Unit- 6: Spreadsheets and Database package

Purpose-Spreadsheets are an essential business and accounting tool. They can vary in
complexity and can be used for various reasons, but their primary purpose is to organize
and categorize data into a logical format. Once this data is entered into the spreadsheet,
you can use it to help organize and grow your business.

The purpose of a database is to store and retrieve information in a way that is accurate
and effective. The purpose for a database management system is to provide a system
to manage the different databases it contains

What is MS Excel
Microsoft Excel is a spreadsheet program included in the Microsoft Office suite of
applications. Spreadsheets will provide you with the values arranged in rows and
columns that can be changed mathematically using both basic and complex arithmetic
operations. In addition to the standard spreadsheet features, Excel offers programming
support via Microsoft’s Visual Basic for Applications (VBA), the ability to access data
from external sources via Microsoft’s Dynamic Data Exchange (DDE). Microsoft Excel
is an Electronic Spreadsheet Computer Program.

Microsoft Excel was first released for Macintosh systems in the year 1985, followed by
the first Windows version in 1987. Check the list to know about the Excel releases for
Windows:

 Excel 2.0 (1987)

 Excel 3.0 (1990)
 Excel 4.0 (1992) – Included in Microsoft Office 3.0
 Excel 5.0 (1993) – Included in Microsoft Office 4.0
 Excel 95 (1995) – Included in Microsoft Office 95
 Excel 97 (1997) – Included in Microsoft Office 97
 Excel 2000 (2000) – Included in Microsoft Office 2000
 Excel 2002 (2002) – Included in Microsoft Office XP
 Excel 2003 (2003) – Included in Microsoft Office 2003
 Excel 2007 (2007) – Included in Microsoft Office 2007
 Excel 2010 (2010) – Included in Microsoft Office 2010
 Excel 2013 (2013) – Included in Microsoft Office 2013
 Excel 2016 (2016) – Included in Microsoft Office 2016
 MS EXCEL

A spreadsheet is essentially a matrix of rows and columns. Consider a sheet of paper on which
horizontal and vertical lines are drawn to yield a rectangular grid. The grid namely a cell is the result
of the intersection of a row with a column. Such a structure is called a
Spreadsheet.
A spreadsheet package contains electronic equivalent of a pen, an eraser and large sheet of
paper with vertical and horizontal lines to give rows and columns. The cursor position uniquely shown
in dark mode indicates where the pen is currently pointing. We can enter text or numbers at any position
on the worksheet. We can enter a formula in a cell where we want to perform a calculation and results
are to be displayed. A powerful recalculation facility jumps into action each time we update the cell
contents with new data.
MS-Excel is the most powerful spreadsheet package brought by Microsoft. The three main
components of this package are

 Electronic spreadsheet
 Database management
 Generation of Charts

Each workbook provides 3 worksheets with facility to increase the number of sheets. Each sheet
provides 256 columns and 65536 rows to work with. Though the spreadsheet packages were originally
designed for accountants, they have become popular with almost everyone working with figures. Sales
executives, book-keepers, officers, students, research scholars, investors bankers etc, almost any one
find some form of application for it.

EXCEL FEATURES There are a number of features that are available in Excel to make your task
easier. Some of the main features are: AutoFormat - lets you to choose many preset table formatting
options.
a) AutoSum - helps you to add the contents of a cluster of adjacent cells.
b) List AutoFill - automatically extends cell formatting when a new item is added to the end of a list.
c) AutoFill - feature allows you to quickly fill cells with repetitive or sequential data such as
chronological dates or numbers, and repeated text. AutoFill can also be used to copy functions. You
can also alter text and numbers with this feature.
d) AutoShapes toolbar will allow you to draw a number of geometrical shapes, arrows, flowchart
elements, stars and more. With these shapes you can draw your own graphs.
e) Wizard - guides you to work effectively while you work by displaying various helpful tips and
techniques based on what you are doing. Drag and Drop - feature will help you to reposition the data
and text by simply dragging the data with the help of mouse.
f) Charts - features will help you in presenting a graphical representation of your data in the form of
Pie, Bar, Line charts and more.
g) PivotTable - flips and sums data in seconds and allows you to perform data analysis and generating
reports like periodic financial statements, statistical reports, etc. You can also analyse complex data
relationships graphically.
h) Shortcut Menus - commands that are appropriate to the task that you are doing appear by clicking
the right mouse button
 Introduction to Microsoft Access 2016
A database is a collection of information that is related. Access allows you to manage your information in
one database file. Within Access there are four major objects: Tables, Queries, Forms and Reports.

 Tables store your data in your database

 Queries ask questions about information stored in your tables
 Forms allow you to view data stored in your tables
 Reports allow you to print data based on queries/tables that you have created

The Navigation Pane:

The Navigation Pane is a list containing every object in your database. For easier viewing, the objects are
organized into groups by type. You can open, rename, and delete objects using the Navigation Pane.

To Minimize and Maximize the Navigation Pane:

Click the double arrow in the upper-right corner of the Navigation Pane to minimize and maximize.
Sorting the Objects in the Navigation Pane:
By default, objects are sorted by type, with the tables in one group, the forms in another, etc. However, you
can change how the objects are sorted.

Click the drop-down arrow to the right of the All Access Objects and click on a sort option from the list.

Creating a Database:
1. Start Access
2. Click on Blank desktop database

3. Under File Name type a name for the database

4. To change the location of where to store the database, click the folder icon and select a location
5. Click Create
Access opens in a new table in Datasheet View.

Understanding Views:
There are multiple ways to view a database object. The two views for tables are Design View and
Datasheet View.

 Design View is used to set the data types, insert or delete fields, and set the Primary Key
 Datasheet View is used to enter and view the data for the records

Switching Between Design View and Datasheet View:

Click the View arrow on the Home tab and click on either Datasheet View or Design View

Creating a Table:
A table is a collection of data about a specific topic, such as employee information, products or customers.
The first step in creating a table is entering the fields and data types. This can be done in either Datasheet
View or Design View but it is recommended to set up the table in Design View.
Understanding Fields and Their Data Types:
Field - an element of a table that contains a specific item of information, such as a last name.
Field’s Data Type - determines what kind of data the field can store.

Format Use to display

Short Text Alphanumeric data (names, titles, etc.) - up to 255 characters

Long Text Large amounts of alphanumeric data: sentences and paragraphs – 64,000 characters

Number Numeric data

Date/Time Dates and times

Currency Monetary values

AutoNumber Unique value generated by Access for each new record

Yes/No Yes and No values and fields that contain only one of two values

OLE Object Pictures, graphs, or other ActiveX objects from another Windows-based application
Hyperlink A link address to a document or file on the Internet

Attachment You can attach files such as pictures, documents, spreadsheets, or charts; each
Attachment field can contain an unlimited number of attachments per record, up to the
storage limit of the size of a database file.
Calculated You can create an expression that uses data from one or more fields. You can
designate different result data types from the expression.
Lookup Wizard Displays either a list of values that is retrieved from a table or query, or a set of values
that you specified when you created the field. The Lookup Wizard starts and you can
create a Lookup field. The data type of a Lookup field is either text or number,
depending on the choices that you make in the wizard.

To Create a Table in Design View:

1. Click on the Create tab
2. Click on Table
3. Switch over to Design View on the Home tab
4. If prompted to save the table, enter a name and click on OK
5. Type the field names and select the appropriate data type for each field
6. Continue until all fields are added

Note: The order that you enter the field names is the order the fields will appear in the table.
Setting a Primary Key:
The Primary Key is the unique identifier for each record in a table. Access will not allow duplicate entries in
a primary key field. When creating a new table, Access automatically creates a field “ID” with the
autonumber data type, and assigns this as the Primary Key.

To Set a Primary Key:

1. In Design View, position your cursor in the field you wish to set as the Primary Key
2. Click the Primary Key button on the toolbar
3. Save the table

Note: To turn off the Primary Key simply click on the Primary Key button again.
Input Masks:
An input mask is used to pre-format a field to “look/act” a certain way when a user inputs data.
Examples: Social Security Number input mask automatically inserts the dashes; phone numbers
automatically inserts the parentheses and dashes.
The input mask data can either be stored in the table or simply displayed and not stored.

To Create an Input Mask for a Field:

1. In Design View, click in a field for which you’d like to apply an input mask
2. In the Field Properties section at the bottom of the screen, click in the Input Mask line and notice
the Build button that appears at the right end of the line (see below):

3. Click the Build button to start the Input Mask Wizard (shown below).
 4. Select the appropriate input mask
5. Click Next
6. Click Next for additional screens on which you can set options for the input mask
7. Click Finish on the last screen of the input mask wizard

To Save the Table:

1. Click the Save icon on the toolbar
2. Enter a name for the table if you haven’t done so already
3. Click OK

Entering Data in a Table:

1. In Datasheet View, start typing the data into the table by pressing the tab key to move to the next
cell
2. When you have completed the record (row), press Enter
3. You can also click on the New record icon on the Home tab in the Records group

Navigating in a Table:
Use the arrows at the bottom of the table to navigate among records.

Sorting Records in a Table:

1. Position your cursor in the field that you wish to sort by clicking on any record in the table
2. Click either the Sort Ascending or Sort Descending icon on the Home tab in the Sort & Filter
group

Queries:
You use queries to view, change, and analyze data in different ways. You can also use them as a source of
records for forms and reports.

To Create a Query:
1. Click on the Create tab
2. Click on Query Design in the Queries group
3. Select the table that you would like to base your query on
4. Click Add
5. Repeat steps 3 and 4 until all tables are added
6. Close the Show Table window

The table(s) will now be displayed in the upper part of the Query Design Screen by boxes containing the
tables’ fields.
7. Double-click on the field names in the field list window which you would like to include in the query
Defining Criteria in the Query:
In order to control which records are displayed, you must define criteria in a query. The most common type
of query is the Select Records query which will be discussed below.

To Define Criteria for Your Query:

1. Position your cursor in the criteria row in the field for which you wish to define the criteria for
2. Type the criteria

Example: To find all Excel courses:

3. Position your cursor in the criteria row of the Course ID field
4. Type Excel (Access adds the quote marks to the criteria automatically when you tab to the next
column)

5. Click the Run Query button

To Save the Query:

1. Click the Save icon
2. Enter a name for the query
3. Click OK

Creating a Form:
A form is a database object that is used to enter or display data in a database.

To Create a Form:
1. Open the table or query on which you are basing the form
2. Click on the Create tab
3. Click on Form in the Forms group

A form is created and opens in Layout View.

Different Views:
Form View – this view allows you to view, create and edit records
Layout View - this view is similar to Design View but is more visually-oriented in that each control displays
real data. As a result, this is a very useful view for setting the size of controls, or performing many other
tasks that affect the visual appearance and usability of the form.
Design View - this view gives you a more detailed view of the structure of the form. You can see the
header, detail, and footer sections for the form. You cannot see the underlying data while you are making
design changes.

Reports:
Reports can be based on tables or queries.

To Create a Report:
1. Open the table or query on which you are basing the report
2. Click on the Create tab
3. Click on Report in the Reports group

A report is created in Layout View.

Different Views:
Print Preview – allows you see what the report would look like on a printed piece of paper
Report View – allows you to see the data without having to display it in Print Preview
Layout View – allows you make design changes while browsing your data
Design View - gives you a more detailed view of the structure of your report

Printing Reports:
To Print a Report:
1. Switch to Print Preview from View on the Design tab under Report Layout Tools
2. Click the Print icon
3. Click on OK
 Introduction to
Microsoft PowerPoint 2016

Viewing a Presentation
When you create a Blank Presentation in PowerPoint, the workspace opens in Normal view.
Normal view is divided into three areas:

1) Slide Pane - shows the full layout of a slide

2) Thumbnails – shows slide thumbnails
3) Notes Pane – used to input text relevant to a specific slide

Other views include Slide Sorter view which shows thumbnails of the entire presentation and
Slide Show view where you preview your presentation as your audience will see it.

Slide Pane

Thumbnails

Notes Pane

Normal Slide Slide

View Sorter Show
View View
Creating a New Presentation
To Create a New Presentation:
1) Click on the File tab
2) Click on New
3) Select either a Blank Presentation, a featured theme or search for online templates and
themes
4) Double-click Blank Presentation to create a new presentation

Entering Text on a Slide

When you create a new presentation, the first slide to appear is a Title slide. It contains two
placeholders: a title placeholder and a subtitle placeholder. To add text, click within the
placeholder and type.

Placeholders
Formatting
PowerPoint provides a wide variety of themes that apply a distinctive look to the text, bullets,
background colors, and graphics in a presentation. Using a theme is a big time-saver and
immediately adds a professional touch to your presentation. You can apply a theme when you
create a new presentation and you can change the theme as many times as you want.

To Apply a Theme:
1) Click on the Design tab
2) Select one of the themes in the Themes group

To see more themes, click on the dialog box launcher.

To Format Text:
1) Click within the placeholder
2) Select the text to format

3) Click on the Home tab

4) Click on the formatting buttons in either the Font or Paragraph groups
5) You can also use the Mini Tool Bar that appears when the text is selected
Adding New Slides
Each slide in PowerPoint has a slide layout. Slide layouts contain formatting, positioning, and
placeholders for all of the content that appears on a slide.

PowerPoint includes nine built-in slide layouts:

To Add New Slides:

1) Click on the Home tab
2) Click on New Slide in the Slides group
3) Choose a slide layout

Content Slides:
If you choose a slide with content, you will have six types of content to choose from.

Tables Charts Smart Art Pictures Online Video

Graphics Pictures

Click on the type of content you want to create and PowerPoint will provide the tools needed to
create it.
Applying Slide Transitions
A transition is a special effect that determines how a slide appears as it enters or leaves the
screen.
To Apply Transitions:
1) Click on the Transitions tab
2) Click on the drop down arrow in the Transition to This Slide group to see a listing of all
available transitions
3) Click on the transition you want to apply
4) Click on Apply to All to apply the transition effect to the entire presentation

Printing
To Print:
1) Click on the File tab
2) Click on Print

Under Settings click on Print All Slides and select one of the options to print:
 Print All Slides – print entire presentation
 Print Selection – only print the selected slides
 Print Current Slide – only print the current slide
 Custom Range – enter specific slides to print
Printing Handouts, Notes and Outline
Click on Full Page Slides and choose from the following:
 Print Layout
o Full Page Slides
o Notes Pages
o Outline
 Handouts
o Choose between 1 – 9 slides per page (horizontal or vertical)