Department of Distance and Continuing Education

University of Delhi
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All U.G. Courses

Semester - IV
Course Credits - 2
Skill Enhancement Course (SEC)

BASIC IT TOOLS
(Department of Computer Science)

As per the UGCF - 2022 and National Education Policy 2020

Basic It Tools

Editor
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Content Writer
Havish Madhvapaty
Amit Kumar
Prof. Aruna Jha

Academic Coordinator
Deekshant Awasthi

© Department of Distance and Continuing Education

ISBN: 978-81-969796-6-9
Ist edition: 2024
E-mail: [email protected]
[email protected]
Published by:
Department of Distance and Continuing Education
Campus of Open Learning / School of Open Learning,
University of Delhi, Delhi-110007

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© Department of Distance & Continuing Education, Campus of Open Learning,

School of Open Learning, University of Delhi
 All UG Courses

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© Department of Distance & Continuing Education, Campus of Open Learning,

School of Open Learning, University of Delhi
TITLE: BASIC IT TOOLS

AUTHOR NAMES:

HAVISH MADHVAPATY, FOUNDER AND CEO - HAVISH M CONSULTING

AMIT KUMAR, ASSISTANT PROFESSOR, DEPARTMENT OF FINANCIAL STUDIES, SHAHEED

SUKHDEV COLLEGE OF BUSINESS STUDIES, UNIVERSITY OF DELHI

PROF. ARUNA JHA, PROFESSOR, SHRI RAM COLLEGE OF COMMERCE, UNIVERSITY OF DELHI
Contents
Learning Objectives ................................................................................................................................ 4
Learning Outcomes ................................................................................................................................. 4
Unit 1 ...................................................................................................................................................... 5
Introduction to Spreadsheets ............................................................................................................... 5
Introduction to Microsoft Excel .......................................................................................................... 6
Microsoft Excel Versions .................................................................................................................... 8
Worksheet and Workbooks.................................................................................................................. 9
Opening Workbook ............................................................................................................................. 9
Saving Workbook .............................................................................................................................. 12
Closing Workbook ............................................................................................................................ 14
Working with Worksheets ................................................................................................................. 15
Working with Names ........................................................................................................................ 17
Clipboard, Linking and Embedding .................................................................................................. 21
Printing and Protecting Worksheets .................................................................................................. 24
Adjusting margins, creating headers and footers .............................................................................. 29
Understanding absolute, relative, and mixed referencing in formulas .............................................. 31
Referencing cells in other worksheets and workbooks ..................................................................... 33
Correcting common formula errors................................................................................................... 35
Functions ........................................................................................................................................... 38
Unit – 1 Questions ............................................................................................................................ 40
Unit 2 .................................................................................................................................................... 41
Data Analysis in Spreadsheets .......................................................................................................... 41
Choosing a Chart Type ...................................................................................................................... 44
Formatting a Chart ............................................................................................................................ 50
Sparkline Graphics ............................................................................................................................ 53
Pivot Tables ....................................................................................................................................... 55
Creating a Pivot Table ................................................................................................................... 55
Summarize .................................................................................................................................... 58
Sort ................................................................................................................................................ 61
Grouping ....................................................................................................................................... 62
Charts and Slicers ......................................................................................................................... 66
Calculated Field ............................................................................................................................ 70
Macros .............................................................................................................................................. 72
Introduction to VBA ..................................................................................................................... 72
 Enabling Developer Tab................................................................................................................ 72
Record Macro................................................................................................................................ 73
Unit – 2 Questions ............................................................................................................................ 78
Unit 3 .................................................................................................................................................... 79
Word Processing ............................................................................................................................... 79
Creating and Saving Document ........................................................................................................ 79
Displaying Different Views............................................................................................................... 82
Working with Styles and Character Formatting ................................................................................ 84
Page Setup and Sections ................................................................................................................... 87
Working with Tables ......................................................................................................................... 91
Create Table of Contents ................................................................................................................... 94
Inserting SmartArt ............................................................................................................................ 96
Spell Check, Grammar, and Thesaurus ............................................................................................. 98
Create Bookmarks, Captions and Cross-Referencing ..................................................................... 100
Mail Merge...................................................................................................................................... 102
Linking and Embedding .................................................................................................................. 114
Unit – 3 Questions .......................................................................................................................... 116
Unit 4 .................................................................................................................................................. 117
Introduction to Database Development........................................................................................... 117
Database Terminology .................................................................................................................... 118
Objects in Database......................................................................................................................... 120
Creating Table in MS Access .......................................................................................................... 122
Working with fields in MS Access .................................................................................................. 126
Data types in MS Access................................................................................................................. 131
Indexing in MS Access ................................................................................................................... 133
Working with multiple tables in MS Access ................................................................................... 135
Relationships & Integrity Rules in MS Access ............................................................................... 138
Join Properties in MS Access .......................................................................................................... 140
Record Manipulation in MS Access................................................................................................ 143
Sorting & Filtering in MS Access ................................................................................................... 147
Select data with queries: Creating query by design in MS Access ................................................. 153
Select data with queries: Creating query by wizard in MS Access ................................................. 156
Select, Make Table, Append, Delete, Cross Tab, Update, Parameterized Query, Find ................... 159
Duplicate and Find Unmatched in MS Access................................................................................ 159
Using operators & expressions: Creating simple & advance criteria in MS Access ....................... 161
Introduction to Forms in MS Access............................................................................................... 163
 Creating Basic Forms in MS Access ............................................................................................... 164
Working with Bound, Unbound and Calculated Controls in MS Access........................................ 166
Introduction to Property Sheets in MS Access................................................................................ 167
Working with Data on Forms in MS Access ................................................................................... 169
Changing Layout: Forms in MS Access ......................................................................................... 171
Creating Sub Forms in MS Access ................................................................................................. 174
Creating List Box, Combo Box and Option Groups in MS Access ................................................ 176
Working with Reports in MS Access .............................................................................................. 179
Creating Basic Reports in MS Access............................................................................................. 181
Creating Headers and Footers in MS Access .................................................................................. 182
Placing Controls on Reports in MS Access .................................................................................... 184
Sorting and Grouping on Reports in MS Access ............................................................................ 187
Creating Sub Reports in MS Access ............................................................................................... 189
Unit – 4 Questions .......................................................................................................................... 191
Answers to Questions ......................................................................................................................... 193
Further Reading and Resources .......................................................................................................... 194
Self-assessment Questions .................................................................................................................. 195
Learning Objectives
The Learning Objectives of this course are as follows:

▪ To enable students to develop IT skills that are a pre-requisite in today’s work environment.
▪ To equip them with basic computing skills that will enhance their employability in general.
▪ To enable the student to analyse and present information in a meaningful manner.

Learning Outcomes
The Learning Outcomes of this course are as follows:

▪ By studying this course, students will be able to use word-processor to generate documents
with appropriate formatting, layout, review and referencing.
▪ By studying this course, students will be able to manage data in worksheets and workbooks
and analyze it using spreadsheet functions and inbuilt formulas.
▪ By studying this course, students will be able to draw analysis on data using spreadsheets to
make decisions.
▪ By studying this course, students will be able to make meaningful representations of data in
the form of charts and pivot tables.
▪ By studying this course, students will be able to manage data in database tables and use the
same for generating queries, forms, and reports.

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Unit 1

Introduction to Spreadsheets

Spreadsheets serve as robust tools utilized to organize, analyze, and manipulate data in a tabular
format. They present a structured approach for storing and managing information, conducting
calculations, and generating visual representations. Spreadsheets find extensive application across
various domains, including finance, accounting, project management, and data analysis.

The fundamental components of a spreadsheet are cells, which are arranged in rows and columns.
Each cell can accommodate distinct types of data, such as numbers, text, dates, or formulas. By
inputting data into cells and employing formulas or functions, users can perform computations and
establish relationships between different cells or cell ranges.

Spreadsheets encompass a wide range of functionalities and features, including:

Data Organization: Users can create multiple worksheets within a single spreadsheet file, facilitating
the organization of related data into separate tabs or sheets. This aids in managing intricate datasets
and ensuring data integrity.

Formulas and Functions: Spreadsheets provide an extensive library of built-in functions and formulas
to execute calculations, manipulate data, and automate tasks. Functions encompass simple arithmetic
operations (e.g., addition or multiplication) as well as complex statistical and financial calculations.

Data Analysis: Spreadsheets offer tools for sorting, filtering, and formatting data, simplifying the
analysis and interpretation of information. Users can generate charts, graphs, and pivot tables to
visualize data trends and patterns.

Collaboration and Sharing: Many spreadsheet applications support real-time collaboration, enabling
multiple users to work on the same spreadsheet simultaneously. Users can share spreadsheet files,
regulate access permissions, and track changes made by different collaborators.

Macros and Automation: Spreadsheets often incorporate the capability to record and execute macros,
which comprise sets of instructions that automate repetitive tasks. Macros can be utilized to perform
intricate data manipulations or automate report generation.

Prominent spreadsheet applications include Microsoft Excel, Google Sheets, and Apple Numbers.
These applications offer user-friendly interfaces with intuitive features and often extend beyond basic
spreadsheet functionality.

5
Introduction to Microsoft Excel

Microsoft Excel, developed by Microsoft, is a robust spreadsheet program that forms an integral part
of the Microsoft Office suite, designed to enhance productivity. It offers a grid-based layout of cells
arranged in rows and columns, enabling users to effectively store, manipulate, and analyze data.

Highlighted below are key features and functionalities offered by Microsoft Excel:

Spreadsheet Creation: Excel empowers users to generate and manage spreadsheets for efficient data
organization. Its versatile cells can accommodate diverse data types, including numbers, text,
formulas, and more.

Formulas and Functions: Excel provides an extensive collection of built-in formulas and functions,
facilitating calculations and data manipulation. Users can leverage these functions for mathematical
operations, statistical analysis, date and time calculations, text manipulation, and various other
purposes.

Data Analysis: Excel equips users with powerful tools for data analysis. Sorting and filtering
capabilities enable data organization, while pivot tables allow for comprehensive data summarization.
Additionally, users can employ advanced functions like VLOOKUP, SUMIF, COUNTIF, and more to
perform intricate data analysis tasks.

Charting and Visualization: Excel offers an array of chart types, such as column charts, line charts,
and pie charts, promoting visual representation of data. These charts aid in presenting information in a
visually appealing manner, enhancing comprehension and interpretation.

Data Formatting and Conditional Formatting: Excel boasts comprehensive data formatting options to
enhance data aesthetics. Users can apply different fonts, colors, and styles to cells, while conditional
formatting allows the highlighting of specific data based on predefined rules.

Data Import and Export: Excel enables users to effortlessly import data from external sources like text
files, databases, and other spreadsheets. Furthermore, it facilitates the export of data in various
formats, simplifying data sharing with others.

Collaboration and Sharing: Excel fosters collaboration by enabling multiple users to work on the same
spreadsheet concurrently. Users can also share Excel files, exercise control over permissions, and
track changes made by different collaborators.

Macros and Automation: Excel supports VBA (Visual Basic for Applications), a programming
language that enables task automation and creation of custom functions using macros. This feature
streamlines repetitive tasks, boosting overall productivity.

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Data Protection and Security: Excel incorporates features to safeguard sensitive data by allowing
users to set passwords for workbooks or specific sheets. Additionally, users can implement various
security measures to control access and prevent unauthorized changes.

Integration with Other Microsoft Office Applications: Excel seamlessly integrates with other
Microsoft Office applications such as Word and PowerPoint. This integration allows users to
seamlessly incorporate data and charts from Excel into documents and presentations, facilitating
efficient data utilization.

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Microsoft Excel Versions

There have been over 20 versions of Excel since its launch in 1985.

The last few, and the most used versions are:

Excel 2013 (version 15.0): This version introduced significant improvements in data analysis, with
features like Flash Fill, Quick Analysis, and new charting options.

Excel 2016 (version 16.0): Excel 2016 brought enhancements to collaboration, including real-time co-
authoring, and introduced new features such as Power Query and Power View.

Excel 2019 (version 16.0): Excel 2019 introduced new functions, enhancements to data analysis
features, improved charting capabilities, and updates to Power Query and Power Pivot.

Excel for Microsoft 365 (formerly Office 365): Microsoft now offers Excel as part of its subscription-
based service, providing regular updates and new features to subscribers.

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Worksheet and Workbooks

An Excel workbook can be conceptualized as a comprehensive repository encompassing your data,

calculations, and visual representations. It takes the form of a file with the .xlsx extension and
comprises one or more worksheets. Workbooks empower you to handle various data sets or distinct
components of a project within a unified file.

Opening Workbook

We will be working on Microsoft 365 version of Excel.

Upon launching Excel, you will be welcomed by the Start Screen, offering you convenient choices to
open recent files, templates, or explore your folders.

To access the Open dialog box and select the desired workbook file, simply click on the "Open"
button. You can find this button on the screen. Inside the dialog box, you can browse your computer's
folders using the navigation pane or use the search bar for faster file retrieval.

You also have the option of opening workbooks directly from Excel by accessing the File tab situated
in the top left corner of the application window.

Simply click on the "File" tab to access the Backstage view, where you'll find a range of file-related
options.

To open a workbook, select "Open" from the sidebar. This action will bring up the Open dialog box,
allowing you to choose the specific workbook you want to open.

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Click on New to open a new workbook or choose a template.

With Excel, you have the ability to open multiple workbooks at the same time, giving you the
flexibility to work on various projects or analyze data across different files. By following the
mentioned steps, you can easily open additional workbooks while keeping the previously opened ones
unaffected.

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Every workbook you open appears in its own separate Excel window, allowing you to conveniently
switch between them using either the taskbar or Excel's View tab.

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Saving Workbook

Ensuring the preservation of your data and work for future use requires the crucial step of saving your
Excel file. By saving the file, you create a permanent copy that can be accessed, edited, and shared
with others. In this section, we will explore various methods of saving an Excel file, which includes
selecting the file format, specifying the file name and location, and utilizing additional saving options.

Saving a New Excel File:

When you begin working on a new Excel file that hasn't been saved yet, follow these steps to save it
for the first time:

▪ Click on the "File" tab located in the Excel ribbon.

▪ From the menu, choose the "Save As" option.
▪ Select the desired location on your computer or cloud storage to save the file.
▪ Enter a descriptive name for the file in the "File name" field.
▪ Choose the appropriate file format from the dropdown menu labelled "Save as type."
▪ Click the "Save" button to save the file.

Saving an Existing Excel File:

If you have already saved an Excel file and wish to save the changes you have made, follow these
steps:

▪ Click on the "File" tab in the Excel ribbon.

▪ From the menu, select the "Save" option.
▪ Excel will automatically save the changes to the existing file at its current location and with
the same name.

Choosing the File Format:

Excel provides several file formats to save your workbook, each with its advantages and
considerations:

▪ Excel Workbook (.xlsx): This is the default and most commonly used file format for Excel
files. It supports all Excel features and is compatible with newer versions of Excel.
▪ Excel Macro-Enabled Workbook (.xlsm): This format allows you to include macros
(programmed actions) in your file. It is useful when your workbook contains automation or
custom functions.

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 ▪ Excel 97-2003 Workbook (.xls): This legacy format is compatible with older versions of
Excel. However, it lacks some of the newer features available in the .xlsx format.
▪ PDF (.pdf): By converting the Excel file into a fixed-layout document, it can be viewed and
printed on any device. This format is useful when you want to share your data without
allowing further editing.
▪ CSV (Comma Separated Values) (.csv): This format saves the Excel data in a simple text
format, with each cell separated by a comma. It is suitable for transferring data to other
applications or databases.

Additional Saving Options:

Excel offers various options to enhance your saving process:

▪ Save As Shortcut: You can create a shortcut in Excel to quickly save your file using a specific
location and format. This is useful when you frequently save files to the same location or in
the same format.
▪ AutoSave: The AutoSave feature can be enabled to automatically save your changes at regular
intervals, reducing the risk of losing unsaved work.
▪ Save a Copy: If you wish to create a duplicate of your workbook without overwriting the
original file, you can use the "Save a Copy" option. This allows you to make changes in the
duplicate file while keeping the original intact.

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Closing Workbook

To close an active workbook, you have a couple of options. First, you can click on the "File" tab and
select "Close" from the sidebar. Alternatively, you can use the keyboard shortcut "Ctrl + W" to close
the workbook quickly. If you have made any changes to the workbook since the last save, Excel will
prompt you to save or discard the changes before closing. Make sure to choose the appropriate option
based on your preferences. Remember to save your work if necessary to avoid losing any changes.

When dealing with multiple open workbooks, you have different ways to close them. For a specific
workbook, activate its window and follow the steps mentioned in section II.A. This involves clicking
on the "File" tab and selecting "Close" from the sidebar or using the keyboard shortcut "Ctrl + W".

To close all open workbooks simultaneously, you can take one of two approaches. Firstly, click on the
"File" tab and choose "Close All" from the sidebar. Alternatively, you can use the keyboard shortcut
"Ctrl + Shift + W" to close all workbooks at once. In either case, Excel will prompt you to save any
unsaved changes in each workbook before closing.

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Working with Worksheets

Microsoft Excel utilizes worksheets as a fundamental tool for organizing and analyzing data.
Efficiently managing worksheets is crucial for effective data management and presentation. There are
three fundamental operations: inserting new worksheets, deleting unnecessary worksheets, and
renaming worksheets to enhance clarity and organization within Excel workbooks.

Inserting Worksheets

Excel provides flexibility in handling large amounts of data by allowing users to insert additional
worksheets within a workbook. Follow these steps to insert a new worksheet:

▪ Select the existing worksheet that will precede the new one.
▪ Right-click on the selected worksheet tab.
▪ From the context menu, choose "Insert" to open the "Insert" dialog box.
▪ Select the desired location for the new worksheet, whether before or after the selected
worksheet.
▪ Click "OK" to insert the new worksheet.
▪ Inserting worksheets allows for data segmentation into different sheets based on categories,
time periods, or other relevant criteria.

Deleting Worksheets

Over time, it may be necessary to remove unnecessary worksheets to declutter your workbook.
However, caution should be exercised to avoid unintentional data loss. Follow these steps to delete a
worksheet:

▪ Right-click on the worksheet tab you wish to delete.

▪ From the context menu, choose "Delete."
▪ Excel will present a confirmation dialog box to ensure the deletion of the selected worksheet.
▪ Review the message and click "Delete" to permanently remove the worksheet.
▪ Before deleting a worksheet, ensure that important data has been backed up and consider
whether the data contained in the sheet is needed elsewhere or can be moved to a different
worksheet.

Renaming Worksheets

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Excel assigns default names (Sheet1, Sheet2, etc.) to newly created worksheets, which may not
adequately describe their content. Renaming worksheets enhances clarity and organization within
your workbook. Here's how you can rename a worksheet:

▪ Double-click on the worksheet tab you wish to rename, or right-click on the tab and select
"Rename."
▪ The worksheet tab becomes editable, allowing you to enter a new name.
▪ Type the desired name for the worksheet.
▪ Press Enter or click outside the tab to confirm the new name.
▪ When renaming worksheets, it is helpful to choose descriptive names that reflect the purpose
or content of the sheet. This simplifies navigation through the workbook and facilitates
locating specific information.

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Working with Names

The Name Box in Microsoft Excel is a powerful tool that enables you to assign meaningful names to
cells or cell ranges. This feature simplifies the process of referencing cells in formulas and functions
while improving the readability and understanding of your spreadsheets. In this section, we will
explore the concept of naming cells using the Name Box, its advantages, and how to effectively utilize
this feature in Excel worksheets.

Understanding the Name Box:

Definition and Purpose:

The Name Box, located at the top-left corner of the Excel window, serves a dual purpose. It displays
the currently selected cell address and allows for the naming of cells or ranges.

Benefits of Naming Cells:

Enhanced Readability: Assigning meaningful names to cells improves the clarity and understanding of
formulas and functions.

Easy Navigation: Named cells facilitate quick navigation within large worksheets, eliminating the
need to scroll or search for specific cell references.

Simplified Formulas: Using cell names in formulas reduces the chances of errors and makes formulas
easier to write and comprehend.

Naming Cells Using the Name Box:

Naming a Single Cell:

▪ Select the desired cell.

▪ Click on the Name Box and enter a suitable name for the cell.
▪ Press Enter to confirm the assigned name.

Naming a Range of Cells:

▪ Select the range of cells you wish to name.

▪ Enter the desired name in the Name Box.
▪ Press Enter to assign the name to the selected range.

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Managing Named Cells:

Viewing and Editing Named Cells:

▪ Click the drop-down arrow in the Name Box to see a list of existing named cells.
▪ Select a named cell from the list to navigate to its location.
▪ To edit a named cell, select it from the list and click on the Name Box to modify the name.

Deleting Named Cells:

▪ Open the Name Manager dialog box by clicking the Formulas tab and selecting "Name
Manager" from the Defined Names group.
▪ In the Name Manager, select the named cell you want to delete and click the "Delete" button.
▪ Confirm the deletion when prompted.

Using Named Cells in Formulas and Functions:

Referring to Named Cells in Formulas:

▪ Instead of using cell references (e.g., A1, B5), directly use the assigned names in your
formulas.
▪ Type the name of the cell in the formula, and Excel will recognize and apply the associated
value.

Using Named Cells in Functions:

▪ When using Excel functions, utilize named cells similarly to formulas.

▪ Instead of manually selecting cells or entering cell references, use the names to refer to the
desired cells within functions.

Best Practices for Naming Cells:

Use Descriptive Names: Choose names that accurately represent the purpose or content of the cell.

Avoid Spaces and Special Characters: Stick to alphanumeric characters and underscores to ensure
compatibility and ease of use.

Follow Consistent Naming Conventions: Establish a naming convention for cells to maintain
consistency and facilitate understanding across worksheets.

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Clipboard, Linking and Embedding

In today's data-driven decision-making world, the seamless exchange of data between different
software applications is crucial. Microsoft Excel, a powerful spreadsheet program, offers a variety of
features for data manipulation and analysis. One such feature is the clipboard, which enables efficient
transfer of data between Excel and other applications. We explore different techniques and best
practices for utilizing the clipboard in Excel to exchange data.

Understanding the Clipboard:

The clipboard acts as a temporary storage area that holds data you have copied or cut from one
location, allowing you to paste it elsewhere. Excel provides two main methods for interacting with the
clipboard: Cut, Copy, and Paste commands, and the Office Clipboard.

Cut, Copy, and Paste Commands:

Cut Command: The Cut command (Ctrl+X) removes selected data from its original location and
places it on the clipboard. It is commonly used to move data within a worksheet or between
worksheets.

Copy Command: The Copy command (Ctrl+C) duplicates selected data and stores it on the clipboard
while keeping the original data intact. This is useful for copying data from Excel to other applications
or within Excel itself.

Paste Command: The Paste command (Ctrl+V) inserts data from the clipboard into a new location.
Excel offers various paste options, such as Paste Values, Paste Formats, Paste Formulas, etc., allowing
control over how the data is pasted.

The Office Clipboard:

The Office Clipboard in Excel expands upon the regular clipboard's capabilities, enabling storage of
multiple items and selective pasting. This feature is particularly beneficial when dealing with multiple
data sets or performing complex data transformations.

Enabling the Office Clipboard: To enable the Office Clipboard, go to the Home tab, click on the
dialog box launcher (a small square at the bottom-right corner) in the Clipboard group, and the
Clipboard task pane will appear.

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Using the Office Clipboard: The Office Clipboard can hold up to 24 items, including text, numbers,
formulas, and objects. You can copy or cut multiple items from Excel or other applications, and they
will be stored in the Office Clipboard for later use.

Exchanging Data with Other Applications:

Excel's clipboard functionality facilitates seamless data exchange with various applications,
enhancing productivity and eliminating the need for manual data entry. Here are some common
scenarios:

Copying Excel Data to Other Applications:

Copying Values: Select the desired range, press Ctrl+C, switch to the target application, and use the
Paste command (Ctrl+V) to insert the values.

Copying Formulas: Follow the same steps as copying values to copy formulas along with their cell
references. The target application must support the pasted formulas for them to function correctly.

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Copying Charts and Objects: Excel allows copying of charts, images, shapes, and other objects. Select
the object, use Ctrl+C, switch to the destination application, and paste the object using the Paste
command.

Pasting Data from Other Applications to Excel:

Pasting Text: When pasting text from another application into Excel, use the Paste Special command
(Ctrl+Alt+V) to access various paste options. You can choose to paste the text as values, formulas, or
maintain the source formatting.

Pasting Tables: Many applications support copying data as tables. To paste a table from another
application into Excel, use the Paste Table feature, which converts the copied table into an Excel
range while preserving its structure.

Advanced Clipboard Techniques:

In addition to basic copy and paste operations, Excel offers several advanced clipboard techniques
that can enhance your data exchange process.

Using Paste Special:

Transposing Data: With the Paste Special command, you can transpose data, swapping rows with
columns and vice versa. This is useful when reorganizing data for different analysis purposes.

Skipping Blanks: By utilizing the Paste Special dialog, you can choose to skip blanks when pasting
data. This option helps maintain data integrity and avoid overwriting existing values.

Linking and Embedding Objects:

Linking Objects: Excel allows you to link objects like charts or tables to data in other applications.
Changes made in the source application will automatically update in Excel when the linked object is
refreshed.

Embedding Objects: If you want to embed an object in Excel, it becomes part of the workbook, and
changes made in the source application won't affect the embedded object. This ensures data integrity
but may increase file size.

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Printing and Protecting Worksheets

Let us look at the important aspects of printing and protecting worksheets in Excel. Printing enables
the creation of physical copies of your data, while protecting worksheets ensures the security and
integrity of your information. By understanding these functionalities, you will gain the ability to
effectively present your data and safeguard it against unauthorized changes. Let us explore the world
of printing and protecting worksheets in Excel.

Printing Worksheets

Printing Basics:

Printing a worksheet provides the means to share information in a tangible format or review it offline.
Excel offers a range of printing options to tailor the appearance and layout of your printed worksheets.
Here are some fundamental concepts to help you get started:

Page Setup:

Optimizing the page setup is essential before printing to ensure your content fits appropriately. Adjust
margins, paper size, orientation (portrait or landscape), and scaling options to control how the
worksheet appears on paper.

Print Area:

Define a specific range of cells as the print area to selectively print desired content. This feature
proves useful when excluding unnecessary information or focusing on a specific section of your
worksheet.

Headers and Footers:

Headers and footers allow you to include additional information on your printed pages, such as page
numbers, document titles, dates, or author names. Excel provides built-in options to customize
headers and footers to meet your requirements.

Print Preview:

24
The Print Preview feature allows you to visualize how your worksheet will look when printed. It
enables you to review the page layout, make adjustments, and ensure that everything appears as
intended before sending it to the printer.

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Worksheet protection is crucial for safeguarding your data and preventing unintended or unauthorized
changes. Excel provides several protection features that empower you to manage access, control
editing, and uphold the integrity of your worksheets. Let us delve into the key aspects of worksheet
protection:

Password Protection:

Excel enables you to assign a password to a worksheet, ensuring that only individuals with the
password can make modifications. By employing password protection, you add an extra layer of
security to deter unauthorized access and changes.

Protection of Cells and Ranges:

You can protect specific cells or ranges within a worksheet to restrict editing. This feature proves
valuable when you want to permit users to enter data in particular areas while preserving the integrity
of other cells or formulas.

Worksheet-Level Protection:

Excel empowers you to protect an entire worksheet, imposing limitations on various actions like
inserting or deleting rows, columns, or sheets, formatting cells, or even selecting locked cells. This
comprehensive protection guarantees the preservation of your data and prevents inadvertent
alterations.

Workbook-Level Protection:

In addition to worksheet protection, Excel allows you to safeguard an entire workbook. Workbook-
level protection prevents users from adding, deleting, moving, or hiding worksheets within the
workbook. It also limits changes to the workbook's structure and window size.

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Adjusting margins, creating headers and footers

Let us investigate the essential features of Excel that allow you to customize margins, create headers,
and footers. These features are essential for improving the appearance and professionalism of your
Excel worksheets. Whether you are preparing a financial report, a project proposal, or any other
document, knowing how to adjust margins and include headers and footers will empower you to
develop polished and well-organized spreadsheets.

Modifying Margins

Margins play a crucial role in determining the layout and spacing of your Excel worksheet. Follow
these steps to effectively adjust margins:

▪ Open your Excel worksheet and go to the "Page Layout" tab in the Excel ribbon.
▪ Click on the "Margins" button, which will display a drop-down menu containing preset
margin options.
▪ Choose one of the predefined margin settings such as Normal, Wide, or Narrow, based on
your requirements.
▪ Alternatively, you can select "Custom Margins" at the bottom of the drop-down menu to
specify your own margin measurements.
▪ In the "Page Setup" dialog box, you can set margins for the top, bottom, left, and right sides
by entering values in inches or centimetres.
▪ Preview the changes in the "Preview" section and click "OK" to apply the new margin
settings.

Modifying Headers and Footers

Headers and footers play a crucial role in enhancing the appearance of your Excel worksheets while
avoiding any issues related to plagiarism. These components ensure consistency and professionalism

29
by including essential information like page numbers, document titles, company logos, and other
relevant details. Follow these steps to incorporate headers and footers into your Excel worksheet
while maintaining originality:

▪ Access the "Insert" tab located in the Excel ribbon and select the "Header & Footer" button.
▪ Excel will transition to the "Page Layout" view, revealing the header section at the top and the
footer section at the bottom of the worksheet.
▪ Click on the designated "Header" area to insert text or incorporate additional elements such as
page numbers, dates, or images.
▪ Similarly, customize the content for the footer area by clicking on the respective "Footer"
section.
▪ Excel offers predefined options and codes to insert dynamic information, including page
numbers or file paths. Access these options from the "Header & Footer Elements" group
within the ribbon.
▪ Utilize the available formatting options in the "Header & Footer Tools" Design tab to enhance
the appearance of your headers and footers while actively editing them.
▪ Upon completing the modifications to the headers and footers, select the "Close Header and
Footer" button or double-click on the main worksheet area to exit the "Page Layout" view and
revert to the normal worksheet perspective.

30
Understanding absolute, relative, and mixed referencing in formulas

Formulas play a crucial role in Microsoft Excel as they enable calculations and data manipulation.
Properly referencing cells is essential for accurate calculations and efficient data management. Excel
provides three types of referencing: absolute, relative, and mixed referencing. Understanding these
referencing modes is vital to fully utilize Excel's formula capabilities.

Relative Referencing:
By default, Excel uses relative referencing. When a formula contains relative references, the formula
automatically adjusts its cell references when copied or filled into other cells. This means that the
formula's references change relative to their new location.
For example, if we have a simple formula "=A1+B1" in cell C1 and copy it to C2, it adjusts to
"=A2+B2". The row numbers change to reflect the formula's relative position in the new location.

Absolute Referencing:
Absolute referencing is used when we want a cell reference to remain fixed, regardless of the
formula's location. Absolute references are indicated by using a dollar sign ($) before the column
letter and/or row number in the cell reference.
To create an absolute reference, place "$" in front of the column letter, row number, or both. For
instance, the formula "=A$1+$B$1" contains absolute references. When copying this formula to any
other cell, the referenced cells remain constant as "$A$1" and "$B$1".

Mixed Referencing:
Mixed referencing combines elements of absolute and relative referencing. It allows us to fix either
the column or the row while allowing the other part of the reference to change.

31
To create a mixed reference, use "$" before either the column letter or the row number, but not both.
For example, the formula "=A$1+B2" contains a mixed reference. When copying this formula to other
cells, the row number for cell A$1 remains constant, while the column letter for B2 changes
accordingly.

32
Referencing cells in other worksheets and workbooks

Excel offers powerful features for referencing cells in other worksheets and workbooks, enhancing
workflow efficiency, and facilitating data analysis. We will explore various methods and techniques to
reference cells across different worksheets and workbooks.

Referencing Cells in Other Worksheets:

Direct Cell Reference:
The simplest way to reference a cell in a different worksheet is by using a direct cell reference. For
instance, to reference cell A1 in Sheet2 from Sheet1, you can employ the following formula:
=Sheet2!A1. This formula retrieves the value of cell A1 in Sheet2 and displays it in the current
worksheet.

Indirect Cell Reference:

Excel also provides the INDIRECT function, enabling you to create dynamic references to cells in
other worksheets. With the INDIRECT function, you can construct cell references based on the
contents of other cells. For example, if cell A1 contains the name of a worksheet, you can utilize
=INDIRECT(A1&"!A1") to reference cell A1 in the worksheet specified by the value in cell A1.

3-D Cell References:

When dealing with multiple worksheets in a workbook, you can employ 3-D cell references to
perform calculations or retrieve data across multiple sheets. For instance, =SUM(Sheet1:Sheet3!A1)
adds the values in cell A1 from Sheet1, Sheet2, and Sheet3.

Referencing Cells in Other Workbooks:

External References:
Excel allows referencing cells in other workbooks by creating external references. External references
enable you to pull data from other workbooks into your current workbook. To reference a cell in
another workbook, you need to include the workbook name, sheet name, and cell reference. For
example, ='[Workbook2.xlsx]Sheet1'!A1 references cell A1 in Sheet1 of Workbook2.xlsx.

Linking Workbooks:
Linking workbooks is another method to reference cells in other workbooks. By linking workbooks,
any changes made in the source workbook will automatically update the linked workbook. To
establish a link, you can use the Paste Link option or the formula ='[Workbook2.xlsx]Sheet1'!A1 in
the target workbook. This way, any changes in Workbook2.xlsx will reflect in the linked workbook.

Updating External References:

33
When you have external references in your workbook, it is essential to understand how to update
them. Excel provides the Update Values and Edit Links options to manage and update external
references. By updating the links, you can ensure that your workbook reflects the most recent data
from the referenced workbooks.

34
Correcting common formula errors

Formulas serve as the foundation of Excel spreadsheets, enabling users to perform calculations and
automate tasks. However, even experienced Excel users may encounter errors in their formulas. This
section delves into the most common formula errors, providing a step-by-step guide on how to
identify and rectify them to ensure accurate results and reliable data analysis.

Understanding Formula Errors:

Types of Formula Errors:
Excel employs various error values to indicate different types of formula errors. The most prevalent
ones include:
#DIV/0!: This error occurs when a formula attempts to divide a value by zero.
#N/A: This error signifies that the formula couldn't find the desired value or reference.
#VALUE!: This error occurs when a formula references cells with incompatible data types.
#REF!: This error appears when a formula references a deleted or moved cell or range.
#NAME?: This error occurs when Excel fails to recognize a formula or function name.
#NUM!: This error indicates invalid numeric values or issues with mathematical operations.

Error Checking Tools:

Excel provides built-in tools to help identify and correct formula errors:
Error Checking: Excel's error checking feature automatically detects errors and offers suggestions for
fixing them.
Formula Auditing: Tools like "Trace Precedents" and "Trace Dependents" help identify the source of
errors by visually mapping cell references.
Evaluate Formula: This tool allows you to step through a formula and see the intermediate results,
aiding in error identification.

Correcting Common Formula Errors:

#DIV/0! Error:
Check for zero denominators and apply error handling techniques such as using IFERROR or IF
statements to avoid division errors.
Verify cell references and ensure they point to the correct ranges.

#N/A Error:

35
Verify lookup functions (e.g., VLOOKUP, INDEX-MATCH) and ensure the correct syntax and
parameters are used.
Check for missing or incorrect lookup values.
Verify the data source or table array for accurate data retrieval.

#VALUE! Error:
Check for data type mismatches, especially when combining text and numeric values within formulas.
Ensure that text values are enclosed in quotation marks or use functions like TEXT or VALUE to
convert between data types.
Verify the use of functions with correct arguments and syntax.

#REF! Error:
Identify and correct cell references that have been deleted, moved, or are referencing the wrong range.
Use named ranges instead of direct cell references to avoid referencing errors.

#NAME? Error:
Verify the spelling and syntax of formula names and functions.
Ensure that the required add-ins or external references are properly installed.

#NUM! Error:
Check for invalid numeric values or mathematical operations.
Verify the precision and formatting of numbers used in calculations.
Use error handling techniques like IFERROR to display custom error messages.

Best Practices to Avoid Formula Errors:

Use Parentheses: Use parentheses to explicitly define the order of operations within complex
formulas, reducing the chances of errors.
Input Validation: Implement data validation techniques to ensure that only valid data is entered into
cells, preventing potential errors in formulas.
Documentation: Maintain clear documentation of complex formulas, explaining the purpose and
structure of each formula, making it easier to identify errors.
Regular Testing: Regularly test and verify the accuracy of formulas, especially when making changes.

36
Simplifying Formulas for Better Understanding and Error Prevention
Formulas in Excel can quickly become complex, especially when dealing with large datasets or
intricate calculations. However, simplifying formulas not only makes them easier to understand but
also reduces the likelihood of errors creeping in. Here are some techniques to simplify your formulas:
Break Down Complex Formulas: Complex formulas can be daunting to understand and prone to
errors. Break them down into smaller, more manageable parts. This not only improves readability but
also makes it easier to identify and correct errors.
For example, instead of writing a single formula that calculates a final result in one step, break it
down into intermediate calculations. Each step can be verified independently, reducing the risk of
errors propagating through the entire formula.
Utilize Helper Columns: Helper columns can be used to store intermediate results or perform specific
calculations before integrating them into the main formula. This approach not only simplifies complex
calculations but also enhances formula transparency.
For instance, if you have a complex IF statement nested within a formula, consider breaking it down
by first calculating the conditions in separate columns. This allows you to verify each condition
individually before incorporating them into the final formula.
Use Named Ranges: Named ranges provide meaningful labels for cell references, making formulas
more readable and easier to understand. By assigning names to ranges of cells, you can avoid
confusion and reduce the risk of referencing errors.
For instance, instead of referring to cell ranges by their absolute addresses (e.g., A1:B10), assign a
meaningful name to the range (e.g., "SalesData") and use this name in your formulas. This not only
simplifies the formulas but also improves formula maintenance as named ranges automatically adjust
if the underlying data changes.

37
Functions

Here are three examples each of different categories of functions in Excel:

Mathematical Functions:
SUM: Adds up a range of numbers. For example, "=SUM(A1:A10)" will add the values in cells A1 to
A10.
AVERAGE: Calculates the average of a range of numbers. For instance, "=AVERAGE(A1:A10)" will
give the average of the values in cells A1 to A10.
POWER: Raises a number to a specified power. For example, "=POWER(A1, 2)" will calculate the
square of the value in cell A1.

Statistical Functions:
COUNT: Counts the number of cells in a range that contain numbers. For instance,
"=COUNT(A1:A10)" will count the number of cells in the range A1 to A10 that contain numeric
values.
MAX: Returns the maximum value in a range of cells. For example, "=MAX(A1:A10)" will give the
largest value in the range A1 to A10.
STDEV: Calculates the standard deviation of a range of numbers. For instance, "=STDEV(A1:A10)"
will give the standard deviation of the values in cells A1 to A10.

Text Functions:
CONCATENATE: Joins two or more text strings together. For example, "=CONCATENATE(A1, " ",
B1)" will combine the text in cells A1 and B1 with a space in between.
LEFT: Returns a specified number of characters from the start of a text string. For instance,
"=LEFT(A1, 3)" will extract the first three characters from the text in cell A1.
UPPER: Converts text to uppercase. For example, "=UPPER(A1)" will convert the text in cell A1 to
uppercase.
RIGHT: Returns a specified number of characters from the end of a text string. For example,
"=RIGHT(A1, 3)" will extract the last three characters from the text in cell A1.
LEN: Returns the number of characters in a text string. For instance, "=LEN(A1)" will count the
number of characters in the text in cell A1.
TRIM: Removes extra spaces from a text string, except for single spaces between words. For
example, "=TRIM(A1)" will remove excess spaces from the text in cell A1.

Date and Time Functions:

DATE: Constructs a date from year, month, and day values. For example, "=DATE(2024, 4, 25)" will
return the date April 25, 2024.
TODAY: Returns the current date. For instance, "=TODAY()" will display today's date.

38
NOW: Returns the current date and time. For example, "=NOW()" will display both the current date
and time.
YEAR: Extracts the year from a given date. For instance, "=YEAR(A1)" will return the year
component of the date in cell A1.
MONTH: Extracts the month from a given date. For example, "=MONTH(A1)" will return the month
component of the date in cell A1.
DAY: Extracts the day from a given date. For instance, "=DAY(A1)" will return the day component of
the date in cell A1.

Logical Functions:
IF: Checks whether a condition is met and returns one value if true and another value if false. For
example, "=IF(A1 > 10, "Yes", "No")" will output "Yes" if the value in cell A1 is greater than 10,
otherwise "No".
AND: Checks multiple conditions and returns TRUE if all conditions are true, otherwise FALSE. For
instance, "=AND(A1 > 10, B1 < 20)" will return TRUE if both A1 is greater than 10 and B1 is less
than 20.
OR: Checks multiple conditions and returns TRUE if any of the conditions are true, otherwise
FALSE. For example, "=OR(A1 > 10, B1 < 20)" will return TRUE if either A1 is greater than 10 or
B1 is less than 20.
NOT: Reverses the logical value of its argument. For instance, "=NOT(A1 > 10)" will return TRUE if
the value in cell A1 is not greater than 10, otherwise FALSE.
To use the functions, replace "A1:A10" or "A1" with the actual range or cell reference as per your
data.

There are 100’s of functions in Excel, and more keep getting added regularly.

39
Unit – 1 Questions

Which one of these is not an error type in Excel:

▪ #MISTAKE
▪ #NA
▪ #REF
▪ #DIV/0

To edit the Names given in the Name Box, we go to:

▪ Name Box
▪ Name Controls
▪ Name Manager
▪ Name Table

40
Unit 2

Data Analysis in Spreadsheets

One of the essential features Excel offers is the ability to consolidate data from multiple worksheets
and workbooks We will explore two primary methods for consolidating data in Excel: using formulas
and utilizing the Data Consolidate command.

Consolidating Worksheets Using Formulas:

When you have data spread across multiple worksheets within a single workbook, using formulas can
be an efficient way to consolidate and summarize the information. Here are the steps to consolidate
worksheets using formulas:
Step 1: Identify the data ranges: Determine the ranges of data in each worksheet that you want to
consolidate. Ensure the data is organized in a similar structure across all the worksheets.
Step 2: Create a summary worksheet: Start by creating a new worksheet that will serve as the
destination for consolidated data. This worksheet will contain the summarized information from all
the other worksheets.
Step 3: Enter consolidation formulas: In the summary worksheet, enter consolidation formulas that
reference the data ranges in the source worksheets. Commonly used formulas for consolidation
include SUM, AVERAGE, COUNT, and MAX/MIN. Customize the formulas based on the specific
requirements of your data.
Step 4: Repeat the process for each data range: Copy and adapt the consolidation formulas for each
data range you identified in Step 1. Ensure the formulas are correctly referencing the appropriate
worksheets and cell ranges.
Step 5: Update the consolidated data: Whenever there are changes or updates in the source
worksheets, refresh the consolidation formulas in the summary worksheet to reflect the latest
information. This can be done by selecting the cell(s) with the consolidation formulas and pressing the
"F9" key or using the "Refresh All" button in the "Data" tab.

Example: Consolidating Sales Data

Let's say you have a workbook with three worksheets named "January", "February", and "March".
Each worksheet contains sales data for different products, organized in the same structure with
columns for Product Name and Sales Amount.
Step 1: Identify the data ranges: In the "January" worksheet, the sales data is in cells A2:B10. In the
"February" worksheet, the sales data is in cells A2:B10. In the "March" worksheet, the sales data is in
cells A2:B10.
Step 2: Create a summary worksheet: Create a new worksheet named "Summary" where we'll
consolidate the data.
Step 3: Enter consolidation formulas: In the "Summary" worksheet, enter formulas to sum the sales
amounts for each product across all three months. For example, in cell B2 of the "Summary"
worksheet, you can use the formula =SUM('January'!B2,'February'!B2,'March'!B2) to sum the sales
amounts for the first product.

41
Step 4: Repeat the process for each data range: Copy and adapt the consolidation formula for each
product and each month.
Step 5: Update the consolidated data: Whenever there are changes or updates in the sales data for any
month, refresh the consolidation formulas in the "Summary" worksheet to reflect the latest
information.

Consolidating Workbooks Using the Data Consolidate Command:

Excel also provides the Data Consolidate command, which simplifies the process of consolidating
data from multiple workbooks. Follow these steps to use the Data Consolidate command:
Step 1: Open the workbooks: Ensure that all the workbooks containing the data you want to
consolidate are open in Excel.
Step 2: Activate the destination workbook: Select the workbook that will serve as the destination for
the consolidated data. This workbook can be an existing one or a new workbook.
Step 3: Access the Data Consolidate command: Go to the "Data" tab in the Excel ribbon and click on
the "Consolidate" button in the "Data Tools" group. The Consolidate dialog box will appear.
Step 4: Specify the consolidation settings: In the Consolidate dialog box, choose the consolidation
function (e.g., SUM, AVERAGE) and select the references to the source data. You can either manually
select the data ranges or use the "Add" button to browse and select the ranges from the open
workbooks.
Step 5: Customize consolidation options: Depending on your requirements, you can choose to
consolidate by position (cell reference) or by category labels. You can also opt to create links to the
source data or retain formatting during consolidation.
Step 6: Perform the consolidation: After configuring the desired options, click the "OK" button. Excel
will consolidate the data from the selected workbooks into the destination workbook based on your
specifications.

42
43
Choosing a Chart Type

With Microsoft Excel's vast array of chart types, it's essential to understand how to choose the right
chart for your data to present it in the most meaningful and compelling way. Let us go through the
process of selecting the appropriate chart type in Excel based on your data and the insights you want
to communicate.

Understanding Data and Context:

Before diving into the different chart types available in Excel, it's important to analyze your data and
consider the context in which it will be presented. Ask yourself questions like:
▪ What is the purpose of the chart?
▪ What story or message do I want to convey?
▪ What type of data am I working with (e.g., numerical, categorical, time-based)?
▪ How many variables do I need to display?
▪ Are there any patterns, trends, or comparisons I want to highlight?
▪ Considering these aspects will help you make an informed decision when choosing a chart
type that effectively represents your data.

Common Chart Types in Excel:

Excel offers a wide range of chart types, each designed to serve a specific purpose. Let's explore some
of the most used ones:
Column/Bar Charts:
Column or bar charts are ideal for comparing values across different categories. Use them when you
have discrete categories or want to show changes over time. Column charts present data vertically,
while bar charts display them horizontally.
Line Charts:
Line charts are useful for showing trends over time or continuous data. They are especially effective
when analyzing data with multiple series, allowing you to compare their progression.
Pie/Donut Charts:
Pie and donut charts are suitable for illustrating parts of a whole. Use them when you want to display
proportions or percentages. Pie charts represent data in a circular format, while donut charts include a
hole in the centre.
Scatter Charts:
Scatter charts are used to visualize the relationship between two continuous variables. They help
identify correlations or patterns between the variables, making them ideal for scientific or
experimental data.
Area Charts:
Area charts are like line charts, but the area beneath the line is filled. They are useful for showing the
magnitude of change over time and comparing multiple series simultaneously.
Radar Charts:

44
Radar charts, also known as spider charts or star charts, display multivariate data on a two-
dimensional graph. They are useful for comparing multiple variables relative to a central point.

Choosing the Right Chart:

To select the most suitable chart type for your data, consider the following guidelines:
▪ Match the chart type to your data and message.
▪ Ensure the chart accurately represents the relationships and patterns you want to highlight.
▪ Avoid using complex chart types if a simpler one can convey your message effectively.
▪ Consider the visual appeal and readability of the chart, including labelling, axis scales, and
colour choices.
▪ Experiment with different chart types and review them to determine which one best
communicates your insights.

Data Preparation Tips for Effective Charting

Before creating charts in Excel, it's crucial to prepare your data to ensure accuracy and clarity in your
visualizations. Follow these simple tips to clean and structure your data effectively:
Ensure Data Consistency: Check that your data is consistent across all entries. This includes using the
same units of measurement, date formats, and naming conventions. Consistent data makes it easier to
interpret charts and compare values accurately.
Deal with Missing Values: Identify and handle any missing or incomplete data points. Depending on
the situation, you can choose to fill in missing values through interpolation, use averages, or simply
exclude incomplete entries from your analysis. Addressing missing data helps prevent misleading
visualizations.
Aggregate Data if Necessary: If your dataset contains a large number of data points or categories,
consider aggregating the data to make it more manageable and meaningful. Aggregation involves
combining similar data points into broader categories or summarizing data over specific time periods.
This simplifies your charts and highlights important trends or patterns.

45
Column Chart

46
Bar Chart

47
Pie Chart

Histogram

48
49
Formatting a Chart

Charts are a powerful tool that allow users to visually represent data and gain insights quickly.
However, creating an informative and visually appealing chart involves more than just inputting data.
Proper formatting plays a crucial role in enhancing the clarity and impact of your charts. In this
chapter, we will explore various formatting techniques that can make your Excel charts visually
engaging and effective in conveying information.

Selecting the Right Chart Type:

Choosing the appropriate chart type is the first step in effectively conveying your data. Excel offers a
diverse array of chart types, each suited to different data sets and visualization goals. Understanding
the characteristics of each chart type will help you select the one that best represents your data and
communicates your message clearly.
Column Charts: Column charts are ideal for comparing discrete categories of data. They are
particularly effective for displaying changes over time or illustrating rankings. Use column charts
when your data involves distinct categories, such as months, products, or regions. Variations include
clustered column charts, stacked column charts, and 100% stacked column charts, each providing
unique insights into your data distribution.
Line Charts: Line charts are suitable for showing trends over time or continuous data. They emphasize
the progression and relationships between data points. Line charts are commonly used in financial
analysis, tracking stock prices, or depicting changes in temperature over time. They are also effective
for displaying data with a large number of data points or when highlighting the trajectory of multiple
series.
Pie Charts: Pie charts represent proportions of a whole by dividing a circle into slices. They are useful
for illustrating the distribution of categories within a dataset. Pie charts are effective when showcasing
percentages or proportions, such as market share or survey responses. However, avoid using pie charts
for more than five or six categories, as it can become challenging to discern small differences
accurately.
Bar Charts: Bar charts share similarities with column charts but orient the bars horizontally. They are
advantageous when dealing with long category names or when comparing data across different
groups. Bar charts are commonly used in project management, budget analysis, or comparing
performance metrics across departments. Variations include clustered bar charts, stacked bar charts,
and 100% stacked bar charts, offering flexibility in visualizing data relationships.
Histograms: Histograms represent the distribution of a continuous variable by dividing the data into
intervals (bins) and displaying the frequency or count of observations within each interval. They are
particularly useful for exploring the shape, central tendency, and variability of data distributions.
Histograms are commonly utilized in statistical analysis, quality control, and research to assess data
distribution characteristics and identify potential trends or anomalies.

Adjusting Chart Elements:

Excel provides several options to modify chart elements, allowing you to customize the appearance
and focus of your chart. Here are some key elements you can adjust:
Chart Title: A descriptive title helps viewers understand the chart's purpose. To add or modify a chart
title, select the chart, and go to the "Chart Title" option in the "Chart Tools" tab.

50
Axis Labels: Axes provide context and scale to your chart. You can add, remove, or edit axis labels
using the "Axis Titles" option in the "Chart Tools" tab.
Data Labels: Data labels provide actual values or additional information to each data point. To add or
modify data labels, select the chart, navigate to the "Data Labels" option in the "Chart Tools" tab, and
choose the desired position and format.
Legends: Legends help identify the different series or categories in your chart. Customize the legend
by selecting it and accessing the "Legend" option in the "Chart Tools" tab.

Formatting Chart Styles:

Excel offers a range of pre-defined chart styles to quickly change the appearance of your chart. These
styles incorporate different combinations of colors, fonts, and effects. To apply a style, select the
chart, go to the "Chart Styles" option in the "Chart Tools" tab, and choose from the available options.

Modifying Chart Colors and Fonts:

To match your chart with the overall design or theme of your document, you can customize the colors
and fonts. Excel provides various colour schemes and font options that you can access through the
"Chart Tools" tab. Experiment with different combinations to find the most visually appealing look for
your chart.

Adjusting Chart Layout and Placement:

Excel allows you to resize, move, and align your chart to suit your needs. Select the chart, click on the
edges to resize, or click and drag to move it to a different location. Use the alignment options in the
"Chart Tools" tab to align the chart precisely with other elements on your worksheet.

Applying Chart Effects:

Enhance the visual appeal of your chart using various effects. Excel offers features like shadow, glow,
and reflection, which can be accessed through the "Chart Tools" tab. Apply these effects sparingly to
avoid overwhelming the chart or distracting viewers from the data.

51
52
Sparkline Graphics

Sparkline graphics, which allow you to represent data trends and patterns in a concise and visually
appealing manner. We will explore the concept of Sparkline graphics and learn how to create them in
Excel.

Understanding Sparkline Graphics:

Sparkline graphics are miniature charts that can be embedded within a cell, providing a quick and
compact visualization of data trends. They are ideal for representing data variations, patterns, and
comparisons. Sparkline graphics come in three types: Line, Column, and Win/Loss, each serving
different purposes.

Inserting Sparkline Graphics:

To insert Sparkline graphics in Excel, follow these steps:

• Select the cell where you want to insert the Sparkline graphic.
• Navigate to the "Sparklines" section in the "Insert" tab of the Excel ribbon.
• Choose the type of Sparkline graphic you want to create: Line, Column, or Win/Loss.
• Specify the data range for the Sparkline graphic, including the source data and any optional
settings.
• Click "OK" to insert the Sparkline graphic into the selected cell.

Customizing Sparkline Graphics:

Excel offers various customization options for Sparkline graphics to enhance their appearance and
interpretability:

• Changing Sparkline Type: You can easily switch between Line, Column, and Win/Loss
Sparkline types to better represent your data.
• Adjusting Sparkline Options: Modify options such as data range, axis settings, marker points,
and data labels to fine-tune the visualization.
• Formatting Sparkline Styles: Apply different styles, colors, and themes to your Sparkline
graphics to match your workbook's overall design.
• Sparkline Grouping: Group multiple Sparkline graphics together to compare and analyze data
trends across a range of cells.

Best Practices for Using Sparkline Graphics:

To effectively utilize Sparkline graphics, keep the following best practices in mind:

• Keep Sparklines Simple: Since they are compact, avoid cluttering Sparkline graphics with
excessive data points or labels.
• Combine with Other Excel Features: Incorporate Sparkline graphics with other Excel features
like conditional formatting and data validation for comprehensive data analysis.

53
Go to Insert > Sparklines.

There are lots of formatting options available. Make sure to explore them.

54
Pivot Tables

Pivot tables are a powerful feature in Microsoft Excel that allow you to summarize and analyze large
amounts of data quickly and efficiently. We will explore the concept of pivot tables, their benefits, and
how to create and customize them to gain valuable insights from your data.

What are Pivot Tables?

A pivot table is a data summarization tool that enables you to extract meaningful information from a
dataset. It organizes and presents your data in a structured manner, making it easier to understand
patterns, trends, and relationships. Pivot tables offer a flexible way to manipulate and analyze data
without altering the original dataset.

Creating a Pivot Table

We are working on the Global Superstore Orders.xlsx file.

Select Insert > Pivot Table.

55
Make sure the range is correct. It should be 'Orders Compact'!$A$1:$O$51291.

This creates a new sheet.

56
We have kept Market in Filters, Category in Columns, Segment in Rows and Sales in Values.

57
Summarize

Let us make one more pivot table on a new sheet. This time we have Sub-Category in Rows and Sales
in Values.

58
Right click on B4 to see a list of Summarize options. Sum, Count, Average are the ones we use most
often.

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We can also keep Sales in the Values field 3 times.

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Sort

Right click on B4 to Sort the data.

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Grouping

To group dates, we keep Order Date in Rows.

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Now we can right click on A4 and group the dates.

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You can choose the grouping levels you want. Here we are choosing Months and Years.

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Charts and Slicers

Let us keep Market in Rows and Sales in Values.

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Go to Insert > Chart and choose the Clustered Column chart.

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Go to PivotTable Analyze > Filter > Insert Slicer.
We enter a Slicer for Segment.

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We get an interactive Slicer now. Clicking on any Segment will filter the Table and Chart both.

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Calculated Field

Keep the Profit and Sales in Values and Market in Rows. Go to PivotTable Analyze > Calculation >
Fields, Items & Sets > Calculated Field.

Now we add the calculation Profit Margin = Profit / Sales. Click on Add > OK.

Profit Margin will appear in the Table now.

Make sure to convert it into a Percentage (%) data type if the numbers are not visible.

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Macros

Excel macros are a powerful feature that allows users to automate repetitive tasks and enhance the
functionality of Microsoft Excel. A macro is essentially a set of instructions that tells Excel what to
do. By recording or writing macros in Visual Basic for Applications (VBA), users can create custom
solutions tailored to their specific needs.

Using macros in Excel provides several benefits. Firstly, macros save time and effort by automating
repetitive tasks. This allows users to focus on more important aspects of their work. Secondly, macros
eliminate human errors that can occur during manual data entry or calculations. They ensure
consistency and accuracy in data processing. Lastly, macros enable the creation of sophisticated
applications by adding interactive features and customizing Excel's functionality.

Introduction to VBA

Visual Basic for Applications (VBA) is a programming language developed by Microsoft to extend
the capabilities of applications like Excel, Word, and PowerPoint. VBA provides a way to write
macros and automate various tasks within these applications. It is a powerful tool for creating
customized solutions and interacting with the Microsoft Office suite.
Learning VBA opens a world of possibilities for Excel users. It allows them to go beyond the
limitations of built-in functions and features. With VBA, users can create complex macros, build user
forms, interact with databases, generate reports, and much more. By harnessing the power of VBA,
users can become more efficient, productive, and proficient in Excel.

Enabling Developer Tab

To use Macros you first have to enable the Developer Tab.

File > Options > Customize Ribbon > (Check) Developer.

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A Developer Tab will now appear.

Record Macro

Macros can be recorded which can then be run again. This helps us automate repetitive tasks.

This is our data.

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Select Developer > Record Macro.
Give the Macro the name RecordActions.

Let us record a Macro. We will perform the following tasks on the data.

• Multiple Price * Quantity in D2

• Copy the formula down
• Find SUM
• Change colour to Green.

Now select Developer > Code > Stop Recording.

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To see the Macro that has been recorded, select Developer > Code > Visual Basic.

On the Project – VBAProject pane, select Modules.

A new module called Module1 will be created.
This is the code.

Sub RecordActions()
'
' RecordActions Macro
'

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'
Range("D2").Select
Application.CutCopyMode = False
ActiveCell.FormulaR1C1 = "=RC[-1]*RC[-2]"
Range("D2:D4").Select
Selection.FillDown
Range("D5").Select
Application.CutCopyMode = False
Selection.FormulaR1C1 = "=SUM(R[-3]C:R[-1]C)"
End Sub

Now we open another sheet with different data.

We go to Developer > Code> Macros.

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Select our Macro and click on Run. The same steps will be performed for this new dataset as well.

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Unit – 2 Questions

Sparklines can be added:

▪ On top of cells
▪ Inside a cell
▪ Both
▪ On a chart

Which option is not available in Pivot Table Summarize:

▪ SUM
▪ COUNT
▪ AVERAGE
▪ MEDIAN

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Unit 3

Word Processing

Microsoft Word is a powerful word processing software that provides numerous advanced formatting
features to enhance the appearance and organization of your documents. We will explore various
techniques and tools that will allow you to take your document formatting to the next level. From
customizing styles and templates to utilizing advanced layout options, you will learn how to create
visually appealing and professional-looking documents using Microsoft Word.

Creating and Saving Document

We will be working on Microsoft 365 version of Word.

Upon launching Word, you will be welcomed by the Start Screen, offering you convenient choices to
open recent files, templates, or explore your folders.

To access the Open dialog box and select the desired workbook file, simply click on the "Open"
button. You can find this button on the screen. Inside the dialog box, you can browse your computer's
folders using the navigation pane or use the search bar for faster file retrieval.

You also have the option of opening workbooks directly from Word by accessing the File tab situated
in the top left corner of the application window.

Simply click on the "File" tab to access the Backstage view, where you'll find a range of file-related
options.

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To open a document, select "Open" from the sidebar. This action will bring up the Open dialog box,
allowing you to choose the specific document you want to open.

Click on New to open a new document or choose a template.

With Word, you have the ability to open multiple documents at the same time, giving you the
flexibility to work on various projects across different files. By following the mentioned steps, you
can easily open additional documents while keeping the previously opened ones unaffected.

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Every document you open appears in its own separate Word window, allowing you to conveniently
switch between them using either the taskbar or Word's View tab.

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Displaying Different Views

Microsoft Word offers users the flexibility to work with various viewing options, allowing them to
customize their editing experience and optimize their productivity. We will explore the different views
available in Microsoft Word and discuss how each view can enhance your document creation and
editing process. Whether you need a comprehensive overview of your document's layout, a closer
look at its formatting details, or a distraction-free environment for focused writing, Microsoft Word
has you covered.

Print Layout View:

Print Layout View is the default view in Microsoft Word and provides users with a visual
representation of how the document will appear when printed. It shows the entire page layout,
including margins, headers, footers, and other design elements. This view is ideal for tasks like
formatting, adjusting page breaks, and working with complex documents that require precise
positioning of elements.

Full Screen Reading View:

Full Screen Reading View is designed to provide a comfortable reading experience by maximizing the
document's visibility on the screen. It eliminates distractions, such as menus and toolbars, and
displays the text in a large, easy-to-read format. This view is especially useful when reviewing
lengthy documents, reading drafts, or giving presentations.

Web Layout View:

Web Layout View is optimized for viewing documents as they would appear in a web browser. It
allows users to see how the content will be presented on the web, including images, hyperlinks, and
other interactive elements. This view is beneficial when creating web content or when collaborating
with others on online projects.

Outline View:

Outline View provides a hierarchical overview of the document's structure, allowing users to focus on
its organization and easily navigate between different sections. It enables users to create, rearrange,
and collapse headings and subheadings, making it an efficient tool for outlining and restructuring long
documents or creating structured outlines for reports and presentations.

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Draft View:

Draft View offers a simplified layout, focusing primarily on the text content of the document. It
removes most formatting and visual elements, providing a distraction-free environment for writing
and editing. This view is particularly helpful when working on content creation, brainstorming ideas,
or when you need to concentrate on the text without being influenced by design elements.

Read Mode:

Read Mode, also known as Reading View, is a highly immersive and visually appealing way to read
documents. It automatically adjusts the layout and font size to optimize readability, particularly on
tablets and touch-enabled devices. Read Mode supports interactive features such as embedded
multimedia content and hyperlinks, making it an excellent choice for reading eBooks, articles, and
other lengthy documents.

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Working with Styles and Character Formatting

Effective formatting is essential for creating visually appealing and well-structured documents.
Microsoft Word offers a wide range of tools and features to help you achieve consistent styles and
character formatting throughout your document. We will explore the power of styles and character
formatting in Microsoft Word and demonstrate how they can enhance the overall presentation and
readability of your work.

Understanding Styles
Styles are a powerful feature in Microsoft Word that allow you to apply consistent formatting across
your document effortlessly. By defining and applying styles, you can save time and ensure a cohesive
look throughout your content. Styles can include various formatting elements, such as font, size,
colour, alignment, indentation, and more.

Applying Styles
Microsoft Word provides a vast collection of predefined styles, or you can create your own custom
styles to suit your specific needs. To apply a style, simply select the text and choose the desired style
from the Styles gallery. Applying a style to a paragraph will automatically format the entire paragraph
according to the defined style.

Modifying Styles
Customizing styles is a common requirement to match your document's unique aesthetic or meet
specific formatting guidelines. Word allows you to modify existing styles by adjusting formatting
attributes like font, size, spacing, and indentation. These modifications can be applied universally to
all instances of the style throughout the document.

Creating Custom Styles

Creating custom styles in Microsoft Word gives you complete control over formatting and allows you
to define consistent styles for various elements like headings, subheadings, body text, quotes, and
more. By creating custom styles, you can ensure that your document adheres to a specific design or
brand identity.

Character Formatting
Font Styles and Formatting
Microsoft Word offers a wide range of font options to choose from, including different typefaces,
styles (bold, italic, underline), and sizes. You can easily modify the font attributes to emphasize
specific text elements or create visual hierarchy within your document.

Text Effects

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In addition to basic font formatting, Word provides various text effects to add visual impact to your
document. These effects include shadow, glow, reflection, and more. However, it's important to use
text effects sparingly and thoughtfully to maintain readability and professionalism.

Highlighting and Colour

Using highlighting and colour options, you can draw attention to specific sections or keywords in
your document. Word allows you to apply background colours, text colours, and shading effects to
enhance the visual appeal and make important information stand out.

Character Spacing and Alignment

Adjusting character spacing and alignment can significantly impact the overall look and readability of
your document. Word enables you to control letter spacing, word spacing, and alignment options such
as left, right, centre, and justified alignment.

Go to Home > Styles to access all options.

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Options for Clipboard, Font and Paragraph are available in the Home Tab.

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Page Setup and Sections

Microsoft Word offers powerful tools for customizing page layouts and organizing your document
into sections. Let us go through the essential features of page setup and sections, empowering you to
create professional-looking documents with ease. Whether you're working on a simple report or a
complex manuscript, understanding these concepts will enhance your document's visual appeal and
readability.

Page Setup:
Margins:
Margins play a crucial role in framing the content on a page. To set or modify margins in Microsoft
Word, navigate to the "Layout" tab and select "Margins." Here, you can choose predefined margin
settings or customize them according to your requirements. Consider factors such as binding, printing
constraints, and overall aesthetics when determining your margin settings.

Paper Size and Orientation:

The choice of paper size and orientation significantly impacts the readability and formatting of your
document. Access the " Layout" tab, click on "Size," and select the desired paper size. Moreover, you
can adjust the orientation between portrait and landscape modes to optimize your document's layout.

Page Breaks:
Page breaks allow you to control where content begins and ends on each page. Utilize page breaks to
start a new section or chapter, insert a blank page, or ensure specific content remains together. You
can insert page breaks by navigating to the "Insert" tab and selecting "Page Break."

Sections:
What are Sections?
Sections divide your document into distinct parts, each with its own formatting and layout settings.
Sections are particularly useful when you need different headers, footers, page numbering, or column
formatting within a single document. They allow for greater flexibility and control over your
document's structure.

Inserting Sections:
To insert a section in Microsoft Word, place the cursor where you want the new section to begin.
Navigate to the "Layout" tab, click on "Breaks," and select the appropriate break type for your desired
section. Common break types include "Next Page" and "Continuous." Experiment with different break
types to achieve the desired layout.

Modifying Section Settings:

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Once you've inserted sections, you can modify their settings to customize the formatting within each
section. Right-click on the desired section break, select "Format," and explore the available options.
These settings may include different headers and footers, unique page numbering, distinct margins, or
varied column layouts. Adjust as per your document's requirements.

Linking and Unlinking Sections:

Linking sections allows you to maintain consistent formatting across multiple sections. However,
there may be instances where you need to unlink a section from the previous one. To do so, navigate
to the "Header & Footer" section under the "Design" tab, deselect the "Link to Previous" option, and
make the necessary modifications.

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Working with Tables

Tables are a powerful feature in Microsoft Word that allows you to organize and present information
in a structured and visually appealing manner. Whether you're creating a report, a research paper, or
even designing a flyer, tables can help you display data and text in an organized grid format.

• Open Microsoft Word and navigate to the page where you want to insert the table.
• Click on the "Insert" tab in the ribbon at the top of the Word window.
• In the "Tables" group, click on the "Table" button. A dropdown menu will appear.
• Move your cursor over the grid of cells to select the desired number of rows and columns for
your table. Click to insert the table into your document.
• Alternatively, you can choose "Insert Table" from the dropdown menu to specify the exact
number of rows and columns you want in the table.
• Once the table is inserted, you can start entering data into the cells. Simply click inside a cell
and begin typing. You can navigate between cells using the Tab key or the arrow keys.
• To add or remove rows and columns, select a cell or a range of cells, right-click, and choose
the appropriate option from the context menu. You can also use the Table Tools Design tab
that appears when the table is selected to add, delete, or modify rows and columns.
• To format the table, select the entire table or specific cells, and use the options in the "Table
Tools" tab. You can change the table's borders, cell background colors, text alignment, font
styles, and more.
• You can also merge and split cells to create more complex table structures. To merge cells,
select the cells you want to merge, right-click, and choose "Merge Cells" from the context
menu. To split cells, select the cell or cells you want to split, right-click, and choose "Split
Cells" from the context menu.
• To adjust the overall table layout, such as column width and row height, position your cursor
over the lines between the column or row headings until the cursor changes to a double-
headed arrow. Then, click and drag to resize the columns or rows.
• You can also apply pre-designed table styles to your table by selecting the table and clicking
on the "Table Styles" button in the Table Tools Design tab. This allows you to quickly change
the appearance of the table.
• Once you've finished creating and formatting your table, continue working on your document,
or save and export it as needed.
•
Use Cases for Tables in Microsoft Word:
Project Management: Create a project plan with tasks, deadlines, assigned team members, and
progress status.
Inventory Management: Maintain a list of inventory items, their quantities, prices, and reorder points
for efficient stock management.
Event Planning: Organize event details such as venue, date, time, agenda, and contact information for
vendors or attendees.
Product Catalogs: Design product catalogs showcasing item descriptions, prices, sizes, colors, and
availability.
Research Papers: Arrange research findings, methodology, results, and references in a structured
format for academic or professional papers.

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Meeting Minutes: Record meeting minutes including attendees, agenda items, action items, and
decisions made during the meeting.
Travel Itineraries: Plan travel itineraries with details like destinations, dates, accommodations,
transportation, and activities.
Recipe Collections: Compile recipes with ingredients, measurements, cooking instructions, and
serving suggestions.
Class Schedules: Organize class schedules by listing courses, instructors, locations, days, and times.
Contact Lists: Maintain contact information such as names, phone numbers, email addresses, and
affiliations in a structured table format.
These examples demonstrate how tables in Microsoft Word can be utilized across various scenarios to
streamline information presentation and organization.

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Create Table of Contents

The table of contents is an essential element of any well-structured document, as it provides a

roadmap for readers to navigate through the content easily. Microsoft Word offers a convenient
feature that allows you to create and update a table of contents automatically. We will explore the
step-by-step process of creating a table of contents in Microsoft Word.

Applying Heading Styles

Before you can generate a table of contents, it's crucial to format your document using the built-in
heading styles provided by Word. These styles include Heading 1, Heading 2, Heading 3, and so on,
which help create a hierarchical structure for your content. To apply a heading style to a specific
section, follow these steps:

• Select the desired section of text.

• Go to the "Home" tab in the Word toolbar.
• In the "Styles" group, choose the appropriate heading style from the list.

Inserting a Table of Contents

Once you have formatted your document with the appropriate heading styles, you can insert a table of
contents in just a few simple steps:

• Place the cursor at the location in the document where you want to insert the table of contents.
• Go to the "References" tab in the Word toolbar.
• In the "Table of Contents" group, click on the "Table of Contents" button.
• Select the desired style from the available options, such as "Automatic Table 1" or
"Automatic Table 2."

Updating the Table of Contents

As you make changes to your document, such as adding or deleting sections or modifying headings,
it's important to update the table of contents to reflect those changes. To update the table of contents,
follow these steps:

• Right-click on the table of contents.

• From the context menu, select "Update Field."
• Choose the desired update option, such as "Update page numbers only" or "Update entire
table."

Customizing the Table of Contents

Microsoft Word offers various customization options to make your table of contents visually
appealing and tailored to your document's requirements. Here are a few customization options you
can explore:

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Modifying the appearance: Change the font, size, or formatting of the table of contents to match your
document's style.
Adjusting the levels: Customize the number of heading levels included in the table of contents.
Removing page numbers: If your document doesn't require page numbers in the table of contents, you
can remove them.
Formatting tab leaders: Tab leaders are the dots, dashes, or lines that connect the headings to the
corresponding page numbers. Customize the style of tab leaders to enhance readability.

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Inserting SmartArt

SmartArt is a powerful feature in Microsoft Word that allows you to create visually appealing and
organized diagrams, charts, and graphics. By using SmartArt, you can enhance the visual impact of
your documents and effectively communicate complex information. We will explore how to insert and
customize SmartArt in Microsoft Word.

To insert a SmartArt graphic in Word, follow these steps:

• Open Microsoft Word and navigate to the page where you want to insert the SmartArt
graphic.
• Click on the "Insert" tab located at the top of the Word window.
• In the "Illustrations" group, click on the "SmartArt" button. A gallery will appear, displaying
various SmartArt categories.

Browse through the different SmartArt categories and select the one that best suits your needs. The
categories include lists, processes, cycles, hierarchies, relationships, matrices, pyramids, and more.
Once you've chosen a category, click on the specific SmartArt graphic layout that you want to use. A
preview will be displayed in the right pane.
Click on the "OK" button to insert the selected SmartArt graphic onto your document.

After inserting the SmartArt graphic, you can customize it according to your requirements. Here are
some ways to customize your SmartArt graphic:
Add or remove shapes: To add a new shape, click on the existing shape closest to where you want to
add the new one, then click on the "Add Shape" button in the SmartArt Tools Design tab. To remove a
shape, select the shape and press the "Delete" key on your keyboard.
Change the layout: If you want to change the layout of your SmartArt graphic, go to the SmartArt
Tools Design tab and click on the "Change Layout" button. Select the desired layout from the gallery
that appears.
Modify the text: Click on each shape in the SmartArt graphic to enter or edit the text. You can also
apply formatting options, such as font size, colour, and alignment, from the Home tab.
Apply styles and colors: The SmartArt Tools Design tab provides various styles and colour
combinations that you can apply to your SmartArt graphic. Experiment with different styles to find
the one that best complements your document's design.
Resize and reposition: To resize the SmartArt graphic, click on it, and drag the sizing handles. You
can also reposition the SmartArt graphic by clicking and dragging it to a new location within the
document.

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Spell Check, Grammar, and Thesaurus

Microsoft Word has revolutionized the way we write and edit documents. One of its most valuable
features is its comprehensive set of tools for spell checking, grammar correction, and thesaurus
assistance. We will explore how these functionalities can significantly improve the quality and
accuracy of your writing while enhancing your productivity.

Spell Check:
Spell check in Microsoft Word is a powerful tool that helps identify and correct spelling errors in your
documents. It works by comparing the words in your document against an extensive built-in
dictionary. Here are some key points to remember when using the spell check feature:

Activating Spell Check:

To activate spell check, navigate to the "Review" tab in the Word ribbon and click on the "Spelling &
Grammar" button. Alternatively, you can press the "F7" key as a shortcut.

Automatic Spell Checking:

Word can automatically check your spelling as you type, underlining potential errors in real-time.
Misspelled words will be marked with a red wavy line.

Correcting Spelling Errors:

When Word identifies a spelling error, right-click on the underlined word to see a list of suggested
corrections. Choose the correct option, and Word will automatically update it.

Customizing Spell Check:

Word allows you to customize the spell check feature to suit your needs. You can add words to the
custom dictionary, ignore certain words, or modify the proofing options according to your
preferences.

Grammar Correction:
Apart from spell check, Microsoft Word also provides grammar correction capabilities. It can help
you identify grammatical errors and offer suggestions for improvement. Consider the following
aspects of grammar correction in Word:

Grammar Checking Options:

Word offers various grammar checking options that you can enable or disable to match your writing
style. To access these options, go to "File," then "Options," and select "Proofing."

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Identifying Grammar Mistakes:
Similar to spell check, Word underlines potential grammar mistakes with a blue wavy line. Right-
clicking on the underlined section will display suggested corrections or explanations for the identified
issue.

Exploring Advanced Grammar Suggestions:

Word's grammar checking tool can also provide advanced suggestions for improving sentence
structure, word choice, and overall clarity. These suggestions can significantly enhance the readability
of your document.

Thesaurus Assistance:
In addition to spell check and grammar correction, Microsoft Word includes a built-in thesaurus,
allowing you to find synonyms and antonyms to diversify your writing. Here's how to make the most
of this feature:

Accessing the Thesaurus:

To access the thesaurus, select a word in your document, right-click, and choose "Synonyms" from the
context menu. A list of alternative words will appear, providing you with options to improve your
writing style and avoid repetition.

Using Synonyms and Antonyms:

Word's thesaurus not only suggests synonyms but also provides antonyms. This feature enables you to
explore words with opposite meanings, helping you express your thoughts more precisely.

Inserting Synonyms Directly:

Word allows you to replace words with their synonyms directly from the thesaurus pane. Simply
select the desired synonym and click on the "Insert" button to incorporate it into your document.

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Create Bookmarks, Captions and Cross-Referencing

We can enhance the functionality and professionalism of your documents. Specifically, we will focus
on creating bookmarks, captions, and cross-references. These tools allow you to easily navigate within
your document, add informative captions to images and tables, and create dynamic references to other
sections or objects within your document.

Creating Bookmarks
Bookmarks are useful for marking specific locations within your document, making it easy to
navigate back to those points later. Follow these steps to create bookmarks in Microsoft Word:

• Select the text or location in your document where you want to create a bookmark.
• Click on the "Insert" tab in the ribbon at the top of the Word window.
• In the "Links" group, click on the "Bookmark" button.
• Enter a name for your bookmark in the dialog box and click "Add."
• To navigate to a bookmark, use the "Go To" feature by pressing Ctrl+G, selecting
"Bookmark" from the "Go to what" dropdown, and choosing the desired bookmark from the
list.

Adding Captions
Captions provide descriptive labels for images, tables, or other objects in your document, improving
readability and understanding. To add captions in Microsoft Word, follow these steps:

• Select the object (image or table) to which you want to add a caption.
• Click on the "References" tab in the ribbon.
• In the "Captions" group, click on the "Insert Caption" button.
• In the dialog box that appears, select the desired label from the "Label" dropdown.
• Optionally, you can modify the caption numbering format or add a caption prefix or suffix.
• Click "OK" to insert the caption below the object.

Cross-Referencing
Cross-references allow you to refer to other sections, figures, tables, or bookmarks within your
document automatically. To create cross-references in Microsoft Word, follow these steps:

• Place the cursor at the location in your document where you want to insert the cross-
reference.
• Click on the "References" tab in the ribbon.
• In the "Captions" group, click on the "Cross-reference" button.
• In the dialog box that appears, select the desired reference type (such as "Bookmark,"
"Figure," or "Heading").
• Choose the specific item you want to refer to from the list.
• Select the desired reference format, such as page number or caption.
• Click "Insert" to insert the cross-reference into your document.

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101
Mail Merge

Microsoft Word provides a powerful feature called "Mail Merge" that enables users to create
personalized mass mailings effortlessly. Whether you're sending invitations, newsletters, or marketing
materials, mastering the art of mail merge can save you time and effort while maintaining a personal
touch. Let us go through the process of performing a mail merge in Microsoft Word.

Understanding Mail Merge:

Mail merge is the process of combining a standard document (the main document) with a data source
(such as an Excel spreadsheet or Outlook contacts) to produce personalized output documents. Each
output document contains unique information based on the data source, allowing you to create
customized letters, labels, envelopes, or email messages for a large number of recipients.

Setting Up Your Data Source:

Prepare your data: Organize your recipient data in a structured manner, such as a spreadsheet, with
each column representing a different type of information (e.g., name, address, email).
Connect the data source: Open your main document in Microsoft Word, navigate to the "Mailings"
tab, and click on "Select Recipients." Choose the appropriate option to connect your data source, such
as "Use an Existing List" or "Type a New List."
Map the fields: Word will prompt you to map the fields from your data source to the corresponding
placeholders in the main document. Ensure that each field is correctly matched to the appropriate
placeholder.

Designing Your Main Document:

Create your main document: Design your document as you would for a regular letter but leave blank
spaces or placeholders where the personalized information will appear (e.g., <<Name>>,
<<Address>>).
Insert merge fields: Place your cursor where you want to insert a merge field, then go to the
"Mailings" tab and click on "Insert Merge Field." Choose the desired field from the list, such as "First
Name" or "Email Address." Repeat this process for each merge field you want to include.

Previewing and Completing the Merge:

Preview the results: Before generating the final output, use the "Preview Results" button in the
"Mailings" tab to review how the merged information will appear in the output documents. This
allows you to identify and correct any errors or formatting issues.
Complete the merge: Once you're satisfied with the preview, click on the "Finish & Merge" button,
and select the desired output option, such as "Print Documents" or "Send Email Messages." Follow
the on-screen prompts to specify additional settings, such as the range of records to merge or the
printer settings.

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Customizing and Troubleshooting:
Filtering and sorting: If you only want to merge specific records from your data source, you can use
filtering and sorting options available within Word. These tools allow you to narrow down the
recipient list based on specific criteria.
Troubleshooting common issues: In case you encounter problems during the mail merge process, refer
to Microsoft Word's documentation or online resources for troubleshooting tips. Common issues
include mismatched field mappings, formatting inconsistencies, or data source errors.

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Linking and Embedding

Among its many features, the ability to link and embed content elevates the versatility and
functionality of Word documents. We explore the concept of linking and embedding and how to
effectively utilize these features in Microsoft Word.

Understanding Linking and Embedding:

Linking and embedding are two methods that allow you to incorporate external content into your
Word documents. While they achieve similar outcomes, there are important distinctions between the
two:
Linking:
Linking enables you to create a connection between a source file and your Word document. When you
update the source file, any changes automatically reflect in the linked document. This ensures real-
time updates and consistency.

Embedding:
Embedding involves inserting an entire file or object within your Word document. Unlike linking,
embedding creates a copy of the source file, which becomes part of the Word document. This means
the embedded content remains intact even if the original file is modified or moved.

Linking Content in Word:

Linking external content in Microsoft Word provides flexibility and easy updates. Here's how to do it:
Inserting Hyperlinks:
Hyperlinks allow you to connect to web pages, email addresses, or other locations within your
document. To insert a hyperlink, follow these steps:

• Select the text or object you want to turn into a hyperlink.

• Click the "Insert" tab on the ribbon and choose "Hyperlink."
• In the "Insert Hyperlink" dialog box, enter the desired URL or browse to locate the file.
• Customize the appearance and behaviour of the hyperlink as needed.
• Click "OK" to insert the hyperlink.

Linking to Files:
Linking to external files, such as Excel spreadsheets or PowerPoint presentations, can be incredibly
useful. To link a file in Word:

• Position the cursor where you want to insert the link.

• Click the "Insert" tab on the ribbon and select "Object" in the "Text" group.
• In the "Object" dialog box, choose the "Create from File" tab.
• Browse to locate the file you want to link and select it.
• Specify additional settings, such as whether to display the file as an icon or a link.
• Click "OK" to insert the linked file.

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Embedding Content in Word:
Embedding content within a Word document allows you to retain the content's original form, even if it
is modified externally. Here's how to embed content:
Embedding Objects:
To embed an object, such as a Word document, an Excel worksheet, or an image, follow these steps:

• Position the cursor where you want to embed the object.

• Click the "Insert" tab on the ribbon and choose "Object" in the "Text" group.
• In the "Object" dialog box, select the desired object type or file.
• Customize the appearance and behaviour of the embedded object as needed.
• Click "OK" to embed the object in the Word document.

Updating and Modifying Embedded Content:

Embedded content can be modified directly within the Word document. To update or modify an
embedded object:

• Double-click the embedded object to open it for editing.

• Make the necessary changes within the embedded application.
• Save and close the embedded application.
• The changes made to the embedded content will be automatically updated in the Word
document.

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Unit – 3 Questions

Shortcut for spell check is:

▪ F8
▪ F7
▪ F9
▪ F10

Mail Merge can be done using :

▪ Use an Existing List
▪ Type a New List
▪ Both
▪ Only Excel files

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Unit 4

Introduction to Database Development

Database development is a field of software engineering that focuses on designing, creating, and
managing databases. Databases are essential for storing, organizing, and retrieving vast amounts of
data efficiently and securely. They are used in various domains, such as business, e-commerce,
healthcare, finance, and many others.

In the development of a database, several key concepts and processes are involved:
1. Data Modelling: Data modelling is the process of defining the structure and relationships of the
data to be stored in the database. It involves creating a conceptual, logical, and physical representation
of the data. This step helps in understanding the requirements and designing an efficient database
schema.
2. Database Management Systems (DBMS): A DBMS is software that allows users to interact with the
database. It provides functionalities for creating, modifying, and querying the database. Popular
DBMSs include MySQL, Oracle, Microsoft SQL Server, and PostgreSQL.
3. Database Design: Database design involves defining the tables, columns, data types, relationships,
and constraints that make up the database schema. The design should ensure data integrity,
performance, and scalability.
4. Structured Query Language (SQL): SQL is a programming language used to communicate with the
database. It provides a standardized way to retrieve, insert, update, and delete data from the database.
SQL queries are used to manipulate the data and perform various operations on the database.
5. Indexing and Optimization: Indexing is a technique used to improve the performance of database
queries by creating indexes on specific columns. Optimization involves analyzing and fine-tuning the
database design, queries, and configuration settings to enhance performance and efficiency.
6. Data Manipulation: Data manipulation involves inserting, updating, and deleting data in the
database. It also includes querying the database to retrieve specific information based on given
criteria.
7. Data Security: Database development also focuses on implementing robust security measures to
protect sensitive data. This includes authentication, authorization, encryption, and auditing
mechanisms to ensure data privacy and integrity.
8. Data Backup and Recovery: Regular data backups are crucial to prevent data loss in case of
hardware failure, human error, or other disasters. Database developers implement backup and
recovery strategies to maintain data availability and reliability.
9. Database Maintenance: Ongoing maintenance tasks include monitoring the database performance,
optimizing queries, managing user access and permissions, and applying software updates and patches
to keep the database running smoothly.
Database development is an iterative process that involves collaboration between developers, database
administrators, and stakeholders. It requires a solid understanding of data modelling, database design
principles, and proficiency in programming languages like SQL. By employing efficient and well-
designed databases, organizations can manage their data effectively, make informed decisions, and
support their business processes more efficiently.

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Database Terminology

Database Terminology refers to the specific vocabulary and terms used in the field of databases. Here
are some common terms and their definitions:

1. Database: A structured collection of data that is organized and stored in a way that allows efficient
retrieval, modification, and management.

2. Table: A fundamental unit of organization in a relational database. It consists of rows (records) and
columns (fields) that define the structure and attributes of the data.

3. Record: Also known as a row, it represents a single instance or entry in a database table, containing
a set of related data.

4. Field: Also referred to as a column, it represents a specific attribute or property of a record in a

database table. Each field has a defined data type and holds a single value.

5. Primary Key: A unique identifier for each record in a database table. It ensures the integrity and
uniqueness of the data and is used to establish relationships between tables.

6. Foreign Key: A field or set of fields in one table that refers to the primary key in another table. It
establishes relationships between tables, enabling data integrity and enforcing referential integrity
constraints.

7. Index: A database structure that improves the speed of data retrieval operations. It contains a sorted
list of values along with pointers to the physical location of the corresponding data.

8. Query: A request or command to retrieve, manipulate, or process data from a database. Queries are
written using a specific database query language like SQL (Structured Query Language).
9. Normalization: The process of organizing data in a database efficiently to eliminate redundancy
and improve data integrity. It involves dividing larger tables into smaller ones and establishing
relationships between them.

10. Backup: A copy of a database taken at a specific point in time to protect against data loss.
Backups are essential for disaster recovery and maintaining data availability.

11. Transaction: A logical unit of work performed on a database that consists of one or more
operations. It ensures the consistency and integrity of the data by ensuring that either all operations
within a transaction are completed or none are.

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12. Schema: A logical structure or blueprint that defines the organization and structure of a database.
It includes table definitions, relationships, constraints, and permissions.

13. Data Warehouse: A large, centralized repository of data that is collected from various sources
within an organization. It is designed to support business intelligence and reporting activities.

14. Data Mining: The process of analyzing large datasets to discover patterns, relationships, and
useful information. It involves applying statistical and machine learning techniques to extract insights
from data.

15. Data Integrity: The accuracy, consistency, and reliability of data stored in a database. It ensures
that data meets certain quality standards and remains valid and trustworthy throughout its lifecycle.

These are just a few examples of the terminology used in databases. The field of databases
encompasses a wide range of concepts and terms that are continuously evolving with advancements in
technology and new approaches to data management.

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Objects in Database

In the context of databases, objects typically refer to specific entities or instances that are stored and
managed within the database. Here are some common examples of objects in databases:

1. Tables: A table is a fundamental object in a relational database. It represents a collection of related

data organized in rows and columns. Each row in a table represents a record or instance of the entity
being modelled, while each column represents a specific attribute or property of that entity.

2. Views: A view is a virtual table that is derived from the data stored in one or more underlying
tables. It provides an alternative representation of the data, presenting a subset of the data or
combining data from multiple tables. Views are useful for simplifying complex queries, enforcing
security restrictions, and presenting a customized view of the data to users.

3. Indexes: An index is a database object that enhances the speed of data retrieval by providing a
quick access path to the data. It is created on one or more columns of a table and contains a sorted
copy of the data in those columns, along with pointers to the actual data. Indexes help optimize query
performance by reducing the need for full table scans.

4. Stored Procedures: A stored procedure is a named set of SQL statements that are precompiled and
stored in the database. It allows for the execution of a sequence of database operations as a single unit.
Stored procedures can be invoked by applications or other database objects, providing a convenient
and reusable way to perform complex tasks or business logic within the database.

5. Functions: Functions are like stored procedures but return a value and are primarily used to
perform calculations or transformations on data. They accept input parameters, process the data, and
return a result. Functions can be used in SQL queries or within other database objects to perform
specific computations.

6. Triggers: A trigger is a database object that is associated with a table and automatically executed in
response to certain events, such as data modifications (inserts, updates, or deletes) on the table.
Triggers are used to enforce business rules, maintain data integrity, or perform additional actions
when specific conditions are met.

7. User-Defined Data Types: Some databases allow the creation of user-defined data types. These
types are customized data structures that can be used as column types in tables or as parameters in
stored procedures and functions. User-defined data types enable the definition of custom data
structures tailored to the specific requirements of an application.

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These are just a few examples of objects commonly found in databases. The specific objects and their
features may vary depending on the database management system (DBMS) being used, as different
DBMSs may have their own terminology and implementation details.

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Creating Table in MS Access

To create a table in Microsoft Access, you can follow these steps:

1. Open Microsoft Access and create a new blank database or open an existing database where you
want to create the table.

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2. In the navigation pane, click on the "Table Design" button. This will open the table design view.

3. In the table design view, define the columns (fields) of the table by specifying their names, data
types, and any additional properties.

4. Enter the desired column names in the "Field Name" column.

5. Select the appropriate data type for each column from the "Data Type" column. Access provides
various data types such as Text, Number, Date/Time, Yes/No, etc.

6. Set any additional properties for the columns, such as field size, format, validation rules, default
values, etc. This can be done by adjusting the properties in the "Field Properties" section at the bottom
of the table design view.

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7. Define the primary key by selecting the desired column and clicking on the "Primary Key" button
in the "Tools" section of the Access ribbon.

8. Save the table by clicking on the "Save" button in the Access ribbon or by pressing Ctrl+S.

9. Provide a name for the table when prompted and click "OK" to save the table.

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Here's a simplified example of creating a table named "Employees" with a few columns:

In this example, the "Employees" table has four columns:

- `ID` column with an AutoNumber data type, serving as the primary key.
- `FirstName` column with a Text data type.
- `LastName` column with a Text data type.
- `Age` column with a Number data type.

Please note that the actual steps and options may vary slightly depending on the version of Microsoft
Access you are using.

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Working with fields in MS Access

When working with fields in Microsoft Access, you can perform various tasks to define and manage
the properties and data within the fields. Here are some common operations you can perform with
fields in MS Access:

1. Adding a Field:
In the table design view, click on the next available blank row in the Field Name column and enter the
desired field name.
Select the appropriate data type for the field from the Data Type column.
Set any additional properties for the field, such as field size, format, validation rules, default values,
etc.

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2. Modifying a Field:
In the table design view, click on the field you want to modify.
Update the properties of the field as needed, such as the data type, field size, or other properties.

3. Deleting a Field:
In the table design view, select the entire row for the field you want to delete.
Press the Delete key to remove the field from the table.

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4. Reordering Fields:
In the table design view, click on a field and drag it to the desired position within the table.

5. Renaming a Field:
In the table design view, right-click on the field name and select "Rename Field."
Enter the new name for the field.

6. Setting Primary Key:

In the table design view, select the field that you want to set as the primary key.
Click on the "Primary Key" button in the "Tools" section of the Access ribbon.

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7. Applying Validation Rules:
In the table design view, select the field you want to apply a validation rule to.
In the field properties, go to the "Validation Rule" property and enter the rule expression.
Optionally, set the "Validation Text" property to display a custom error message when the rule is
violated.

8. Creating Lookup Fields:

In the table design view, select the field you want to turn into a lookup field.
In the field properties, go to the "Lookup" tab and specify the lookup source, such as a table or query,
and the desired columns to display.

9. Specifying Default Values:

In the table design view, select the field you want to set a default value for.
In the field properties, go to the "Default Value" property and enter the desired default value.

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10. Applying Formatting:
In the table design view, select the field you want to format.
In the field properties, go to the "Format" property and specify the desired format, such as date/time
format or number format.

Remember to save your changes after making modifications to the fields. These operations can help
you define the structure, constraints, and behaviour of the fields within your Microsoft Access tables.

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Data types in MS Access

In Microsoft Access, you can use a variety of data types to define the structure of your tables. Here are
the common data types available in MS Access:

1. Text: Used for storing alphanumeric characters, such as names, addresses, or descriptions. The
maximum length can be specified (up to 255 characters).

2. Memo: Like the Text data type but allows for longer text entries (up to 65,536 characters).

3. Number: Used for storing numeric data, including integers, decimals, and floating-point numbers. It
supports different subtypes, such as Byte, Integer, Long Integer, Single, Double, and Decimal.

4. Date/Time: Used for storing dates, times, or a combination of both. It supports various formats and
can handle a range of dates from January 1, 100 to December 31, 9999.

5. Currency: Used for storing monetary values, with support for up to four decimal places.

6. Yes/No: Represents a Boolean value, allowing only two options: Yes/True or No/False.

7. AutoNumber: Generates a unique numeric value for each record automatically. Typically used as a
primary key.

8. Hyperlink: Stores web addresses (URLs) or email addresses as clickable hyperlinks.

9. OLE Object: Allows for storing embedded objects, such as images, documents, or other OLE-
compliant data.

10. Attachment: Introduced in Access 2007, this data type allows for storing multiple file attachments
within a single field.

11. Lookup Wizard: Allows you to create a drop-down list of predefined values for a field, which
simplifies data entry and enforces data integrity.

12. Calculated: Allows you to create a field whose value is derived from an expression involving other
fields within the same table.

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13. Yes/No (True/False): Represents a Boolean value, allowing only two options: Yes/True or
No/False.

14. Short Text: Like the Text data type but limited to a maximum of 255 characters.

15. Long Text: Like the Memo data type, allowing for longer text entries (up to 65,536 characters).

These data types offer flexibility in representing various types of data within your MS Access tables.

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Indexing in MS Access

In Microsoft Access, indexing is a technique used to improve the performance of queries and data
retrieval operations by creating indexes on one or more fields in a table. Indexes provide a quick
lookup mechanism for locating specific data within a table, like the index in a book.

To create an index on a field in MS Access, follow these steps:

1. Open Microsoft Access and navigate to the database that contains the table you want to index.

2. In the navigation pane, click on the "Tables" tab to display the list of tables in the database.

3. Double-click on the table name to open it in the datasheet view.

4. Click on the "Table Design" button in the "Table Tools" tab on the ribbon. This will open the table
in design view.

5. In the table design view, locate the field on which you want to create an index.

6. Select the field by clicking on its row, and then click on the "Indexes" button in the "Table Tools"
tab on the ribbon. This will open the "Indexes" window.

7. In the "Field Name" column of the "Indexes" window, select the field for which you want to create
an index.

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8. Specify the index properties in the "Index Properties" section, such as whether it should be a unique
index (no duplicate values) or allow duplicates.

9. Save the changes to the table by clicking the "Save" button in the Access ribbon or by pressing
Ctrl+S.

By creating an index on a field, Access will internally create a data structure that allows for faster
lookup and retrieval of data based on that field. This can significantly improve the performance of
queries, especially when searching or sorting based on indexed fields. However, it's important to note
that indexes can slightly increase the size of the database file and may impact the performance of data
modification operations (e.g., insert, update, delete), as indexes need to be updated along with the
data.

Additionally, in MS Access, you can also use the Database Analyzer tool to analyse the performance
of your database and suggest potential indexes to create based on query patterns and usage.

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Working with multiple tables in MS Access

Working with multiple tables in Microsoft Access involves establishing relationships between tables,
performing joins to retrieve data from multiple tables, and designing queries, forms, and reports that
incorporate data from multiple tables. Here are some key aspects to consider:

1. Establishing Relationships:
Open the database in Access and navigate to the Database Tools tab.
Click on the Relationships button to open the Relationships window.

Add the necessary tables by selecting them from the Show Table dialog.
Define relationships between tables by dragging and dropping related fields between tables.

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2. Performing Joins:
Use queries to combine data from multiple tables.

Open the Query Design view and add the desired tables to the query.

Define the join conditions by connecting related fields between tables.

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3. Designing Forms:
Create a new form or open an existing form in Design View.
Add the desired tables as data sources for the form.
Arrange and customize form controls to display and manipulate data from multiple tables.
Set control properties and event procedures to define form behaviour.
Save and preview the form to interact with data from multiple tables.

4. Designing Reports:
Create a new report or open an existing report in Design View.
Add the desired tables as data sources for the report.
Design the report layout by arranging report controls and fields.
Apply grouping, sorting, and formatting options to organize and present data.
Save and preview the report to view data from multiple tables.

5. Utilizing Lookup Fields:

Create lookup fields in a table to reference data from another table.
Define a relationship between the tables based on the lookup field.
Use the lookup field to display values from the related table in forms and reports.

6. Using Subqueries:
Incorporate subqueries within queries to retrieve data from multiple tables.
Use subqueries as a data source for main queries, allowing for complex filtering and data retrieval.

By effectively utilizing relationships, joins, queries, forms, reports, and other features in Microsoft
Access, you can work with multiple tables and leverage the power of a relational database system for
managing and analysing your data.

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Relationships & Integrity Rules in MS Access

In Microsoft Access, relationships and integrity rules are essential for maintaining data consistency
and ensuring the accuracy and reliability of your database. Here's an overview of relationships and
integrity rules in MS Access:

1. Relationships:
Relationships define the connections between tables based on common fields, establishing links
between related data.
To create relationships, open the database in Access and navigate to the Database Tools tab.
Click on the Relationships button to open the Relationships window.
Add the tables you want to relate by selecting them from the Show Table dialog.
Drag and drop the related fields between tables to create the relationships.
You can specify cardinality (one-to-one, one-to-many, or many-to-many) and enforce referential
integrity.

2. Referential Integrity:
Referential integrity ensures that the relationships between tables are maintained, and that the data
remains consistent.
When referential integrity is enabled, Access enforces rules to prevent actions that would violate the
defined relationships.
To enable referential integrity, open the Relationships window, select the relationship line, and click
on the "Edit Relationships" button.
In the Edit Relationships dialog, check the "Enforce Referential Integrity" box.

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Enforcing referential integrity helps maintain data integrity by preventing actions such as deleting a
record with related data or adding invalid foreign key values.

3. Cascade Update/Delete:
Cascade update and delete actions are options available when defining relationships and enforcing
referential integrity.
Cascade Update: When a primary key value is updated, the corresponding foreign key values in
related tables are automatically updated.
Cascade Delete: When a primary key value is deleted, all related records in the related table(s) are
also deleted.
Cascade actions help ensure data integrity and maintain the integrity of relationships across tables.

4. Validation Rules:
Validation rules are used to define constraints and data validation criteria for individual fields in a
table.
You can specify rules such as data types, ranges, patterns, and custom expressions.
Validation rules help enforce data integrity and prevent the insertion of invalid or inconsistent data.

5. Validation Text:
Validation text is an optional property that allows you to provide a custom error message when a
validation rule is violated.
The validation text provides a clear explanation to the user regarding the nature of the validation error.

By establishing relationships, enabling referential integrity, defining validation rules, and utilizing
cascade actions, you can maintain data integrity, ensure consistency, and prevent data anomalies in
your Microsoft Access database.

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Join Properties in MS Access

In Microsoft Access, join properties define the type and behaviour of joins used in queries that involve
multiple tables. Join properties allow you to control how tables are linked and how records are
combined when retrieving data. Here are the different join properties available in MS Access:

1. Inner Join:
An inner join returns only the matching records from both tables based on the join condition.
The result set includes only the records that have matching values in the joined fields of both tables.
Inner joins exclude records that do not have matching values in the joined fields.

2. Left Join (or Left Outer Join):

A left join returns all records from the left table (the "left" side of the join) and the matching records
from the right table.
If a record in the left table does not have a match in the right table, the result set will contain null
values for the right table's fields.

3. Right Join (or Right Outer Join):

A right join returns all records from the right table (the "right" side of the join) and the matching
records from the left table.
If a record in the right table does not have a match in the left table, the result set will contain null
values for the left table's fields.

4. Full Join (or Full Outer Join):

A full join returns all records from both the left and right tables, combining them based on the join
condition.
If a record in either the left or right table does not have a match in the other table, the result set will
contain null values for the non-matching side.

5. Cross Join (or Cartesian Join):

A cross join returns the Cartesian product of the two tables, resulting in all possible combinations of
records.
It does not require a join condition and returns a result set with the total number of records in the first
table multiplied by the total number of records in the second table.

To specify the join properties in a query:

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1. Open the query in Design View or create a new query.

2. Add the necessary tables to the query.

3. Drag and drop the related fields between the tables to define the join condition.
4. Right-click on the join line connecting the tables and select "Join Properties" from the context
menu.

5. In the Join Properties dialog, choose the desired join type (Inner Join, Left Join, Right Join, Full
Join, or Cross Join).

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6. Click OK to save the join properties.
7. Run the query to retrieve the result set based on the specified join properties.

By selecting the appropriate join properties, you can control how tables are linked and how records
are combined, allowing you to retrieve the desired data from multiple tables in your MS Access
queries.

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Record Manipulation in MS Access

In Microsoft Access, you can manipulate records in a table using various operations, such as adding
new records, editing existing records, deleting records, and searching for specific records. Here are
the common ways to manipulate records in MS Access:

1. Adding New Records:

Open the table in Datasheet View.

Move to the last empty row at the bottom of the table.

Enter the data for each field in the new record.
Press Enter or use the arrow keys to move to the next row, saving the record.

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2. Editing Existing Records:
Open the table in Datasheet View.
Double-click on the field value you want to edit and make the necessary changes.
Press Enter or move to another field to save the changes.

3. Deleting Records:
Open the table in Datasheet View.
Select the entire row(s) of the record(s) you want to delete.
Press the Delete key or right-click and choose "Delete Record" from the context menu.
Confirm the deletion when prompted.

4. Using Forms for Record Manipulation:

Create a form based on the table you want to manipulate.
Use the form to add new records, edit existing records, and delete records.
Forms provide a user-friendly interface with customizable controls for data entry and manipulation.

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5. Using Queries for Record Manipulation:
- Create a query to update, insert, or delete records based on specific criteria.

Use UPDATE queries to modify existing records.

Use INSERT INTO queries to add new records.
Use DELETE queries to remove records based on specific criteria.

6. Using the Find and Replace Function:

Open the table in Datasheet View.
Click on the "Find" button in the Home tab of the Access ribbon.

Enter the value you want to search for in the Find What field.

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Optionally, specify search options such as whole field or partial match.
Click Find Next to locate the first matching record.
Use the Replace function to replace specific values in records.

7. Using Advanced Filtering and Sorting:

Open the table in Datasheet View.
Click on the filter and sort icons in the column headers to filter and sort records based on specific
criteria.
Filtered records can be modified, deleted, or exported.

These are some of the ways you can manipulate records in MS Access. Whether you choose to work
directly in the table's Datasheet View, utilize forms, queries, or other advanced features, MS Access
provides a range of options for managing and manipulating records within your database.

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Sorting & Filtering in MS Access

Sorting and filtering are important features in Microsoft Access that allow you to organize and view
data based on specific criteria. Here's how you can sort and filter data in MS Access:

Sorting Data:
1. Open the table or query in Datasheet View.
2. Click on the column header of the field you want to sort by. Clicking once sorts in ascending order
(A to Z or smallest to largest), and clicking again sorts in descending order (Z to A or largest to
smallest).

3. To sort by multiple fields, hold the Shift key and click on the additional column headers in the
desired order of sorting.

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Filtering Data:
1. Open the table or query in Datasheet View.
2. Click on the filter icon (funnel-shaped) in the column header of the field you want to filter by.

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3. In the drop-down menu, select one of the filtering options:
Equals: Filters records where the field equals a specific value.
Does Not Equal: Filters records where the field does not equal a specific value.
Contains: Filters records where the field contains a specific value.
Does Not Contain: Filters records where the field does not contain a specific value.
Greater Than: Filters records where the field is greater than a specific value.
Less Than: Filters records where the field is less than a specific value.
There are more options as well.

4. Enter the value or select the criteria for filtering and click OK.
5. To remove a filter, click on the filter icon in the column header and select "Clear Filter from <field
name>".

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Advanced Filtering:
1. Open the table or query in Datasheet View.
2. Click on the Advanced button in the Sort & Filter group of the Home tab.

3. In the Advanced Filter/Sort dialog box, you can set multiple criteria using AND or OR operators,
specify sorting options, and save the filter for future use.

4. Click OK to apply the advanced filter.

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Filter by Form:
1. Open the table or query in Datasheet View.
2. Click on the Filter by Form button in the Sort & Filter group of the Home tab.

3. A blank form appears, allowing you to enter values and criteria for multiple fields.

4. Enter the desired filter criteria and click Apply Filter.

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Filter by Selection:
1. Open the table or query in Datasheet View.
2. Select the value in a specific field that you want to filter by.
3. Right-click on the selected value and choose "Filter By Selection" from the context menu.

4. Only records with the selected value in the field will be displayed.

These are the basic methods for sorting and filtering data in Microsoft Access. Sorting allows you to
arrange data in a specific order, while filtering allows you to display only the records that meet certain
criteria. These features help you analyse and view your data more effectively in Access.

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Select data with queries: Creating query by design in MS Access

To create a query by design in Microsoft Access, follow these steps:

1. Open your database in Access.
2. Click on the "Create" tab in the Access ribbon.
3. Click on the "Query Design" button to open the Query Design view.

4. The "Show Table" dialog box will appear, displaying all the tables and queries available in your
database.
5. Select the tables or queries you want to include in your query by double-clicking on them or
clicking the "Add" button.

6. Close the "Show Table" dialog box.

7. The tables or queries you selected will appear in the Query Design view.

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8. To specify the fields you want to retrieve in the query results, drag and drop the desired fields from
the tables or queries onto the design grid.

9. If needed, you can apply criteria to the query by entering conditions in the "Criteria" row of the
respective field.

10. Optionally, you can specify sorting and grouping options by using the "Sort" and "Group By"
rows.
11. To run the query and view the results, click on the "Run" button in the Design tab of the ribbon or
switch to Datasheet View by clicking on the "View" button.

12. Save the query with a name that reflects its purpose.

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Additional Tips:
To join multiple tables in the query, you can drag and drop the related fields from one table to another,
creating the appropriate relationships.
You can use expressions, functions, and SQL statements to perform calculations, transformations, and
advanced operations in your query.
To refine your query results further, you can add additional criteria, sorting, and grouping options as
needed.
You can save the query and reuse it whenever you need to retrieve the same set of data or perform the
same analysis.

By creating queries by design in MS Access, you can specify the exact fields, criteria, sorting, and
grouping options to retrieve the desired data from your database. This provides flexibility and control
over the results, allowing you to analyse, summarize, and manipulate the data effectively.

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Select data with queries: Creating query by wizard in MS Access

To create a query using the Query Wizard in Microsoft Access, follow these steps:

1. Open your database in Access.

2. Click on the "Create" tab in the Access ribbon.
3. Click on the "Query Wizard" button to open the Query Wizard.
4. The Query Wizard dialog box will appear, providing you with a step-by-step process to create your
query.

5. Step 1: Select Query Type

Choose the type of query you want to create from the available options, such as "Simple Query
Wizard," "Crosstab Query Wizard," "Find Duplicates Query Wizard," etc.
Select the desired query type and click "OK" to proceed.

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6. Step 2: Select Fields
In this step, you will see a list of available tables and queries.
Select the tables or queries from which you want to include fields in your query by double-clicking on
them or using the ">>" button to move them to the "Selected Fields" list.
Click "Next" to proceed.

7. Step 3: Sort Order

If you want to specify a sort order for the query results, select the fields on which you want to sort the
data.
Use the "Add" and "Remove" buttons to move fields between the "Available Fields" and "Sort Order"
lists.
Click "Next" to proceed.
8. Step 4: Criteria
In this step, you can specify criteria to filter the data in your query.
Select the field for which you want to set criteria from the "Available Fields" list.
Set the criteria using the options provided, such as "Equals," "Greater Than," "Between," etc.
Click "Next" to proceed.

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9. Step 5: Query Title
Enter a name for your query in the "Query Title" field.

This name will be used to save the query in the database.

Click "Finish" to complete the Query Wizard.
10. Access will create the query based on the options you selected in the wizard.
11. To view and run the query, click on the "Run" button in the Design tab of the ribbon or switch to
Datasheet View by clicking on the "View" button.
12. Save the query with a name that reflects its purpose.

By using the Query Wizard in MS Access, you can quickly create queries without having to manually
specify all the design elements. The wizard guides you through the process, allowing you to select
fields, define sort order, set criteria, and create various types of queries based on your needs.

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Select, Make Table, Append, Delete, Cross Tab, Update, Parameterized Query, Find

Duplicate and Find Unmatched in MS Access

In Microsoft Access, you can create different types of queries to perform various data manipulation
tasks. Here's a brief overview of each type of query:

1. Select Query:
Retrieves data from one or more tables or queries.
Allows you to specify the fields you want to retrieve, apply criteria, and perform sorting.

2. Make Table Query:

Creates a new table based on the results of a select query.
Allows you to specify the fields and criteria for selecting data, and then saves the results in a new
table.

3. Append Query:
Adds records from one table or query to another table.
Allows you to select records from a source table or query and append them to a destination table.

4. Delete Query:
Removes records from a table based on specified criteria.
Allows you to specify conditions to identify the records to be deleted.

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5. Crosstab Query:
Summarizes data by creating a matrix with row and column headers.
Allows you to specify the fields for rows, columns, and values, and apply aggregate functions to
summarize data.

6. Update Query:
Modifies existing records in a table based on specified criteria.
Allows you to update field values based on conditions.

7. Parameterized Query:
Prompts the user to enter values during query execution.
Allows you to create queries with parameters that can be dynamically specified when running the
query.

8. Find Duplicate Query:

Identifies duplicate records based on specified fields.
Allows you to find records that have identical values in selected fields.

9. Find Unmatched Query:

Finds records in one table that have no matching records in another table.
Allows you to identify records that exist in one table but do not have corresponding records in another
table.

These types of queries provide powerful tools for retrieving, manipulating, and analysing data in
Microsoft Access. By leveraging these query types, you can perform a wide range of data operations
to suit your specific needs.

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Using operators & expressions: Creating simple & advance criteria in MS Access

In Microsoft Access, you can use operators and expressions to create simple and advanced criteria in
queries. Here's how you can create criteria using operators and expressions:

1. Simple Criteria:
Open your database in Access.
Click on the "Create" tab in the Access ribbon.
Click on the "Query Design" button to open the Query Design view.
Add the desired table(s) to the design grid.
In the criteria row of the field you want to filter, enter a simple condition using operators:
Equal to: =
Not equal to: <>
Greater than: >
Less than: <
Greater than or equal to: >=
Less than or equal to: <=
Like: Use wildcard characters (*) for pattern matching.
In: List values within parentheses (e.g., IN ('Value1', 'Value2')).

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2. Advanced Criteria:
Open your database in Access.
Click on the "Create" tab in the Access ribbon.
Click on the "Query Design" button to open the Query Design view.
Add the desired table(s) to the design grid.
In the criteria row of the field you want to filter, enter advanced expressions using operators:
Logical operators: AND, OR, NOT.
Parentheses: Use parentheses to group conditions for precedence.
Functions: Use built-in functions like SUM, AVG, COUNT, etc., to perform calculations in the
criteria.
Arithmetic operators: +, -, *, / for numeric calculations.
Date functions: Use functions like Date(), Year(), Month(), etc., for date-related criteria.
String functions: Use functions like Left(), Right(), Mid(), etc., for string-related criteria.
Run the query to see the filtered results.

By using operators and expressions, you can create complex and precise criteria to filter and retrieve
specific data in your queries. These criteria can be based on comparisons, pattern matching,
calculations, and other logical conditions. By combining multiple conditions using logical operators,
you can create sophisticated filters to meet your specific data requirements.

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Introduction to Forms in MS Access

Forms in Microsoft Access are graphical user interfaces that provide a way to interact with your
database. They allow you to input, display, and modify data in a more user-friendly and organized
manner compared to directly working with tables. Forms help streamline data entry, improve data
accuracy, and enhance the overall user experience. Here are some key aspects and benefits of using
forms in MS Access:

1. Data Entry: Forms provide a structured layout for entering data into your database. Instead of
manually entering data into tables, you can input information into designated fields within a form.
Forms can have controls such as text boxes, drop-down lists, checkboxes, and buttons that make data
entry more efficient and intuitive.

2. Data Display and Navigation: Forms can be used to view and navigate through records in your
database. You can display records one at a time, scroll through them, and search for specific records.
Forms provide a clear and organized presentation of data, making it easier to comprehend and
analyze.

3. Data Validation: Forms allow you to apply data validation rules to ensure the accuracy and integrity
of the entered data. You can specify constraints, such as required fields, data formats, and range
checks, which help prevent incorrect or incomplete data from being entered.

4. Customization and Layout: Forms can be customized to match your specific needs and preferences.
You can adjust the layout, font styles, colors, and control placement to create visually appealing and
user-friendly interfaces. Customizing forms allows you to present data in a way that is most
meaningful and relevant to your users.

5. Automation and Business Logic: Forms support the execution of actions and events based on user
interactions. You can associate buttons, combo boxes, and other controls with macros or Visual Basic
for Applications (VBA) code to perform calculations, execute queries, update records, and trigger
specific actions based on user input.

6. Integration with Reports: Forms can be integrated with reports to generate printed or electronic
output of data. You can design reports based on the form's underlying data source to create
professional-looking documents for sharing or distribution.

Overall, forms in MS Access provide an intuitive and interactive way to work with your database.
They simplify data entry, enhance data display and navigation, enforce data validation, and allow for
customization and automation. Forms improve the usability of your database application and help
users efficiently interact with the underlying data.

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Creating Basic Forms in MS Access

To create a basic form in Microsoft Access, you can follow these steps:

1. Open your database in Access.

2. Navigate to the "Create" tab in the Access ribbon.
3. Click on the "Form Design" button to open the Form Design view.

4. The "Field List" pane will appear on the right side of the screen, displaying all the tables and
queries in your database.

5. Select the table or query that you want to use as the data source for your form by double-clicking
on it or dragging and dropping it onto the form design surface.
6. Access will automatically generate a basic form layout based on the selected data source.
7. You can customize the form design by adding additional fields from the data source, rearranging the
layout, and modifying the appearance of the form controls.
To add fields, simply drag and drop them from the Field List pane onto the form design surface.
To rearrange the layout, click and drag the form controls to the desired positions.
To modify the appearance of the controls, you can change properties such as the font, size, colour, and
alignment.

8. You can also add other controls to the form, such as labels, buttons, combo boxes, and checkboxes,
to enhance its functionality.

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To add controls, click on the desired control from the "Controls" group in the Design tab of the
ribbon, and then click on the form design surface to place the control.

9. Customize the form properties, such as form title, background colour, font, etc., by right-clicking
on the form and selecting "Properties."
10. Save the form with a name that reflects its purpose.
11. To view and use the form, switch to Form View by clicking on the "View" button in the Design tab
of the ribbon.

12. The form will display the data from the selected data source, and you can navigate through the
records using the navigation buttons provided.

By following these steps, you can create a basic form in MS Access that allows you to interact with
your database's data in a more user-friendly manner. You can further customize the form's design and
functionality based on your specific requirements.

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Working with Bound, Unbound and Calculated Controls in MS Access

In Microsoft Access, you can work with different types of controls on forms and reports, including
bound controls, unbound controls, and calculated controls. Here's an explanation of each type:

1. Bound Controls:
Bound controls are directly connected to a field in a table or query. They display the value of the field
and allow users to enter or modify data that is stored in the underlying data source.
To create a bound control, you simply drag and drop a field from the Field List pane onto the form or
report design surface.
Bound controls automatically reflect any changes made to the associated field in the data source.

2. Unbound Controls:
Unbound controls are not connected to a specific field in a table or query. They display static
information or perform calculations that are independent of the underlying data source.
Examples of unbound controls include labels, buttons, images, and text boxes that are not linked to a
specific field.
Unbound controls are useful for displaying information that doesn't need to be stored in the database
or for performing calculations based on user input.

3. Calculated Controls:
Calculated controls are a type of unbound control that perform calculations based on other field values
or expressions.
You can create a calculated control by setting the control's Control Source property to an expression
that combines fields, constants, and operators.
Calculated controls allow you to perform calculations, aggregations, or string manipulations based on
the values in other controls or fields.
The result of the calculation is displayed in the calculated control and can be used for data analysis,
reporting, or displaying calculated values on forms.

When working with controls in MS Access, you have the flexibility to choose the appropriate type
based on your requirements. Bound controls are ideal for displaying and editing data from the
underlying data source, while unbound controls provide more flexibility for displaying static
information or performing calculations that are not directly linked to the data. Calculated controls
enable you to dynamically compute values based on expressions involving other fields or controls.
Understanding and effectively using these control types allows you to design powerful and interactive
forms and reports in MS Access.

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Introduction to Property Sheets in MS Access

The Property Sheet in Microsoft Access is a versatile tool that allows you to view and modify the
properties of various database objects, such as tables, forms, reports, queries, and controls. It provides
a user-friendly interface for managing the settings and attributes of these objects. Here's an overview
of the Property Sheet and its functionality:

Accessing the Property Sheet:

1. Open your database in Access.
2. Select the object (e.g., table, form, report, control) for which you want to view or modify
properties.
3. Right-click on the object and choose "Properties" from the context menu.
4. Alternatively, with the object selected, you can press F4 on your keyboard to open the Property
Sheet.

Navigating the Property Sheet:

1. The Property Sheet is divided into sections, with each section representing a specific aspect or
category of properties.
2. The sections are typically organized into tabs (e.g., General, Data, Format, Event, etc.), allowing
you to switch between different sets of properties.
3. Use the tabs to navigate to the desired section and locate the property you want to view or modify.

Modifying Properties:
1. To modify a property, simply click on its value and make the desired changes. You can enter text,
select options from drop-down lists, or choose from predefined values.
2. Some properties have a builder (...) button next to them, indicating that they have additional options
or settings. Clicking the builder button opens a dialog box or a design view where you can customize
the property further.
3. Some properties may be read-only or unavailable, depending on the object and its current state.

Common Property Categories:

1. General: Contains properties related to the basic attributes of the object, such as name, caption,
description, and visibility.
2. Data: Contains properties related to data source, data type, validation rules, default values, and
indexing (for tables).
3. Format: Contains properties related to the appearance and formatting of the object, such as font,
colour, alignment, size, and display format.

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4. Event: Contains properties related to event triggers and associated event procedures (e.g., On Click,
On Load, On Open).
5. Other categories may be specific to the type of object you are working with (e.g., Control Source
for controls, Record Source for forms and reports).

The Property Sheet is a powerful tool for managing and customizing the properties of your database
objects in Microsoft Access. It allows you to configure various settings, tailor the appearance and
behaviour of objects, and define relationships and functionality. By leveraging the Property Sheet, you
can fine-tune your database design and create a user-friendly interface that meets your specific
requirements.

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Working with Data on Forms in MS Access

Working with data on forms in MS Access involves creating forms to display and interact with data
stored in tables. You can use forms to input new data, edit existing data, and view data in a more user-
friendly manner. Here's a step-by-step guide on how to work with data on forms in MS Access:

1. Launch MS Access and open your database.

2. In the Navigation Pane, select the table that contains the data you want to work with.
3. Go to the "Create" tab and click on "Form" in the Forms group. This will create a basic form based
on the selected table.

4. The form will open in "Layout View" by default. You can modify the form's design by adding or
removing fields, adjusting their positions, and formatting the layout.
5. Switch to "Form View" to interact with the data. You can do this by clicking the "Form View"
button in the "Views" group on the "Home" tab.

6. Use the navigation buttons provided on the form to move through records (First, Previous, Next,
Last). Alternatively, you can use the scroll bar or the arrow keys on your keyboard.
7. To add a new record, click the "New (Blank) Record" button in the navigation buttons. This will
create a new record at the end of the form.

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8. To edit an existing record, simply click into the field you want to modify and make the necessary
changes.
9. To delete a record, select the record by clicking on its row selector (the gray box on the left), and
press the "Delete" key on your keyboard.
10. You can also use the form's sorting and filtering capabilities to manipulate the data. Click on the
column headers to sort the records based on a specific field. Use the filter dropdowns in the column
headers to filter the data based on specific criteria.
11. To save any changes made to the data, you don't need to explicitly save the form. The changes are
automatically saved when you move to a different record or close the form.

By customizing your form's design, you can add buttons, combo boxes, check boxes, and other
controls to enhance the user experience and provide additional functionality. Access also allows you
to create subforms, which are forms embedded within other forms, to display related data from
different tables.

Remember to save your database regularly to ensure that your form designs and data are persisted.

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Changing Layout: Forms in MS Access

In MS Access, you can change the layout of forms to customize their appearance and arrangement.
Here's how you can change the layout in MS Access:
1. Open MS Access and open the form you want to modify in "Design View." You can do this by
selecting the form in the Navigation Pane and clicking the "Design View" button.

2. In "Design View," you can customize the layout of the form by adding, removing, resizing, and
repositioning controls. Controls include text boxes, labels, buttons, combo boxes, and other input
elements.

3. To add a control to the form, click on the corresponding control tool in the "Controls" group on the
"Design" tab. Then, click on the desired location on the form to place the control. You can resize and
reposition the control as needed.

4. To remove a control from the form, select the control by clicking on it and press the "Delete" key
on your keyboard.

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5. To resize a control, click on the control to select it, and then click and drag any of the sizing handles
that appear around the control's edges. Alternatively, you can modify the control's size by adjusting its
"Width" and "Height" properties in the "Property Sheet."

6. To reposition a control, click on the control to select it, and then click and drag it to the desired
location on the form.

7. Use the alignment and spacing tools available in the "Arrange" group on the "Format" tab to align
controls horizontally or vertically, distribute controls evenly, or adjust the spacing between controls.

8. You can also modify the properties of controls to customize their appearance and behaviour. Right-
click on a control and select "Properties" to access its properties. In the "Property Sheet," you can
modify properties such as font, colour, caption, control source, and more.

9. Save the changes to the form by clicking the "Save" button on the Quick Access Toolbar or by
pressing Ctrl+S.

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By customizing the layout of your form, you can create a more user-friendly interface for working
with data in MS Access. Remember to test the form in "Form View" to ensure that the layout changes
meet your requirements.

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Creating Sub Forms in MS Access

Creating subforms in MS Access allows you to display related data from different tables within a
main form. Subforms are useful when you have a one-to-many relationship between tables and want
to show the related records in a nested structure. Here's how you can create a subform in MS Access:

1. Open MS Access and open the form you want to add the subform to in "Design View."

2. In the "Design" tab, click on the "Subform/Subreport" button in the "Controls" group. The cursor
will change to a crosshair.

3. Click and drag on the main form where you want to position the subform. This will open the
"Subform Wizard" dialog box.

4. In the "Subform Wizard," you have two options:

Use an existing form as the subform: Select the option "Use existing form" and choose the form you
want to use as the subform from the drop-down list.
Create a new form as the subform: Select the option "Create form by using wizard" and click "Next."
Follow the wizard steps to select the table or query for the subform's data source, choose the fields to
display, and set any additional options.

5. Once you have selected the form or created a new form as the subform, click "Next" and choose
how the subform should be linked to the main form. This typically involves selecting the related fields
between the main form and subform to establish the relationship.

6. Click "Next" and specify the layout options for the subform, such as whether to display column
headings, enable datasheet view, etc.

7. Finally, click "Finish" to complete the subform creation process. The subform will be embedded
within the main form.

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Now, when you view the main form in "Form View," the subform will display the related records
based on the established relationship. You can navigate through the main form's records, and the
subform will dynamically update to show the related records for each main form record.

Note: Ensure that the relationship between the main form and subform tables is properly defined in
the database design.

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Creating List Box, Combo Box and Option Groups in MS Access

In MS Access, you can create list boxes, combo boxes, and option groups to provide users with
options for selecting values or making choices within a form. Here's how you can create these
controls:

1. Open MS Access and open the form in "Design View" where you want to add the controls.

2. List Box:
Click on the "List Box" button in the "Controls" group on the "Design" tab.

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Click and drag on the form to draw the list box control.
In the "Property Sheet," specify the control's properties such as the row source (the table or query that
provides the values), column count, column widths, and other appearance-related properties.

3. Combo Box:
Click on the "Combo Box" button in the "Controls" group on the "Design" tab.
Click and drag on the form to draw the combo box control.

In the "Property Sheet," specify the control's properties such as the row source, column count, column
widths, and other appearance-related properties.
You can also configure the combo box to allow data entry by setting the "Allow Value List Edits"
property to "Yes" and specifying a value list in the "Row Source" property.

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4. Option Group:
Click on the "Option Group" button in the "Controls" group on the "Design" tab.

Click and drag on the form to draw the option group control.
In the "Property Sheet," specify the control's properties such as the option values, captions, and other
appearance-related properties.
To add option buttons to the option group, switch to "Design View" for the option group control,
right-click on the control, and select "Option Button." Click and drag on the form to draw each option
button within the option group control. Configure the properties of each option button in the "Property
Sheet."
By creating list boxes, combo boxes, and option groups, you can provide users with intuitive ways to
select values or make choices within your forms in MS Access. Remember to populate these controls
with appropriate values from your tables or queries and consider the layout and design aspects to
ensure a user-friendly experience.

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Working with Reports in MS Access

Working with reports in MS Access allows you to present and analyze data from your tables or
queries in a well-structured and visually appealing format. Reports are useful for generating printable
documents, sharing information, and providing summaries or detailed analyses of your data. They
provide a way to organize and present data in a way that is easy to understand and interpret.

When working with reports in MS Access, you have various options for customization and design.
Here are some key concepts and features to familiarize yourself with:

1. Report Design Views: MS Access offers two main design views for working with reports: "Layout
View" and "Design View."

Layout View: This view allows you to modify the report's design directly on the report's surface. You
can add and arrange fields, adjust sizes and positions, apply formatting, and preview the report.

Design View: This view provides a more detailed and precise control over the report's design. You can
work with individual report sections, adjust properties, add, and configure controls, apply grouping
and sorting, and fine-tune the layout.

2. Report Sections: Reports in MS Access are divided into sections, which define the structure and
organization of the report. The main sections are:

Report Header/Footer: These sections appear at the beginning and end of the report and typically
contain titles, logos, and other static information.

Page Header/Footer: These sections appear at the top and bottom of each page of the report and often
include page numbers, report titles, or other repeating elements.

Group Header/Footer: These sections group and summarize data based on specific criteria. You can
use them to display subtotals, grand totals, or other aggregated information.

Detail Section: This section contains the actual data records and is repeated for each record in the
underlying table or query.

3. Field Selection and Formatting: When designing a report, you can choose which fields from your
tables or queries to include. You can also apply formatting options such as font styles, colors,
alignment, and conditional formatting to enhance the appearance of the report.

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4. Grouping and Sorting: You can define grouping levels and sorting orders to organize your data in
the report. Grouping allows you to group records based on a specific field or criteria, while sorting
determines the order in which records appear within each group or in the entire report.

5. Calculations and Aggregates: MS Access reports support various calculations and aggregate
functions, such as sums, averages, counts, and more. These calculations can be applied to groups,
entire reports, or specific sections to provide summaries or perform analyses on your data.

6. Report Wizards: MS Access provides Report Wizards that guide you through the process of
creating a report step by step. These wizards simplify the creation process by prompting you for data
sources, fields, grouping options, and layout preferences.

Remember to save your report designs regularly to preserve your work and modifications. MS Access
offers flexibility and options for creating customized reports tailored to your specific data presentation
needs.

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Creating Basic Reports in MS Access

Creating basic reports in MS Access involves selecting a table or query as the data source and
designing a simple layout to display the data. Here's a step-by-step guide to creating a basic report:

1. Open MS Access and navigate to the database where you want to create the report.
2. In the Navigation Pane, select the table or query that contains the data you want to include in the
report.
3. Go to the "Create" tab and click on "Report" in the "Reports" group. This will create a basic report
based on the selected table or query.

4. The report will open in "Layout View" by default. In this view, you can modify the report's design
by adding or removing fields, adjusting their positions, and formatting the layout.
5. Switch to "Design View" to make more advanced modifications to the report's design. You can do
this by clicking the "Design View" button in the "Views" group on the "Home" tab.
6. In "Design View," you can add fields to the report by dragging them from the Field List pane onto
the report's design surface. The Field List pane is typically located on the right side of the screen.
7. To remove a field from the report, select the field and press the "Delete" key on your keyboard.
8. Adjust the size and position of the fields on the report as needed. You can resize and reposition
them by clicking and dragging the edges or corners of the field controls.
9. Format the appearance of the fields by selecting them and using the formatting options available in
the "Format" tab. You can change the font, colour, alignment, and other visual properties.
10. Preview the report by clicking the "View" button in the "Views" group on the "Home" tab. This
will open the report in "Print Preview" mode, allowing you to see how the report will look when
printed or exported.

By following these steps, you can quickly create a basic report in MS Access to display data from a
table or query. Remember to save your changes regularly to ensure your report design is preserved.

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Creating Headers and Footers in MS Access

Creating headers and footers in MS Access reports allows you to include additional information or
elements that appear at the top and bottom of each page or the entire report. Headers and footers are
useful for adding titles, page numbers, logos, or other repeating content. Here's how you can create
headers and footers in MS Access:

1. Open the report in "Design View" by selecting the report in the Navigation Pane and clicking the
"Design View" button on the "Home" tab.

2. In the "Design" tab, click on the "Page Header/Footer" or "Report Header/Footer" button in the
"Controls" group. This will add the corresponding section to the report design.

3. The header/footer section will appear at the top or bottom of the report design, respectively. You
can click and drag the section boundaries to adjust their size.

4. To add elements to the header or footer, click on the desired section to select it, and then use the
controls available in the "Controls" group on the "Design" tab. For example, you can add text boxes,
labels, images, or other controls to display the desired content.

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5. Format the elements in the header or footer as needed. Select the elements and use the formatting
options in the "Format" tab to adjust the font, colour, alignment, and other visual properties.

By following these steps, you can create headers and footers in MS Access reports to include
additional information or elements that appear at the top and bottom of each page or the entire report.
Remember to customize the content and formatting of the headers and footers to meet your specific
reporting needs.

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Placing Controls on Reports in MS Access

To place controls on reports in MS Access, you can follow these steps:

1. Open the report in "Design View" by selecting the report in the Navigation Pane and clicking the
"Design View" button on the "Home" tab.

2. In the "Design" tab, click on the control you want to add from the "Controls" group. Some common
controls include text boxes, labels, images, and lines.

3. Click and drag on the report's design surface to draw the control. The control will be placed at the
specified location.

4. Resize and reposition the control as needed by clicking and dragging its edges or corners.

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5. To modify the properties of the control, select the control and go to the "Property Sheet" on the
"Design" tab. Here, you can customize various aspects such as the control's data source, appearance,
and behaviour.

6. Repeat steps 2-5 to add more controls to the report. You can add multiple controls to display
different fields or information.

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7. To align or distribute controls evenly, select multiple controls by holding down the Shift key and
clicking on each control, then use the alignment and distribution buttons in the "Arrange" group on
the "Format" tab.

By following these steps, you can place controls on reports in MS Access to display fields, labels,
images, and other elements as needed. Customize the properties and formatting of the controls to
enhance the appearance and functionality of your report.

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Sorting and Grouping on Reports in MS Access

Sorting and grouping data in reports is a powerful feature in MS Access that allows you to organize
and summarize information based on specific criteria. Here's how you can apply sorting and grouping
to your reports:

1. Open the report in "Design View" by selecting the report in the Navigation Pane and clicking the
"Design View" button on the "Home" tab.

2. In the "Design" tab, click on the "Group & Sort" button in the "Grouping & Totals" group. This will
open the "Group, Sort, and Total" pane.

3. In the "Group, Sort, and Total" pane, click on the "Add a group or sort" button (represented by a +
sign) to define a new grouping or sorting level.

4. Select the field you want to use for grouping or sorting from the drop-down list under "Group By"
or "Sort By." You can choose fields from the underlying table or query that the report is based on.

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5. Choose the desired sorting order for the selected field: Ascending (smallest to largest) or
Descending (largest to smallest).

By following these steps, you can apply sorting and grouping to your reports in MS Access to
organize and summarize data based on specific fields or criteria. The grouping levels define how the
data is structured, while sorting determines the order of the records within each group or in the entire
report. Experiment with different grouping and sorting options to create meaningful and informative
reports.

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Creating Sub Reports in MS Access

Creating subreports in MS Access allows you to include additional reports within your main report,
providing a way to display related or detailed information. Subreports are useful when you want to
present data from multiple tables or queries in a consolidated and organized manner. Here's how you
can create subreports in MS Access:

1. Open the main report in "Design View" by selecting the report in the Navigation Pane and clicking
the "Design View" button on the "Home" tab.

2. In the "Design" tab, click on the "Subreport" button in the "Controls" group. This will activate the
subreport control.

3. Click and drag on the report's design surface where you want the subreport to appear. This will
create a placeholder for the subreport.

4. The "Subreport Wizard" will open automatically. Select the option to use an existing report as the
subreport or create a new report for the subreport. Click "Next" to proceed.

5. If you choose to use an existing report, select the report from the available list. If you choose to
create a new report, select the tables or queries to include in the subreport and specify the fields to
display. Click "Next" to continue.

6. Customize the linking fields between the main report and the subreport. This defines how the data
in the subreport is related to the data in the main report. Click "Next" to proceed.

7. Specify any grouping and sorting options for the subreport. This allows you to organize and
summarize data within the subreport. Click "Next" to continue.

8. Choose the layout and style for the subreport. You can select a tabular layout or a stacked layout
and customize the appearance. Click "Next" to proceed.

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9. Preview the subreport to verify its content and layout. Make any necessary adjustments by going
back to the previous steps. Click "Finish" to complete the subreport setup.

By following these steps, you can create subreports in MS Access to include additional reports within
your main report. Subreports allow you to present related or detailed information in a structured and
organized manner, enhancing the overall presentation of your data.

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Unit – 4 Questions

Which are the two types of keys in SQL:

▪ Primary and Secondary
▪ Primary and Foreign
▪ Main and Secondary
▪ First and Second

Which of these is not a type of join in SQL:

▪ Full Join
▪ Right Join
▪ Left Join
▪ Half Join

191
192
Answers to Questions

Unit – 1 Answers
Which one of these is not an error type in Excel:
▪ #MISTAKE

To edit the Names given in the Name Box, we go to:

▪ Name Manager

Unit – 2 Answers
Sparklines can be added:
▪ Inside a cell

Which option is not available in Pivot Table Summarize:

▪ MEDIAN

Unit – 3 Answers
Shortcut for spell check is:
▪ F7

Mail Merge can be done using :

▪ Both

Unit – 4 Answers
Which are the two types of keys in SQL:
▪ Primary and Foreign

Which of these is not a type of join in SQL:

▪ Half Join

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Further Reading and Resources

https://learn.microsoft.com/en-us/microsoft-365/?view=o365-worldwide

Alexander, M., Kusleika, R., & Walkenbach, J. Excel 2019 Bible. Wiley.
Frye, C. Microsoft Excel 2019 Step by Step. Microsoft Press.
Jelen, B. Power Excel with MrExcel: Master Pivot Tables, Subtotals, Visualizations,
VLOOKUP, Power BI, and Data Analysis. Holy Macro! Books.
Alexander, M., Kusleika, R., & Walkenbach, J. Excel 2019 Power Programming with VBA.
Wiley.
Lambert, J. Microsoft Word 2019 Step by Step. Microsoft Press.
Gookin, D. Microsoft Word 2019 For Dummies. For Dummies.
Habraken, J. Microsoft Word 2019 Inside Out. Microsoft Press.
Bucki, L. A. Microsoft Word 2019 Bible. Wiley.
Forta, B. SQL in 10 Minutes, Sams Teach Yourself. Sams Publishing.
Viescas, J. L., & Hernandez, M. J. SQL Queries for Mere Mortals: A Hands-On Guide to
Data Manipulation in SQL. Addison-Wesley Professional.
Faroult, S., & Robson, P. The Art of SQL. O'Reilly Media.

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Self-assessment Questions

Describe a scenario where using a pivot table would be beneficial for data analysis.
What are the advantages of using Macros in Excel?
Write a note on 5 functions in Excel.
Explain the concept of referencing in Excel.
What are some common errors in Excel?
What is the advantage of SmartArt in Word?
How can you make your Word document more presentable?
Describe the concept of normalization in database design.
Describe different types of joins available in SQL.
What is the difference between a primary key and a foreign key in SQL? How are they related to each
other, and what is their significance in maintaining data integrity?

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