DECLARATION OF AUTHENTICITY

I Asmita Dhakal, declare that this lab reports is my own original work and that it has fully
acknowledged any information or documents endorsed from other sources. I also agree that if at
any time this work has been submitted for any other degree or professional qualification except
as specified, any credits awarded based on this material can be revoked. This submitted to the
BBM program, Shaheed Smriti Multiple Campus, Chitwan, is an original place of work under
the supervision of Rabindra karmacharya sir, faculty member, Shaheed Smriti Multiple Campus,
Chitwan and is submitted in partial fulfillment of the requirement for degree of BBM fifth
semester. This report has not been submitted to any other college for the award of any degree.

Signature
Asmita Dhakal
Date: ………………………

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 Table of Contents
1. Word Processing.................................................................................................................................................................5
1 1.Basic Interface................................................................................................................................................................................................ 5
Ribbon.................................................................................................................................................................................................................. 5
Title bar............................................................................................................................................................................................................... 6
Rulers.................................................................................................................................................................................................................... 6
Document Area................................................................................................................................................................................................. 6
Status Bar............................................................................................................................................................................................................ 6
Dialog Box Launcher...................................................................................................................................................................................... 6
1.2 Moving Around................................................................................................................................................................................................ 6
Moving with Keyboard.................................................................................................................................................................................. 6
Moving with Go To Command....................................................................................................................................................................7
1.3 Saving New Document................................................................................................................................................................................. 8
1.4 Opening New Document.............................................................................................................................................................................. 8
1.5 Selecting text.................................................................................................................................................................................................... 8
Using the Selection Bar................................................................................................................................................................................. 8
Using the Keyboard........................................................................................................................................................................................ 9
1.6 Deleting text..................................................................................................................................................................................................... 9
1.7 Copy, Cut and Paste.................................................................................................................................................................................... 10
Copy & Paste Operation............................................................................................................................................................................. 10
Cut & Paste Operation................................................................................................................................................................................. 10
1.8 Insert Special Symbols............................................................................................................................................................................... 11
1.9 Shortcuts to use Undo & Repeat operations..............................................................................................................................11
1.10 Text decoration.......................................................................................................................................................................................... 11
Making text bold............................................................................................................................................................................................ 11
Strike through the Text.............................................................................................................................................................................. 12
1.11 Change text cases...................................................................................................................................................................................... 12
Change Text to Sentence Case................................................................................................................................................................. 12
Change Text to Uppercase.........................................................................................................................................................................12
Step 1 − Select the portion of text that you want to change to a bold font..........................................................................12
Step 2 − Click the Change Case button and then select UPPERCASE option to display all selected words in all
caps. All characters of every selected word will be capitalized................................................................................................12
1.12 Change text colors.................................................................................................................................................................................... 12
1.13 Highlight Text with Colors.................................................................................................................................................................... 13
1.14 Text alignments......................................................................................................................................................................................... 13
Left-Aligned Text........................................................................................................................................................................................... 13
Center Aligned Text..................................................................................................................................................................................... 13
Right-Aligned Text........................................................................................................................................................................................ 13
Justified Text................................................................................................................................................................................................... 13
1.15 Create a List from Existing Text......................................................................................................................................................... 14

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1.16 Borders and shades.................................................................................................................................................................................. 14
Add Borders to Text........................................................................................................................................................................................... 14
Add Borders to Page.................................................................................................................................................................................... 15
Add Shades to Text....................................................................................................................................................................................... 16
1.17 Adjust page margins................................................................................................................................................................................ 17
Adjust Margins............................................................................................................................................................................................... 17
1.18 Header and footer..................................................................................................................................................................................... 18
Add Header and Footer.............................................................................................................................................................................. 18
1.19 Add page numbers.................................................................................................................................................................................... 20
1.20 Page orientation........................................................................................................................................................................................ 21
1.21 Create a table............................................................................................................................................................................................. 22
1.22 Using graphics............................................................................................................................................................................................ 22
1.23 Create Table of Contents........................................................................................................................................................................ 22
1.24 Update Table of Contents...................................................................................................................................................................... 23
1.25 Set watermark............................................................................................................................................................................................ 23
Set Standard Watermark........................................................................................................................................................................... 23
Set Custom Watermark.............................................................................................................................................................................. 23
2.1 Creating New Worksheet.........................................................................................................................................24
2.2 Inserting Formula...................................................................................................................................................24
2.3 Formatting Cell.......................................................................................................................................................25
2.4 Various Cell Formats..............................................................................................................................................25
2.5 Conditional Formatting..........................................................................................................................................25
2.6 Various Conditional Formatting Options...............................................................................................................26
2.7 Creating Formula....................................................................................................................................................28
2.8 Relative Cell References..........................................................................................................................................29
2.9 Absolute Cell References.........................................................................................................................................29
2.10 Mixed Cell References...........................................................................................................................................29
2.11 Functions in Formula............................................................................................................................................29
2.12 Using Functions....................................................................................................................................................29
2.13 Built In Functions..................................................................................................................................................29
2.14 Functions by Categories.......................................................................................................................................30
2.15 Filters in MS Excel................................................................................................................................................31
2.16 Sorting in MS Excel...............................................................................................................................................32
2.17 Ranges in MS Excel..............................................................................................................................................33
2.18 Data Validation.....................................................................................................................................................33

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 2.19 Validation Criteria................................................................................................................................................34
2.20 Settings Tab...........................................................................................................................................................34
2.21 Input Message Tab................................................................................................................................................35
3.1 PowerPoint Editing Window (Normal View).................................................................................................................................. 36
3.2 Opening PowerPoint................................................................................................................................................................................... 36
3.3 Creating New Presentations.................................................................................................................................................................... 37
3.4 PowerPoint Slides........................................................................................................................................................................................ 37
3.5 Slide Layouts.................................................................................................................................................................................................. 39
3.6 Applying a Theme........................................................................................................................................................................................ 39
3.7 Adding Content............................................................................................................................................................................................. 41
3.8 Changing the Order of Slides in a Presentation.............................................................................................................................. 46

4. Introduction to Relational Databases through Ms Access..................................................................................47

4.1 Introduction................................................................................................................................................................................................... 47
4.2 Objectives........................................................................................................................................................................................................ 48
4.3 Create the Database Structure.............................................................................................................................................................. 48
4.4 Identify the Important Entities and Relationships........................................................................................................................ 50
CreatingEntityTables 2. Double Click on Create table in Design view to start building your Advisor
table. The screen that comes up will look like this...................................................................................................................................50
4.5 Establishing Relationships....................................................................................................................................................................... 53

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 1. Word Processing
Microsoft Word allows you to create and edit personal and business documents, such as letters,
reports, invoices, emails and books. By default, documents saved in Word are saved with the
.docx extension. Microsoft Word can be used for the following purposes −
● To create business documents having various graphics.
● To store and reuse readymade content and formatted elements such as cover pages and sidebars.
● To create letters and letterheads for personal and business purpose.
● To design different documents such as resumes or invitation cards etc.
● To create a range of correspondence from a simple office memo to legal copies and reference
documents.

1 1.Basic Interface
Following is the basic window which you get when you start the Word application.

Ribbon

Ribbon contains commands organized in three components −

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● Tabs
● Groups
● Commands
Title bar
This lies in the middle and at the top of the window. Title bar shows the program and document
titles.
Rulers
Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal ruler appears just
beneath the Ribbon and is used to set margins and tab stops. The vertical ruler appears on the
left edge of the Word window and is used to gauge the vertical position of elements on the page.
Document Area
This is the area where you type. The flashing vertical bar is called the insertion point and it
represents the location where text will appear when you type.
Status Bar
This displays the document information as well as the insertion point location. From left to right,
this bar contains the total number of pages and words in the document, language, etc.
You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting
options from the provided list.
Dialog Box Launcher
This appears as very small arrow in the lower-right corner of many groups on the Ribbon.
Clicking this button opens a dialog box or task pane that provides more options about the group.

1.2 Moving Around

Word provides a number of ways to move around a document using the mouse and the
keyboard.
Moving with Keyboard
The following keyboard commands, used for moving around your document, also move the
insertion point −
Keystroke Where the Insertion Point Moves

Forward one character

Back one character

Up one line

Down one line

Page Up To the previous screen

Page Down To the next screen

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Home To the beginning of the current line

End To the end of the current line

You can move word by word or paragraph by paragraph. You would have to hold down the Ctrl
key while pressing an arrow key, which moves the insertion point as described here −
Key Combination Where the Insertion Point Moves

Ctrl + To the next word

Ctrl + To the previous word

Ctrl + To the start of the previous paragraph

Ctrl + To the start of the next paragraph

Ctrl + Page Up To the previous browse object

Ctrl + Page Down To the next browse object

Ctrl + Home To the beginning of the document

Ctrl + End To the end of the document

Shift + F5 To the last place you changed in your document.

Moving with Go To Command
Press the F5 key to use the Go To command. This will display a dialogue box where you will
have various options to reach to a particular page.
Normally, we use the page number, the line number or the section number to go directly to a
particular page and finally press the Go To button.

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1.3 Saving New Document
Step 1 − Click the File tab and select the Save As option.
Step 2 − Select a folder where you will like to save the document, Enter the file name which you
want to give to your document and Select the Save As option, by default it is the .docx format.
Step 3 − Finally, click on the Save button and your document will be saved with the entered
name in the selected folder.

1.4 Opening New Document

A new, blank document always opens when you start Microsoft Word. Suppose you want to
start another new document while you are working on another document, or you closed an
already opened document and want to start a new document. Here are the steps to open a new
document-
Step 1 − Click the File tab and select the New option.
Step 2 − When you select the New option from the first column, it will display a list of
templates in the second column. Double-click on the Blank document; this is the first option in
the template list. We will discuss the other templates available in the list in the following
chapters.

1.5 Selecting text

S.N Component & Selection Method

Selecting text between two points

1
Click at the start of the block of text, hold down Shift, and click at the end of the block.

Selecting a single word

2
Double-click anywhere on the word you want to select.

Selecting a paragraph
3
Triple-click anywhere on the paragraph you want to select.

Selecting a sentence
4
Hold down the Ctrl key and click anywhere in the sentence you want to select.

Selecting a column of text

5 Hold down Alt, click and hold the mouse button, and drag over the column you want to
select.

Using the Selection Bar

S.N Component & Selection Method

8
 Selecting a line
1
Bring your mouse in the selection bar area and click in front of the line you want to select.

Selecting a paragraph
2 Bring your mouse in the selection bar area and double click in front of the paragraph you
want to select.

Selecting the document

3
Bring your mouse in the selection bar area and triple-click.

Using the Keyboard

S.No Key & Selection Method Selecting Text

Ctrl + A
1
Press Ctrl + A keys to select the entire document.

Shift
2
Keep pressing the Shift key and use any of the arrow keys to select the portion of text.

F8
3
Press F8 and then use any of the arrows keys to select the portion of text.

Ctrl + Shift + F8
4
Press Ctrl + Shift + F8 and then use any of the arrows keys to select column of the text.

1.6 Deleting text

S.N Keys & Deletion Methods

Backspace
1 Keep the insertion point just after the character you want to delete and press
the Backspace key. Word deletes the character immediately to the left of the insertion point.

Ctrl + Backspace
2 Keep the insertion point just after the word you want to delete and press Ctrl +
Backspace key. Word deletes the whole word immediately to the left of the insertion point.

Delete
3 Keep the insertion point just before the character you want to delete and press the Delete key.
Word deletes the character immediately to the right of the insertion point.

Ctrl + Delete
4
Keep the insertion point just before the word you want to delete and press Ctrl + Delete key.

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 Word deletes the word immediately to the right of the insertion point.

1.7 Copy, Cut and Paste

Copy & Paste Operation

Step 1 − Select a portion of the text using any of the text selection methods.
Step 2 − You have various options available to copy the selected text in clipboard. You can
make use of any one of the options −
● Using Right-Click − When you right-click on the selected text, it will display
the copy option, click this option to copy the selected content in clipboard.
● Using Ribbon Copy Button − After selecting text, you can use the copy button
available at the ribbon to copy the selected content in clipboard.
● Using Ctrl + c Keys − After selecting a text, just press Ctrl + c keys to copy the
selected content in clipboard.
Step 3 − Finally click at the place where you want to copy the selected text and use either of
these two simple options −
● Using Ribbon Paste Button − Just click the Paste button available at the ribbon to paste
the copied content at the desired location.
● Using Ctrl + v Keys − This is simplest way of pasting the content. Just press Ctrl +
v keys to paste the content at the new location.

Cut & Paste Operation

Step 1 − Select a portion of the text using any of the text selection methods.
Step 2 − Now, you have various options available to cut the selected text and put it in the
clipboard. You can make use of one of the options −
● Using Right-Click − If right-click on the selected portion of text, it will
display cut option, just click this option to cut the selected content and keep it in clipboard.
● Using Ribbon Cut Button − After selecting a portion of text, you can use cut button
available at the ribbon to cut the selected content and keep it in clipboard.
● Using Ctrl + x Keys − After selecting a portion of text, just press Ctrl + x keys to cut
the selected content and keep it in clipboard.
Step 3 − Finally, click at the place where you want to move the selected text and use either of
these two simple options −
● Using Ribbon Paste Button − Just click the Paste button available at the ribbon to paste
the content at the new location.

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● Using Ctrl + v Keys − This is simplest way of pasting the content. Just press Ctrl +
v keys to paste the content at the new location.

1.8 Insert Special Symbols

Step 1 − To insert a special symbol, bring your cursor at the place where you want to insert the
symbol. Click the Insert tab. You will find two options under the symbol button (a)
Equation and (b) Symbols. Click either of these two options based on your requirement. You
will further use equations while preparing mathematical or scientific or any similar document.
Step 2 − When you click the Symbol button, a small list of symbols will appear.
Step 3 − Now click on any of the available symbols in the box to insert that in your document at
the selected location.You can select any of the symbol and then click the Insert button to insert
the selected symbol.
Step 3 − Let us try to click the Undo button one by one. You will see that Word will recover all
the deleted characters one by one after performing a few undo operations.

1.9 Shortcuts to use Undo & Repeat operations

Though you can access the Undo and Repeat commands from the Quick Access toolbar, but
because these commands are the most frequently used commands, we recommend you
memorize their keyboard shortcuts which are as follows −
S.N Shortcuts & Operation

Ctrl + Z
1
Undoes the previous action.

Ctrl + Y
2
Repeats the previous action.

1.10 Text decoration

Making text bold

Step 1 Select the portion of text that the font of which needs to be made bold.
Step 2 − Click the Font Bold [ B ] button in the Home tab Font group, or simply use Ctrl +
B keys to make the selected portion of text bold.
Making Text Italic
An italic text appears with a small inclination and we use the italicized text to differentiate it
from other text.
Step 1 − Select the portion of text the font of which needs to be italicized.
Step 2 − Click the Font Italic [ I ] button in the Home tab Font group, or simply use the Ctrl +
I keys.

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Underline the Text
An underlined portion of text appears with an underline and we use the underlined portion of
text to make it more distinguished from other text.
Step 1 − Select the portion of text which needs to be underlined.
Step 2 − Click Font Underline [ U ] button in the Home tab Font group, or simply use the Ctrl
+ U keys.

Strike through the Text

Step 1 − Select the portion of text that you want to change to a bold font.
Step 2 − Click Font Strikethrough [ abc ] button in the Home tab Font group to put a line in
the middle of the text which is called strikethrough the text.

1.11 Change text cases

Change Text to Sentence Case

A sentence case is the case where the first character of every sentence is capitalized.
Step 1 − Select the portion of text that that needs to be put in sentence case.
Step 2 − Click the Change Case button and then select the Sentence Case option to capitalize
the first character of every selected sentence.
Change Text to Lowercase
Step 1 − Select the portion of text that needs to be put in lowercase.
Step 2 − Click the Change Case button and then select Lowercase option to display all the
selected words in lowercase.

Change Text to Uppercase

Step 1 − Select the portion of text that you want to change to a bold font.

Step 2 − Click the Change Case button and then select UPPERCASE option to display all
selected words in all caps. All characters of every selected word will be capitalized.

1.12 Change text colors

Step 1 − Select the portion of text the font color of which needs to be changed.

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Step 2 − Click the Font Color button triangle to display a list of colors. Try to move your
mouse pointer over different colors and you will see the text color will change automatically.
You can select any of the colors available by simply clicking over it.
If you click at the left portion of the Font Color button, the selected color gets applied to the text
automatically; you need to click over the small triangle to display a list of colors.

1.13 Highlight Text with Colors

Step 1 − Select the portion of text that needs to be highlighted with color.
Step 2 − Click the Text Highlight Color button triangle to display a list of colors. Try to move
your mouse pointer over different colors and you will see the text color changes automatically.
If you click at the left portion of the Text Highlight Color button, then the selected color gets
applied to the portion of text automatically; you need to click over the small triangle to display a
list of colors.

1.14 Text alignments

Left-Aligned Text

A paragraph's text is left aligned when it is aligned evenly along the left margin. Here is a
simple procedure to make a paragraph text left-aligned.
Step 1− Click anywhere on the paragraph you want to align and click the Align Text
Left button available on the Home tab or simply press the Ctrl + L keys.

Center Aligned Text

A paragraph's text will be said center aligned if it is in the center of the left and right margins.
Here is a simple procedure to make a paragraph text center aligned.
Step 1 − Click anywhere on the paragraph you want to align and click the Center button
available on the Home tab or simply press the Ctrl + E keys.

Right-Aligned Text

A paragraph's text is right-aligned when it is aligned evenly along the right margin. Here is a
simple procedure to make a paragraph text right-aligned.
Step 1 − Click anywhere on the paragraph you want to align and click the Align Text
Right button available on the Home tab or simply press the Ctrl + R keys.

Justified Text

A paragraph's text is justified when it is aligned evenly along both the left and the right margins.
Following is a simple procedure to make a paragraph text justified.

13
Step 1 − Click anywhere on the paragraph you want to align and click the Justify button
available on the Home tab or simply press the Ctrl + J keys.

1.15 Create a List from Existing Text

This is very simple to convert a list of lines into a bulleted or numbered list. Following are the
simple steps to create either bulleted list or numbered list.
Step 1 − Select a list of text to which you want to assign bullets or numbers.
Step 2 − Click the Bullet Button triangle to display a list of bullets you want to assign to the
list. You can select any of the bullet style available by simply clicking over it.

Step 3 − If you are willing to create a list with numbers, then click the Numbering
Button triangle instead of the bullet button to display a list of numbers you want to assign to the
list. You can select any of the numbering style available by simply clicking over it.

1.16 Borders and

shades Add Borders to

Text
Following are the simple steps to add border to any text or paragraph.
Step 1 − Select the portion of text or paragraph to which you want to add border.
Step 2 − Click the Border Button to display a list of options to put a border around the selected
text or paragraph. You can select any of the option available by simply clicking over it.

14
Step 3 − Try to add different borders like left, right top or bottom by selecting different options
from the border options.
Step 4 − To delete the existing border, simply select the No Border option from the border
options.

Add Borders to Page

You can add borders of your choice to word pages by following the steps given below.
Step 1 − Click the Border Button to display a list of options to put a border. Select the Border
and Shading option available at the bottom of the list of options as shown in the above
screenshot. This will display a Border and Shading dialog box. This dialog box can be used to
set borders and shading around a selected text or page borders.

Step 2 − Click the Page Border tab which will display a list of border settings, styles and
options whether this border should be applied to the whole document or just one page or the first
page.

15
Step 3 − You can use the Preview section to disable or enable left, right, top or bottom borders
of the page. Follow the instruction given in the preview section itself.
Step 4 − You can customize your border by setting its color, width by using different art
available under the style section.

You can have similar or even better borders as given below.

Add Shades to Text

The following steps will help you understand how to add shades on a selected portion of text or
a paragraph(s).
Step 1 − Click the Border Button to display a list of options to put a border. Select the Border
and Shading option available at the bottom of the list of options as shown in the above
screenshot. This will display a Border and Shading dialog box. This dialog box can be used to
set borders and shading around a selected portion of text or page borders.

16
Step 2 − Click the Shading tab; this tab will display the options to select fill,
color and style and whether this border should be applied to a paragraph or a portion of text.
Step 3 − You can use the Preview section to have an idea about the expected result. Once you
are done, click the OK button to apply the result.

1.17 Adjust page margins

In the screenshot given below, I have shown top, left and right margins, if you will type the
complete page, word will leave 1-inch bottom margin as well.

Adjust Margins

The following steps will help you understand how to set margins for an open document.
Step 1 − Open the document the margins of which need to be set. If you want the margins to be
applied only to a selected part of a document, select that particular part.
Step 2 − Click the Page Layout tab, and click the Margins button in the Page Setup group.
This will display a list of options to be selected but you have to click the Custom Margins
option available at the bottom.

17
You can also select any of the predefined margins from the list, but using custom margins option
you will have more control on all the settings.

Step 3 − You will have to display a Page Dialog Box as shown below where you can set top,
left, right and bottom margins under the Margins Tab. Select the Apply to: option to apply the
margin on selected text or complete document.

Step 4 − If you are going to bind the document and want to add an extra amount of space on one
edge for the binding, enter that amount in the Gutter text box, and select the side the gutter is on
with the Gutter Position drop-down list. After setting all the desired values for all the margins,
click the OK button to apply the margins.

1.18 Header and footer

Headers and footers are parts of a document that contain special information such as page
numbers and the total number of pages, the document title, company logo, any photo, etc. The
header appears at the top of every page, and the footer appears at the bottom of every page.

Add Header and Footer

The following steps will help you understand how to add header and footer in a Word document.

18
Step 1 − Click the Insert tab, and click either the Header button or the Footer button that
which needs to be added first. Assume you are going to add Header; when you click the Header
button it will display a list of built-in Headers from where you can choose any of the headers by
simply clicking on it.

Step 2 − Once you select any of the headers, it will be applied to the document in editable mode
and the text in your document will appear dimmed, Header and Footer buttons appear on the
Ribbon and a Close Header and Footer button will also appear at the top-right corner.

Step 3 − Finally, you can type your information whatever you want to have in your document
header and once you are done, click Close Header and Footer to come out of the header
insertion mode. You will see the final result as follows.

19
You can follow a similar procedure to add footer in your document.

1.19 Add page numbers

Following are the simple steps to add page numbers in a Word document.
Step 1 − Click the Insert tab, and click the Page Number button available in the header and
footer section. This will display a list of options to display the page number at the top, bottom,
current position etc.

Step 2 − When you move your mouse pointer over the available options, it displays further
styles of page numbers to be displayed. For example, when I take the mouse pointer at
the Bottom of Page option it displays the following list of styles.

20
Step 3 − Finally, select any one of the page number styles. I selected the Accent Bar 1 style by
clicking over it. You will be directed to the Page Footer modification mode. Click the Close
Header and Footer button to come out of the Footer Edit mode.
You can format your page numbers using the Format Page Numbers option available under the
listed options.

1.20 Page orientation

The following steps will help you understand how to change the page orientation of a word
document.
Step 1 − Open the Word document the orientation of which needs to be changed.
Step 2 − Click the Page Layout tab, and click the Orientation button available in the Page
Setup group. This will display an Option Menu having both the options (Portrait & Landscape)
to be selected.
Step 3 − Click any of the options you want to set to orientation. Because our page is already in
portrait orientation, we will click the Landscape option to change my orientation to landscape
orientation.

21
1.21 Create a table
The following steps will help you understand how to create a table in a Word document.
Step 1 − Click the Insert tab followed by the Table button. This will display a simple grid as
shown below. When you move your mouse over the grid cells, it makes a table in the table that
appears in the document. You can make your table having the desired number of rows and
columns.
Step 2 − Click the square representing the lower-right corner of your table, which will create an
actual table in your document and Word goes in the table design mode. The table design mode
has many options to work with as shown below.
Step 3 − This is an optional step that can be worked out if you want to have a fancy table. Click
the Table Styles button to display a gallery of table styles. When you move your mouse over
any of the styles, it shows real time preview of your actual table.
Step 4 − To select any of the styles, just click the built-in table style and you will see that the
selected style has been applied on your table.

1.22 Using graphics

The following steps will help you add an existing picture in your word document.
Step 1 − Click on your document where you want to add a picture.
Step 2 − Click the Insert tab and then click the Picture option available in illustrations group,
which will display the Insert Picture dialog box.
Step 3 − You can select a required picture using the Insert Picture dialog box. When you will
click the Insert button, selected picture will be inserted in your document. You can play with
your inserted picture in different ways, like you can apply quick styles to your picture, you can
resize it, or you can change its color too. To try it, just -lick your inserted image and Word will
give you numerous options available under the Format tab to format your inserted graphics.

1.23 Create Table of Contents

The following will help you to create Table of Contents in your Microsoft Word using various
levels of headings.
Step 1 − Consider a document having different levels of headings.
Step 2 − You can insert a table of content anywhere in the document, but the best place is
always at the beginning of the document. So bring your insertion point at the beginning of the
document and then click the References tab followed by the Table of Content button; this will
display a list of Table of Contents options.
Step 3 − Select any of the displayed options by simply clicking on it. A table of content will be
inserted at the selected location.
Step 4 − You can select number of levels of headings in your table of content. If you click on
the Insert Table of Content option available in the option menu, then it will show you a dialog
box where you can select the number of levels you want to have in your table of content. You

22
can turn ON or turn OFF the Show Page Numbers option. Once done, click the OK button to
apply the options.
Now if you press the Ctrl key and then click over the any link available in the table of content, it
will take you directly to the associated page.

1.24 Update Table of Contents

When you work on a Word document, then number of pages and their content keep varying and
accordingly you need to update your Table of Contents. Following are the simple steps to update
an existing Table of Contents in your Microsoft Word.
Step 1 − Consider you already have a table of content as shown above. Click the References
tab followed by the Update Table button; this will display the Update Table of
Contents dialog box with two options.
Step 2 − If you want to update just the page numbers then select the first option Update page
numbers only available in the dialog box but if you want to update page numbers as well, then
select the second option Update entire table and you will find your table of content updated
with all the latest changes.

1.25 Set watermark

Set Standard Watermark
The following steps will help you set standard watermark in word document. A standard
watermark is the one which is already defined by words and cannot modify their font or color
etc.
Step 1 − Open a word document in which you want to add a watermark.
Step 2 − Click the Page Layout tab and then click the Watermark button to display a list of
standard watermark options.
Step 3 − You can select any of the available standard watermarks by simply clicking over it.
This will be applied to all the pages of the word. Assume we select the Confidential watermark.

Set Custom Watermark

The following steps will help you set custom watermark in word document. A custom
watermark is the one which can be modified text and its font, color and size etc.
Step 1 − Open a Word document in which you want to add a watermark.
Step 2 − Click the Page Layout tab and then click the Watermark button to display a list of
standard watermark options. At the bottom, you will find the Custom Watermark option.
Step 3 − Click over the Custom Watermark option; this will display the Printed
Watermark dialog box.

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Step 4 − Now you can set a picture as watermark or you can set predefined text as watermark;
you can also type your text in the Text box available at Printed Watermark dialog box. We
will set text watermark as DUPLICATE and also set its font color and font size. Once all the
parameters are set, click the OK button to set the parameters

2. MS EXCEL
The following basic window appears when you start the excel application. Let us now
understand the various important parts of this window.

2.1 Creating New Worksheet

Three new blank sheets always open when you start Microsoft Excel. Below steps explain you
how to create a new worksheet if you want to start another new worksheet while you are
working on a worksheet, or you closed an already opened worksheet and want to start a new
worksheet.
Step 1 − Right Click the Sheet Name and select Insert option.
Step 2 − Now you'll see the Insert dialog with select Worksheet option as selected from the
general tab. Click the Ok button.
Now you should have your blank sheet as shown below ready to start typing your text.
You can use a short cut to create a blank sheet anytime. Try using the Shift+F11 keys and you
will see a new blank sheet similar to the above sheet is opened.

2.2 Inserting Formula

For inserting formula in MS Excel go to the formula bar, enter the formula and then press enter
or navigation key. See the screen-shot below to understand it.

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2.3 Formatting Cell
MS Excel Cell can hold different types of data like Numbers, Currency, Dates, etc. You can set
the cell type in various ways as shown below −

● Right Click on the cell » Format cells » Number.

● Click on the Ribbon from the ribbon.

2.4 Various Cell Formats

Below are the various cell formats.
● General − This is the default cell format of Cell.
● Number − This displays cell as number with separator.
● Currency − This displays cell as currency i.e. with currency sign.
● Accounting − Similar to Currency, used for accounting purpose.
● Date − Various date formats are available under this like 17-09-2013, 17th-Sep-2013, etc.
● Time − Various Time formats are available under this, like 1.30PM, 13.30, etc.
● Percentage − This displays cell as percentage with decimal places like 50.00%.
● Fraction − This displays cell as fraction like 1/4, 1/2 etc.
● Scientific − This displays cell as exponential like 5.6E+01.
● Text − This displays cell as normal text.
● Special − Special formats of cell like Zip code, Phone Number.
● Custom − You can use custom format by using this.
You can assign any of the fonts that is installed for your printer to cells in a worksheet.

2.5 Conditional Formatting

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 MS Excel Conditional Formatting feature enables you to format a range of values so that the
values outside certain limits, are automatically formatted.
Choose Home Tab » Style group » Conditional Formatting dropdown.

2.6 Various Conditional Formatting Options

● Highlight Cells Rules − It opens a continuation menu with various options for defining
the formatting rules that highlight the cells in the cell selection that contain certain values, text,
or dates, or that have values greater or less than a particular value, or that fall within a certain
ranges of values.
Suppose you want to find cell with Amount 0 and Mark them as red. Choose Range of cell »
Home Tab » Conditional Formatting DropDown » Highlight Cell Rules » Equal To.

After Clicking ok, the cells with value zero are marked as red.

● Top/Bottom Rules − It opens a continuation menu with various options for defining the
formatting rules that highlight the top and bottom values, percentages, and above and below
average values in the cell selection.
Suppose you want to highlight the top 10% rows you can do this with these Top/Bottom rules.

26
z
● Data Bars − It opens a palette with different color data bars that you can apply to the
cell selection to indicate their values relative to each other by clicking the data bar thumbnail.
With this conditional Formatting data Bars will appear in each cell.

● Color Scales − It opens a palette with different three- and two-colored scales that you
can apply to the cell selection to indicate their values relative to each other by clicking the color
scale thumbnail.
See the below screenshot with Color Scales, conditional formatting applied.

27
● Icon Sets − It opens a palette with different sets of icons that you can apply to the cell
selection to indicate their values relative to each other by clicking the icon set.
See the below screenshot with Icon Sets conditional formatting applied.

● New Rule − It opens the New Formatting Rule dialog box, where you define a custom
conditional formatting rule to apply to the cell selection.
● Clear Rules − It opens a continuation menu, where you can remove the conditional
formatting rules for the cell selection by clicking the Selected Cells option, for the entire
worksheet by clicking the Entire Sheet option, or for just the current data table by clicking the
This Table option.
● Manage Rules − It opens the Conditional Formatting Rules Manager dialog box, where
you edit and delete particular rules as well as adjust their rule precedence by moving them up or
down in the Rules list box.

2.7 Creating Formula

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 For creating a formula, you need to type in the Formula Bar. Formula begins with '=' sign. When
building formulas manually, you can either type in the cell addresses or you can point to them in
the worksheet. Using the Pointing method to supply the cell addresses for formulas is often
easier and more powerful method of formula building. When you are using built-in functions,
you click the cell or drag through the cell range that you want to use when defining the
function’s arguments in the Function Arguments dialog box. See the below screen shot.
As soon as you complete a formula entry, Excel calculates the result, which is then displayed
inside the cell within the worksheet (the contents of the formula, however, continue to be visible
on the Formula bar anytime the cell is active). If you make an error in the formula that prevents
Excel from being able to calculate the formula at all, Excel displays an Alert dialog box
suggesting how to fix the problem.

2.8 Relative Cell References

The row and column references can change when you copy the formula to another cell because
the references are actually offsets from the current row and column. By default, Excel creates
relative cell references in formulas.

2.9 Absolute Cell References

The row and column references do not change when you copy the formula because the reference
is to an actual cell address. An absolute reference uses two dollar signs in its address: one for the
column letter and one for the row number (for example, $A$5).

2.10 Mixed Cell References

Both the row or column reference is relative and the other is absolute. Only one of the address
parts is absolute (for example, $A5 or A$5).

2.11 Functions in Formula

Many formulas you create use available worksheet functions. These functions enable you to
greatly enhance the power of your formulas and perform calculations that are difficult if you use
only the operators. For example, you can use the LOG or SIN function to calculate the
Logarithm or Sin ratio. You can’t do this complicated calculation by using the mathematical
operators alone.

2.12 Using Functions

When you type = sign and then type any alphabet you will see the searched functions as below.
Suppose you need to determine the largest value in a range. A formula can’t tell you the answer
without using a function. We will use formula that uses the MAX function to return the largest
value in the range B3:B8 as =MAX(A1:D100).
Another example of functions. Suppose you want to find if the cell of month is greater than 1900
then we can give Bonus to Sales representative. The we can achieve it with writing formula with
IF functions as =IF(B9>1900,"Yes","No")

2.13 Built In Functions

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 MS Excel has many built in functions, which we can use in our formula. To see all the functions
by category, choose Formulas Tab » Insert Function. Then Insert function Dialog appears
from which we can choose the function.

2.14 Functions by Categories

Let us see some of the built in functions in MS Excel.
Text Functions
 LOWER − Converts all characters in a supplied text string to lower case
 UPPER − Converts all characters in a supplied text string to upper case
 TRIM − Removes duplicate spaces, and spaces at the start and end of a text string
 CONCATENATE − Joins together two or more text strings.
 LEFT − Returns a specified number of characters from the start of a supplied text string.
 MID − Returns a specified number of characters from the middle of a supplied text string
 RIGHT − Returns a specified number of characters from the end of a supplied text string.
 LEN − Returns the length of a supplied text string
 FIND − Returns the position of a supplied character or text string from within a supplied
text string (case-sensitive).
 Date & Time
 DATE − Returns a date, from a user-supplied year, month and day.
 TIME − Returns a time, from a user-supplied hour, minute and second.
 DATEVALUE − Converts a text string showing a date, to an integer that represents the
date in Excel's date-time code.

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 TIMEVALUE − Converts a text string showing a time, to a decimal that represents the
time in Excel.
 NOW − Returns the current date & time.
 TODAY − Returns today's date.
 Statistical
 MAX − Returns the largest value from a list of supplied numbers.
 MIN − Returns the smallest value from a list of supplied numbers.
 AVERAGE − Returns the Average of a list of supplied numbers.
 COUNT − Returns the number of numerical values in a supplied set of cells or values.
 COUNTIF − Returns the number of cells (of a supplied range), that satisfies a given
criteria.
 SUM − Returns the sum of a supplied list of numbers
 Logical
 AND − Tests a number of user-defined conditions and returns TRUE if ALL of the
conditions evaluate to TRUE, or FALSE otherwise
 OR − Tests a number of user-defined conditions and returns TRUE if ANY of the
conditions evaluate to TRUE, or FALSE otherwise.
 NOT − Returns a logical value that is the opposite of a user supplied logical value or
expression i.e. returns FALSE if the supplied argument is TRUE and returns TRUE if the
supplied argument is FAL
 Math & Trig
 ABS − Returns the absolute value (i.e. the modulus) of a supplied number.
 SIGN − Returns the sign (+1, -1 or 0) of a supplied number.
 SQRT − Returns the positive square root of a given number.
 MOD − Returns the remainder from a division between two supplied numbers.

2.15 Filters in MS Excel

Filtering data in MS Excel refers to displaying only the rows that meet certain conditions. (The
other rows get hidden.)
Using the store data, if you are interested in seeing data where Shoe Size is 36, then you can set
filter to do this. Follow the below mentioned steps to do this.
● Place a cursor on the Header Row.
● Choose Data Tab » Filter to set filter.

31
● Click the drop-down arrow in the Area Row Header and remove the check mark
from Select All, which unselects everything.
● Then select the check mark for Size 36 which will filter the data and displays data of
Shoe Size 36.
● Some of the row numbers are missing; these rows contain the filtered (hidden) data.
● There is drop-down arrow in the Area column now shows a different graphic — an icon
that indicates the column is filtered.

2.16 Sorting in MS Excel

Sorting data in MS Excel rearranges the rows based on the contents of a particular column. You
may want to sort a table to put names in alphabetical order. Or, maybe you want to sort data by
Amount from smallest to largest or largest to smallest.
To Sort the data follow the steps mentioned below.

● Select the Column by which you want to sort data.

● Choose Data Tab » Sort Below dialog appears.

32
● If you want to sort data based on a selected column, Choose Continue with the
selection or if you want sorting based on other columns, choose Expand Selection.
● You can Sort based on the below Conditions.
▪ Values − Alphabetically or numerically.
▪ Cell Color − Based on Color of Cell.
▪ Font Color − Based on Font color.
▪ Cell Icon − Based on Cell Icon.

● Clicking Ok will sort the data.

Sorting option is also available from the Home Tab. Choose Home Tab » Sort & Filter. You can
see the same dialog to sort records.

2.17 Ranges in MS Excel

A cell is a single element in a worksheet that can hold a value, some text, or a formula. A cell is
identified by its address, which consists of its column letter and row number. For example, cell
B1 is the cell in the second column and the first row.
A group of cells is called a range. You designate a range address by specifying its upper-left cell
address and its lower-right cell address, separated by a colon.
Example of Ranges −
● C24 − A range that consists of a single cell.
● A1:B1 − Two cells that occupy one row and two columns.
● A1:A100 − 100 cells in column A.
● A1:D4 − 16 cells (four rows by four columns).

2.18 Data Validation

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MS Excel data validation feature allows you to set up certain rules that dictate what can be entered
into a cell. For example, you may want to limit data entry in a particular cell to whole numbers
between 0 and 10. If the user makes an invalid entry, you can display a custom message as
shown below.

2.19 Validation Criteria

To specify the type of data allowable in a cell or range, follow the steps below, which shows all
the three tabs of the Data Validation dialog box.
● Select the cell or range.
● Choose Data » Data Tools » Data Validation. Excel displays its Data Validation dialog
box having 3 tabs settings, Input Message and Error alert.

2.20 Settings Tab

Here you can set the type of validation you need. Choose an option from the Allow drop-down
list. The contents of the Data Validation dialog box will change, displaying controls based on
your choice.
● Any Value − Selecting this option removes any existing data validation.
● Whole Number − The user must enter a whole number.For example, you can specify
that the entry must be a whole number greater than or equal to 50.
● Decimal − The user must enter a number. For example, you can specify that the entry
must be greater than or equal to 10 and less than or equal to 20.
● List − The user must choose from a list of entries you provide. You will create drop-
down list with this validation. You have to give input ranges then those values will appear in the
drop-down.
● Date − The user must enter a date. You specify a valid date range from choices in the
Data drop-down list. For example, you can specify that the entered data must be greater than or
equal to January 1, 2013, and less than or equal to December 31, 2013.
● Time − The user must enter a time. You specify a valid time range from choices in the
Data drop-down list. For example, you can specify that the entered data must be later than 12:00
p.m.

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● Text Length − The length of the data (number of characters) is limited. You specify a
valid length by using the Data drop-down list. For example, you can specify that the length of
the entered data be 1 (a single alphanumeric character).
● Custom − To use this option, you must supply a logical formula that determines the
validity of the user’s entry (a logical formula returns either TRUE or FALSE).

2.21 Input Message Tab

You can set the input help message with this tab. Fill the title and Input message of the Input
message tab and the input message will appear when the cell is selected.

3. Preparing presentation with Power Point

PowerPoint is a graphical presentation program used to organize and present
information. PowerPoint presentations consist of a number of individual pages or
"slides.” Slides may contain text, graphics, sound, movies, and other objects that can be

35
freely arranged.
Presentations can be printed, displayed live on a computer, or navigated through at the command
of the presenter. Handouts, speaker notes, or outlines can also be produced from the slides.

3.1 PowerPoint Editing Window (Normal View)

The Normal View in PowerPoint features several commonly used Tabs, Panes, and Tools.
We’ll use Normal View as we create and design our presentation.

The Ribbon
The Ribbon replaces the menu bar seen in previous versions of PowerPoint. There are several
frequently used tabs, such as File, Home, Insert, Design and View. Clicking on each tab
activates a group of relative commands, menus, and buttons. There are also contextual tabs that
only show up only when needed, such as Text Box Tools, Picture Tools, Drawing Tools and
Chart Tools. To activate those tools, click on the associated object.

3.2 Opening PowerPoint

To open a PowerPoint 2016 presentation, click on the File tab in the upper left corner.

36
The most common choices for opening a presentation are:
New ‐ allows you to open a Blank presentation or you may choose from a
selection of Templates and Themes.
Open ‐ lets you navigate to an existing file to view and/or modify a presentation
that has already been created.
Recent – displays a list of your most recently created presentations and their file
locations.

3.3 Creating New Presentations

The New selection gives you several options:
 Blank presentation creates a new presentation using default settings for text and
color. Theses slides will not include content or design elements.
 Templates and Themes are used to create a new presentation based on predesigned slide
styles. These options also do not include content.
 New from existing will use the formatting of a previously created presentation.
For this exercise, we’ll start with a Blank presentation. Select New, choose Blank
presentation and click on the Create icon.

3.4 PowerPoint Slides

When you choose to create a blank presentation, PowerPoint will open a presentation
with a Title Slide. Once the Title Slide is open, you’ll see a slide with two placeholder text
boxes for a title and a subtitle. Click inside the placeholder box and type to add the title. If you
want a subtitle, click and type inside the smaller placeholder. If you don’t want a subtitle, you
can just ignore its placeholder box.

37
To add a New Slide, make sure you’re on the Home tab. The New Slide button will add slides to
your presentation.

The New Slide button has two parts:

Clicking on the top part will automatically insert a new slide. If you have just reated
a Title slide, the new default layout will be a Title and Content slide (for
details, see the section on slide layouts).

Clicking on the bottom will give you a choice of layouts. You can choose which
layout you want for your next slide. Select a slide layout by clicking on its image
in the Office Theme gallery.

38
3.5 Slide Layouts
There are several standard slide layouts to choose from when adding new slides.
A unique layout can be chosen by clicking on the bottom half of the New Slide button
in the Home tab. When the layout gallery opens, click on the style you want and a
new slide with that layout will appear in your presentation. Content can be text, tables, charts,
graphics, pictures, clip art, or video. If you decide later that the layout you chose doesn’t work
well for a particular slide, select the slide by clicking on it in the Thumbnail pane. Next, click
on the Layout button in the Slides group of the Home tab. Click on a new layout and it will
change the layout of the slide.

3.6 Applying a Theme

Once a new presentation has been created, a design or color scheme can be added.
Remember to use color carefully to enhance your presentation, not detract from it. You
will want to maintain good contrast between the background color and the text color.
Consider using a light-colored background and dark text (or vice versa), but avoid busy

39
backgrounds and primary colors. Use sans serif fonts like Arial, Calibri, and Helvetica for
titles and size them between 44 – 60 points. Sub‐ headings should be between 32 – 40
points, and body text between 18 – 32 points. Try not to use more than two fonts.
PowerPoint has many pre‐ set designs and themes that include complimentary colors and fonts.
To add a theme to a presentation, go to the Design tab in the ribbon. There are several themes
immediately available. To use one of the built‐ in themes, just click on its thumbnail.

On the right side of the Theme thumbnails, there’s a scroll bar and an Arrow Down button,
which will offer more designs, as seen below. If you’re online, you can get more
themes from Microsoft Office Online. (Your office program must be a genuine Office product to
get online templates).

If you don’t want to use a theme, you can add Background Styles. From this selection, you can
add some preset background styles that change according to the colors you’ve chosen.

40
Using the Format Background feature, you can choose fill colors, gradients, transparencies,
textures, or pictures for your background. When you have the desired background fill effect,
select Close to apply it to the selected slide or choose Apply to All to add the background to all
of the slides in the presentation.
Designs can be added to all of the slides or to selected slides. To select multiple slides, click on a
slide in the Thumbnail pane of the navigation bar and then hold down the control key and click
on any other slides you want to apply the design to.

3.7 Adding Content

Text is the default content of the slide below. The format for the default text is a bulleted list. To
add text, click and begin typing. To add other content, click on the icon within the content group
on the new slide. Each icon will open the appropriate dialog box or task pane in the Drawing

41
Tools contextual tab.

The icons represent the six standard graphical elements that you might want to insert.

Tables
Set the number of columns and rows as needed in the Insert Table dialog box and click
OK. Methods for editing and the design and layout of your table are located on the Table Tools
contextual tab.

Charts
Select the type of chart you want and click OK. Once inserted into the slide, you can click
on the chart to activate the Chart Tools contextual tab, where you’ll find tools for editing chart
data and changing layouts and styles.

42
Pictures
Rather than using too much text on your slides, consider using pictures along with text as a more
interesting way to communicate your ideas. You can put lots of text into the Notes Section and
refer to that as you’re speaking. When browsing for images, keep in mind that pictures imported
from web sites can be low resolution, and are typically used for on‐ screen presentations and
web pages. If you’re going to print handouts, be sure to use images that are at least 180 dpi (dots
per inch).

Videos / Media
You can embed a video or link to a video from your presentation. If you want to limit the size of
your file, you can link to a video file on your local drive or to a video file that you uploaded to a
web site, such as YouTube or Hulu. All options to insert video or audio are
located on the Insert tab, in the Media group.

43
Viewing Presentations
There are four different ways to view your presentation in PowerPoint. The views can be
accessed using the buttons in the status bar, or by using the View Tab on the Ribbon.

Normal View displays a single slide as it appears in the presentation, as well as thumbnails and
an outline tab, where you can organize the structure. Speaker notes can
be added in the bottom section of this window. This view is used to create and edit
slides.

Slide Sorter View shows thumbnails of your slides. From this view you can reorder slides by
dragging and dropping them, or you can set the timing for the slide show. You can also hide

44
slides in this view. Hiding a slide will keep it in the file, but it will not show when you view the
presentation.

Notes Page View allows the speaker to create notes to use during a presentation.
Each page corresponds to one slide. These can be printed to assist the presenter during
the presentation. Use this view when you’re composing speaking topics.

Reading View/Slide Show View displays the slides as an audience will see them. Use the
arrows and icons on the lower right side of the Status Bar to advance slides or switch views.

Use the Esc key to return to Normal View.

45
Slide Show Tab
The Slide Show Tab allows you to review the slide show from beginning to end or from the
current (active) slide. You can also control how the show will be presented and
rehearse timings in the Set Up Slide Show drop down box.

3.8 Changing the Order of Slides in a Presentation

In the slide sorter view, click and hold down the left mouse button and drag the slide to a new
location. You’ll see a line where the slide will be placed when you release the mouse button.
This can also be done in the Thumbnail pane area of the Navigation bar.

46
Printing your Presentation
PowerPoint offers several print options to help you prepare your presentation. You can
print slides, handouts, and/or notes to support your presentation.

Types of Print Layouts

Print All Slides prints out the entire presentation, one slide per page, usually
landscape. If you have color graphics on your slides and a large number of pages
to print, you may want to print in Grayscale or Pure Black and White.
Notes Pages will print one slide per page and have room for your presentation
notes (if you type them in).
Outline option.
Handouts can be printed with one, two, three, four, six or nine slides per page.
When printing handouts with multiple slides per page, you also have the option
to print the pages horizontally or vertically.

4. Introduction to Relational Databases through Ms Access

4.1 Introduction
We will use Microsoft Access as a way to demonstrate concretely the various layers of complete
database architectures. Relational Database Management Systems usually consist of Data
Services:
 Data storage
 The data storage engine and
 The query processor.
Many RDBM systems do not include a Logic or Presentation layer in the application. However,
Microsoft Access is an application environment that allows you to provide Data Storage, Logic
Services and Presentation Services all from the same application:
Data Services
The main unit of data services (data storage) is a Table. Data storage allows for persistent data
(the data stays even when the power goes off). A table is a collection of data about a specific
topic.

47
Tables organize that data in columns (called attributes) and rows (called records). One of the
attributes (columns) of the table is almost always a number data type that is used as a keyKey
values must be unique and not null. A primary key is just the attribute(s) that have been
designated as the main key for the table.
Data Services also includes the storage engine and the query engine which deal with the saving,
accessing and manipulation of the data. Queries are also called views because they are a users
view of the data in the database. A query that selects certain data from one or more tables and
returns results is also called a virtual table.

Logic Services
This area deals with the processes that control the more complex logic determining a user’s
manipulation of data in the Data Services level. Logic is usually implemented in the code module
of an application. In Access, the language used in the code is VBA, Visual Basic for
Applications.

Presentation Services
The interfaces created to allow users of the Database application the ability to enter data and to
view output of data. A Form is the typical interface used for input and output of data that goes
through logic services and talks to the Query Engine. There are other interfaces in Access such
as Reports and Data Access Pages, but you will only be dealing with forms for the first part of
the next Project. Forms are a way of entering data into and viewing data from one or more tables.

4.2 Objectives:
1. To connect the abstract concepts of Entities, Attributes and Tuples in the Relational
Database Model with the corresponding objects in Access
2. To become familiar with MS Access, one of many different Relational Database Systems
that can create complete database applications.
3. To create tables that are associated with each other based on a specific type of attribute, a
key attribute.

4.3 Create the Database Structure

1. Open Microsoft Access: Programs>Microsoft Access
a) The first thing you have to do is save the database. This may seem weird, since other
applications allow you to add text or create objects and then save, but this is what Access
requires. You are defining/creating a database structure and that space will be the only
way to access the tables and queries created in it.
b) Select the radio button that says Blank Access database and click OK

48
c) When the window called File New Database shows up, name the
database Lab15.mdb and save it to the Desktop or to your disk.

d) After you create the database, the next window lists the database objects available on the
left and the methods available for creating them on the right.

49
Creating a table in Design view will let you build the table from scratch, adding attributes (the
names of the columns) and deciding what data types will be allowed for stored values.

4.4 Identify the Important Entities and Relationships

The Student/Advisor Database
I am creating my first database today in order to hold/track information about two different
entities: the Student entity and the Advisor entity. In layman’s terms – you’re going to create
two tables: tblStudent and tblAdvisor. The Student table (Entity) should contain attributes
for Student ID, Last Name, First Name, Major, year in school and the student’s advisor.
The Advisor table will hold data about the Advisor. This table should contain attributes
for Advisor ID, Last Name, First Name and Department.
These tables are associated with each other in the following manner:
A student, when they first enter school, is assigned an advisor to help them plan out the courses
they will take each quarter. That student may change advisors- for example, if they change
majors- but they will only have one advisor at a time during their college career.
An advisor, on the other hand, may have many students that they advise over the duration of a
quarter or a year.
We indicate the association between the Advisor and the Student in the following manner:
An Advisor may have many students that they advise, but a student will have one and only one
advisor at any given time.
The formal way to say this when talking about the relational database model is:
There is a one-to-many relationship between the Advisor table
and the Student table.
A one-to-many relationship is the most common type of relationship used in the Relational
Database Model. In a one-to-many relationship, like the one between Advisor and Student, a
record in the Advisor table can be associated with many matching records in the Student table,
but a record in the Student table has only one matching record in the Advisor table.
Here is how you can indicate this relationship in graphical terms:

CreatingEntityTables
2. Double Click on Create table in Design view to start building your Advisor table. The
screen that comes up will look like this:

50
a) The Advisor table should have the following attributes:
Field Name : Data Type
AdvisorID : AutoNumber (use AutoNumber so that Access will produce a unique number to be
used as a Primary Key)
LName :Text (Text is one data type that Access uses to indicate a String value)
Fname : Text
Department :Text

b) The last thing to do after adding the attributes and data types (and maybe some notes to
yourself), is to indicate the attribute that will be used to hold the unique key value in this
table: AdvisorID
Highlight the AdvisorID row in table design view by clicking the area just to the left of
the AdvisorID. Then click on the key icon on the tool bar.

Once you do that, a small key icon should appear just to the left of AdvisorID.
c) When you have finished establishing the Primary Key, save your table with the
name tblAdvisor: File>Save
d) Close the table.

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3. Repeat steps 2A-2D, but this time create the Student table with the following attributes
and data types:
Field Name : Data Type
StudentID : AutoNumber(use AutoNumber so that Access will produce a unique number to be
used as a Primary Key)
LName : Text
Fname : Text
Major : Text
Year : Number
AdvisorID : Number (This is the column where you will indicate the AdvisorID number that
matches the student’s assigned advisor name. It is known as the foreign key when used here
because it is a primary key sitting in a table not defined as its own.)
Save your table with the name tblStudent.

4. Can you explain to the person sitting next to you how these two Entities (tables) are associated
with (related to) each other?
You now have 2 tables holding data related to 2 different entities. One is the Student entity. The
other is the Advisor entity.

5. Go to the Tables Window and open tblAdvisor.

6. Notice that the table opens up in Datasheet View. This view allows us to see all instances
of the advisor entity that have been entered so far.
Right now, the datasheet view is empty. Add the following 2 instances, or rows, so that there is
some data in the table:

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Notice that a number appears once you put your cursor in the Lname column and start
typing Dickey. This is the primary key for each row and it is generated by Access so that every
row is unique and at no time will a null value be allowed in the AdvisorID column. AutoNumber
is not always required when establishing a primary key in Access. It is simply a convenient way
to assign one if an existing attribute does not exist that is known to be unique and not null.
7. After you add the data, switch to the design view of the table by clicking the design icon in
the upper left corner of the database screen:

What is the view of the table? It is the view you first saw when creating the attributes of the
entity.
Switch back to Datasheet View by clicking the appropriate icon now in the left corner of the
database screen:

8. Close the table.

You do not have to save tables when you enter data in the datasheet view. It is automatically
saved for you. IF you change the way the table looks (the display/format), then you need to save
it in order to preserve the look you have created.

4.5 Establishing Relationships

In order to enforce referential integrity among tables, and to be able to create forms based on
information from more than one table (as you will for Project 3) you must establish relationships
between your tables. They might be one-to-one or one-to-many or many-to-many. In order to
ensure data integrity, allow Access to enforce the relationships as you create queries and forms.

9. After you have created the structures for your tables, go to the Relationships window by right-
clicking on the database window:

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You will then see a Show Table window:

Add each table to the Relationship form by selecting it and clicking Add. Do not add each table
more than one time. IF the Show Table window does not appear when you open the Relationship
form, right click to find it.
a) Close the Show Table window.

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 b) Drag the keys that correspond to each other from one table to the next. Once you have
placed them, an Edit Relationships window comes up.
c) Check the Enforce Referential Integrity window and Create the relationship:

d) When you have created all the proper relationships, your window should look like this:

e) Save and close the Relationships Window.

10. Open up the Student table. Add 4 records of student information for yourself and 3
friends. Assign them each an advisor and place the ID number that corresponds with the advisor
in the correct column:

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In order to maintain data integrity, do not try to assign an Advisor ID that does not correspond to
an actual advisor. Because you have established relationships between these two tables that
enforce referential data integrity, you will not be allowed to do so.

11. You now have two entities in your database. They are populated with instances (rows of
data). Take a look at each of your tables. What attribute in each of our tables could have been
separated out, a new table created, and a key number put in its place to reduce data redundancy
(the number of times we had to type in the same information)?

Normalization
Normalization is the process of efficiently organizing data in a database. Two main goals of the
normalization process are to eliminate redundant data (for example, storing the same data in
more than one table) and ensure data dependencies make sense (only storing related data in a
table). Let’s start to normalize one of the two tables you created today. This process is usually
done before creating table structures, but we are going through it on a database that has already
been created so that you get an idea of how it is done.

12. Currently your database consists of two tables. The Student table includes in it textual
information about another potential entity.
This means there is the possibility that values in some of the columns may be filled with
redundant information. Can you identify the column that holds semantic (textual, meaningful)
information about a separate thing in the student table?

Breaking one table into two

13. Add a table called Major to hold the list of majors that a student can declare.
For our database, a student will only be allowed to declare one major.
This will maintain a one to - many relationship between the Student and Major entities.

14. Create a table in design view. This table will be called tblMajor. The table should have the
following attributes: MajorID as the Primary Key and MajorName as a text attribute.
Refer to step 2 to create this table if needed.

15. Save the table as tblMajor and close it

16. Use the data in this table and associate it with the Student table. To do this
requires removing one attribute and adding another attribute to the Student table.
a) What attribute will we add to the Student table?
b) What will we remove?
c) Are there additional themes represented in the Advisor table that should be removed?
(Not required, just identify them)

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17. Open the tblStudent table in Design view. Do this by clicking once on the Student
table object and then click the Design icon above,

We will no longer use the attribute Major as a text data type. Since you already have a couple
rows of data in that column, it will be easier to delete the attribute at this point and then create
another new field called MajorID, this time with a number data type.
a) Select the field Major, right click the mouse. From the menu that pops up, select Delete
Rows,

b) When asked if you want to permanently delete the selected fields, click Yes.
18. Now the old attribute Major and all the corresponding data in your table have
been removed. Insert a new row right above the field Year.
a) Select the Year row, right click and select Insert Rows.
A new row will be inserted between FName and Year.

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 b) Add a new field (attribute) to the table Student where you inserted the row.
c) Name it MajorID and make the data type a number.
This is where you will store the key number that corresponds with a particular instance of
the Major entity. It will be placed in the Student table as a way to indicate the major that
the student has declared. (It’s the same as the way you have added the attribute
AdvisorID as a number data type)
d) Save and close the table.

19. There are now 3 table structures created to hold instances of the entities Student, Advisor
and Major.
Add the Major Table to your relationship window.
Associate the Major table with the Student table based on the MajorID. Create the relationship
and enforce referential integrity.

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