ensure that the required add-ins or external references are properly
installed.
#NUM! Error: Check for invalid numeric values or mathematical
operations.
Verify the precision and formatting of numbers used in calculations.
Use error handling techniques like IFERROR to display custom
error messages.
Best practices to Avoid Formula Errors
Use parentheses: Use parentheses to explicitly define the order of
operations within complex formulas, reducing the chances of errors.
Input Validation: Implement data validation techniques to ensure
that only valid data is entered into cells, preventing potential errors
in formulas.
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Documentation: Maintain clear documentation of complex formulas, Notes
explaining the purpose and structure of each formula, making it
easier to identify errors.
regular Testing: Regularly test and verify the accuracy of formulas,
especially when making changes.
Functions
Here are three examples each of different categories of functions in Excel:
Mathematical Functions
SUM: Adds up a range of numbers. For example, “=SUM(A1:A10)”
will add the values in cells A1 to A10.
AVErAGE: Calculates the average of a range of numbers. For
instance, “=AVERAGE(A1:A10)” will give the average of the values
in cells A1 to A10.
pOWEr: Raises a number to a specified power. For example,
“=POWER(A1, 2)” will calculate the square of the value in cell A1.
Statistical Functions
COUNT: Counts the number of cells in a range that contain numbers.
For instance, “=COUNT(A1:A10)” will count the number of cells
in the range A1 to A10 that contain numeric values.
MAX: Returns the maximum value in a range of cells. For example,
“=MAX(A1:A10)” will give the largest value in the range A1 to A10.
STDEV: Calculates the standard deviation of a range of numbers.
For instance, “=STDEV(A1:A10)” will give the standard deviation
of the values in cells A1 to A10.
Text Functions
CONCATENATE: Joins two or more text strings together. For
example, “=CONCATENATE(A1, “ “, B1)” will combine the text
in cells A1 and B1 with a space in between.
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Notes LEFT: Returns a specified number of characters from the start of
a text string. For instance, “=LEFT(A1, 3)” will extract the first
three characters from the text in cell A1.
UppEr: Converts text to uppercase. For example, “=UPPER(A1)”
will convert the text in cell A1 to uppercase.
To use the functions, replace “A1:A10” or “A1” with the actual range
or cell reference as per your data. There are 100’s of functions in Excel,
and more keep getting added regularly.
Unit – 1 Questions
1. Which one of these is not an error type in Excel?
(a) #MISTAKE
(b) #NA
(c) #REF
(d) #DIV/0
2. To edit the Names given in the Name Box, we go to:
(a) Name Box
(b) Name Controls
(c) Name Manager
(d) Name Table
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U N I T
2
Data Analysis in
Spreadsheets
One of the essential features Excel offers is the ability to consolidate data from multiple
worksheets and workbooks We will explore two primary methods for consolidating data
in Excel: using formulas and utilizing the Data Consolidate command.
Consolidating Worksheets Using Formulas
When you have data spread across multiple worksheets within a single workbook, using
formulas can be an efficient way to consolidate and summarize the information. Here are
the steps to consolidate worksheets using formulas:
Step 1: Identify the data ranges: Determine the ranges of data in each worksheet that you
want to consolidate. Ensure the data is organized in a similar structure across all the worksheets.
Step 2: Create a summary worksheet: Start by creating a new worksheet that will serve
as the destination for consolidated data. This worksheet will contain the summarized in-
formation from all the other worksheets.
Step 3: Enter consolidation formulas: In the summary worksheet, enter consolidation
formulas that reference the data ranges in the source worksheets. Commonly used formu-
las for consolidation include SUM, AVERAGE, COUNT, and MAX/MIN. Customize the
formulas based on the specific requirements of your data.
Step 4: repeat the process for each data range: Copy and adapt the consolidation
formulas for each data range you identified in Step 1. Ensure the formulas are correctly
referencing the appropriate worksheets and cell ranges.
Step 5: Update the consolidated data: Whenever there are changes or updates in the
source worksheets, refresh the consolidation formulas in the summary worksheet to reflect
the latest information. This can be done by selecting the cell(s) with the consolidation
formulas and pressing the “F9” key or using the “Refresh All” button in the “Data” tab.
Consolidating Workbooks Using the Data Consolidate Command
Excel also provides the Data Consolidate command, which simplifies the process of consolidat-
ing data from multiple workbooks. Follow below steps to use the Data Consolidate command:
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Notes Step 1: Open the workbooks: Ensure that all the workbooks containing
the data you want to consolidate are open in Excel.
Step 2: Activate the destination workbook: Select the workbook that
will serve as the destination for the consolidated data. This workbook
can be an existing one or a new workbook.
Step 3: Access the Data Consolidate command: Go to the “Data” tab
in the Excel ribbon and click on the “Consolidate” button in the “Data
Tools” group. The Consolidate dialog box will appear.
Step 4: Specify the consolidation settings: In the Consolidate dialog
box, choose the consolidation function (e.g., SUM, AVERAGE) and
select the references to the source data. You can either manually select
the data ranges or use the “Add” button to browse and select the ranges
from the open workbooks.
Step 5: Customize consolidation options: Depending on your require-
ments, you can choose to consolidate by position (cell reference) or by
category labels. You can also opt to create links to the source data or
retain formatting during consolidation.
Step 6: perform the consolidation: After configuring the desired options,
click the “OK” button. Excel will consolidate the data from the selected
workbooks into the destination workbook based on your specifications.
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Notes
Choosing a Chart Type
With Microsoft Excel’s vast array of chart types, it’s essential to under-
stand how to choose the right chart for your data to present it in the
most meaningful and compelling way. Let us go through the process of
selecting the appropriate chart type in Excel based on your data and the
insights you want to communicate.
Understanding Data and Context
Before diving into the different chart types available in Excel, it’s im-
portant to analyze your data and consider the context in which it will be
presented. Ask yourself questions like:
What is the purpose of the chart?
What story or message do I want to convey?
What type of data am I working with (e.g., numerical, categorical,
time-based)?
How many variables do I need to display?
Are there any patterns, trends, or comparisons I want to highlight?
Considering these aspects will help you make an informed decision
when choosing a chart type that effectively represents your data.
Common Chart Types in Excel
Excel offers a wide range of chart types, each designed to serve a specific
purpose. Let’s explore some of the most used ones:
Column/Bar Charts: Column or bar charts are ideal for comparing
values across different categories. Use them when you have discrete
categories or want to show changes over time. Column charts present
data vertically, while bar charts display them horizontally.
Line Charts: Line charts are useful for showing trends over time
or continuous data. They are especially effective when analyzing
data with multiple series, allowing you to compare their progression.
pie/Donut Charts: Pie and donut charts are suitable for illustrating
parts of a whole. Use them when you want to display proportions
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Notes or percentages. Pie charts represent data in a circular format, while
donut charts include a hole in the centre.
Scatter Charts: Scatter charts are used to visualize the relationship
between two continuous variables. They help identify correlations
or patterns between the variables, making them ideal for scientific
or experimental data.
Area Charts: Area charts are like line charts, but the area beneath
the line is filled. They are useful for showing the magnitude of
change over time and comparing multiple series simultaneously.
radar Charts: Radar charts, also known as spider charts or star
charts, display multivariate data on a two-dimensional graph. They
are useful for comparing multiple variables relative to a central point.
Choosing the right Chart
To select the most suitable chart type for your data, consider the fol-
lowing guidelines:
Match the chart type to your data and message.
Ensurethe chart accurately represents the relationships and patterns
you want to highlight.
Avoid using complex chart types if a simpler one can convey your
message effectively.
Consider the visual appeal and readability of the chart, including
labelling, axis scales, and colour choices.
Experiment with different chart types and review them to determine
which one best communicates your insights.
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Notes
Column Chart
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Notes
Bar Chart
pie Chart
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histogram Notes
Formatting a Chart
Charts are a powerful tool that allow users to visually represent data
and gain insights quickly. However, creating an informative and visually
appealing chart involves more than just inputting data. Proper formatting
plays a crucial role in enhancing the clarity and impact of your charts.
In this chapter, we will explore various formatting techniques that can
make your Excel charts visually engaging and effective in conveying
information.
Selecting the right Chart Type: Before diving into formatting, it’s
essential to choose the appropriate chart type that best represents
your data. Excel offers a wide range of chart types, including
column charts, line charts, pie charts, bar charts, and more. Consider
the nature of your data and the message you want to convey to
determine the most suitable chart type.
Adjusting Chart Elements: Excel provides several options to
modify chart elements, allowing you to customize the appearance
and focus of your chart. Here are some key elements you can adjust:
Chart Title: A descriptive title helps viewers understand the
chart’s purpose. To add or modify a chart title, select the chart,
and go to the “Chart Title” option in the “Chart Tools” tab.
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Notes Axis Labels: Axes provide context and scale to your chart. You
can add, remove, or edit axis labels using the “Axis Titles” option
in the “Chart Tools” tab.
Data Labels: Data labels provide actual values or additional
information to each data point. To add or modify data labels,
select the chart, navigate to the “Data Labels” option in the
“Chart Tools” tab, and choose the desired position and format.
Legends: Legends help identify the different series or categories
in your chart. Customize the legend by selecting it and accessing
the “Legend” option in the “Chart Tools” tab.
Formatting Chart Styles: Excel offers a range of pre-defined chart
styles to quickly change the appearance of your chart. These styles
incorporate different combinations of colors, fonts, and effects. To
apply a style, select the chart, go to the “Chart Styles” option in
the “Chart Tools” tab, and choose from the available options.
Modifying Chart Colors and Fonts: To match your chart with
the overall design or theme of your document, you can customize
the colors and fonts. Excel provides various colour schemes and
font options that you can access through the “Chart Tools” tab.
Experiment with different combinations to find the most visually
appealing look for your chart.
Adjusting Chart Layout and placement: Excel allows you to
resize, move, and align your chart to suit your needs. Select the
chart, click on the edges to resize, or click and drag to move it to a
different location. Use the alignment options in the “Chart Tools” tab
to align the chart precisely with other elements on your worksheet.
Applying Chart Effects: Enhance the visual appeal of your chart
using various effects. Excel offers features like shadow, glow, and
reflection, which can be accessed through the “Chart Tools” tab.
Apply these effects sparingly to avoid overwhelming the chart or
distracting viewers from the data.
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Notes
Sparkline Graphics
Sparkline graphics, which allow you to represent data trends and patterns
in a concise and visually appealing manner. We will explore the concept
of Sparkline graphics and learn how to create them in Excel.
Understanding Sparkline Graphics
Sparkline graphics are miniature charts that can be embedded within a
cell, providing a quick and compact visualization of data trends. They
are ideal for representing data variations, patterns, and comparisons.
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Notes Sparkline graphics come in three types: Line, Column, and Win/Loss,
each serving different purposes.
Inserting Sparkline Graphics
To insert Sparkline graphics in Excel, follow below steps:
Select the cell where you want to insert the Sparkline graphic.
Navigate to the “Sparklines” section in the “Insert” tab of the Excel
ribbon.
Choose the type of Sparkline graphic you want to create: Line,
Column, or Win/Loss.
Specify the data range for the Sparkline graphic, including the
source data and any optional settings.
Click “OK” to insert the Sparkline graphic into the selected cell.
Customizing Sparkline Graphics
Excel offers various customization options for Sparkline graphics to en-
hance their appearance and interpretability:
Changing Sparkline Type: You can easily switch between Line,
Column, and Win/Loss Sparkline types to better represent your data.
Adjusting Sparkline Options: Modify options such as data range, axis
settings, marker points, and data labels to fine-tune the visualization.
Formatting Sparkline Styles: Apply different styles, colors, and
themes to your Sparkline graphics to match your workbook’s overall
design.
Sparkline Grouping: Group multiple Sparkline graphics together
to compare and analyze data trends across a range of cells.
Best practices for Using Sparkline Graphics
To effectively utilize Sparkline graphics, keep the following best prac-
tices in mind:
Keep Sparklines Simple: Since they are compact, avoid cluttering
Sparkline graphics with excessive data points or labels.
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Combine with other Excel Features: Incorporate Sparkline graphics Notes
with other Excel features like conditional formatting and data
validation for comprehensive data analysis.
Go to Insert > Sparklines.
There are lots of formatting options available. Make sure to explore them.
pivot Tables
Pivot tables are a powerful feature in Microsoft Excel that allow you to
summarize and analyze large amounts of data quickly and efficiently. We
will explore the concept of pivot tables, their benefits, and how to create
and customize them to gain valuable insights from your data.
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Notes What are pivot Tables?
A pivot table is a data summarization tool that enables you to extract
meaningful information from a dataset. It organizes and presents your
data in a structured manner, making it easier to understand patterns,
trends, and relationships. Pivot tables offer a flexible way to manipulate
and analyze data without altering the original dataset.
Creating a pivot Table
We are working on the Global Superstore Orders.xlsx file. Select Insert
> Pivot Table.
Make sure the range is correct. It should be ‘Orders Compact’!$A$1:$O$51291.
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Notes
This creates a new sheet.
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Notes We have kept Market in Filters, Category in Columns, Segment in Rows
and Sales in Values.
Summarize
Let us make one more pivot table on a new sheet. This time we have
Sub-Category in Rows and Sales in Values.
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Right click on B4 to see a list of Summarize options. Sum, Count, Av- Notes
erage are the ones we use most often.
We can also keep Sales in the Values field three times.
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Notes
Sort
Right click on B4 to Sort the data.
Grouping
To group dates, we keep Order Date in Rows.
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Now, we can right click on A4 and group the dates. Notes
You can choose the grouping levels you want. Here, we are choosing
Months and Years.
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Notes
Charts and Slicers
Let us keep Market in Rows and Sales in Values.
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Go to Insert > Chart and choose the Clustered Column chart. Notes
Go to pivotTable Analyze > Filter > Insert Slicer. We enter a Slicer
for Segment.
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Notes
We get an interactive Slicer now. Clicking on any Segment will filter
the Table and Chart both.
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Notes
Calculated Field
Keep the Profit and Sales in Values and Market in Rows. Go to Pivot-
Table Analyze > Calculation > Fields, Items & Sets > Calculated Field.
Now, we add the calculation Profit Margin = Profit/Sales. Click on Add
> OK.
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Notes Profit Margin will appear in the Table now.
Make sure to convert it into a Percentage (%) data type if the numbers
are not visible.
Macros
Excel macros are a powerful feature that allows users to automate repet-
itive tasks and enhance the functionality of Microsoft Excel. A macro is
essentially a set of instructions that tells Excel what to do. By recording
or writing macros in Visual Basic for Applications (VBA), users can
create custom solutions tailored to their specific needs.
Using macros in Excel provides several benefits. Firstly, macros save time
and effort by automating repetitive tasks. This allows users to focus on
more important aspects of their work. Secondly, macros eliminate human
errors that can occur during manual data entry or calculations. They en-
sure consistency and accuracy in data processing. Lastly, macros enable
the creation of sophisticated applications by adding interactive features
and customizing Excel’s functionality.
Introduction to VBA
Visual Basic for Applications (VBA) is a programming language devel-
oped by Microsoft to extend the capabilities of applications like Excel,
Word, and PowerPoint. VBA provides a way to write macros and automate
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various tasks within these applications. It is a powerful tool for creating Notes
customized solutions and interacting with the Microsoft Office suite.
Learning VBA opens a world of possibilities for Excel users. It allows
them to go beyond the limitations of built-in functions and features. With
VBA, users can create complex macros, build user forms, interact with
databases, generate reports, and much more. By harnessing the power of
VBA, users can become more efficient, productive, and proficient in Excel.
Enabling Developer Tab
To use Macros, you first have to enable the Developer Tab.
File > Options > Customize Ribbon > (Check) Developer.
A Developer Tab will now appear.
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Notes
record Macro
Macros can be recorded which can then be run again. This helps us au-
tomate repetitive tasks.
This is our data.
Select Developer > record Macro.
Give the Macro the name RecordActions.
Let us record a Macro. We will perform the following tasks on the data.
Multiple Price * Quantity in D2
Copy the formula down
Find SUM
Change colour to Green.
Now, select Developer > Code > Stop Recording.
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To see the Macro that has been recorded, select Developer > Code > Notes
Visual Basic.
On the Project – VBA Project pane, select Modules.
A new module called Module1 will be created.
This is the code.
Sub RecordActions()
‘
‘ RecordActions Macro
‘
‘
Range(“D2”).Select
Application.CutCopyMode = False
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Notes ActiveCell.FormulaR1C1 = “=RC[-1]*RC[-2]”
Range(“D2:D4”).Select
Selection.FillDown
Range(“D5”).Select
Application.CutCopyMode = False
Selection.FormulaR1C1 = “=SUM(R[-3]C:R[-1]C)”
End Sub
Now, we open another sheet with different data.
We go to Developer → Code → Macros.
Select our Macro and click on Run. The same steps will be performed
for this new dataset as well.
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Notes
Unit – 2 Questions
1. Sparklines can be added:
(a) On top of cells
(b) Inside a cell
(c) Both
(d) On a chart
2. Which option is not available in Pivot Table Summarize?
(a) SUM
(b) COUNT
(c) AVERAGE
(d) MEDIAN
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U N I T
3
Word processing
Microsoft Word is a powerful word processing software that provides numerous advanced
formatting features to enhance the appearance and organization of your documents. We
will explore various techniques and tools that will allow you to take your document for-
matting to the next level. From customizing styles and templates to utilizing advanced
layout options, you will learn how to create visually appealing and professional-looking
documents using Microsoft Word.
Creating and Saving Document
We will be working on Microsoft 365 version of Word. Upon launching Word, you will
be welcomed by the Start Screen, offering you convenient choices to open recent files,
templates, or explore your folders.
To access the Open dialog box and select the desired workbook file, simply click on the
“Open” button. You can find this button on the screen. Inside the dialog box, you can
browse your computer’s folders using the navigation pane or use the search bar for faster
file retrieval.
You also have the option of opening workbooks directly from Word by accessing the File
tab situated in the top left corner of the application window.
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Simply click on the “File” tab to access the Backstage view, where you’ll Notes
find a range of file-related options.
To open a document, select “Open” from the sidebar. This action will
bring up the Open dialog box, allowing you to choose the specific doc-
ument you want to open.
Click on New to open a new document or choose a template.
With Word, you have the ability to open multiple documents at the same
time, giving you the flexibility to work on various projects across different
files. By following the mentioned steps, you can easily open additional
documents while keeping the previously opened ones unaffected.
Every document you open appears in its own separate Word window, al-
lowing you to conveniently switch between them using either the taskbar
or Word’s View tab.
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Notes
Displaying Different Views
Microsoft Word offers users the flexibility to work with various viewing
options, allowing them to customize their editing experience and opti-
mize their productivity. We will explore the different views available in
Microsoft Word and discuss how each view can enhance your document
creation and editing process. Microsoft Word has covered whether you need
a comprehensive overview of your document’s layout, a closer look at its
formatting details, or a distraction-free environment for focused writing.
print Layout View
Print Layout View is the default view in Microsoft Word and provides
users with a visual representation of how the document will appear when
printed. It shows the entire page layout, including margins, headers, footers,
and other design elements. This view is ideal for tasks like formatting,
adjusting page breaks, and working with complex documents that require
precise positioning of elements.
Full Screen reading View
Full Screen Reading View is designed to provide a comfortable reading
experience by maximizing the document’s visibility on the screen. It
eliminates distractions, such as menus and toolbars, and displays the
text in a large, easy-to-read format. This view is especially useful when
reviewing lengthy documents, reading drafts, or giving presentations.
Web Layout View
Web Layout View is optimized for viewing documents as they would
appear in a web browser. It allows users to see how the content will be
presented on the web, including images, hyperlinks, and other interactive
elements. This view is beneficial when creating web content or when
collaborating with others on online projects.
Outline View
Outline View provides a hierarchical overview of the document’s structure,
allowing users to focus on its organization and easily navigate between dif-
ferent sections. It enables users to create, rearrange, and collapse headings
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and subheadings, making it an efficient tool for outlining and restructuring Notes
long documents or creating structured outlines for reports and presentations.
Draft View
Draft View offers a simplified layout, focusing primarily on the text con-
tent of the document. It removes most formatting and visual elements,
providing a distraction-free environment for writing and editing. This view
is particularly helpful when working on content creation, brainstorming
ideas, or when you need to concentrate on the text without being influ-
enced by design elements.
read Mode
Read Mode, also known as Reading View, is a highly immersive and
visually appealing way to read documents. It automatically adjusts the
layout and font size to optimize readability, particularly on tablets and
touch-enabled devices. Read Mode supports interactive features such as
embedded multimedia content and hyperlinks, making it an excellent
choice for reading eBooks, articles, and other lengthy documents.
Working with Styles and Character Formatting
Effective formatting is essential for creating visually appealing and well-struc-
tured documents. Microsoft Word offers a wide range of tools and features
to help you achieve consistent styles and character formatting throughout
your document. We will explore the power of styles and character format-
ting in Microsoft Word and demonstrate how they can enhance the overall
presentation and readability of your work.
Understanding Styles
Styles are a powerful feature in Microsoft Word that allow you to apply
consistent formatting across your document effortlessly. By defining and
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Notes applying styles, you can save time and ensure a cohesive look throughout
your content. Styles can include various formatting elements, such as
font, size, colour, alignment, indentation, and more.
Applying Styles
Microsoft Word provides a vast collection of predefined styles, or you
can create your own custom styles to suit your specific needs. To apply a
style, simply select the text and choose the desired style from the Styles
gallery. Applying a style to a paragraph will automatically format the
entire paragraph according to the defined style.
Modifying Styles
Customizing styles is a common requirement to match your document’s
unique aesthetic or meet specific formatting guidelines. Word allows you
to modify existing styles by adjusting formatting attributes like font, size,
spacing, and indentation. These modifications can be applied universally
to all instances of the style throughout the document.
Creating Custom Styles
Creating custom styles in Microsoft Word gives you complete control
over formatting and allows you to define consistent styles for various
elements like headings, subheadings, body text, quotes, and more. By
creating custom styles, you can ensure that your document adheres to a
specific design or brand identity.
Character Formatting
Font Styles and Formatting: Microsoft Word offers a wide range
of font options to choose from, including different typefaces, styles
(bold, italic, underline), and sizes. You can easily modify the font
attributes to emphasize specific text elements or create visual
hierarchy within your document.
Text Effects: In addition to basic font formatting, Word provides
various text effects to add visual impact to your document. These
effects include shadow, glow, reflection, and more. However, it’s
important to use text effects sparingly and thoughtfully to maintain
readability and professionalism.
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highlighting and Colour: Using highlighting and colour options, Notes
you can draw attention to specific sections or keywords in your
document. Word allows you to apply background colours, text
colours, and shading effects to enhance the visual appeal and make
important information stand out.
Character Spacing and Alignment: Adjusting character spacing and
alignment can significantly impact the overall look and readability
of your document. Word enables you to control letter spacing,
word spacing, and alignment options such as left, right, centre, and
justified alignment.
Go to home > Styles to access all options.
Options for Clipboard, Font and Paragraph are available in the Home Tab.
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Notes
page Setup and Sections
Microsoft Word offers powerful tools for customizing page layouts and
organizing your document into sections. Let us go through the essential
features of page setup and sections, empowering you to create profes-
sional-looking documents with ease. Whether you’re working on a simple
report or a complex manuscript, understanding these concepts will enhance
your document’s visual appeal and readability.
page Setup
Margins: Margins play a crucial role in framing the content on a
page. To set or modify margins in Microsoft Word, navigate to the
“Layout” tab and select “Margins.” Here, you can choose predefined
margin settings or customize them according to your requirements.
Consider factors such as binding, printing constraints, and overall
aesthetics when determining your margin settings.
paper Size and Orientation: The choice of paper size and orientation
significantly impacts the readability and formatting of your document.
Access the “ Layout” tab, click on “Size,” and select the desired
paper size. Moreover, you can adjust the orientation between portrait
and landscape modes to optimize your document’s layout.
page Breaks: Page breaks allow you to control where content
begins and ends on each page. Utilize page breaks to start a new
section or chapter, insert a blank page, or ensure specific content
remains together. You can insert page breaks by navigating to the
“Insert” tab and selecting “Page Break.”
Sections
Sections divide your document into distinct parts, each with its own
formatting and layout settings. Sections are particularly useful when you
need different headers, footers, page numbering, or column formatting
within a single document. They allow for greater flexibility and control
over your document’s structure.
InsertingSections: To insert a section in Microsoft Word, place the
cursor where you want the new section to begin. Navigate to the
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“Layout” tab, click on “Breaks,” and select the appropriate break Notes
type for your desired section. Common break types include “Next
Page” and “Continuous.” Experiment with different break types to
achieve the desired layout.
Modifying Section Settings: Once you’ve inserted sections, you
can modify their settings to customize the formatting within each
section. Right-click on the desired section break, select “Format,” and
explore the available options. These settings may include different
headers and footers, unique page numbering, distinct margins, or
varied column layouts. Adjust as per your document’s requirements.
Linking and Unlinking Sections: Linking sections allows you to
maintain consistent formatting across multiple sections. However,
there may be instances where you need to unlink a section from the
previous one. To do so, navigate to the “Header & Footer” section
under the “Design” tab, deselect the “Link to Previous” option, and
make the necessary modifications.
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Notes
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Notes
Working with Tables
Table is a powerful feature in Microsoft Word that allows you to organize
and present information in a structured and visually appealing manner.
Whether you’re creating a report, a research paper, or even designing a
flyer, tables can help you display data and text in an organized grid format.
Open Microsoft Word and navigate to the page where you want to
insert the table.
Click on the “Insert” tab in the ribbon at the top of the Word window.
In the “Tables” group, click on the “Table” button. A dropdown
menu will appear.
Move your cursor over the grid of cells to select the desired number
of rows and columns for your table. Click to insert the table into
your document.
Alternatively, you can choose “Insert Table” from the dropdown
menu to specify the exact number of rows and columns you want
in the table.
Once the table is inserted, you can start entering data into the
cells. Simply click inside a cell and begin typing. You can navigate
between cells using the Tab key or the arrow keys.
To add or remove rows and columns, select a cell or a range of
cells, right-click, and choose the appropriate option from the context
menu. You can also use the Table Tools Design tab that appears when
the table is selected to add, delete, or modify rows and columns.
To format the table, select the entire table or specific cells, and use
the options in the “Table Tools” tab. You can change the table’s
borders, cell background colors, text alignment, font styles, and more.
You can also merge and split cells to create more complex table
structures. To merge cells, select the cells you want to merge,
right-click, and choose “Merge Cells” from the context menu. To
split cells, select the cell or cells you want to split, right-click, and
choose “Split Cells” from the context menu.
To adjust the overall table layout, such as column width and row
height, position your cursor over the lines between the column or
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Notes row headings until the cursor changes to a double-headed arrow.
Then, click and drag to resize the columns or rows.
You can also apply pre-designed table styles to your table by
selecting the table and clicking on the “Table Styles” button in
the Table Tools Design tab. This allows you to quickly change the
appearance of the table.
Once you’ve finished creating and formatting your table, continue
working on your document, or save and export it as needed.
Table of Contents
The table of contents is an essential element of any well-structured docu-
ment, as it provides a roadmap for readers to navigate through the content
easily. Microsoft Word offers a convenient feature that allows you to
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create and update a table of contents automatically. We will explore the Notes
step-by-step process of creating a table of contents in Microsoft Word.
Applying heading Styles
Before you can generate a table of contents, it’s crucial to format your
document using the built-in heading styles provided by Word. These styles
include Heading 1, Heading 2, Heading 3, and so on, which help create
a hierarchical structure for your content. To apply a heading style to a
specific section, follow below steps:
Select the desired section of text.
Go to the “Home” tab in the Word toolbar.
In the “Styles” group, choose the appropriate heading style from
the list.
Inserting a Table of Contents
Once you have formatted your document with the appropriate heading
styles, you can insert a table of contents in just a few simple steps:
Place the cursor at the location in the document where you want
to insert the table of contents.
Go to the “References” tab in the Word toolbar.
In the “Table of Contents” group, click on the “Table of Contents”
button.
Select the desired style from the available options, such as “Automatic
Table 1” or “Automatic Table 2.”
Updating the Table of Contents
As you make changes to your document, such as adding or deleting sections
or modifying headings, it’s important to update the table of contents to
reflect those changes. To update the table of contents, follow below steps:
Right-click on the table of contents.
From the context menu, select “Update Field.”
Choose the desired update option, such as “Update page numbers
only” or “Update entire table.”
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Notes Customizing the Table of Contents
Microsoft Word offers various customization options to make your table
of contents visually appealing and tailored to your document’s require-
ments. Here are a few customization options you can explore:
Modifying the appearance: Change the font, size, or formatting
of the table of contents to match your document’s style.
Adjusting the levels: Customize the number of heading levels
included in the table of contents.
removing page numbers: If your document doesn’t require page
numbers in the table of contents, you can remove them.
Formatting tab leaders: Tab leaders are the dots, dashes, or lines
that connect the headings to the corresponding page numbers.
Customize the style of tab leaders to enhance readability.
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Notes
Inserting SmartArt
SmartArt is a powerful feature in Microsoft Word that allows you to
create visually appealing and organized diagrams, charts, and graphics.
By using SmartArt, you can enhance the visual impact of your documents
and effectively communicate complex information. We will explore how
to insert and customize SmartArt in Microsoft Word.
To insert a SmartArt graphic in Word, follow below steps:
Open Microsoft Word and navigate to the page where you want to
insert the SmartArt graphic.
Click on the “Insert” tab located at the top of the Word window.
In the “Illustrations” group, click on the “SmartArt” button. A gallery
will appear, displaying various SmartArt categories.
Browse through the different SmartArt categories and select the one that
best suits your needs. The categories include lists, processes, cycles,
hierarchies, relationships, matrices, pyramids, and more.
Once you’ve chosen a category, click on the specific SmartArt graphic
layout that you want to use. A preview will be displayed in the right pane.
Click on the “OK” button to insert the selected SmartArt graphic onto
your document.
After inserting the SmartArt graphic, you can customize it according
to your requirements. Here are some ways to customize your SmartArt
graphic:
Add or remove shapes: To add a new shape, click on the existing
shape closest to where you want to add the new one, then click on the
“Add Shape” button in the SmartArt Tools Design tab. To remove a
shape, select the shape and press the “Delete” key on your keyboard.
Change the layout: If you want to change the layout of your
SmartArt graphic, go to the SmartArt Tools Design tab and click
on the “Change Layout” button. Select the desired layout from the
gallery that appears.
Modify the text: Click on each shape in the SmartArt graphic to
enter or edit the text. You can also apply formatting options, such
as font size, colour, and alignment, from the Home tab.
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Notes Apply styles and colors: The SmartArt Tools Design tab provides
various styles and colour combinations that you can apply to your
SmartArt graphic. Experiment with different styles to find the one
that best complements your document’s design.
resize and reposition: To resize the SmartArt graphic, click on it, and
drag the sizing handles. You can also reposition the SmartArt graphic
by clicking and dragging it to a new location within the document.
Spell Check, Grammar, and Thesaurus
Microsoft Word has revolutionized the way we write and edit documents.
One of its most valuable features is its comprehensive set of tools for
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spell checking, grammar correction, and thesaurus assistance. We will Notes
explore how these functionalities can significantly improve the quality
and accuracy of your writing while enhancing your productivity.
Spell Check
Spell check in Microsoft Word is a powerful tool that helps identify and
correct spelling errors in your documents. It works by comparing the
words in your document against an extensive built-in dictionary. Here
are some key points to remember when using the spell check feature:
Activating Spell Check: To activate spell check, navigate to the
“Review” tab in the Word ribbon and click on the “Spelling &
Grammar” button. Alternatively, you can press the “F7” key as a
shortcut.
Automatic Spell Checking: Word can automatically check your
spelling as you type, underlining potential errors in real-time.
Misspelled words will be marked with a red wavy line.
Correcting Spelling Errors: When Word identifies a spelling
error, right-click on the underlined word to see a list of suggested
corrections. Choose the correct option, and Word will automatically
update it.
Customizing Spell Check: Word allows you to customize the spell
check feature to suit your needs. You can add words to the custom
dictionary, ignore certain words, or modify the proofing options
according to your preferences.
Grammar Correction
Apart from spell check, Microsoft Word also provides grammar correc-
tion capabilities. It can help you identify grammatical errors and offer
suggestions for improvement. Consider the following aspects of grammar
correction in Word:
Grammar Checking Options: Word offers various grammar checking
options that you can enable or disable to match your writing style.
To access these options, go to “File,” then “Options,” and select
“Proofing.”
Identifying Grammar Mistakes: Similar to spell check, Word
underlines potential grammar mistakes with a blue wavy line. Right-
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Notes clicking on the underlined section will display suggested corrections
or explanations for the identified issue.
Exploring Advanced Grammar Suggestions: Word’s grammar
checking tool can also provide advanced suggestions for improving
sentence structure, word choice, and overall clarity. These suggestions
can significantly enhance the readability of your document.
Thesaurus Assistance
In addition to spell check and grammar correction, Microsoft Word in-
cludes a built-in thesaurus, allowing you to find synonyms and antonyms
to diversify your writing. Here’s how to make the most of this feature:
Accessing the Thesaurus: To access the thesaurus, select a word
in your document, right-click, and choose “Synonyms” from the
context menu. A list of alternative words will appear, providing you
with options to improve your writing style and avoid repetition.
Using Synonyms and Antonyms: Word’s thesaurus not only suggests
synonyms but also provides antonyms. This feature enables you to
explore words with opposite meanings, helping you express your
thoughts more precisely.
Inserting Synonyms Directly: Word allows you to replace words
with their synonyms directly from the thesaurus pane. Simply select
the desired synonym and click on the “Insert” button to incorporate
it into your document.
Create Bookmarks, Captions and Cross-referencing
We can enhance the functionality and professionalism of your docu-
ments. Specifically, we will focus on creating bookmarks, captions, and
cross-references. These tools allow you to easily navigate within your
document, add informative captions to images and tables, and create
dynamic references to other sections or objects within your document.
Creating Bookmarks
Bookmarks are useful for marking specific locations within your docu-
ment, making it easy to navigate back to those points later. Follow below
steps to create bookmarks in Microsoft Word:
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Select the text or location in your document where you want to Notes
create a bookmark.
Click on the “Insert” tab in the ribbon at the top of the Word window.
In the “Links” group, click on the “Bookmark” button.
Enter a name for your bookmark in the dialog box and click “Add.”
To navigate to a bookmark, use the “Go To” feature by pressing
Ctrl+G, selecting “Bookmark” from the “Go to what” dropdown,
and choosing the desired bookmark from the list.
Adding Captions
Captions provide descriptive labels for images, tables, or other objects in
your document, improving readability and understanding. To add captions
in Microsoft Word, follow below steps:
Select the object (image or table) to which you want to add a caption.
Click on the “References” tab in the ribbon.
In the “Captions” group, click on the “Insert Caption” button.
In the dialog box that appears, select the desired label from the
“Label” dropdown.
Optionally, you can modify the caption numbering format or add
a caption prefix or suffix.
Click “OK” to insert the caption below the object.
Cross-referencing
Cross-references allow you to refer to other sections, figures, tables, or
bookmarks within your document automatically. To create cross-references
in Microsoft Word, follow below steps:
Place the cursor at the location in your document where you want
to insert the cross-reference.
Click on the “References” tab in the ribbon.
In the “Captions” group, click on the “Cross-reference” button.
In the dialog box that appears, select the desired reference type
(such as “Bookmark,” “Figure,” or “Heading”).
Choose the specific item you want to refer to from the list.
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Notes Select the desired reference format, such as page number or caption.
Click “Insert” to insert the cross-reference into your document.
Mail Merge
Microsoft Word provides a powerful feature called “Mail Merge” that
enables users to create personalized mass mailings effortlessly. Whether
you’re sending invitations, newsletters, or marketing materials, mastering
the art of mail merge can save you time and effort while maintaining
a personal touch. Let us go through the process of performing a mail
merge in Microsoft Word.
Understanding Mail Merge
Mail merge is the process of combining a standard document (the main
document) with a data source (such as an Excel spreadsheet or Outlook
contacts) to produce personalized output documents. Each output docu-
ment contains unique information based on the data source, allowing you
to create customized letters, labels, envelopes, or email messages for a
large number of recipients.
Setting Up your Data Source
prepare your data: Organize your recipient data in a structured manner,
such as a spreadsheet, with each column representing a different type of
information (e.g., name, address, email).
Connect the data source: Open your main document in Microsoft Word,
navigate to the “Mailings” tab, and click on “Select Recipients.” Choose
the appropriate option to connect your data source, such as “Use an Ex-
isting List” or “Type a New List.”
Map the fields: Word will prompt you to map the fields from your data
source to the corresponding placeholders in the main document. Ensure
that each field is correctly matched to the appropriate placeholder.
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Designing your Main Document Notes
Create your main document: Design your document as you would for
a regular letter but leave blank spaces or placeholders where the person-
alized information will appear (e.g., <<Name>>, <<Address>>).
Insert merge fields: Place your cursor where you want to insert a merge
field, then go to the “Mailings” tab and click on “Insert Merge Field.”
Choose the desired field from the list, such as “First Name” or “Email
Address.” Repeat this process for each merge field you want to include.
previewing and Completing the Merge
preview the results: Before generating the final output, use the
“Preview Results” button in the “Mailings” tab to review how
the merged information will appear in the output documents. This
allows you to identify and correct any errors or formatting issues.
Complete the merge: Once you’re satisfied with the preview, click
on the “Finish & Merge” button, and select the desired output option,
such as “Print Documents” or “Send Email Messages.” Follow the
on-screen prompts to specify additional settings, such as the range
of records to merge or the printer settings.
Customizing and Troubleshooting
Filtering and sorting: If you only want to merge specific records from
your data source, you can use filtering and sorting options available
within Word. These tools allow you to narrow down the recipient list
based on specific criteria.
Troubleshooting common issues: In case you encounter problems during
the mail merge process, refer to Microsoft Word’s documentation or online
resources for troubleshooting tips. Common issues include mismatched
field mappings, formatting inconsistencies, or data source errors.
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Notes
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Notes
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Notes
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Notes
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Notes
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Notes
Linking and Embedding
Among its many features, the ability to link and embed content elevates
the versatility and functionality of Word documents. We explore the
concept of linking and embedding and how to effectively utilize these
features in Microsoft Word.
Understanding Linking and Embedding
Linking and embedding are two methods that allow you to incorporate
external content into your Word documents. While they achieve similar
outcomes, there are important distinctions between the two:
Linking
Linking enables you to create a connection between a source file and
your Word document. When you update the source file, any changes au-
tomatically reflect in the linked document. This ensures real-time updates
and consistency.
Embedding
Embedding involves inserting an entire file or object within your Word
document. Unlike linking, embedding creates a copy of the source file,
which becomes part of the Word document. This means the embedded
content remains intact even if the original file is modified or moved.
Linking Content in Word
Linking external content in Microsoft Word provides flexibility and easy
updates. Here’s how to do it:
Inserting hyperlinks
Hyperlinks allow you to connect to web pages, email addresses, or other
locations within your document. To insert a hyperlink, follow below steps:
Select the text or object you want to turn into a hyperlink.
Click the “Insert” tab on the ribbon and choose “Hyperlink.”
In the “Insert Hyperlink” dialog box, enter the desired URL or
browse to locate the file.
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Customize the appearance and behaviour of the hyperlink as needed. Notes
Click “OK” to insert the hyperlink.
Linking to Files
Linking to external files, such as Excel spreadsheets or PowerPoint pre-
sentations, can be incredibly useful. To link a file in Word:
Position the cursor where you want to insert the link.
Click the “Insert” tab on the ribbon and select “Object” in the
“Text” group.
In the “Object” dialog box, choose the “Create from File” tab.
Browse to locate the file you want to link and select it.
Specify additional settings, such as whether to display the file as
an icon or a link.
Click “OK” to insert the linked file.
Embedding Content in Word
Embedding content within a Word document allows you to retain the
content’s original form, even if it is modified externally. Here’s how to
embed content:
Embedding Objects
To embed an object, such as a Word document, an Excel worksheet, or
an image, follow below steps:
Position the cursor where you want to embed the object.
Click the “Insert” tab on the ribbon and choose “Object” in the
“Text” group.
In the “Object” dialog box, select the desired object type or file.
Customize the appearance and behaviour of the embedded object
as needed.
Click “OK” to embed the object in the Word document.
Updating and Modifying Embedded Content
Embedded content can be modified directly within the Word document.
To update or modify an embedded object:
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Notes Double-click the embedded object to open it for editing.
Make the necessary changes within the embedded application.
Save and close the embedded application.
The changes made to the embedded content will be automatically
updated in the Word document.
Unit – 3 Questions
1. Shortcut for spell check is:
(a) F8
(b) F7
(c) F9
(d) F10
2. Mail Merge can be done using:
(a) Use an Existing List
(b) Type a New List
(c) Both
(d) Only Excel files
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U N I T
4
Introduction to Database
Development
Database development is a field of software engineering that focuses on designing, creat-
ing, and managing databases. Databases are essential for storing, organizing, and retrieving
vast amounts of data efficiently and securely. They are used in various domains, such as
business, e-commerce, healthcare, finance, and many others.
In the development of a database, several key concepts and processes are involved:
1. Data Modelling: Data modelling is the process of defining the structure and relationships
of the data to be stored in the database. It involves creating a conceptual, logical, and
physical representation of the data. This step helps in understanding the requirements
and designing an efficient database schema.
2. Database Management Systems (DBMS): A DBMS is software that allows users to
interact with the database. It provides functionalities for creating, modifying, and
querying the database. Popular DBMSs include MySQL, Oracle, Microsoft SQL
Server, and PostgreSQL.
3. Database Design: Database design involves defining the tables, columns, data types,
relationships, and constraints that make up the database schema. The design should
ensure data integrity, performance, and scalability.
4. Structured Query Language (SQL): SQL is a programming language used to
communicate with the database. It provides a standardized way to retrieve, insert,
update, and delete data from the database. SQL queries are used to manipulate the
data and perform various operations on the database.
5. Indexing and Optimization: Indexing is a technique used to improve the performance
of database queries by creating indexes on specific columns. Optimization involves
analyzing and fine-tuning the database design, queries, and configuration settings to
enhance performance and efficiency.
6. Data Manipulation: Data manipulation involves inserting, updating, and deleting data
in the database. It also includes querying the database to retrieve specific information
based on given criteria.
7. Data Security: Database development also focuses on implementing robust security
measures to protect sensitive data. This includes authentication, authorization,
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Notes encryption, and auditing mechanisms to ensure data privacy and
integrity.
8. Data Backup and recovery: Regular data backups are crucial to
prevent data loss in case of hardware failure, human error, or other
disasters. Database developers implement backup and recovery
strategies to maintain data availability and reliability.
9. Database Maintenance: Ongoing maintenance tasks include monitoring
the database performance, optimizing queries, managing user access
and permissions, and applying software updates and patches to keep
the database running smoothly.
Database development is an iterative process that involves collaboration
between developers, database administrators, and stakeholders. It requires
a solid understanding of data modelling, database design principles, and
proficiency in programming languages like SQL. By employing efficient and
well-designed databases, organizations can manage their data effectively, make
informed decisions, and support their business processes more efficiently.
Database Terminology
Database Terminology refers to the specific vocabulary and terms used in
the field of databases. Here are some common terms and their definitions:
1. Database: A structured collection of data that is organized and
stored in a way that allows efficient retrieval, modification, and
management.
2. Table: A fundamental unit of organization in a relational database.
It consists of rows (records) and columns (fields) that define the
structure and attributes of the data.
3. record: Also known as a row, it represents a single instance or
entry in a database table, containing a set of related data.
4. Field: Also referred to as a column, it represents a specific attribute
or property of a record in a database table. Each field has a defined
data type and holds a single value.
5. primary Key: A unique identifier for each record in a database table.
It ensures the integrity and uniqueness of the data and is used to
establish relationships between tables.
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6. Foreign Key: A field or set of fields in one table that refers to the Notes
primary key in another table. It establishes relationships between
tables, enabling data integrity and enforcing referential integrity
constraints.
7. Index: A database structure that improves the speed of data retrieval
operations. It contains a sorted list of values along with pointers
to the physical location of the corresponding data.
8. Query: A request or command to retrieve, manipulate, or process
data from a database. Queries are written using a specific database
query language like SQL (Structured Query Language).
9. Normalization: The process of organizing data in a database
efficiently to eliminate redundancy and improve data integrity. It
involves dividing larger tables into smaller ones and establishing
relationships between them.
10. Backup: A copy of a database taken at a specific point in time to
protect against data loss. Backups are essential for disaster recovery
and maintaining data availability.
11. Transaction: A logical unit of work performed on a database that
consists of one or more operations. It ensures the consistency and
integrity of the data by ensuring that either all operations within a
transaction are completed or none are.
12. Schema: A logical structure or blueprint that defines the organization
and structure of a database. It includes table definitions, relationships,
constraints, and permissions.
13. Data Warehouse: A large, centralized repository of data that is
collected from various sources within an organization. It is designed
to support business intelligence and reporting activities.
14. Data Mining: The process of analyzing large datasets to discover
patterns, relationships, and useful information. It involves applying
statistical and machine learning techniques to extract insights from
data.
15. Data Integrity: The accuracy, consistency, and reliability of data
stored in a database. It ensures that data meets certain quality
standards and remains valid and trustworthy throughout its lifecycle.
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Notes These are just a few examples of the terminology used in databases. The
field of databases encompasses a wide range of concepts and terms that
are continuously evolving with advancements in technology and new
approaches to data management.
Objects in Database
In the context of databases, objects typically refer to specific entities or
instances that are stored and managed within the database. Here are some
common examples of objects in databases:
1. Tables: A table is a fundamental object in a relational database. It
represents a collection of related data organized in rows and columns.
Each row in a table represents a record or instance of the entity
being modelled, while each column represents a specific attribute
or property of that entity.
2. Views: A view is a virtual table that is derived from the data stored in
one or more underlying tables. It provides an alternative representation
of the data, presenting a subset of the data or combining data from
multiple tables. Views are useful for simplifying complex queries,
enforcing security restrictions, and presenting a customized view
of the data to users.
3. Indexes: An index is a database object that enhances the speed of
data retrieval by providing a quick access path to the data. It is
created on one or more columns of a table and contains a sorted
copy of the data in those columns, along with pointers to the actual
data. Indexes help optimize query performance by reducing the need
for full table scans.
4. Stored procedures: A stored procedure is a named set of SQL
statements that are precompiled and stored in the database. It
allows for the execution of a sequence of database operations as
a single unit. Stored procedures can be invoked by applications or
other database objects, providing a convenient and reusable way to
perform complex tasks or business logic within the database.
5. Functions: Functions are like stored procedures but return a value
and are primarily used to perform calculations or transformations
on data. They accept input parameters, process the data, and return
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a result. Functions can be used in SQL queries or within other Notes
database objects to perform specific computations.
6. Triggers: A trigger is a database object that is associated with a
table and automatically executed in response to certain events, such
as data modifications (inserts, updates, or deletes) on the table.
Triggers are used to enforce business rules, maintain data integrity,
or perform additional actions when specific conditions are met.
7. User-Defined Data Types: Some databases allow the creation of
user-defined data types. These types are customized data structures
that can be used as column types in tables or as parameters in
stored procedures and functions. User-defined data types enable
the definition of custom data structures tailored to the specific
requirements of an application.
These are just a few examples of objects commonly found in databases.
The specific objects and their features may vary depending on the Data-
base Management System (DBMS) being used, as different DBMSs may
have their own terminology and implementation details.
Creating Table in MS Access
To create a table in Microsoft Access, you can follow below steps:
1. Open Microsoft Access and create a new blank database or open an
existing database where you want to create the table.
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Notes 2. In the navigation pane, click on the “Table Design” button. This will
open the table design view.
3. In the table design view, define the columns (fields) of the table by
specifying their names, data types, and any additional properties.
4. Enter the desired column names in the “Field Name” column.
5. Select the appropriate data type for each column from the “Data
Type” column. Access provides various data types such as Text,
Number, Date/Time, Yes/No, etc.
6. Set any additional properties for the columns, such as field size,
format, validation rules, default values, etc. This can be done by
adjusting the properties in the “Field Properties” section at the
bottom of the table design view.
7. Define the primary key by selecting the desired column and clicking
on the “Primary Key” button in the “Tools” section of the Access
ribbon.
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8. Save the table by clicking on the “Save” button in the Access ribbon Notes
or by pressing Ctrl+S.
9. Provide a name for the table when prompted and click “OK” to save
the table.
Here’s a simplified example of creating a table named “Employees” with
a few columns:
In this example, the “Employees” table has four columns:
- ‘ID’ column with an AutoNumber data type, serving as the primary
key.
- ‘FirstName’ column with a Text data type.
- ‘LastName’ column with a Text data type.
- ‘Age’ column with a Number data type.
Please note that the actual steps and options may vary slightly depending
on the version of Microsoft Access you are using.
Working with Fields in MS Access
When working with fields in Microsoft Access, you can perform various
tasks to define and manage the properties and data within the fields. Here
are some common operations you can perform with fields in MS Access.
1. Adding a Field:
In the table design view, click on the next available blank row
in the Field Name column and enter the desired field name.
Select the appropriate data type for the field from the Data Type
column.
Set any additional properties for the field, such as field size,
format, validation rules, default values, etc.
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Notes
2. Modifying a Field:
In the table design view, click on the field you want to modify.
Update the properties of the field as needed, such as the data
type, field size, or other properties.
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3. Deleting a Field: Notes
In the table design view, select the entire row for the field you
want to delete.
Press the Delete key to remove the field from the table.
4. reordering Fields:
In the table design view, click on a field and drag it to the
desired position within the table.
5. renaming a Field:
In the table design view, right-click on the field name and select
“Rename Field.”
Enter the new name for the field.
6. Setting primary Key:
In the table design view, select the field that you want to set as
the primary key.
Click on the “Primary Key” button in the “Tools” section of the
Access ribbon.
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Notes
7. Applying Validation rules:
In the table design view, select the field you want to apply a
validation rule to.
In the field properties, go to the “Validation Rule” property and
enter the rule expression.
Optionally,set the “Validation Text” property to display a custom
error message when the rule is violated.
8. Creating Lookup Fields:
In the table design view, select the field you want to turn into
a lookup field.
In the field properties, go to the “Lookup” tab and specify the
lookup source, such as a table or query, and the desired columns
to display.
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Notes
9. Specifying Default Values:
In the table design view, select the field you want to set a default
value for.
In the field properties, go to the “Default Value” property and
enter the desired default value.
10. Applying Formatting:
In the table design view, select the field you want to format.
In the field properties, go to the “Format” property and specify
the desired format, such as date/time format or number format.
Remember to save your changes after making modifications to the fields.
These operations can help you define the structure, constraints, and be-
haviour of the fields within your Microsoft Access tables.
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Notes
Data Types in MS Access
In Microsoft Access, you can use a variety of data types to define the
structure of your tables. Here are the common data types available in
MS Access:
1. Text: Used for storing alphanumeric characters, such as names,
addresses, or descriptions. The maximum length can be specified
(up to 255 characters).
2. Memo: Like the Text data type but allows for longer text entries
(up to 65,536 characters).
3. Number: Used for storing numeric data, including integers, decimals,
and floating-point numbers. It supports different subtypes, such as
Byte, Integer, Long Integer, Single, Double, and Decimal.
4. Date/Time: Used for storing dates, times, or a combination of both.
It supports various formats and can handle a range of dates from
January 1, 100 to December 31, 9999.
5. Currency: Used for storing monetary values, with support for up to
four decimal places.
6. yes/No: Represents a Boolean value, allowing only two options:
Yes/True or No/False.
7. AutoNumber: Generates a unique numeric value for each record
automatically. Typically used as a primary key.
8. hyperlink: Stores web addresses (URLs) or email addresses as
clickable hyperlinks.
9. OLE Object: Allows for storing embedded objects, such as images,
documents, or other OLE-compliant data.
10. Attachment: Introduced in Access 2007, this data type allows for
storing multiple file attachments within a single field.
11. Lookup Wizard: Allows you to create a drop-down list of predefined
values for a field, which simplifies data entry and enforces data
integrity.
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12. Calculated: Allows you to create a field whose value is derived Notes
from an expression involving other fields within the same table.
13. yes/No (True/False): Represents a Boolean value, allowing only
two options: Yes/True or No/False.
14. Short Text: Like the Text data type but limited to a maximum of
255 characters.
15. Long Text: Like the Memo data type, allowing for longer text entries
(up to 65, 536 characters).
These data types offer flexibility in representing various types of
data within your MS Access tables.
Indexing in MS Access
In Microsoft Access, indexing is a technique used to improve the perfor-
mance of queries and data retrieval operations by creating indexes on one
or more fields in a table. Indexes provide a quick lookup mechanism for
locating specific data within a table, like the index in a book.
To create an index on a field in MS Access, follow below steps:
1. Open Microsoft Access and navigate to the database that contains
the table you want to index.
2. In the navigation pane, click on the “Tables” tab to display the list
of tables in the database.
3. Double-click on the table name to open it in the datasheet view.
4. Click on the “Table Design” button in the “Table Tools” tab on the
ribbon. This will open the table in design view.
5. In the table design view, locate the field on which you want to create
an index.
6. Select the field by clicking on its row, and then click on the “Indexes”
button in the “Table Tools” tab on the ribbon. This will open the
“Indexes” window.
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Notes
7. In the “Field Name” column of the “Indexes” window, select the
field for which you want to create an index.
8. Specify the index properties in the “Index Properties” section, such
as whether it should be a unique index (no duplicate values) or
allow duplicates.
9. Save the changes to the table by clicking the “Save” button in the
Access ribbon or by pressing Ctrl+S.
By creating an index on a field, Access will internally create a data struc-
ture that allows for faster lookup and retrieval of data based on that field.
This can significantly improve the performance of queries, especially when
searching or sorting based on indexed fields. However, it’s important to
note that indexes can slightly increase the size of the database file and
may impact the performance of data modification operations (e.g., insert,
update, delete), as indexes need to be updated along with the data.
Additionally, in MS Access, you can also use the Database Analyzer
tool to analyse the performance of your database and suggest potential
indexes to create, based on query patterns and usage.
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Notes
Working with Multiple Tables in MS Access
Working with multiple tables in Microsoft Access involves establishing
relationships between tables, performing joins to retrieve data from mul-
tiple tables, and designing queries, forms, and reports that incorporate
data from multiple tables. Here are some key aspects to consider:
1. Establishing relationships:
Open the database in Access and navigate to the Database Tools tab.
Click on the Relationships button to open the Relationships
window.
Add the necessary tables by selecting them from the Show Table
dialog.
Define relationships between tables by dragging and dropping
related fields between tables.
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Notes 2. performing Joins:
Use queries to combine data from multiple tables.
Open the Query Design view and add the desired tables to the
query.
Define the join conditions by connecting related fields between
tables.
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3. Designing Forms Notes
Create a new form or open an existing form in Design View.
Add the desired tables as data sources for the form.
Arrange and customize form controls to display and manipulate
data from multiple tables.
Set control properties and event procedures to define form
behaviour.
Save and preview the form to interact with data from multiple
tables.
4. Designing reports
Create a new report or open an existing report in Design View.
Add the desired tables as data sources for the report.
Design the report layout by arranging report controls and fields.
Apply grouping, sorting, and formatting options to organize and
present data.
Save and preview the report to view data from multiple tables.
5. Utilizing Lookup Fields
Create lookup fields in a table to reference data from another
table.
Define a relationship between the tables based on the lookup field.
Use the lookup field to display values from the related table in
forms and reports.
6. Using Subqueries
Incorporate subqueries within queries to retrieve data from
multiple tables.
Use subqueries as a data source for main queries, allowing for
complex filtering and data retrieval.
By effectively utilizing relationships, joins, queries, forms, reports, and
other features in Microsoft Access, you can work with multiple tables
and leverage the power of a relational database system for managing and
analysing your data.
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Notes
relationships & Integrity rules in MS Access
In Microsoft Access, relationships and integrity rules are essential for
maintaining data consistency and ensuring the accuracy and reliability
of your database. Here’s an overview of relationships and integrity rules
in MS Access:
1. relationships
Relationshipsdefine the connections between tables based on
common fields, establishing links between related data.
To create relationships, open the database in Access and navigate
to the Database Tools tab.
Clickon the Relationships button to open the Relationships
window.
Add the tables you want to relate by selecting them from the
Show Table dialog.
Drag and drop the related fields between tables to create the
relationships.
You can specify cardinality (one-to-one, one-to-many, or many-
to-many) and enforce referential integrity.
2. referential Integrity
Referentialintegrity ensures that the relationships between tables
are maintained, and that the data remains consistent.
When referential integrity is enabled, Access enforces rules to
prevent actions that would violate the defined relationships.
To enable referential integrity, open the Relationships window,
select the relationship line, and click on the “Edit Relationships”
button.
In the Edit Relationships dialog, check the “Enforce Referential
Integrity” box.
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Notes
Enforcing referential integrity helps maintain data integrity by
preventing actions such as deleting a record with related data
or adding invalid foreign key values.
3. Cascade Update/Delete
Cascade update and delete actions are options available when
defining relationships and enforcing referential integrity.
Cascade Update: When a primary key value is updated, the
corresponding foreign key values in related tables are automatically
updated.
Cascade Delete: When a primary key value is deleted, all related
records in the related table(s) are also deleted.
Cascade actions help ensure data integrity and maintain the
integrity of relationships across tables.
4. Validation rules
Validation rules are used to define constraints and data validation
criteria for individual fields in a table.
You can specify rules such as data types, ranges, patterns, and
custom expressions.
Validation rules help enforce data integrity and prevent the
insertion of invalid or inconsistent data.
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Notes 5. Validation Text
Validationtext is an optional property that allows you to provide
a custom error message when a validation rule is violated.
The validation text provides a clear explanation to the user
regarding the nature of the validation error.
By establishing relationships, enabling referential integrity, defining
validation rules, and utilizing cascade actions, you can maintain data in-
tegrity, ensure consistency, and prevent data anomalies in your Microsoft
Access database.
Join properties in MS Access
In Microsoft Access, join properties define the type and behaviour of
joins used in queries that involve multiple tables. Join properties allow
you to control how tables are linked and how records are combined
when retrieving data. Here are the different join properties available in
MS Access:
1. Inner Join
An inner join returns only the matching records from both tables based
on the join condition.
The result set includes only the records that have matching values in the
joined fields of both tables.
Inner joins exclude records that do not have matching values in the
joined fields.
2. Left Join (or Left Outer Join)
A left join returns all records from the left table (the “left” side of the
join) and the matching records from the right table.
If a record in the left table does not have a match in the right table, the
result set will contain null values for the right table’s fields.
3. right Join (or right Outer Join)
A right join returns all records from the right table (the “right” side of
the join) and the matching records from the left table.
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If a record in the right table does not have a match in the left table, the Notes
result set will contain null values for the left table’s fields.
4. Full Join (or Full Outer Join)
A full join returns all records from both the left and right tables, com-
bining them based on the join condition.
If a record in either the left or right table does not have a match in the
other table, the result set will contain null values for the non-matching
side.
5. Cross Join (or Cartesian Join)
A cross join returns the Cartesian product of the two tables, resulting in
all possible combinations of records.
It does not require a join condition and returns a result set with the total
number of records in the first table multiplied by the total number of
records in the second table.
To specify the join properties in a query:
1. Open the query in Design View or create a new query.
2. Add the necessary tables to the query.
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Notes 3. Drag and drop the related fields between the tables to define the
join condition.
4. Right-click on the join line connecting the tables and select “Join
Properties” from the context menu.
5. In the Join Properties dialog, choose the desired join type (Inner
Join, Left Join, Right Join, Full Join, or Cross Join).
6. Click OK to save the join properties.
7. Run the query to retrieve the result set based on the specified join
properties.
By selecting the appropriate join properties, you can control how tables
are linked and how records are combined, allowing you to retrieve the
desired data from multiple tables in your MS Access queries.
record Manipulation in MS Access
In Microsoft Access, you can manipulate records in a table using various
operations, such as adding new records, editing existing records, deleting
records, and searching for specific records. Here are the common ways
to manipulate records in MS Access:
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1. Adding New records Notes
Open the table in Datasheet View.
Move to the last empty row at the bottom of the table.
Enter the data for each field in the new record.
Press Enter or use the arrow keys to move to the next row,
saving the record.
2. Editing Existing records
Open the table in Datasheet View.
Double-click on the field value you want to edit and make the
necessary changes.
Press Enter or move to another field to save the changes.
3. Deleting records
Open the table in Datasheet View.
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Notes Select the entire row(s) of the record(s) you want to delete.
Press the Delete key or right-click and choose “Delete Record”
from the context menu.
Confirm the deletion when prompted.
4. Using Forms for record Manipulation
Create a form based on the table you want to manipulate.
Use the form to add new records, edit existing records, and
delete records.
Forms provide a user-friendly interface with customizable controls
for data entry and manipulation.
5. Using Queries for record Manipulation
Create a query to update, insert, or delete records based on
specific criteria.
Use UPDATE queries to modify existing records.
Use INSERT INTO queries to add new records.
Use DELETE queries to remove records based on specific criteria.
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6. Using the Find and replace Function Notes
Open the table in Datasheet View.
Click on the “Find” button in the Home tab of the Access ribbon.
Enter the value you want to search for in the Find What field.
Optionally, specify search options such as whole field or partial
match.
Click Find Next to locate the first matching record.
Use the Replace function to replace specific values in records.
7. Using Advanced Filtering and Sorting
Open the table in Datasheet View.
Click on the filter and sort icons in the column headers to filter
and sort records based on specific criteria.
Filtered records can be modified, deleted, or exported.
These are some of the ways you can manipulate records in MS Access.
Whether you choose to work directly in the table’s Datasheet View, utilize
forms, queries, or other advanced features, MS Access provides a range
of options for managing and manipulating records within your database.
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Notes
Sorting & Filtering in MS Access
Sorting and filtering are important features in Microsoft Access that allow
you to organize and view data based on specific criteria. Here’s how you
can sort and filter data in MS Access:
Sorting Data
1. Open the table or query in Datasheet View.
2. Click on the column header of the field you want to sort by. Clicking
once sorts in ascending order (A to Z or smallest to largest), and
clicking again sorts in descending order (Z to A or largest to
smallest).
3. To sort by multiple fields, hold the Shift key and click on the
additional column headers in the desired order of sorting.
Filtering Data
1. Open the table or query in Datasheet View.
2. Click on the filter icon (funnel-shaped) in the column header of the
field you want to filter by.
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3. In the drop-down menu, select one of the filtering options: Notes
Equals: Filters records where the field equals a specific value.
Does Not Equal: Filters records where the field does not equal
a specific value.
Contains: Filters records where the field contains a specific value.
Does Not Contain: Filters records where the field does not
contain a specific value.
Greater Than: Filters records where the field is greater than a
specific value.
Less Than: Filters records where the field is less than a specific
value.
There are more options as well.
4. Enter the value or select the criteria for filtering and click OK.
5. To remove a filter, click on the filter icon in the column header
and select “Clear Filter from <field name>”.
Advanced Filtering
1. Open the table or query in Datasheet View.
2. Click on the Advanced button in the Sort & Filter group of the Home
tab.
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Notes
3. In the Advanced Filter/Sort dialog box, you can set multiple criteria
using AND or OR operators, specify sorting options, and save the
filter for future use.
4. Click OK to apply the advanced filter.
Filter by Form
1. Open the table or query in Datasheet View.
2. Click on the Filter by Form button in the Sort & Filter group of the
Home tab.
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3. A blank form appears, allowing you to enter values and criteria for Notes
multiple fields.
4. Enter the desired filter criteria and click Apply Filter.
Filter by Selection
1. Open the table or query in Datasheet View.
2. Select the value in a specific field that you want to filter by.
3. Right-click on the selected value and choose “Filter By Selection”
from the context menu.
4. Only records with the selected value in the field will be displayed.
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Notes These are the basic methods for sorting and filtering data in Microsoft Ac-
cess. Sorting allows you to arrange data in a specific order, while filtering
allows you to display only the records that meet certain criteria. These
features help you analyse and view your data more effectively in Access.
Select Data with Queries: Creating Query by Design in
MS Access
To create a query by design in Microsoft Access, follow below steps:
1. Open your database in Access.
2. Click on the “Create” tab in the Access ribbon.
3. Click on the “Query Design” button to open the Query Design view.
4. The “Show Table” dialog box will appear, displaying all the tables
and queries available in your database.
5. Select the tables or queries you want to include in your query by
double-clicking on them or clicking the “Add” button.
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6. Close the “Show Table” dialog box. Notes
7. The tables or queries you selected will appear in the Query Design
view.
8. To specify the fields you want to retrieve in the query results,
drag and drop the desired fields from the tables or queries onto
the design grid.
9. If needed, you can apply criteria to the query by entering conditions
in the “Criteria” row of the respective field.
10. Optionally, you can specify sorting and grouping options by using
the “Sort” and “Group By” rows.
11. To run the query and view the results, click on the “Run” button
in the Design tab of the ribbon or switch to Datasheet View by
clicking on the “View” button.
12. Save the query with a name that reflects its purpose.
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Notes Additional Tips
To join multiple tables in the query, you can drag and drop the
related fields from one table to another, creating the appropriate
relationships.
You can use expressions, functions, and SQL statements to perform
calculations, transformations, and advanced operations in your query.
To refine your query results further, you can add additional criteria,
sorting, and grouping options as needed.
You can save the query and reuse it whenever you need to retrieve
the same set of data or perform the same analysis.
By creating queries by design in MS Access, you can specify the exact
fields, criteria, sorting, and grouping options to retrieve the desired data
from your database. This provides flexibility and control over the results,
allowing you to analyse, summarize, and manipulate the data effectively.
Select Data with Queries: Creating Query by Wizard in
MS Access
To create a query using the Query Wizard in Microsoft Access, follow
below steps:
1. Open your database in Access.
2. Click on the “Create” tab in the Access ribbon.
3. Click on the “Query Wizard” button to open the Query Wizard.
4. The Query Wizard dialog box will appear, providing you with a
step-by-step process to create your query.
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5. Step 1: Select Query Type Notes
Choose the type of query you want to create from the available
options, such as “Simple Query Wizard,” “Crosstab Query Wizard,”
“Find Duplicates Query Wizard,” etc.
Select the desired query type and click “OK” to proceed.
6. Step 2: Select Fields
In this step, you will see a list of available tables and queries.
Select the tables or queries from which you want to include
fields in your query by double-clicking on them or using the
“>>” button to move them to the “Selected Fields” list.
Click “Next” to proceed.
7. Step 3: Sort Order
If you want to specify a sort order for the query results, select
the fields on which you want to sort the data.
Use the “Add” and “Remove” buttons to move fields between
the “Available Fields” and “Sort Order” lists.
Click “Next” to proceed.
8. Step 4: Criteria
In this step, you can specify criteria to filter the data in your
query.
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Notes Select the field for which you want to set criteria from the
“Available Fields” list.
Set the criteria using the options provided, such as “Equals,”
“Greater Than,” “Between,” etc.
Click “Next” to proceed.
9. Step 5: Query Title
Enter a name for your query in the “Query Title” field.
This name will be used to save the query in the database.
Click “Finish” to complete the Query Wizard.
10. Access will create the query based on the options you selected in
the wizard.
11. To view and run the query, click on the “Run” button in the Design
tab of the ribbon or switch to Datasheet View by clicking on the
“View” button.
12. Save the query with a name that reflects its purpose.
By using the Query Wizard in MS Access, you can quickly create queries
without having to manually specify all the design elements. The wizard
guides you through the process, allowing you to select fields, define sort
order, set criteria, and create various types of queries based on your needs.
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Notes
Select, Make Table, Append, Delete, Cross Tab, Update,
parameterized Query, Find Duplicate and Find Unmatched
in MS Access
In Microsoft Access, you can create different types of queries to perform
various data manipulation tasks. Here’s a brief overview of each type
of query:
1. Select Query
Retrieves data from one or more tables or queries.
Allows you to specify the fields you want to retrieve, apply
criteria, and perform sorting.
2. Make Table Query
Creates a new table based on the results of a select query.
Allows you to specify the fields and criteria for selecting data,
and then saves the results in a new table.
3. Append Query
Adds records from one table or query to another table.
Allows you to select records from a source table or query and
append them to a destination table.
4. Delete Query
Removes records from a table based on specified criteria.
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Notes Allows you to specify conditions to identify the records to be
deleted.
5. Crosstab Query
Summarizes data by creating a matrix with row and column headers.
Allows you to specify the fields for rows, columns, and values,
and apply aggregate functions to summarize data.
6. Update Query
Modifies existing records in a table based on specified criteria.
Allows you to update field values based on conditions.
7. parameterized Query
Prompts the user to enter values during query execution.
Allows you to create queries with parameters that can be
dynamically specified when running the query.
8. Find Duplicate Query
Identifies duplicate records based on specified fields.
Allows you to find records that have identical values in selected
fields.
9. Find Unmatched Query
Finds records in one table that have no matching records in
another table.
Allows you to identify records that exist in one table but do not
have corresponding records in another table.
These types of queries provide powerful tools for retrieving, manipulat-
ing, and analysing data in Microsoft Access. By leveraging these query
types, you can perform a wide range of data operations to suit your
specific needs.
Using Operators & Expressions: Creating Simple &
Advance Criteria in MS Access
In Microsoft Access, you can use operators and expressions to create simple
and advanced criteria in queries. Here’s how you can create criteria using
operators and expressions:
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1. Simple Criteria Notes
Open your database in Access.
Click on the “Create” tab in the Access ribbon.
Click on the “Query Design” button to open the Query Design
view.
Add the desired table(s) to the design grid.
In the criteria row of the field, you want to filter, enter a simple
condition using operators:
Equal to: =
Not equal to: <>
Greater than: >
Less than: <
Greater than or equal to: >=
Less than or equal to: <=
Like: Use wildcard characters (*) for pattern matching.
In: List values within parentheses (e.g., IN (‘Value1’, ‘Value2’)).
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Notes 2. Advanced Criteria
Open your database in Access.
Click on the “Create” tab in the Access ribbon.
Click on the “Query Design” button to open the Query Design
view.
Add the desired table(s) to the design grid.
In the criteria row of the field, you want to filter, enter advanced
expressions using operators:
Logical operators: AND, OR, NOT.
parentheses: Use parentheses to group conditions for precedence.
Functions: Use built-in functions like SUM, AVG, COUNT, etc., to
perform calculations in the criteria.
Arithmetic operators: +, -, *, / for numeric calculations.
Date functions: Use functions like Date(), Year(), Month(), etc., for
date-related criteria.
String functions: Use functions like Left(), Right(), Mid(), etc., for
string-related criteria.
Run the query to see the filtered results.
By using operators and expressions, you can create complex and precise
criteria to filter and retrieve specific data in your queries. These criteria
can be based on comparisons, pattern matching, calculations, and other
logical conditions. By combining multiple conditions using logical op-
erators, you can create sophisticated filters to meet your specific data
requirements.
Introduction to Forms in MS Access
Forms in Microsoft Access are graphical user interfaces that provide a
way to interact with your database. They allow you to input, display, and
modify data in a more user-friendly and organized manner compared to
directly working with tables. Forms help streamline data entry, improve
data accuracy, and enhance the overall user experience. Here are some
key aspects and benefits of using forms in MS Access:
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1. Data Entry: Forms provide a structured layout for entering data into Notes
your database. Instead of manually entering data into tables, you
can input information into designated fields within a form. Forms
can have controls such as text boxes, drop-down lists, checkboxes,
and buttons that make data entry more efficient and intuitive.
2. Data Display and Navigation: Forms can be used to view and
navigate through records in your database. You can display records
one at a time, scroll through them, and search for specific records.
Forms provide a clear and organized presentation of data, making
it easier to comprehend and analyze.
3. Data Validation: Forms allow you to apply data validation rules
to ensure the accuracy and integrity of the entered data. You can
specify constraints, such as required fields, data formats, and range
checks, which help prevent incorrect or incomplete data from being
entered.
4. Customization and Layout: Forms can be customized to match
your specific needs and preferences. You can adjust the layout, font
styles, colors, and control placement to create visually appealing and
user-friendly interfaces. Customizing forms allows you to present
data in a way that is most meaningful and relevant to your users.
5. Automation and Business Logic: Forms support the execution of
actions and events based on user interactions. You can associate
buttons, combo boxes, and other controls with macros or Visual
Basic for Applications (VBA) code to perform calculations, execute
queries, update records, and trigger specific actions based on user
input.
6. Integration with reports: Forms can be integrated with reports to
generate printed or electronic output of data. You can design reports
based on the form’s underlying data source to create professional-
looking documents for sharing or distribution.
Overall, forms in MS Access provide an intuitive and interactive way to
work with your database. They simplify data entry, enhance data display
and navigation, enforce data validation, and allow for customization and
automation. Forms improve the usability of your database application and
help users efficiently interact with the underlying data.
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Notes
Creating Basic Forms in MS Access
To create a basic form in Microsoft Access, you can follow below steps:
1. Open your database in Access.
2. Navigate to the “Create” tab in the Access ribbon.
3. Click on the “Form Design” button to open the Form Design view.
4. The “Field List” pane will appear on the right side of the screen,
displaying all the tables and queries in your database.
5. Select the table or query that you want to use as the data source
for your form by double-clicking on it or dragging and dropping
it onto the form design surface.
6. Access will automatically generate a basic form layout based on
the selected data source.
7. You can customize the form design by adding additional fields
from the data source, rearranging the layout, and modifying the
appearance of the form controls.
To add fields, simply drag and drop them from the Field List
pane onto the form design surface.
To rearrange the layout, click and drag the form controls to the
desired positions.
To modify the appearance of the controls, you can change
properties such as the font, size, colour, and alignment.
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Notes
8. You can also add other controls to the form, such as labels, buttons,
combo boxes, and checkboxes, to enhance its functionality.
To add controls, click on the desired control from the “Controls”
group in the Design tab of the ribbon, and then click on the form
design surface to place the control.
9. Customize the form properties, such as form title, background colour,
font, etc., by right-clicking on the form and selecting “Properties.”
10. Save the form with a name that reflects its purpose.
11. To view and use the form, switch to Form View by clicking on the
“View” button in the Design tab of the ribbon.
12. The form will display the data from the selected data source, and
you can navigate through the records using the navigation buttons
provided.
By following these steps, you can create a basic form in MS Access that
allows you to interact with your database’s data in a more user-friendly
manner. You can further customize the form’s design and functionality
based on your specific requirements.
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Notes
Working with Bound, Unbound and Calculated Controls
in MS Access
In Microsoft Access, you can work with different types of controls on
forms and reports, including bound controls, unbound controls, and cal-
culated controls. Here’s an explanation of each type:
1. Bound Controls
Bound controls are directly connected to a field in a table or query. They
display the value of the field and allow users to enter or modify data
that is stored in the underlying data source.
To create a bound control, you simply drag and drop a field from the
Field List pane onto the form or report design surface.
Bound controls automatically reflect any changes made to the associated
field in the data source.
2. Unbound Controls
Unbound controls are not connected to a specific field in a table or
query. They display static information or perform calculations that are
independent of the underlying data source.
Examples of unbound controls include labels, buttons, images, and text
boxes that are not linked to a specific field.
Unbound controls are useful for displaying information that doesn’t need to
be stored in the database or for performing calculations based on user input.
3. Calculated Controls
Calculated controls are a type of unbound control that perform calcula-
tions based on other field values or expressions.
You can create a calculated control by setting the control’s Control Source
property to an expression that combines fields, constants, and operators.
Calculated controls allow you to perform calculations, aggregations, or
string manipulations based on the values in other controls or fields.
The result of the calculation is displayed in the calculated control and
can be used for data analysis, reporting, or displaying calculated values
on forms.
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When working with controls in MS Access, you have the flexibility to Notes
choose the appropriate type based on your requirements. Bound controls
are ideal for displaying and editing data from the underlying data source,
while unbound controls provide more flexibility for displaying static
information or performing calculations that are not directly linked to
the data. Calculated controls enable you to dynamically compute values
based on expressions involving other fields or controls. Understanding
and effectively using these control types allows you to design powerful
and interactive forms and reports in MS Access.
Introduction to property Sheets in MS Access
The Property Sheet in Microsoft Access is a versatile tool that allows
you to view and modify the properties of various database objects, such
as tables, forms, reports, queries, and controls. It provides a user-friendly
interface for managing the settings and attributes of these objects. Here’s
an overview of the Property Sheet and its functionality:
Accessing the property Sheet
1. Open your database in Access.
2. Select the object (e.g., table, form, report, control) for which you
want to view or modify properties.
3. Right-click on the object and choose “Properties” from the context
menu.
4. Alternatively, with the object selected, you can press F4 on your
keyboard to open the Property Sheet.
Navigating the property Sheet
1. The Property Sheet is divided into sections, with each section
representing a specific aspect or category of properties.
2. The sections are typically organized into tabs (e.g., General, Data,
Format, Event, etc.), allowing you to switch between different sets
of properties.
3. Use the tabs to navigate to the desired section and locate the property
you want to view or modify.
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Notes Modifying properties
1. To modify a property, simply click on its value and make the desired
changes. You can enter text, select options from drop-down lists,
or choose from predefined values.
2. Some properties have a builder (...) button next to them, indicating
that they have additional options or settings. Clicking the builder
button opens a dialog box or a design view where you can customize
the property further.
3. Some properties may be read-only or unavailable, depending on the
object and its current state.
Common property Categories
1. General: Contains properties related to the basic attributes of the
object, such as name, caption, description, and visibility.
2. Data: Contains properties related to data source, data type, validation
rules, default values, and indexing (for tables).
3. Format: Contains properties related to the appearance and formatting
of the object, such as font, colour, alignment, size, and display
format.
4. Event: Contains properties related to event triggers and associated
event procedures (e.g., On Click, On Load, On Open).
5. Other categories may be specific to the type of object you are working
with (e.g., Control Source for controls, Record Source for forms
and reports).
The Property Sheet is a powerful tool for managing and customizing the
properties of your database objects in Microsoft Access. It allows you to
configure various settings, tailor the appearance and behaviour of objects,
and define relationships and functionality. By leveraging the Property
Sheet, you can fine-tune your database design and create a user-friendly
interface that meets your specific requirements.
Working with Data on Forms in MS Access
Working with data on forms in MS Access involves creating forms to display
and interact with data stored in tables. You can use forms to input new data,
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edit existing data, and view data in a more user-friendly manner. Here’s Notes
a step-by-step guide on how to work with data on forms in MS Access:
1. Launch MS Access and open your database.
2. In the Navigation Pane, select the table that contains the data you
want to work with.
3. Go to the “Create” tab and click on “Form” in the Forms group.
This will create a basic form based on the selected table.
4. The form will open in “Layout View” by default. You can modify
the form’s design by adding or removing fields, adjusting their
positions, and formatting the layout.
5. Switch to “Form View” to interact with the data. You can do this
by clicking the “Form View” button in the “Views” group on the
“Home” tab.
6. Use the navigation buttons provided on the form to move through
records (First, Previous, Next, Last). Alternatively, you can use the
scroll bar or the arrow keys on your keyboard.
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Notes 7. To add a new record, click the “New (Blank) Record” button in
the navigation buttons. This will create a new record at the end of
the form.
8. To edit an existing record, simply click into the field you want to
modify and make the necessary changes.
9. To delete a record, select the record by clicking on its row selector
(the gray box on the left), and press the “Delete” key on your
keyboard.
10. You can also use the form’s sorting and filtering capabilities to
manipulate the data. Click on the column headers to sort the records
based on a specific field. Use the filter dropdowns in the column
headers to filter the data based on specific criteria.
11. To save any changes made to the data, you don’t need to explicitly
save the form. The changes are automatically saved when you move
to a different record or close the form.
By customizing your form’s design, you can add buttons, combo boxes,
check boxes, and other controls to enhance the user experience and pro-
vide additional functionality. Access also allows you to create subforms,
which are forms embedded within other forms, to display related data
from different tables.
Remember to save your database regularly to ensure that your form de-
signs and data are persisted.
Changing Layout: Forms in MS Access
In MS Access, you can change the layout of forms to customize their
appearance and arrangement. Here’s how you can change the layout in
MS Access:
1. Open MS Access and open the form you want to modify in “Design
View.” You can do this by selecting the form in the Navigation
Pane and clicking the “Design View” button.
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Notes
2. In “Design View,” you can customize the layout of the form by
adding, removing, resizing, and repositioning controls. Controls
include text boxes, labels, buttons, combo boxes, and other input
elements.
3. To add a control to the form, click on the corresponding control
tool in the “Controls” group on the “Design” tab. Then, click on
the desired location on the form to place the control. You can resize
and reposition the control as needed.
4. To remove a control from the form, select the control by clicking
on it and press the “Delete” key on your keyboard.
5. To resize a control, click on the control to select it, and then click
and drag any of the sizing handles that appear around the control’s
edges. Alternatively, you can modify the control’s size by adjusting
its “Width” and “Height” properties in the “Property Sheet.”
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Notes
6. To reposition a control, click on the control to select it, and then
click and drag it to the desired location on the form.
7. Use the alignment and spacing tools available in the “Arrange” group
on the “Format” tab to align controls horizontally or vertically,
distribute controls evenly, or adjust the spacing between controls.
8. You can also modify the properties of controls to customize their
appearance and behaviour. Right-click on a control and select
“Properties” to access its properties. In the “Property Sheet,” you
can modify properties such as font, colour, caption, control source,
and more.
9. Save the changes to the form by clicking the “Save” button on the
Quick Access Toolbar or by pressing Ctrl+S.
By customizing the layout of your form, you can create a more us-
er-friendly interface for working with data in MS Access. Remember to
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test the form in “Form View” to ensure that the layout changes meet Notes
your requirements.
Creating Sub Forms in MS Access
Creating subforms in MS Access allows you to display related data from
different tables within a main form. Subforms are useful when you have
a one-to-many relationship between tables and want to show the related
records in a nested structure. Here’s how you can create a subform in
MS Access:
1. Open MS Access and open the form you want to add the subform
to in “Design View.”
2. In the “Design” tab, click on the “Subform/Subreport” button in the
“Controls” group. The cursor will change to a crosshair.
3. Click and drag on the main form where you want to position the
subform. This will open the “Subform Wizard” dialog box.
4. In the “Subform Wizard,” you have two options:
(i) Use an existing form as the subform: Select the option “Use
existing form” and choose the form you want to use as the
subform from the drop-down list.
(ii) Create a new form as the subform: Select the option “Create
form by using wizard” and click “Next.” Follow the wizard
steps to select the table or query for the subform’s data source,
choose the fields to display, and set any additional options.
5. Once you have selected the form or created a new form as the
subform, click “Next” and choose how the subform should be linked
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Notes to the main form. This typically involves selecting the related fields
between the main form and subform to establish the relationship.
6. Click “Next” and specify the layout options for the subform, such
as whether to display column headings, enable datasheet view, etc.
7. Finally, click “Finish” to complete the subform creation process. The
subform will be embedded within the main form.
Now, when you view the main form in “Form View,” the subform will
display the related records based on the established relationship. You
can navigate through the main form’s records, and the subform will dy-
namically update to show the related records for each main form record.
Note: Ensure that the relationship between the main form and subform
tables is properly defined in the database design.
Creating List Box, Combo Box and Option Groups in
MS Access
In MS Access, you can create list boxes, combo boxes, and option groups
to provide users with options for selecting values or making choices
within a form. Here’s how you can create these controls:
1. Open MS Access and open the form in “Design View” where you
want to add the controls.
2. List Box
Click on the “List Box” button in the “Controls” group on the
“Design” tab.
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Notes
Click and drag on the form to draw the list box control.
In the “Property Sheet,” specify the control’s properties such as the
row source (the table or query that provides the values), column
count, column widths, and other appearance-related properties.
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Notes 3. Combo Box
Click on the “Combo Box” button in the “Controls” group on
the “Design” tab.
Click and drag on the form to draw the combo box control.
In the “Property Sheet,” specify the control’s properties such
as the row source, column count, column widths, and other
appearance-related properties.
You can also configure the combo box to allow data entry by
setting the “Allow Value List Edits” property to “Yes” and
specifying a value list in the “Row Source” property.
4. Option Group
Click on the “Option Group” button in the “Controls” group on
the “Design” tab.
Click and drag on the form to draw the option group control.
In the “Property Sheet,” specify the control’s properties such as
the option values, captions, and other appearance-related properties.
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To add option buttons to the option group, switch to “Design View” for Notes
the option group control, right-click on the control, and select “Option
Button.” Click and drag on the form to draw each option button within
the option group control. Configure the properties of each option button
in the “Property Sheet.”
By creating list boxes, combo boxes, and option groups, you can provide
users with intuitive ways to select values or make choices within your
forms in MS Access. Remember to populate these controls with appro-
priate values from your tables or queries and consider the layout and
design aspects to ensure a user-friendly experience.
Working with reports in MS Access
Working with reports in MS Access allows you to present and analyze data
from your tables or queries in a well-structured and visually appealing
format. Reports are useful for generating printable documents, sharing
information, and providing summaries or detailed analyses of your data.
They provide a way to organize and present data in a way that is easy
to understand and interpret.
When working with reports in MS Access, you have various options for
customization and design. Here are some key concepts and features to
familiarize yourself with:
1. report Design Views: MS Access offers two main design views for
working with reports: “Layout View” and “Design View.”
Layout View: This view allows you to modify the report’s
design directly on the report’s surface. You can add and arrange
fields, adjust sizes and positions, apply formatting, and preview
the report.
Design View: This view provides a more detailed and precise
control over the report’s design. You can work with individual
report sections, adjust properties, add, and configure controls,
apply grouping and sorting, and fine-tune the layout.
2. report Sections: Reports in MS Access are divided into sections,
which define the structure and organization of the report. The main
sections are:
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Notes report header/Footer: These sections appear at the beginning
and end of the report and typically contain titles, logos, and
other static information.
page header/Footer: These sections appear at the top and bottom
of each page of the report and often include page numbers, report
titles, or other repeating elements.
Group header/Footer: These sections group and summarize data
based on specific criteria. You can use them to display subtotals,
grand totals, or other aggregated information.
Detail Section: This section contains the actual data records
and is repeated for each record in the underlying table or query.
3. Field Selection and Formatting: When designing a report, you can
choose which fields from your tables or queries to include. You can
also apply formatting options such as font styles, colors, alignment,
and conditional formatting to enhance the appearance of the report.
4. Grouping and Sorting: You can define grouping levels and sorting
orders to organize your data in the report. Grouping allows you to
group records based on a specific field or criteria, while sorting
determines the order in which records appear within each group or
in the entire report.
5. Calculations and Aggregates: MS Access reports support various
calculations and aggregate functions, such as sums, averages, counts,
and more. These calculations can be applied to groups, entire reports,
or specific sections to provide summaries or perform analyses on
your data.
6. report Wizards: MS Access provides Report Wizards that guide
you through the process of creating a report step by step. These
wizards simplify the creation process by prompting you for data
sources, fields, grouping options, and layout preferences.
Remember to save your report designs regularly to preserve your work
and modifications. MS Access offers flexibility and options for creating
customized reports tailored to your specific data presentation needs.
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Notes
Creating Basic reports in MS Access
Creating basic reports in MS Access involves selecting a table or query
as the data source and designing a simple layout to display the data.
Here’s a step-by-step guide to creating a basic report:
1. Open MS Access and navigate to the database where you want to
create the report.
2. In the Navigation Pane, select the table or query that contains the
data you want to include in the report.
3. Go to the “Create” tab and click on “Report” in the “Reports” group.
This will create a basic report based on the selected table or query.
4. The report will open in “Layout View” by default. In this view,
you can modify the report’s design by adding or removing fields,
adjusting their positions, and formatting the layout.
5. Switch to “Design View” to make more advanced modifications to
the report’s design. You can do this by clicking the “Design View”
button in the “Views” group on the “Home” tab.
6. In “Design View,” you can add fields to the report by dragging them
from the Field List pane onto the report’s design surface. The Field
List pane is typically located on the right side of the screen.
7. To remove a field from the report, select the field and press the
“Delete” key on your keyboard.
8. Adjust the size and position of the fields on the report as needed.
You can resize and reposition them by clicking and dragging the
edges or corners of the field controls.
9. Format the appearance of the fields by selecting them and using the
formatting options available in the “Format” tab. You can change
the font, colour, alignment, and other visual properties.
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Notes 10. Preview the report by clicking the “View” button in the “Views” group
on the “Home” tab. This will open the report in “Print Preview”
mode, allowing you to see how the report will look when printed
or exported.
By following these steps, you can quickly create a basic report in MS
Access to display data from a table or query. Remember to save your
changes regularly to ensure your report design is preserved.
Creating headers and Footers in MS Access
Creating headers and footers in MS Access reports allows you to include
additional information or elements that appear at the top and bottom of
each page or the entire report. Headers and footers are useful for adding
titles, page numbers, logos, or other repeating content. Here’s how you
can create headers and footers in MS Access:
1. Open the report in “Design View” by selecting the report in the
Navigation Pane and clicking the “Design View” button on the
“Home” tab.
2. In the “Design” tab, click on the “Page Header/Footer” or “Report
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Header/Footer” button in the “Controls” group. This will add the Notes
corresponding section to the report design.
3. The header/footer section will appear at the top or bottom of the
report design, respectively. You can click and drag the section
boundaries to adjust their size.
4. To add elements to the header or footer, click on the desired section
to select it, and then use the controls available in the “Controls”
group on the “Design” tab. For example, you can add text boxes,
labels, images, or other controls to display the desired content.
5. Format the elements in the header or footer as needed. Select the
elements and use the formatting options in the “Format” tab to
adjust the font, colour, alignment, and other visual properties.
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Notes By following these steps, you can create headers and footers in MS
Access reports to include additional information or elements that appear
at the top and bottom of each page or the entire report. Remember to
customize the content and formatting of the headers and footers to meet
your specific reporting needs.
placing Controls on reports in MS Access
To place controls on reports in MS Access, you can follow below steps:
1. Open the report in “Design View” by selecting the report in the
Navigation Pane and clicking the “Design View” button on the
“Home” tab.
2. In the “Design” tab, click on the control you want to add from the
“Controls” group. Some common controls include text boxes, labels,
images, and lines.
3. Click and drag on the report’s design surface to draw the control.
The control will be placed at the specified location.
4. Resize and reposition the control as needed by clicking and dragging
its edges or corners.
5. To modify the properties of the control, select the control and go to
the “Property Sheet” on the “Design” tab. Here, you can customize
various aspects such as the control’s data source, appearance, and
behaviour.
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Notes
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Notes 6. Repeat steps 2-5 to add more controls to the report. You can add
multiple controls to display different fields or information.
7. To align or distribute controls evenly, select multiple controls by
holding down the Shift key and clicking on each control, then use
the alignment and distribution buttons in the “Arrange” group on
the “Format” tab.
By following these steps, you can place controls on reports in MS Access
to display fields, labels, images, and other elements as needed. Customize
the properties and formatting of the controls to enhance the appearance
and functionality of your report.
Sorting and Grouping on reports in MS Access
Sorting and grouping data in reports is a powerful feature in MS Access
that allows you to organize and summarize information based on specific
criteria. Here’s how you can apply sorting and grouping to your reports:
1. Open the report in “Design View” by selecting the report in the
Navigation Pane and clicking the “Design View” button on the
“Home” tab.
2. In the “Design” tab, click on the “Group & Sort” button in the
“Grouping & Totals” group. This will open the “Group, Sort, and
Total” pane.
3. In the “Group, Sort, and Total” pane, click on the “Add a group or
sort” button (represented by a + sign) to define a new grouping or
sorting level.
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Notes
4. Select the field you want to use for grouping or sorting from the drop-
down list under “Group By” or “Sort By.” You can choose fields
from the underlying table or query that the report is based on.
5. Choose the desired sorting order for the selected field: Ascending
(smallest to largest) or Descending (largest to smallest).
By following these steps, you can apply sorting and grouping to your
reports in MS Access to organize and summarize data based on specific
fields or criteria. The grouping levels define how the data is structured,
while sorting determines the order of the records within each group or in
the entire report. Experiment with different grouping and sorting options
to create meaningful and informative reports.
Creating Sub reports in MS Access
Creating subreports in MS Access allows you to include additional reports
within your main report, providing a way to display related or detailed
information. Subreports are useful when you want to present data from
multiple tables or queries in a consolidated and organized manner. Here’s
how you can create subreports in MS Access:
1. Open the main report in “Design View” by selecting the report in
the Navigation Pane and clicking the “Design View” button on the
“Home” tab.
2. In the “Design” tab, click on the “Subreport” button in the “Controls”
group. This will activate the subreport control.
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Notes
3. Click and drag on the report’s design surface where you want the
subreport to appear. This will create a placeholder for the subreport.
4. The “Subreport Wizard” will open automatically. Select the option
to use an existing report as the subreport or create a new report
for the subreport. Click “Next” to proceed.
5. If you choose to use an existing report, select the report from the
available list. If you choose to create a new report, select the
tables or queries to include in the subreport and specify the fields
to display. Click “Next” to continue.
6. Customize the linking fields between the main report and the subreport.
This defines how the data in the subreport is related to the data in
the main report. Click “Next” to proceed.
7. Specify any grouping and sorting options for the subreport. This
allows you to organize and summarize data within the subreport.
Click “Next” to continue.
8. Choose the layout and style for the subreport. You can select a
tabular layout or a stacked layout and customize the appearance.
Click “Next” to proceed.
9. Preview the subreport to verify its content and layout. Make any
necessary adjustments by going back to the previous steps. Click
“Finish” to complete the subreport setup.
By following these steps, you can create subreports in MS Access to
include additional reports within your main report. Subreports allow you
to present related or detailed information in a structured and organized
manner, enhancing the overall presentation of your data.
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Notes
Unit – 4 Questions
1. Which are the two types of keys in SQL:
(a) Primary and Secondary
(b) Primary and Foreign
(c) Main and Secondary
(d) First and Second
2. Which of these is not a type of join in SQL:
(a) Full Join
(b) Right Join
(c) Left Join
(d) Half Join
Answers to Questions
Unit – 1 Answers
1. Which one of these is not an error type in Excel:
(a) #MISTAKE
2. To edit the Names given in the Name Box, we go to:
(c) Name Manager
Unit – 2 Answers
1. Sparklines can be added:
(b) Inside a cell
2. Which option is not available in Pivot Table Summarize:
(d) MEDIAN
Unit – 3 Answers
1. Shortcut for spell check is:
(b) F7
2. Mail Merge can be done using :
(c) Both
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Notes Unit – 4 Answers
1. Which are the two types of keys in SQL:
(b) Primary and Foreign
2. Which of these is not a type of join in SQL:
(d) Half Join
Further reading and resources
https://learn.microsoft.com/en-us/microsoft-365/?view=o365-worldwide
Alexander, M., Kusleika, R., & Walkenbach, J. Excel 2019 Bible. Wiley.
Frye, C. Microsoft Excel 2019 Step by Step. Microsoft Press.
Jelen,B. Power Excel with MrExcel: Master Pivot Tables, Subtotals,
Visualizations, VLOOKUP, Power BI, and Data Analysis. Holy
Macro! Books.
Alexander,M., Kusleika, R., & Walkenbach, J. Excel 2019 Power
Programming with VBA. Wiley.
Lambert, J. Microsoft Word 2019 Step by Step. Microsoft Press.
Gookin, D. Microsoft Word 2019 For Dummies. For Dummies.
Habraken, J. Microsoft Word 2019 Inside Out. Microsoft Press.
Bucki, L. A. Microsoft Word 2019 Bible. Wiley.
Forta, B. SQL in 10 Minutes, Sams Teach Yourself. Sams Publishing.
Viescas, J. L., & Hernandez, M. J. SQL Queries for Mere Mortals:
A Hands-On Guide to Data Manipulation in SQL. Addison-Wesley
Professional.
Faroult, S., & Robson, P. The Art of SQL. O’Reilly Media.
Self-Assessment Questions
1. Describe a scenario where using a pivot table would be beneficial
for data analysis.
2. What are the advantages of using Macros in Excel?
3. Write a note on 5 functions in Excel.
148 PAGE
Department of Distance & Continuing Education, Campus of Open Learning,
School of Open Learning, University of Delhi
Basic IT Tools_Main.indd 148 05-Sep-24 4:28:28 PM
INTrODUCTION TO DATABASE DEVELOpMENT
4. Explain the concept of referencing in Excel. Notes
5. What are some common errors in Excel?
6. What is the advantage of SmartArt in Word?
7. How can you make your Word document more presentable?
8. Describe the concept of normalization in database design.
9. Describe different types of joins available in SQL.
10. What is the difference between a primary key and a foreign key
in SQL? How are they related to each other, and what is their
significance in maintaining data integrity?
PAGE 149
Department of Distance & Continuing Education, Campus of Open Learning,
School of Open Learning, University of Delhi
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Basic IT Tools_Main.indd 150 05-Sep-24 4:28:28 PM
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