Information Technology Application for Management

Introduction

A Spreadsheet is table of values arranged in rows and columns. Each value can have a
predefined relationship with the other values. If change one value, the related values will also
change. Spreadsheet applications are computer programs that create and manipulate
Spreadsheets electronically. In Spreadsheet application, each value sit in the cell. The
relationships between cells are called formulas and the names of the cells are called labels.

Excel allows you to create spreadsheets much like paper ledgers that can perform automatic
calculations. Each Excel file is a workbook that can hold many worksheets. The worksheet is a
grid of columns (designated by letters) and rows (designated by numbers). The letters and
numbers of the columns and rows (called labels) are displayed in gray buttons across the top
and left side of the worksheet. The intersection of a column and a row is called a cell. Each cell
on the spreadsheet has a cell address that is the column letter and the row number. Cells can
contain either text, numbers, or mathematical formulas.

Advantages of Spreadsheets

 Calculation can be done easily and quickly

 It produces accurate results.

 Data in worksheet can be displayed and manipulated

 Data can be converted into graph.

 The entire worksheet or part of it can be printed

 Facilitates carry out ‘what if’ analysis

 The data in a work sheet can be transferred to other programs easily.

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Starting Microsoft Access

Two Ways

1. Double click on the Microsoft Access icon on the desktop.

2. Click on Start  Programs  Microsoft Excel

Now, the following window appears.

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The Standard Toolbar

This toolbar is located just below the menu bar at the top of the screen and allows you to
quickly access basic Excel commands.

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Formatting Toolbar

The contents of a highlighted cell can be formatted in many ways. Font and cell attributes can
be added from shortcut buttons on the formatting bar. If this toolbar is not already visible on
the screen, select View  Toolbars  Formatting from the menu bar.

Creating Work sheets

When we start Excel, it opens with a new workbook. Open a new work by either clicking on the
New toolbar button on the standard toolbar, or from File  New or by pressing CTRL+N. The
display New dialog box appears as shown in below.

The New dialog box has different tab like General, Spread sheet Solutions and so on.

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Naming and Saving documents

Once you created worksheet or finished working for the current sessions on a workbook that
you would need in the feature, you will have to save it. You can save your documents in a
variety of formats – Excel 2000 workbook, web page, Excel template, text and so on.

The first time you save a workbook, you will have to give to the document. If you are saving an
existing workbook in another name, then also, you will have to give a name to the workbook.

Click the save button on the standard toolbar. Since this is the first time that you are saving the
document, the Save As dialog box appears. Alternatively you can use the menu File  Save or
File  Save As…

Printing the work sheet

To print a worksheet, open the workbook containing the worksheet. Click the sheet tab on the
worksheet to the printed. Click File  Print option, or CTRL+P. Excel displays the Print dialog
box. Excel allowing printing a range selected, active worksheet or the entire workbook. It is also
possible print a range of pages in Excel.

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Adding and Renaming Worksheets

The worksheets in a workbook are accessible by clicking the worksheet tabs just above the
status bar. By default, three worksheets are included in each workbook. To add a sheet, select
Insert  Worksheet from the menu bar. To rename the worksheet tab, right-click on the tab
with the mouse and select Rename from the shortcut menu. Type the new name and press the
ENTER key.

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Moving Through Cells

Use the mouse to select a cell you want to begin adding data to and use the keyboard strokes
listed in the table below to move through the cells of a worksheet.

Movement Key stroke

One cell up up arrow key
One cell down down arrow key or ENTER
One cell left left arrow key
One cell right right arrow key or TAB
Top of the worksheet (cell A1) CTRL+HOME
End of the worksheet
CTRL+END
(last cell containing data)
End of the row CTRL+ right arrow key
End of the column CTRL+ down arrow key
Any cell File Go To menu bar command

Adding Worksheets, Rows, and Columns

 Worksheets - Add a worksheet to a workbook by selecting Insert  Worksheet from

the menu bar.
 Row - To add a row to a worksheet, select Insert Rows from the menu bar, or
highlight the row by clicking on the row label, right-click with the mouse, and choose
Insert.
 Column - Add a column by selecting InsertColumns from the menu bar, or highlight
the column by click on the column label, right-click with the mouse, and choose Insert.

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Resizing Rows and Columns

There are two ways to resize rows and columns.

 Resize a row by dragging the line below the label of the row you would like to resize.
Resize a column in a similar manner by dragging the line to the right of the label
corresponding to the column you want to resize.

Or

 Click the row or column label and select FormatRowHeight or FormatColumn

Width from the menu bar to enter a numerical value for the height of the row or width
of the column.

Selecting Cells

Before a cell can be modified or formatted, it must first be selected (highlighted). Refer to the
table below for selecting groups of cells.

Cells to select Mouse action

One cell Click once in the cell
Entire row Click the row label
Entire column Click the column label
Entire worksheet Click the whole sheet button
Drag mouse over the cells or hold down the SHIFT key while
Cluster of cells
using the arrow keys

To activate the contents of a cell, double-click on the cell or click once and press F2.

Data Entry – Manual and Automatic

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An Excel sheet is a set of rows and columns. The box where a row and column intersect is called
as cell. Each cell has a unique name assigned to it. For example, the cell that is formed by the
intersection of Column A and Row 1 is name A1. This cell called as active cell. This name of the
active cell is displayed in the name box located at the end of the Formula bar. Although only
one cell can be active at a time, you can select a group of cells at a time is called as a range.

There are two types of cell entries – constants and formulas. A constant is entry that is number,
text, date or a time value. A numeric constant can contain only numerals whereas text value can
contain any characters – numbers, alphabets and special characters. A formula is a
mathematical operation that always starts with an equal to sign. A formula performs a
calculation using other existing values in a worksheet.

When you begin typing an entry cell, three buttons appears on the formula bar – the Enter
button (check mark) the Cancel button (cross mark) and Edit Formula button (equal to sign).

The Enter and Cancel buttons performs, respectively same functions the Enter and Esc keys on
your keyboard.

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The edit Formula button opens the formula plate, which assists you in constructing the formula.

Entering information into a work sheet

There are two ways of entering data into a cell. You can enter the data directly into a cell in the
workbook or in formula bar. To enter data into a cell, you select the cell in which you want to
enter the information and key in it. Press the Enter key to confirm what you have typed the
activate the cell directly below. If you want to activate the cell next to the one that you have
entered information into (i.e., to the immediate right) press tab key or the right key. Similarly
you can press the left arrow key, up arrow key or down arrow key or click on another cell to
activate it for data entry.

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Automatic Data Entry

There are many occasions you would want a series of column or row heading – serial numbers,
dates, days of week, months and so on. Excel’s Auto fill and Fill series features can save
considerable time by automating these tasks. Another time-saving feature is the AutoComplete
feature. AutoComplete feature scans all the entries for a column in which you are entering data
to determine where there is match.

Formatting Cells

Formatting is used to identify numbers as currency or percents, and to make numbers easier to
read by aligning decimal points in column. Format selected cells using the Formatting toolbar,
the Format Cells dialog box or the shortcut menu.

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Currency Style Displays and lines up dollar signs, comma separators

and decimal points.

Percentage Style Displays number as a percentage

Comma Style Same as Currency but without dollar signs

Increase Decimal Display one more place after the decimal

Decrease Decimal Display one less after the decimal

Excel has more number of formats that you can select from the Format Cells dialog box. Select
the cells want to format. Then open the dialog box: either choose Format  Cells from the menu
bar or right click in the selection to open the shortcut menu, and choose format cells. The format
cell dialog box has separate pages for Number, Alignment, Font, Border, Patterns and
Protection.

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Category Description
General The default format
Like General, but set decimal places, use a thousands separator and
Number
include negative numbers
Numbers are preceded with a dollar sign immediately before the first
Currency
digit. Zero values are displayed
Dollar signs and decimal points line up. Zero values are shown as
Accounting
dashes
Percentage The same as the Percentage toolbar button
Scientific Numbers are displayed in scientific notation

Cell References

A reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel where to
look for the values or data you want to use in a formula. With references, you can use data

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contained in different parts of a worksheet in one formula or use the value from one cell in
several formulas. You can also refer to cells on other sheets in the same workbook, and to other
workbooks. References to cells in other workbooks are called links.

Select named ranges or cell references

To select Do This
A named range (range (range: Two or In the Name box (Name Box: Box at left end f Name
more cells on a sheet. The cells in a box (Name box: Box at left end of the formula bar that
range can be adjacent or nonadjacent.) identifies the selected cell, chart item, or drawing
of cells. object. To name a cell or range, type the name in the
Name box and press ENTER. To move to and select a
named cell, click its name in the Name box.), select the
range.
Two or more named ranges. In the Name box, select the first range, and then hold
down CTRL and select the other ranges.
Specific cells not in a named range On the Edit menu, click Go To. In the Reference box,
type the cell reference (cell reference: The set of
coordinates that a cell occupies on a worksheet. For
example, the reference of the cell that appears at the
intersection of column B and row 3 is B3.) for the cell
or range of cells.

Example:
Reference to another worksheet
In the following example, the AVERAGE worksheet function calculates the average value for
the range B1:B10 on the worksheet named Marketing in the same workbook.

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Creating and using Formulas and Functions

The distinguishing feature of a spreadsheet program such as Excel is that it allows you to create
mathematical formulas and execute functions. Otherwise, it is not much more than a large table
for displaying text. This page will show you how to create these calculations.

Awareness of various functions:

Functions can be a more efficient way of performing mathematical operations than formulas.
For example, if you wanted to add the values of cells D1 through D10, you would type the
formula "=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10". A shorter way would be to use the SUM
function and simply type "=SUM(D1:D10)". Several other functions and examples are given in
the table below:

A Formula is sequence of values, cell references, names, functions, or operators in a cell that
produces a new value from existing values. A formula always begins with an equal sign (=).
Formulas are dynamic in use because when one of the values changes, MS Excel automatically
recalculates the values to return a new result! The next few sections will discuss the multitude
of ways to calculate values in MS Excel.

There are many ways to create formulas. One way would be to create an explicit formula. Using
mathematical operators (+, -,*, /), explain to MS Excel exactly what calculation should be
performed.

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Create a formula using a Function:

1. Select the cell that will contain the result of the formula.
2. Type an equal sign and then type the function name (In the example above, the function
name is "sum".
3. Type an open parenthesis and then type the arguments of the function (the cell
references or values).
4. Press the Enter key.

Function Wizard
View all functions available in Excel by using the Function Wizard.

1. Activate the cell where the function will be placed and click the Function Wizard button
on the standard toolbar.
2. From the Paste Function dialog box, browse through the functions by clicking in the
Function category menu on the left and select the function from the Function name
choices on the right. As each function name is highlighted a description and example of
use is provided below the two boxes.

3. Click OK to select a function.

4. The next window allows you to choose the cells that will be included in the function. In
the Example below, cells B4 and C4 were automatically selected for the sum function by

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Excel. The cell values {2, 3} are located to the right of the Number 1 field where the cell
addresses are listed. If another set of cells, such as B5 and C5, needed to be added to the
function, those cells would be added in the format "B5:C5" to the Number 2 field.

5. Click OK when all the cells for the function have been selected.

Using of Copy, Move and Paste Options

Moving (Cutting) Text
Highlight the text that will be moved and select EditCut from the menu bar, click the Cut
button on the standard tool bar, or press CTRL+X at once. This will move the text to a
clipboard.

Copying Text
To copy text, choose Edit Copy, click the Copy button on the standard toolbar, or press
CTRL+C to copy the text to the clipboard.

Paste Text
To paste cut or copied text, move the cursor to the location you want to move the text to and
select Edit Paste from the menu bar, click the Paste button on the standard toolbar, or press
CTRL+V.

The Clipboard

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The last 12 elements that were cut or copied are placed onto Word's clipboard. You can view the
elements on the clipboard by selecting View Toolbars  Clipboard from the menu bar.

Place the mouse arrow over each element in the clipboard to view the contents of each item and
click on an element to add its contents to the document. Click Paste All to add all of the items to
the document at once. Click the Clear Clipboard button (the icon with an "X" over the clipboard
image) to clear the contents of the clipboard.

Data and Graphical Options

Filling a series
Select the first cell in the range to be filled, and then enter the starting value for the series. To
increment the series by a specified amount, select the next cell in the range and enter the next
item in the series. The difference between the two starting items determines the amount by
which the series is incremented.
 Select the cell or cells that contain the starting values.
 Now drag the fill handle over the range to be filled.
 To fill the increase order, drag down or to the right.
 To fill the decrease order, drag down or to the left.

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To specify the type of series, use the right mouse button to drag the fill handle over the range,
and then click the appropriate command on the shortcut menu.

Sorting data

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Excel has a quick sorter on the toolbar. The data can be sorted in any order. The sorting order
can be ascending order (A-Z) or descending order (Z-A). To perform sort a quick sort select data
including field names and just click on sort tool button on standard toolbar.
 You want sort the data in ascending order then click this button on Standard tool bar

 You want sorting data in descending order then click this button on Standard tool bar

Data can also be sorted using Menu options. To use the sort tool, select data (including the
header row) click Data  Sort option, specify the order in which Excel should sort the data and
click OK.

Querying of data
Using filters to sift through an Excel list and view a selection of records in that list. In a list that
contains hundreds or thousands of rows, defining a filter helps you to see a small number of
related records together, making it easier to compare rows and identify trends.

A menu choice lets you find the top 10 entries in a list, based on the contents of a single field.
The simple type is filter in an Autofilter. At the name implies this Excel option lets you define
criteria using drop-down lists. Then automatically apply the filter to your list.

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Select Data  Filter  Autofilter. A drop down arrows appears to the right of each column
heading in your list. Choose the column that contains the information you want to use in your
filter criteria, then click the drop down arrow to the right of the column label. Choose a value
from the drop-down list, or choose one of the options defined in the following table. Excel
applies your criteria immediately, filtering out all rows except those that contain the value you
selected.

All Show all records in the list. Use this option to remove AutoFilter criteria from a
column and show all records
Top 10 Show the highest or lowest numeric values in the list
Customs Use comparison operators to define criteria. You can combine two criteria using
this option
Blanks Display only records that contains no data in the selected column
NonBlanks Hide records that contains no data in the selected column.

Making charts
Excel has very powerful graphics and charting features. These are very useful in presentations,
in decision-making and in analyzing the data.

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1. Open the salary worksheet.

2. Select the cells A4 through A13.
3. Now you have selected the cells, which are required for the pie- chart – the names and
the net pay of the employees.

4. Click on the chart wizard on the Formula Tool bar. The chart wizard appears.

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5. In the chart wizard, under the standard Types tab, choose Pie as chart type.

6. In the chart sub-type section, select the second figure – Pie with a 3-D visual effect.

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7. Click Next. The chart wizard appears with a preview of the chart. Since we have
already selected data ranges we need not do anything further.

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8. Click Next. The next step of the chart wizard appears.

9. In the title bar, in the chart title box, type “Salary Details

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10. In the legend tab, check the legend box and click on the Bottom radio button in the
Placement section. The legend’s position changes from the default right position to the
bottom of the graph.

11. In the Data Labels tab, click on the show label and percent radio button. Also check the
Show leader lines check box.

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12. Click Next. The next step of the chart wizard appears.

13. In the place chart section, click on the radio button “As object in” and choose Salary
from the drop down work sheet list.
14. Click on the finish. The chart appears as an object in the Salary worksheet.

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15. Click the save button on the standard tool bar to save the worksheet and the chart
16. Click on the close button.
17. Exit Excel.

3. Advanced options of Ms-Excel

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In Excel various type of functions are available:

1. Statistical Functions:

1. Average:
Returns the average (arithmetic mean) of the arguments.

Syntax
AVERAGE(number1,number2, ...)

Examples
If A1:A5 is named Scores and contains the numbers 10, 7, 9, 27, and 2, then:
AVERAGE(A1:A5) equals 11
AVERAGE(Scores) equals 11
AVERAGE(A1:A5, 5) equals 10
AVERAGE(A1:A5) equals SUM(A1:A5)/COUNT(A1:A5) equals 11
If C1:C3 is named OtherScores and contains the numbers 4, 18, and 7, then:
AVERAGE(Scores, OtherScores) equals 10.5

2. Count
Counts the number of cells that contain numbers and numbers within the list of
arguments. Use COUNT to get the number of entries in a number field in a range or
array of numbers.

Syntax
COUNT(value1,value2, ...)

Examples
In the following example,

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COUNT(A1:A7) equals 3
COUNT(A4:A7) equals 2
COUNT(A1:A7, 2) equals 4

3. Large
Returns the k-th largest value in a data set. You can use this function to select a value
based on its relative standing. For example, you can use LARGE to return the highest,
runner-up, or third-place score.

Syntax
LARGE(array,k)
Array is the array or range of data for which you want to determine the k-th largest
value.
K is the position (from the largest) in the array or cell range of data to return.

Example:
LARGE({3,4,5,2,3,4,5,6,4,7},3) equals 5
LARGE({3,4,5,2,3,4,5,6,4,7},7) equals 4

4. Max
Returns the largest value in a set of values.
Syntax
MAX(number1,number2,...)
Number1,number2,... are 1 to 30 numbers for which you want to find the maximum
value.

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Example:
If A1:A5 contains the numbers 10, 7, 9, 27, and 2, then:
MAX(A1:A5) equals 27

5. Min
Returns the smallest number in a set of values.
Syntax
MIN(number1,number2, ...)
Number1, number2,... are 1 to 30 numbers for which you want to find the minimum
value.

Example:
If A1:A5 contains the numbers 10, 7, 9, 27, and 2, then:
MIN(A1:A5) equals 2
MIN(A1:A5, 0) equals 0

6. Stdev
Estimates standard deviation based on a sample. The standard deviation is a measure of
how widely values are dispersed from the average value (the mean).

Syntax
STDEV(number1,number2,...)
Number1,number2,... are 1 to 30 number arguments corresponding to a sample of a
population. You can also use a single array or a reference to an array instead of
arguments separated by commas.

Example:
Suppose 10 tools stamped from the same machine during a production run are collected
as a random sample and measured for breaking strength. The sample values (1345, 1301,
1368, 1322, 1310, 1370, 1318, 1350, 1303, 1299) are stored in A2:E3, respectively. STDEV
estimates the standard deviation of breaking strengths for all the tools.
STDEV(A2:E3) equals 27.46
2. Financial Functions

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1. fv(future value)
Returns a loan or investment will be worth at a future time when all payments have
been done.
Syntax
FV(rate,nper,pmt,pv,type)

2. nper(Number of Periods)
Returns the number of months, years, days or other periods for an investment or loan.
Syntax
NPER(rate, pmt, pv, fv, type)

3. pmt(payment)
Returns the amount periodically receive from an investment or are paid on a loan.
Syntax
PMT(rate,nper,pv,fv,type)

4. pv(present value)
Returns the initial value of an investment or loan
Syntax
PMT(rate,nper,pv,fv,type)

5. rate
Returns the interest rate on a loan.
Syntax
RATE(nper,pmt,pv,fv,type,guess)

3. Date & Time Functions

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1. Date:
Returns the serial number that represents a particular date.
Syntax
DATE(year,month,day)
Example:
DATE(1998,1,1) equals 35796, which is the serial number corresponding to January 1,
1998.2

2. Day
Returns the day of a date, represented by a serial number. The day is given as an integer
ranging from 1 to 31.
Syntax
DAY(serial_number)
Examples
DAY("4-Jan") equals 4
DAY("15-Apr-1998") equals 15
DAY("8/11/1998") equals 11
DAY("2001/10/10") equals 10

3. Hour
Returns the hour of a time value. The hour is given as an integer, ranging from 0 (12:00
A.M.) to 23 (11:00 P.M.).
Examples
HOUR(0.7) equals 16
HOUR(29747.7) equals 16
HOUR("3:30:30 PM") equals 15

4. MINUTE
Returns the minutes of a time value. The minute is given as an integer, ranging from 0 to
59.

Syntax

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MINUTE(serial_number)
Examples
MINUTE("4:48:00 PM") equals 48
MINUTE(0.01) equals 14
MINUTE(4.02) equals 28

5. MONTH
Returns the month of a date represented by a serial number. The month is given as an
integer, ranging from 1 (January) to 12 (December).
For more information about how Microsoft Excel uses serial numbers for dates,
Syntax
MONTH(serial_number)
Examples
MONTH("6-May") equals 5
MONTH(35795) equals 12
MONTH(35796) equals 1
MONTH("2004/04/01") equals 4

6 NOW
Returns the serial number of the current date and time.
Syntax
NOW()
Examples
If you are using the 1900 date system and your computer's built-in clock is set to 12:30:00
P.M., 1-Jan-1987, then:
NOW() equals 31778.52083
Ten minutes later:
NOW() equals 31778.52778

7. SECOND
Returns the seconds of a time value. The second is given as an integer in the range 0
(zero) to 59.

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Syntax
SECOND(serial_number)
Examples
SECOND("4:48:18 PM") equals 18
SECOND(0.01) equals 24
SECOND(4.02) equals 48

8. TIME
Returns the decimal number for a particular time. The decimal number returned by
TIME is a value ranging from 0 to 0.99999999, representing the times from 0:00:00
(12:00:00 A.M.) to 23:59:59 (11:59:59 P.M.).
Syntax
TIME(hour,minute,second)
Hour is a number from 0 (zero) to 23 representing the hour.
Minute is a number from 0 to 59 representing the minute.
Second is a number from 0 to 59 representing the second.
Examples
TIME(12, 0, 0) equals the serial number 0.5, which is equivalent to 12:00:00 P.M.
TIME(16, 48, 10) equals the serial number 0.700115741, which is equivalent to 4:48:10
P.M.
TEXT(TIME(23, 18, 14), "h:mm:ss AM/PM") equals "11:18:14 PM"

9. TODAY
Returns the serial number of the current date. The serial number is the date-time code
used by Microsoft Excel for date and time calculations. For more information about
serial numbers.
Syntax
TODAY( )

10. WEEKDAY
Returns the day of the week corresponding to a date. The day is given as an integer,
ranging from 1 (Sunday) to 7 (Saturday), by default.

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Syntax
WEEKDAY(serial_number,return_type)
Examples
WEEKDAY("2/14/1998") equals 7 (Saturday)
WEEKDAY("2/14/1998",2) equals 6 (Saturday)
WEEKDAY("2003/02/23",3) equals 6 (Sunday)
If you are using the 1900 date system (the default in Microsoft Excel for Windows), then:
WEEKDAY(35981.007) equals 1 (Sunday)
If you are using the 1904 date system (the default in Microsoft Excel for the Macintosh),
then:
WEEKDAY(35981.007) equals 7 (Saturday)

9. YEAR
Returns the year corresponding to a date. The year is returned as an integer in the range
1900-9999.
Syntax
YEAR(serial_number)
Serial_number is the date of the year you want to find.
Examples
YEAR("7/5/1998") equals 1998
YEAR("2005/05/01") equals 2005
If you are using the 1900 date system (the default in Excel for Windows), then:
YEAR(0.007) equals 1900
YEAR(35981.007) equals 1998
If you are using the 1904 date system (the default in Excel for the Macintosh), then:
YEAR(0.007) equals 1904
YEAR(35981.007) equals 2002

Building simple Macros

The simplest way to create a macro in Excel is to use the macro recorder. The first step is to
open up the workbook (file) that you wish to use the macro in.

Then click on Tools, hover over Macros and then select Record new macro from the menu.

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You will now see the Record Macro dialogue box as shown below in figure.

There are 4 points of interest:

Name
Type the name of your macro.

Shortcut key (optional):

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This has to be a letter, we have used h, so in our example the macro will run every time we hold
down the CTRL key and press the H key.

Store macro in
This would normally be the workbook you are working on (this workbook), but you can save
macros into a personal macro workbook.

Description
Here you can enter a description of the macro for your benefit.

When you have finished filling in the information click the OK button to start the macro
recorder.

You will now see the macro recording box as shown in fig 1.2 below.

Everything you do now in the workbook will be recorded, so manually go through the process
that you want your macro to recreate, for instance adding up a column.

When you have finished click on the small blue square within the macro recording box to stop
recording.

Playing the macro back

To run the macro click on tools, however the mouse over Macro, then select Macros.

You will see the Macro dialogue box similar to that shown in fig 1.3 below, your macro should
be in there ready to use.

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 Information Technology Application for Management

To use the macro simply select it and then click the Run button.

The macro dialogue box also allows you to delete and edit macros, for instance by clicking on
the Options button you can assign or change the keyboard shortcut associated with each macro.

If you have assigned a keyboard shortcut to a macro then you can run it by holding down the
CTRL key and pressing the associated letter. Playing the macro back

To run the macro click on tools, hover the mouse over Macro, then select Macros.

You will see the Macro dialogue box similar to that shown in fig below, your macro should be
in there ready to use.

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 Information Technology Application for Management

To use the macro simply select it and then click the Run button.

The macro dialogue box also allows you to delete and edit macros, for instance by clicking on
the Options button you can assign or change the keyboard shortcut associated with each macro.

If you have assigned a keyboard shortcut to a macro then you can run it by holding down the
CTRL key and pressing the associated letter.

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 Information Technology Application for Management

Microsoft Access is a powerful program to create and manage your databases. It has many built
in features to assist you in constructing and viewing your information. Access is much more
involved and is a more genuine database application than other programs such as Microsoft
Works. Some keywords involved in this process are: Database File, Table, Record, Field, Data-
type. Here is the Hierarchy that Microsoft Access uses in breaking down a database.

Database File:
This is your main file that encompasses the entire database and that is saved to your hard-drive
or floppy disk. For example StudentDatabase.mdb.

Table:
A table is a collection of data about a specific topic. There can be multiple tables in a database.
For example Students and Teachers.

Field:
Fields are the different categories within a Table. Tables usually contain multiple fields. For
example LastName and first name.

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Datatypes:
Datatypes are the properties of each field. A field only has one datatype.
For example Student (Table) LastName (FieldName) datatype is Text

Starting Microsoft Access

Two Ways
1. Double click on the Microsoft Access icon on the desktop.

2. Click on Start  Programs  Microsoft Access

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 Information Technology Application for Management

How is a database organized?

Access is an object-oriented relational database management system. The objects that make up
any particular database that you create using Access are illustrated in below figure.

Table
A Table is an object which represents the data in rows and columns, rather like a spreadsheet.
For this reason, when you view a table in an Access database, you are in what Access refers to
as a Datasheet View.

Query
A Query is an object which makes a request to the database to find some set of data that is
stored in the database.

Form
A Form is an object which gives the user another view of the data in the database. Whereas a
Table allows the user to view multiples records at once, a Form displays the contents of just one
record at a time.

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Report
A Report is an object which is designed based on the data in the database and which is used to
inform the user of the selected contents of the database.

Page
A Page is a special type of web page designed for viewing and working with data from the
Internet..

Macro
A Macro is a sequence of instructions which can be carried out with a single click of the mouse
button on a button in a toolbar or by pressing a key or combination of keys on the keyboard.

Module
A Module is a collection of programming procedures designed to give programmer control over
the Access database look and feel.

Creating New, and Opening Existing Databases

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 Information Technology Application for Management

The above picture gives you the option to:

 Create a New Database

 Use the wizard to create a New Database
 Open an existing database
The white box gives you the most recent databases you have used. If you do not see the
one you had created, choose the More Files option and hit OK. Otherwise choose the
database you had previously used and click OK.

Create a database using the Database Wizard

 When Microsoft Access first starts up, a dialog box is automatically displayed with
options to create a new database or open an existing one. If this dialog box is displayed,
click Access Database Wizards, pages, and projects and then click OK.
If you have already opened a database or closed the dialog box that displays when
Microsoft Access starts up, click New Database on the toolbar.
 On the Databases tab, double-click the icon for the kind of database you want to create.
 Specify a name and location for the database.
 Click Create to start defining your new database

Create a database without using the Database Wizard

 When Microsoft Access first starts up, a dialog box is automatically displayed with
options to create a new database or open an existing one. If this dialog box is displayed,
click Blank Access Database, and then click OK.

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If you have already opened a database or closed the dialog box that displays when
Microsoft Access starts up, click New Database on the toolbar, and then double-click the
Blank Database icon on the General tab.
 Specify a name and location for the database and click Create.
(Below is the screen that shows up following this step)

Tables
A table is a collection of data about a specific topic, such as students or contacts. Using a
separate table for each topic means that you store that data only once, which makes your
database more efficient, and reduces data-entry errors.
Tables organize data into columns (called fields) and rows (called records).

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Create a Table from scratch in Design view

1. If you haven't already done so, switch to the Database Window You can press F11 to
switch to the Database window from any other window.

2. Double-Click on "Create table in Design view".

3. Define each of the fields in your table.

4. Under the Field Name column, enter the categories of your table.

5. Under Data Type column, enter the type you want for you categories.

6. The attribute of a variable or field that determines what kind of data it can hold. For
example, in a Microsoft Access database, the Text and Memo field data types allow the

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field to store either text or numbers, but the Number data type will allow the field to
store numbers only. Number data type fields store numerical data that will be used in
mathematical calculations. Use the Currency data type to display or calculate currency
values. Other data types are Date/Time, Yes/No, Auto Number, and OLE object
(Picture).

7. Under the Description column, enter the text that describes what you field is. (This field
is optional).

For our tutorial enter the following items:

Saving the table:

Click on the save button on the table design toolbar. The save table dialog box appears on
the screen. Type the name of the table in the dialog box. Click on OK.

Switching Views
To switch views form the datasheet (spreadsheet view) and the design view, simply click
the button in the top-left hand corner of the Access program.
 Datasheet View
Displays the view, which allows you to enter raw data into your database table.

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 Design View
Displays the view, which allows you to enter fields, data-types, and descriptions into
your database table.

Primary Key
One or more fields (columns) whose value or values uniquely identify each record in a table.
A primary key does not allow Null values and must always have a unique value. A primary
key is used to relate a table to foreign keys in other tables.

NOTE:
You do not have to define a primary key, but it's usually a good idea. If you don't define a
primary key, Microsoft Access asks you if you would like to create one when you save the
table.

Make the Empno # field the primary key, meaning that every employ has an Employee
number and no 2 are the same.

To do this, simply select the Empno # field and select the primary key button

After you do this, save the table.

Advanced Table Features Microsoft Access

1. Assigning a field a specific set of characters

 Making a Employ Number only allows 9 characters.
 Switch to Design View
 Select the field you want to alter
 At the bottom select the General Tab

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 Select Field Size

 Enter the number of characters you want this field to have

2. Formatting a field to look a specific way. For example Formatting Phone Number and Area
Code as (xxx) xxx-xxxx
 Switch to Design View
 Select the field you want to format
 At the bottom select the General Tab
 Select Input Mask Box and click on the ... button at the right.
 Select Phone Number option

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 Click on Next
 Leave !(999) 000-0000 the way it is. This is a default.
 Click Next Select which option you want it to look like
 Click Next
 Click Finish

3. Selecting a value from a dropdown box with a set of values that you assign to it. This
saves you from typing it in each time. For Example Choosing a city that is either
Hyderabad, Secunderabad, Guntur, Vijayawada, Vizag.

 Switch to Design View

 Select the field you want to alter (City)

 At the bottom select the Lookup Tab

 In the Display Control box, select Combo Box
 Under Row Source Type, select Value List
 Under Row Source, enter the values how you want them displayed, separated by a
comma. (Hyderabad, Secunderabad, Guntur, Vijayawada, Vizag)

NOTE:
This will not alphabetize them for you, so you will have to do that yourself. It should
look something like this:

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 Select in the datasheet view and you should see the change when you go to the city field.

Relationships
After you've set up multiple tables in your Microsoft Access database, you need a way of telling
Access how to bring that information back together again. The first step in this process is to
define relationships between your tables. After you've done that, you can create queries, forms,
and reports to display information from several tables at once.

A relationship works by matching data in key fields - usually a field with the same name in
both tables. In most cases, these matching fields are the primary key from one table, which
provides a unique identifier for each record, and a foreign key in the other table.

Having met the criteria above, follow these steps for creating relationships between tables.

 In the database window view, at the top, click on Tools  Relationships

 Select the Tables you want to link together, by clicking on them and selecting the
Add Button.
 Drag the primary key of the Parent table (Dept in this case), and drop it into the
same field in the Child table (Emp in this case.)

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 Select Enforce Referential Integrity

o When the Cascade Update Related Fields check box is set, changing a
primary key value in the primary table automatically updates the matching
value in all related records.
o When the Cascade Delete Related Records check box is set, deleting a record
in the primary table deletes any related records in the related table
 Click Create and Save the Relationship.

Entering Data

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Click on the Datasheet View and simply start "chugging" away by entering the data into
each field.

NOTE:
Before starting a new record, the Empno # field must have something in it, because it is the
Primary Key. If you did not set a Primary Key then it is OK.

Manipulating Data
 Adding a new row
Simply drop down to a new line and enter the information
 Updating a record
Simply select the record and field you want to update, and change its data with what
you want
 Deleting a record
Simply select the entire row and hit the Delete Key on the keyboard

Queries

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Queries can be used to quickly analyze and sort information that is in an Access database. A
query allows you to present a question to your database by specifying specific criteria.
Queries allow you to specify:
 The table fields that appear in a query.
 The order of the fields in a query.
 Filter and sort criteria for each field in a query.

Select queries are the most commonly used type of queries in Access. They allow you to choose
which fields and records to display in a new datasheet. Other types of queries include crosstab
queries and four types of action queries.

Queries have two views: Design view and Datasheet view. In the Design view, you specify
which tables you want to see, which tables they come from, and the criteria that records have to
meet in order to appear on the resulting database. Criteria are tests that records have to pass. In
the Query Datasheet view, you view the records that are found to meet your criteria.

When you run a query, Access pulls data out of tables and puts the data in a database for you to
see. The original table and database stay connected, so that if you make changes to the data on
your database, the results of the query also change. When you save a query, you save the query
design, rather than the results, so that you can ask the same questions again.

A select query can be used to select certain data from a table or tables. It basically filters and
sorts the data and can perform simple calculations, such as summing and averaging.

An easy way to create a select query is to use the Simple Query Wizard. It allows you to select
the table fields you want to include in a query. This type of query is very useful when you want
to eliminate extra fields, but still want to view every record in a database table.

A limitation of the Simple Query Wizard is that it does not allow you to set sorting parameters
for records in order to sort by particular criteria, such as less than, greater than, equal to, etc.
You must use a create a query from scratch in order to be able to set parameters.

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Creating Queries using the Query Wizard

 To Create A Query Using the Simple Query Wizard:
 Open your Access database.

 Click on the Queries icon in the window that appears.

 Double-click on Create Query by Using Wizard. The first dialog box of the Simple Query
Wizard then appears.

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 Choose the table that contains the fields you want to select from the Tables/Queries
drop-down list.

 Click a field name in the Available Fields list; then click the Add (>) button to move the
field name to the Selected Fields list. Add fields as needed, or move them all at once
with the Add All (>>) button. Click Next to move to the next screen.

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 On the next screen, select query is detailed or summary

 On the next screen, enter a title for the query. Then click Finish to view the query results.

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Note:
Access automatically saves queries, so you do not need to do anything special to save your
query. You can rerun your query at any time. This can give you updated results whenever data
is edited. To rerun a query: open the database; select the Queries icon in the database window;
in the Query list, double-click the query you want to run, or click it once and then click the
Open button.

Creating Queries from Scratch

Part 1: Starting a New Query
When you create a query from scratch, you can select the tables and fields that you use to build
a query and set parameters for the fields.

Open Access, then open the database that contains the table or tables you want to use to build
the query.

 Click the Queries icon in the window that appears.

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 Double-click on Create Query in Design View. The Show Table dialog box then appears,
listing all of the tables in the database.

 Click the name of the table that contains the fields you want to use in the query. Click
the Add button. Repeat for each table you want to add.

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 Click Close when you finish adding tables. The Query Design view window then opens.
The tables you selected appear in the top pane of the Query Design view. Field names
will not appear until you add them.

Part 2: Adding Fields to a Query

The Query Design View allows you to add the table fields you want in your query. Be sure the
tables that contain the fields you want to use are present in the design window.
In the first field column of the query grid, click in the Field box. A drop-down arrow list then
appears.

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 Click the drop-down list and select a field. (You may need to scroll through the list to
find the field you want to use.)

 Click in the next field column and repeat the procedure. Repeat to add all of the desired
fields.

Note: The order that you add fields will be the order in which they appear in the query. If you
need to change a field that you've placed in a particular column, use the Field drop-down list in
the column to select a different field. You may delete any field you have added to a query. Click
anywhere in the column and select Edit, then Delete Columns.

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Part 3: Adding Criteria

You can set criteria for a query that can control how field information in selected fields appears
in a completed query.

 In the Query Design view, click the Criteria row in the desired field's column.

 Type the criteria you want to use. See the Sample Criteria for Queries below.

Sample Criteria for Queries

< less than) Matching values must be less than (or before in case of dates) the
specified numerical string.

<= (less than or equal to) Matching values must be equal to or less than the value used in the
criteria.

>= (greater than or equal to) Matching values must be equal to or greater than the value used in
the criteria.

=(equal to) Matching values must be equal to the criteria string. This symbol can
be used both with text and numeric entries.

Not Values matching the criteria string will not be included in the results.

 Queries can contain multiple criteria. Repeat step`s 1 and 2 as needed to add additional
criteria to the field columns in the query.

Part 4: Adding Simple Calculations

You can set up a query to do simple calculations, such as totaling information in a specific field
or averaging information. To add calculations to a query, a Total row has to be added to the
Query Design grid. After the Total row is available, different calculations can be chosen from a
drop-down list for any of the fields that have been selected for the query.

 In the Query Design view, click the Totals button on the Query Design toolbar. A Total
row is then added to the Query Design grid (just below the Table row).

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 Click the Total row for a field in the Query Design grid that contains numerical data. A
drop-down arrow then appears.

 Click the drop-down arrow to select the type of formula you want to place in the field's
Total box.

 The following are some commonly used types of formulas:

Sum Totals all values in the field.

Avg Calculates the average for all values in the field.

Min Displays the lowest value (the minimum) found in the field.
Max Displays the highest value (the maximum) found in the field.
Count Calculates the number of entries in the field (this basically counts the
entries).
Stdev Calculates the standard deviation for the values in the field. (This basically
measures how widely the values in the field differ from the field's average
value.)

 Repeat steps 2 and 3 to place formulas into other field columns.

Part 5: Viewing Query Results

After you have setup your query, you are ready to run it.

 Click the Save icon in the Query Design toolbar. Type in a name for the query and then
click OK.

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 Click the Run icon on the Query Design toolbar, or choose Query, then Run. The query
results then appear in a datasheet that looks like an Access table.

 After you have reviewed the results, click the Design View button on the toolbar to
return to the Query Design view.

Forms
A form is nothing more than a graphical representation of a table. You can add, update, delete
records in your table by using a form.
NOTE:
Although a form can be named different from a table, they both still manipulate the same
information and the same exact data. Hence, if you change a record in a form, it will be changed
in the table also.

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A form is very good to use when you have numerous fields in a table. This way you can see all
the fields in one screen, whereas if you were in the table view (datasheet) you would have to
keep scrolling to get the field you desire.

Create a Form using the Wizard

It is a very good idea to create a form using the wizard, unless you are an advanced user and
know what you are doing. Microsoft Access does a very good job of creating a form using the
wizard. The following steps are needed to create a basic form:

 Switch to the Database Window.

 Click on the Forms button under Objects on the left side of screen
 Double click on Create Form Using Wizard
 On the next screen select the fields you want to view on your form. Most of the time
you would select all of them.

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 Click Next
 Select the layout you wish

 Click Next
 Select the style you desire.
HINT: if you plan on printing your form, I suggest you use a light background to
save on printer toner and ink

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 Click Next

 Give you form a name, and select Open the Form and enter information
 Select Finish
 You should see your form. To adjust the design of your form, simply hit the design
button (same as with the tables), and adjust your form accordingly

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Reports
A report is an effective way to present your data in a printed format. Because you have control
over the size and appearance of everything on a report, you can display the information the
way you want to see it.

Create a Report using the Wizard

As with the Form, it is a very good idea to create a report using the wizard, unless you are an
advanced user. Microsoft Access does a very good job using the wizard to create reports.

 Switch to the Database Window. You can do this by pressing F11 on the keyboard.
 Click on the Reports button under Objects on the left side of screen
 Double click on Create Report Using Wizard

 On the next screen select the fields you want to view on your form. Most of the time
you would select all of them.

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 Click Next
 Select if you would like to group your files. Keep repeating this step for as many
groupings as you would like.

 Click Next
 Select which field is sorted i.e., ascending order or descending order

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 Select the layout and the paper orientation you desire

 Click Next
 Select the style you desire.
HINT: if you plan on printing your report, I suggest you use a light background to
save on printer toner and ink.

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 Click Next
 Give you report a name, and select Preview the Report

 Select Finish

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 You should see your report. To adjust the design of your report, simply hit the
design button (same as with the tables), and adjust your report accordingly

Creating Mail Merge Labels using a Wizard

Microsoft Access lets you create Mailing Labels for your database that you have. To do this do
the following:

 Switch to the Database Window. You can do this by pressing F11 on the keyboard.
 Click on the Reports button under Objects on the left side of screen
 Click on New

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 Select Label Wizard and the table you would like to get your information from.

 Click OK
 Select the layout of your labels

 Click Next
 Select the font size and color you want on each label

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 Click Next
 Select how you want your label to look

 Click Next
 Select how you want your labels sorted

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 Click Next
 Click on Finish

 Give your label report a name and preview it

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Advanced Option of MS-ACCESS

Transfer of data between Excel & Access

What is External Data?

Excel provides the ability to bring data that is "external" to the current workbook into your
workbook. The examples shown here demonstrate how to include data stored in an Access
database into a workbook and manipulate that data in various ways. You can, however, bring
data from any data source that has ODBC capabilities. For example, many accounting software
packages provide ODBC files with which you can query your accounting data into Excel.

Create a Query Through the User-Interface

Under the Data menu, there is a "Get External Data" option. This is called "Import External
Data" in versions starting with Excel 2000.

To start the process of querying an external data source, choose the New Database Query
option. The Choose Data Source dialog appears and is shown below. Also note that Microsoft

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Query has started and shows in your Taskbar. Microsoft Query is the program that Excel uses
to query and return the external data.

Note that MS Access Database has been selected. As these examples will be using the employee
Sample database that ships with Access, that is the option we want. Also note there is a
checkbox at the bottom of the dialog that allows you to use the Query Wizard. If you are
particularly adept at writing SQL or you are creating a complex query, you may want to
uncheck this box and create the query manually in MS Query. I generally use the wizard even
if I know that I will be modifying the query in MS Query later. With MS Access Database
selected, click on the OK button. You will be presented with a standard file navigation dialog
that allows you to select the database you would like to query. Navigate to Employee.mdb and
click OK.

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This starts the query wizard and shows the first page, Choose Columns. The left listbox shows
all the tables and queries in the database. Unfortunately, it doesn't show which are tables and
which are queries. I advocate a naming convention when using Access where tables start with
Tbl and queries start with Qry, but that's just me.

For this example, choose the Customers table by clicking on the plus sign next to it. This will
expand that table to show the available fields. To include a field in your query, select it and
then click the greater-than-sign button (>). The selected field will be shown in the right listbox.
Double clicking the field name works also.

Select the all fields. Your dialog box should look like this.

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If it does, click Next to show the Filter Data dialog.

The Filter Data dialog allows you to set up criteria for your query. If you know SQL, you're
writing the WHERE clause. Setting up criteria is simply limiting the records returned by your
query. Let's limit this query to only those records whose Deptno is equal to 10. To do this,
select Deptno in the left hand listbox, select equals in the first combobox and 10 in the second.
Like this:

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You can set criteria for any or all of the fields and you can set multiple criteria for the same
fields. If you use And's and Or's, you may not get the results you want. Generally, the more
complicated your criteria, the better off you are doing it manually in MSQuery. If your screen
looks as above, click Next to show the Sort Order dialog.

The Sort Order dialog is pretty straight forward. You can sort by up to three fields in ascending
or descending order. If you don't choose any field, the sort order will be whatever order the
underlying table or query has. Choose to sort by Empno in Ascending order so that your screen
looks like this:

Click Next to show the Finish dialog.

As its name suggests, the Finish dialog is the last step in the process. You'll notice that you have
three radio button options. You can return the results of the query to Excel, edit the query
further in MSQuery, or create an OLAP cube. OLAP cubes are beyond the scope of this article,
so we'll focus on the first two. Here's what your dialog should look like:

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Click Finish to return the data to Excel. Excel will again be in focus and will show the
Returning External Data to Microsoft Excel dialog box, shown here.

The default is to return the data to the existing (active) worksheet at whichever cell was active
when you started the process. The "marching ants" are circling the cell shown in the refedit
control (G7, in this case). Change it to A1, and click OK. You can change the query table
properties via the Properties button, but it's just as easy to change them once the data is in
Excel. Now your spreadsheet will look like this:

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Ms Excel
Alternate between displaying cell values and displaying cell CTRL+` (single left quotation

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formulas mark)
Calculate all sheets in all open workbooks F9
Calculate the active worksheet SHIFT+F9
Copy CTRL+C
Create a chart that uses the current range F11 or ALT+F1
Display the Format Cells dialog box CTRL+1
Display the Go To dialog box F5
Fill the selected cell range with the current entry CTRL+ENTER
Insert the current time CTRL+:
Insert today's date CTRL+;
Move to the beginning of the worksheet CTRL+HOME
Move to the last cell on the worksheet, which is the cell at CTRL+END
the intersection of the rightmost used column and the
bottommost used row (in the lower-right corner), or the cell
opposite the home cell, which is typically A1
Open CTRL+O
Paste CTRL+V
Paste a function into a formula SHIFT+F3
Print CTRL+P
Save CTRL+S
Select all (when you are not entering or editing a formula) CTRL+A
Select the current column CTRL+SPACEBAR
Select the current row SHIFT+SPACEBAR
Undo CTRL+Z
When you enter a formula, display the Formula Palette after CTRL+A
you type a function name

Ms-Access

Copy CTRL+C
Display the database window F11
Find and replace CTRL+F

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Insert a carriage return in a memo or text field CTRL+ENTER

Insert the current time CTRL+:
Insert the data from the same field in the previous CTRL+'
record
Insert today's date CTRL+;
Open a new database CTRL+N
Open an existing database CTRL+O
Paste CTRL+V
Print CTRL+P
Save CTRL+S
Switch between the Visual Basic Editor and the ALT+F11
previous active window
Undo CTRL+Z
Undo the changes you have made to the current field ESC
Undo the changes you have made to the current ESC ESC (press ESC twice)
record

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