Asante's Computing Merged Slide.pdf

ASANTE WISHES YOU WELL
COMPUTER APPLICATIONS IN
(UGBS 303)
BUSINESS

Dr. Awuni K. Emmanuel
PhD, MSc, MBA (Finland), PGCE, BSc (Ghana)
(Lecturer: UGBS, Post-Doctoral Researcher: UEF)
University of Ghana Business School
2018
Venue, Day & Time

Lecture Room Day Time
JQB Tuesday
13.30-15.20
15.30-17.20

Assessment
■ Quiz 1 20 points (Paper-based)
■ Quiz 2 20 points (Online-based)
■ Final Exam 60 points
Letter Grade % Scale
A 80-100
B+ 75 – 79
B 70 – 74
C+ 65 – 69
C 60 – 64
D+ 55 – 59
D 54 – 50
E 45 – 49
F 0 – 44

Course Outline
■ Overview of Computer Applications in Business (Introduction)
■ Advanced Web Search
■ Microsoft Excel in Business
■ Developing Business presentations
■ Creating Databases with Microsoft Access
■ Designing Business-oriented Webpages
■ Social Media in Business

COMPUTER APPLICATI
BUSINESS
Week 1
ONS IN

What you’ll Learn
■ An Overview of Software
■ Business applications
■ Task-Oriented Productivity Software
■ Application Software and Ethics
■ Computers and People
■ System Software

An Overview of Software
■ What is software?
Computer software or software is a set of instructions and
associated documentation that tells a computer what to do
or how to perform a task.
Typical instruction flow for a login

Software types
■ Systems software
– Sets of programs designed to operate, control, and extend processing capabilities of
the computer.
– It runs the computer hardware and application programs.
– Is an interface or buffer between application software and hardware
– Examples: operating system (Windows OS, Macintosh OS, Linus OS, Android OS),
compilers, interpreters, utility programs
■ Application software
– Programs that help users solve particular computing problems
– Most application software programs are OS specific
– Examples: word processing software, payroll software, student record software,
browsers etc.

Operating
and
systems
software
Application
software

Application Software - Types
■ Proprietary
– Owned by companies or an individual who developed it.
– There are restrictions on its use and the source code is kept a secret
– Designed to solve a unique and specific problem
■ In-house
– Development of application software using the company’s resources
– A lot of medium to large companies have software development team to build the software to support
business operations, like a billing system or a customer relationship management (CRM) suite.
■ Contract
– Developed for a particular company
■ Off-the-shelf
– An existing software program that can be used without considerable changes expected

Application
software
Standard
package
Contract
customization
In-house
customized
Customized
package
Off-the-shelf
software
Contract
In-house
developed
Proprietary
software

Scope of Influence
■ Personal
– Information systems that serve the needs of an individual user
■ Workgroup
– Two or more people who work together to achieve a common goal
■ Enterprise
– Information systems that support the firm in its interaction with
its environment.

Applications for Personal Use
■ Think of anything you might want to do on a computer, and someone has probably
created application software for it.
■ However, there are a number of general types of applications that most users have
installed on their computer.
■ Examples:

Workgroup Applications
■ A workgroup is a collection of individuals working together on
a task. Many personal applications extend into workgroup
applications.
■ Workgroup software applications are also referred to as
'collaborative software,' or 'groupware.'
■ There are several categories of workgroup applications,
including:
– electronic communications: applications send messages,
documents and files between people on different computer
systems.
– electronic conferencing : software that makes it possible to
have meetings in real-time without being physically present in
the same location.
– scheduling and coordination tools: facilitate scheduling
meetings and other group activities.

Enterprise Applications
■ An Enterprise is an organization with a large number of employees, typically distributed
over a number of offices located at different geographic locations.
■ An enterprise application is therefore a big complex business application.
■ They must be scalable, distributed and component-based. They are deployed on a variety
of platforms across corporate networks, intranets, or the Internet.
■ Examples:
– Customer Relationship Management (CRM)
– Enterprise Resource Planning (ERP)
– Business Intelligence.
– automated billing systems
– payment processing
– content management
– HR Management

Example - ERP
Integrated
Supply Chain
Management
Software

Enterprise Resource Planning (ERP)
■ Enterprise Resource Planning (ERP)…
– A set of integrated programs that manage a company’s vital
business operations for an entire multi-site, global organization
– Vendor examples
SAP Baan
Oracle SSA
PeopleSoft Marcam
Dun & Bradstreet QAD
JD Edwards Ross Systems

Issues and Trends
■ Software licensing
– Protection by software vendors to prevent unauthorized use
■ Software upgrades
– A revised version of software that usually includes fixes of known
problems, plus enhancements to existing capabilities
■ Global software support
– Software that is distributed around the globe may require unique
support mechanisms due to local political and economic
conditions

Acquiring Software(1)
■ Commercial software
– Used most often
– Copyrighted
– Generally costly
– May not be copied without permission of the manufacturer
■ Freeware
– Free to all (“No free lunch in America; beware of malware)
– Copyrighted
– Distributed in machine-readable format
■ Shareware
– Freely distributed for a trial period
– Pay a nominal fee to register with the author
– Examples: Download.com, FileHippo.com, ZDNet Download, Softpedia.com, Tucows.com

Acquiring Software (2)
■ Public-domain software
– Un-copyrighted
– May be used or altered without restriction
– Generally developed under government grants
■ Open-source
– Free to all
– Source code is distributed
– May be used or altered
– Popular under the LINUX OS

Purchasing Commercial Software
■ Individuals
– Software warehouse store
– Mail order
– Electronic software distribution
■ Businesses
– Volume discount
– Site license
– Network versions
– Application Service Provide (ASP)
■ Software is setup and maintained by ASP
■ Access the software over the Internet
■ Pay per use
■ Saves the expense of installing and maintaining the software

Task-Oriented Software or Productivity Software
■ These are software programs and tools that help users to create documents,
presentations, tables, charts, and graphs.
■ They maybe used in business, in education, or at home.

Word Processing
■ Uses
– Memos
– Reports
– Correspondence
– Minutes of meetings
– Anything to be typed
■ Functions
– Create
– Edit
– Format
– Store
– Print text and graphics

Desktop Publishing
■ Uses
– Newsletters
– Reports
– Brochures
– Design
■ Functions
– Handles high-level publishing needs

Spreadsheets
■ Uses
– Comparing mortgage interest rates
– Preparing budgets
– Tracking weight loss
■ Functions
– Manipulates numbers in rows and
columns
– Recalculates the results when a
number is changed

Database Management
■ Uses
– Keep track of a large number of related facts
– Query the data for specific information
– Retrieve information in a variety of ways
■ Functions
– Store data
– Update data
– Manipulate data
– Retrieve data
– Print data in many forms
– Report on data in a variety of ways

Presentation Graphics
■ Uses
– Sales tool
– Demonstrate a product
– Show cost/benefit projections on charts
– Present audio/video testimonials from satisfied
customers
■ May contain
– Text
– Graphics
– Audio
– Video

Computer Art work
■ Use software to
– Produce art
– Express ideas
■ Graphic artist
– Artistic ability
– Computer skills
– Produces computer art

Communications
■ Provides method for
communicating
between computers
■ Most likely way to
connect is via the
Internet
■ Use a browser to
access the Internet

Office Suites
■ Group of basic software applications designed to work together
■ Data is portable between basic applications of the suite
■ Various applications in the suite have the same “look and feel”
■ Cost of suite is less than purchasing individual applications

Integrated Applications
■ Combine basic word processing,
spreadsheet, and graphics capabilities
■ More limited than a suite
■ Easier to learn and use

Business Software
■ Custom-written to
meet special
business needs
■ Standard packages
■ Combination of
custom-written and
off-the-shelf

Vertical Market Software
■ Written for a particular type of business
– Dentist’s office
– Drugstore
– Auto shop
■ Software may be part of complete package
– Hardware
– Installation
– Training
– Support

Software for Small Business
■ Accounting
– Spreadsheet software
– Accounting package – Basic accounting,
financial statements, tax summaries, payroll
■ Writing and Advertising
– Word processing
– Desktop publishing
■ Customer Service
– Database management

Application Software Ethics
What is legal?

Software Piracy
■ Making illegal copies of copyrighted software
■ Why the fuss?
– Very easy to duplicate software vs. a text book
– Software company may lose hundreds of dollars
per pirated copy
■ Prosecution
– Yes: Small-medium sized business who
purchase a few copies and distribute to many
users
– No: Individual users who probably would not
have purchased software on their own anyway

Counterfeiting
■ Software is copied onto CD-ROMS / DVD-
ROMS
■ Package duplicates the original
■ Sold in flea markets or small stores
■ Cheaper price
■ Occurs more in developing countries

Copying Software
■ Legitimate reasons
– Backup copy
– Copy to hard disk
■ Illegitimate reasons
– Obtain software without paying for it

Computers and People
Users
■ Any individual who
operates a computer
to accomplish a task
■ Home
■ Business

End User Software Characteristics
■ User-friendly
■ Easy
■ Intuitive
■ Minimum training and documentation needed to use

Systems Software
■ Is an interface or buffer between application software and
hardware
■ Controls the computer hardware and acts as an interface
with applications programs

Operating System Functions
■ Perform common computer hardware functions
■ Provide a user interface
■ Provide a degree of hardware independence
■ Manage system memory
■ Manage processing tasks
■ Provide networking capability
■ Control access to system resources
■ Manage files

User Interface
■ User interface
■ A function of the operating system that allows individuals to access and
command the computer
■ Command-based user interface
■ A particular user interface that requires text commands be given to the
computer to perform basic activities
■ E.g., unix, DOS
■ Graphical user interface (GUI)
■ A user interface that uses pictures (icons) and menus displayed on the screen
to send commands to the computer system
■ E.g. Windows, UNIX, MAC OS, Android

Some Software Concepts
■ Multitasking
– A processing activity that allows a user to run more than one
application at the same time
■ Multithreading
– A processing activity that is basically multitasking within a single
application
■ Time-sharing
– A processing activity that allows more than one person to use a
computer system at the same time

END OF LECTU
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RE 1

Dr. Eric Afful-Dadzie/Dr. Acheampong Owusu
Advanced Web Search

■ Introduction to search engines
■ Truncation, Quotation Marks and Wild Cards
■ Search operators
■ Creating search statements
■ Advanced search features
■ Limiting searches by date, language or document type
■ “Today’s take away”
What you’ll Learn

How search Engines Work
• To most people, Internet search engines refer to World
Wide Web search engines
• Before the World Wide Web became the most visible part of
the Internet, there were already search engines in place to
help people find information on the Internet.
• Some of the popular names at the time were like "gopher"
and "Archie“. In the late 1980s, getting serious value from
the Internet meant knowing how to use gopher, Archie,
Veronica and the rest.
• Today, most Internet users limit their searches to the World
Wide Web (simply the Web)

Chat - IRC (Internet Relay Chat) for live discussions on the Internet.
E-mail - Exchanging electronic letters, messages, and small files.
FTP - File Transfer Protocol is the most common method of transferring files between
computers via the Internet.
Hosting - Making information available to others on the Internet.
Mailing Lists - E-mail messages forwarded to everyone on a special interest list.
Search Engines - These tools are really a part of the World Wide Web and are often used
when looking for information because the Web has grown so large and is without any
inherent organizational structure.
Telnet - Creation of a dumb terminal session to a host computer in order to run software
applications on the host system.
Usenet - Newsgroups for receiving news and sending out announcements.
World Wide Web - This is largest, fastest growing, part of the Internet, the part for which
Internet browsers like Netscape’s Navigator and Microsoft’s Explorer were designed.
Other services of the Internet Besides the Web

Web Search
Spider Web
Google is a website that uses the spider web method in order
to accurately find websites that you are interested in...............
Advanced Search Techniques
Advanced search options are a set of very useful
features offered by most search
engines and search tools on the Web. Advanced
search gives the Web searcher the ability to narrow
their searches by a series of different filters; i.e.,
language, proximity, domain, etc
Multimedia Searching
Multimedia Searching such as videos, pictures, and how to
use someone’s media legally..........

How search Engines Work
• A search engine tells you where a file or document can be found. But first,
the file must be located.
• Search engines use special software robots known as spiders to build lists of
the words found on millions of Web pages.
• When a spider is building its lists of words, the process is referred to as Web
crawling.
• The usual starting points for the spiders are heavily used servers and very
popular pages. The spider begins with a popular site and indexes the words
on its pages and through every link found within the website.
• Spiders first look for words in the title, subtitles, meta tags and other
positions of relative importance for special consideration during a user
search.
• The Google spider was designed to index every significant word on a page,
leaving out the articles "a," "an" and "the" Other spiders like AltaVista take
different approaches.

world
Data Centers
All our online activities including web searches
are made possible by data centers around the

Narrowing Searches
only use words that are key words to help
narrow the number of
searches......................
Don’t type long Sentences
USE KEY WORDS....................
Use sites based upon what you are looking
for
If you are looking for videos, use youtube, if you are looking for
images use images.google.com
Basic Searching

Truncation and Quotation Marks
• The two most helpful advanced search
techniques are:
1) Quotation Marks
2) Truncation or Wild Card

Quotation Marks
•Quotation marks are used around phrases.
By using quotations marks, you are telling
the computer to only bring back pages with
the terms you typed in the exact order you
typed them.
• Example:
• “health care reform”
• instead of
• health AND care AND reform

Quotation Marks
For example, if you are interested in finding
information on social networking, it is best to
search for “social networking” in quotation
marks. Otherwise, the computer might search
for social AND networking and find many more
irrelevant results.

Adding a Minus
• Adding minuses to a specific word tells
the search engine not to search for sites
related to that word. ..........................
For example, I am interested in finding
information on social networking, I can add
words that I do not want the search engine to
include in the search.
E.g.: social media networking -Twitter

Truncation and Wild Card symbols
• These are used to widen search results. This ensures you don't
miss relevant records.
Most databases are not intelligent - they just search for exactly what
you type in. Truncation and wild card symbols enable you to overcome
this limitation. These symbols can be substituted for letters to retrieve
variant spellings and word endings.
• A wild card symbol replaces a single letter - useful to retrieve
alternative spellings and simple plurals
e.g. wom?n will find woman or women
• A truncation symbol retrieves any number of letters - useful to find
different word endings based on the root of a word.
E.g. africa* will find africa, african, africans, africaans
e.g. agricultur* will find agriculture, agricultural, agriculturalist

Truncation and Wild Card symbols
Truncation means to chop off. When you
truncate you chop off the end of the word,
so the computer can search for multiple
endings.
For example, if your research question
includes the keyword education. You can
truncate education, so that the computer
will find all of the word ending variations.
Educat* will find:
Education
Educate
Educated
Educating

Truncation - Hint
Be careful where you place the truncation
symbol. Educate* will not find education or
educating, although it will find educate and
educated.
Truncation will not find synonyms (i.e. scien*
will not find the words botany, biology, or
astronomy), although it may bring up articles
on those topics IF they include the words
science, scientific, or scientist.

• Also known as Boolean operators, search operators allow
you to include multiple words and concepts in your
searches.
• AND retrieves records containing both words.
• E.g. Finance and Accounting
• It narrows your search. Some databases automatically
connect keywords with AND
• OR retrieves records containing either word. It broadens
your search. You can use this to include synonyms in your
search. E.g. marketing or advertising
• NOT retrieves your first word but excludes the second.
Search Operators - Boolean

Quotation Marks
Quotation marks will search for the exact phrase that
was typed..............
Adding a Minus
Adding minuses to a specific word tells the search
engine to not search for sites related to that word.
..........................
Boolean Words
AND, OR, and NOT are all Boolean words that allow
someone to refine their search and are powerful
words for searching...................
“AND”
“OR”
“NOT”
Advanced Searching Techniques (tips and Shortcuts)

• Many databases allow you to limit your search in
various ways. Limits are usually available on
advanced search screens, or you can apply them
after doing your keyword search.
• Examples of the types of limits you can apply
include:
-by date
-by language
-by publication type (eg journal articles, chapters
in books, review articles that provide detailed
summaries of research, book reviews
Searching by date or language

.doc
file extension .doc will take you to all websites that come
from or are documents............................
.pdf
file extension .pdf will take you to all websites that are
portable document format (PDF)...........................
.ppt
file extension .ppt will take you to all websites that are or
contain a Power Point...........................
.gov
file extension .gov will take you to all websites that are
government websites.......
.gov
Searching by File Types

.doc
e.g.: site:domainname.com filetype:doc
.pdf
e.g.: site:www.ug.edu.gh filetype:pdf
.ppt
e.g.: Web tutorials filetype:ppt
.gov
e.g.: Ghana government filetype:gov
.gov
Searching by File Types - Examples

AllIntext
This operator will help you find whether all the terms that you are looking for
shows up in the text of that page. This operator, however, isn’t pin-accurate
because it won’t look for text on the page that appears close together.
e.g. university of ghana allintext:accomodation
Intext
This operator is a more global operator that allows you to find any terms
showing up on a webpage in any area – like the title, the page itself, the URL,
and elsewhere.
e.g. university of ghana intext:accomodation
Allintitle
This search operator is a great way to find blogs that match the content you
are writing about. For example, you could use allintitle to research what
others are doing for that particular topic. Then, you could write your post to
be better than theirs.
e.g. allintitle:banku and okro
Other Advanced Search Operators

Intitle
This is a narrower operator that will help you find more targeted results for
specific search phrases. If you wanted to find pages that are all about
“banku and okro” for example, the following is how you would use it:
e.g. intitle:banku and okro
Allinurl
This one allows you to find pages with your requested search terms within
the URL in internal search pages. For example, say you wanted to perform
research on pages on a site that had the terms “banku and okro”. You would
use the following:
e.g. allinurl:banku and okro
Inurl
If you wanted to find pages on a site that has your targeted search term in
the URL, and the second term in content on a website, you could use this
operator.
e.g. inurl:banku and okro

site
This is used to search for a specific site. To locate a specific site, put “site:” in front of a
site or domain.
e.g. site:youtube.com or site:.gov.
related
This is used to search for related sites. To search for related sites, put “related:” in front of a
web address you already to know.
e.g. related:banku and okro
info
This is used to get details of a site. To get details about a site, put “info:” in front of the site
address.
e.g. info:www.ug.edu.gh
cached
This is used to see Google’s cached version of a site. To get google cached version of a
site, put “cached:” in front of the site address.
e.g. cached:www.ug.edu.gh

Google Scholar provides a simple way to broadly search for scholarly
literature. From one place, you can search across many disciplines
and sources: articles, theses, books, abstracts and court opinions,
from academic publishers, professional societies, online
repositories, universities and other web sites.

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SIGN IN
Articles About 4,730,000 results (0.06 sec) ti My profile * My library
Any time
Since2018
Since2017
Since 2014
Customrange...
Sort by relevance
Sort by date
include patents
[CITATIONJ Residue arithmetic and its applications to computer technology
NS Szabo, RI Tanaka - 1967 - McGraw-Hill
gg Citedby 1234 Related articles
[PDFJ Brain-compu ter interface technology: a review of the first international
meeting
JR Wolpaw, N Birbaumer, WJ Heetderks... - IEEE transactions on ..., 2000 - Citeseer
... engineers, computer programme rs, psychologists, and rehabilitation specialists, and on adoption
and widespread application of objective methodsfor evaluating alternative methods. The practical
use of BCI technology depends on the development of appropriate applications ...
gg Citedby 1842 Related articles All 21 versions N>
IPDFJ psu.edu
include citations [BOOKJ Introductory Digital Signal Processing with Computer Applications, 2E
PA Lynn, W Fuerst - 1996 - jorm50fxx03 .storage.googleapis ...
■ Create alert
... Introductory Digital Signal Processing with Computer Applicat ions, 2E MQ-25062
US/Data/Computers-Technology 4/5 From 510 Reviews Paul A. Lynn, Wolfgang Fuerst DOC I
•audiobook I ebooks I Download PDF I ePub O of O people found the following review helpful ...
gg Citedby 335 Related articles All 10 versions
New technology towards GaAs LSINLSI for computer applications
M Abe, T Mimura, N Yokoyama ... - IEEE Transactions on ..., 1982 - ieeexplore.ieee.org
For future large-scale compute r applications, new device technologies towards GaAs
LSI/VLSIhave been developed: self-aligned fully implanted planar GaAs MESFET
technology and high electron mobility transistor (HEMT) technology by molecular beam ...
gg Citedby 95 Related articles All 8 versions
computer applications in technology
*
*
*
*

Search by voice
Google Voice Search or Search by Voice is a Google product that
allows users to use Google Search by speaking on a mobile phone
or computer, i.e. have the device search for data upon entering
information ...
Legally Using Pictures or Videos
People who own multi media files have creative common licenses.
This means they can let us use their media or not. All Rights
Reserved, meaning we must get permission from the owners to
use the Media................
Google Images
You can use a picture as your search to find related images from around the
web.
Multi Media Search Techniques

Advanced Search
•To enter the Google Advanced Search page,
type the url below:
https://www.google.com/advanced_search

Advanced Search
A click on the “Advanced Search” button without
typing anything brings the webpage on next slide.
Through this page, you can do some of the filtering
explained earlier by typing the required text in the textboxes
and clicking on “Advanced Search” button

Advanced Search
Here, one can search in
some local languages as
shown under Google offered
in:…
A click on the “I’m Feeling
Lucky” button displays the
Google Doodle Archives page

More Reliable Searching
narrowing searches can get better more reliable sites when
working on projects or papers..............
Less Time Wasted
narrowing searches can take time away from searching when
working on projects or papers...........................
Conclusion

END OF LECTURE 2
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Excel Tutorial 1
Getting Started with Excel
Microsof®
t Office 2
®
013

Objectives, Part 1
• Understand the use of spreadsheets and Excel
• Learn the parts of the Excel window
• Scroll through a worksheet and navigate between worksheets
• Create and save a workbook file
• Enter, analyze, and present quantitative data
• Enter text, numbers, and dates into a worksheet
New Perspectives on Microsoft Office 2013 80

Objectives, Part 2
• Resize, insert, and remove columns and rows
• Select and move cell ranges
• Insert formulas and functions
• Insert, delete, move, and rename worksheets
• Work with editing tools
• Format data using patterned text and flash fill
• Insert and format custom borders
• Preview and print a workbook

Visual Overview, Part 1
New Perspectives on Microsoft Office 2013

The Excel Window

Introducing Microsoft Excel 2013
• Computer program used to enter, store, analyze, and present
quantitative data in an organized and easily updatable manner
• Creates electronic versions of spreadsheets
– Collection of text and numbers laid out in a grid
• Displays values calculated from data
• Represents data in both text and graphical from through the use of
charts

Microsoft Excel 2013, Part 1
• Allows what-if analysis
– Ability to change values in a spreadsheet and assess the effect
they have on calculated values automatically
• Automates many tasks through the use of formulas including both
automatic formulas and custom formulas
• A Quick Analysis tool allowing conversion from data to charts in two
easy steps

• Integrates data from several spreadsheets within a single
workbook, and also interfaces with other workbooks when data
from multiple sources is required
• Templates already available for budgets, calendars, forms, and
reports
• A new Flash Fill feature allows you to have data automatically
entered based on initial data you enter

• Excel 2013 offers a Chart Recommendation feature suggesting the
best chart to fit your data needs
• Excel also increased filtering functionality adding an interactive way
to easily filter data in query tables and Excel data tables
• Excel 2013 adds a One Workbook, One Table feature allowing you
to view multiple workbooks simultaneously

• Excel 2013 includes additional functions in several areas including
basic math, trigonometry, statistics, look-up, and text functions
• New chart features include additions to the chart ribbon, richer
data labeling, and adds animation

Spreadsheet Data in Excel

Worksheet Navigation, Part 1
• A workbook can have two kinds of sheets:
–Worksheet contains a grid of rows and columns into which
user enters data
–Chart sheet provides visual representation of data
• Cell reference identifies column/row location

Worksheet Navigation, Part 2
• To navigate between worksheets
–Use sheet tabs
• To navigate within a worksheet
–Use mouse, keyboard, GoTo dialog box, or type cell
reference in Name box

Worksheet Navigation Keys
Press To move the active cell
Up, down, left, or right arrow keys. Up, down, left or right one cell.
Home To column A of the current row.
Control and home To cell A1.
Control and end To the last cell in the worksheet that
contains data.
Enter Down one row or to the start of the
next row of data.
Shift and enter Up one row.
Tab One column to the right.
Shift and tab One column to the left.
Page Up, Page Down Up or down one screen.
Control and page up, control and page To the previous or next sheet in the
down workbook.

Planning a Workbook
• Use a planning analysis sheet to define:
–Goal or purpose of workbook
–Type of data to collect
–Formulas needed to apply to data you collected and entered
–Appearance of workbook content

Creating a New Work Book
• You create new workbooks from the New screen in Backstage
view from the Blank workbook template
– On the ribbon, click the File tab to display Backstage view.
– Click New in the navigation bar to display the New screen
– Click the Blank workbook tile.

Working with Worksheets, Part 1
• Inserting a worksheet
–Name of new worksheet is based on number
and names of other sheets in the workbook
• Deleting a worksheet
• Renaming a worksheet
–31 characters maximum, including blank
spaces
–Width of sheet tab adjusts to length of name

Working with Worksheets, Part 2
• Moving and copying a worksheet
–To move:
• Click and drag
–To copy:
• Ctrl + drag and drop
–Place most important worksheets at beginning of workbook
(leftmost sheet tabs), less important worksheets toward end
(rightmost tabs)

Entering Text, Numbers, and Dates
• Text data
– Combination of letters, numbers, and symbols
– Often referred to as a text string
• Number data
– Numerical value to be used in a mathematical calculation
• Date and time data
– Commonly recognized formats for date and time values

Entering Text, Part 1
• New data appears in both the active cell and the formula bar
• Truncation
• AutoComplete feature
• To enter multiple lines of text within a cell
–Create a line break with Alt + Enter

Entering Text, Part 2

Entering Numbers, Part 1

Editing Cell Content
• As you work, you might find entries you need to change or
correct.
– If you want to replace all of the content in a cell, you simply select the
cell and then type the new entry to overwrite the previous entry.
– If you need to replace only part of a cell’s content, you can work in
Edit mode.

Editing Cell Content in Edit Mode
• Edit Mode
– Double-click the cell to select the cell and switch to Edit mode
• A blinking insertion point appears within the text of cell
– Press the arrow keys to move the insertion point to the right of the
word being edited
– Press the Backspace key three times to delete the word being edited
– Type & to enter the new text, and then press the Enter key

Editing Worksheet Content, Part 1
doing an action
• Use Edit mode to edit cell contents
– Keyboard shortcuts apply only to text within selected cell
• Undoing and re
– Excel maintains a list of actions performed in a workbook during
current session

Editing Worksheet Content, Part 2
• Number displayed as text

Entering Numbers, Part 2

Working with Columns and Rows, Part 1
• To make data easier to read:
–Modify size of columns and rows in a worksheet
• To modify size of columns or rows:
–Drag border to resize
–Double-click border to autofit
–Format the Cells group to specify

• Column width
–Expressed in terms of number of characters or pixels (8.43
characters equals 64 pixels)
–Note: Pixel size is based on screen resolution
• Row height
–Measured in points (1/72 of an inch) or pixels
–Default row height: 15 points or 20 pixels

• Resizing columns and rows with AutoFit

• Deleting and clearing a row or column
–Deleting removes both the data and the cells
–Clearing removes the data, leaving blank cells where data
had been

Wrapping Text Within a Cell
• Wrapping text enables text to display on two or more rows
within one cell allowing more text within a narrower column.
– Resize the width of column as appropriate.
– Select the cells you wish to apply wrapping to
– On the Home tab, in the Alignment group, click the Wrap Text button.
• The Wrap Text button is toggled on, and text in the selected cells that exceeds
the column width wraps to a new line.

Working with Cells and Ranges, Part 1
• Range reference indicates location and size of a cell range
–Adjacent (A1:G5)
–Nonadjacent (A1:A5;F1:G5)
• Selecting a range
–Work with all cells in the range as a group
• Moving and copying a range
–Drag and drop
–Cut and paste

Working with Cells and Ranges, Part 2
• Inserting and deleting a range
–Existing cells shift to accommodate the change

Moving a cell or a Range of Cells
• Select the cell or range you want to move or copy
• Move the pointer over the border of the selection until the
pointer changes shape
• To move the range, click the border and drag the selection to a
new location
– Or to copy the range, hold down the Ctrl key and drag the selection to
a new location

Copying a Cell or Range of Cells
• Select the cell or range you want to move or copy
• On the Home tab, click the Cut or Copy button
– Or right-click the selection, and then click Cut or Copy on the shortcut
menu
• Select the cell or the upper-left cell of the range where you
want to paste the content
• Click the Paste button

Visual Overview, Part 2

Worksheet Data

Working with Formulas, Part 1
Operation Arithmetic operator Example Description
Addition + =B1 + B2 + B3 Adds the values in cells B1, B2, and B3.
Subtraction - =C9 - B2 Subtracts the value in cell B2 from the
value in cell C9.
Multiplication * =C9 * B9 Multiplies the values in cells C9 and B9.
Division / =C9/B9 Divides the value in cell C9 by the
value in cell B9.
Exponentiation ^ =B5^3 Raises the value of cell B5 to the third
power.
• Formula
– An expression that returns a value
– Written using operators that combine different values, resulting in a
single displayed value

• Entering a formula
–Click cell where you want formula results to
appear
–Type = and an expression that calculates a
value using cell references and arithmetic
operators
• Cell references allow you to change values
used in the calculation without having to
modify the formula itself
–Press Enter or Tab to complete the formula

Formula Application of the Order of Operations Result
=50+10*5 10*5 calculated first and then 50 is added 100
=(50+10)*5 (50+10) calculated first and then 60 is multiplied by 5 300
=50/10–5 50/10 calculated first and then 5 is subtracted 0
=50/(10–5) (10–5) calculated first and then 50 is divided by that value 10
=50/10*5 Two operators at same precedence level, so the calculation is done left to 25
right in the expression
=50/(10*5) (10*5) is calculated first and then 50 is divided by that value 1
• Order of precedence
–Set of predefined rules used to determine sequence in which
operators are applied in a calculation

• Viewing a formula
– Select cell and review expression displayed in the formula bar
– Each cell reference is color coded in the formula and corresponding
cell in the worksheet

• Copying and pasting formulas
–Cell references adjust to reflect new location of the formula
in the worksheet

• Guidelines for writing effective formulas:
–Keep them simple
–Do not hide data values within formulas
–Break up formulas to show intermediate results

Introducing Functions
• Function
– Named operation that returns a value
– Simplifies a formula, reducing a long formula into a compact
statement; for example, to add values in the range A1:A10:
• Enter the long formula:
=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10
- or -
• Use the SUM function to accomplish the same thing:
=SUM(A1:A10)

Entering Functions with AutoSum, Part 1
• Fast, convenient way to enter commonly used functions
• Includes buttons to quickly insert/generate:
– Sum of values in column or row (SUM)
– Average value in column or row (AVERAGE)
– Total count of numeric values in column or row (COUNT)
– Minimum value in column or row (MIN)
– Maximum value in column or row (MAX)

Entering Functions with AutoSum, Part 2

Previewing a Workbook, Part 1
• Changing worksheet views
–Normal view
–Page Layout view
–Page Break Preview

Page Layout View

Page Break Preview

Previewing a Workbook, Part 2
• Working with page orientation
–Portrait orientation (default)
• Page is taller than wide
–Landscape orientation
• Page is wider than tall

Printing a Workbook, Part 1
• Print tab provides options for choosing what to print and how
to print
–Printout includes only the data in the worksheet
–Other elements (e.g., row/column headings, gridlines) will
not print by default
• Good practice: Review print preview before printing to ensure
that printout looks exactly as you intended and avoid
unnecessary reprinting

Printing a Workbook, Part 2

Viewing and Printing Worksheet Formulas, Part 1
• Switch to formula view
– Useful when you encounter unexpected results and want to examine
underlying formulas or to discuss your formulas with a colleague

Viewing and Printing Worksheet Formulas, Part 2
• Scaling the printout of a worksheet forces contents to fit on a
single page

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Excel Tutorial 2:
Formatting Workbook Text and Data
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Objectives, Part 1
• Change fonts, font style, and font color
• Add fill colors and a background image
• Create formulas to calculate sales data
• Apply Currency and Accounting formats and the Percent style
• Format dates and times
• Align, indent, and rotate cell contents
• Merge a group of cells
New Perspectives on Microsoft Excel 2013 137

Objectives, Part 2
• Use the AVERAGE function
• Apply cell styles
• Copy and paste formats with the Format Painter
• Find and replace text and formatting
• Change workbook themes

Objectives, Part 3
• Highlight cells with conditional formats
• Format a worksheet for printing
• Set the print area, insert page breaks, add print titles, create
headers and footers, and set margins

Visual Overview

Worksheet Formatting

Formatting Cell Text, Part 1
• Formatting
– Process of changing workbook’s appearance by defining fonts, styles,
colors, and graphical effects
• Only the appearance of data changes, not data itself
– Enhances readability and appeal
– Live Preview shows the effects of formatting options before you apply
them
• Themes
– Named collections of formatting effects

• You can add formatting to a workbook by choosing its fonts,
styles, colors, and decorative features through the use of
themes.
– A theme is a collection of formatting for text, colors, and graphical
effects that are applied throughout a workbook to create a specific
look and feel.

• As you format a workbook, Galleries and Live Preview show
how a workbook would be affected by a formatting selection.
– A Gallery is a menu that shows a visual representation of the options
available for the selected button.
– Live Preview shows the results of clicking each option. By pointing to
different options, you can quickly see different results before
selecting the format you want.

Applying Fonts and Font Styles
• Theme fonts and non-theme fonts
• Character styles (serif fonts and
sans serif fonts)
• Font styles, special effects, font size

Applying a Font Color
• Themes have 12 colors: 4 for text and backgrounds, 6 for
accents and highlights, and 2 for hyperlinks
• Standard colors (always available)
• Custom colors
• Automatic colors

Working with Colors and Backgrounds, Part 1
• Changing a fill color

Working with Colors and Backgrounds, Part 2
• Background images do not print

Changing a Fill Color
• Select the range you wish to apply a fill color to
• On the Home tab, in the Font group, click the Fill Color button
arrow, and then click the specific color you wish to use in the
Standard Colors section.

Adding a Background Image
• On the ribbon, click the Page Layout tab to display the page
layout options.
• In the Page Setup group, click the Background button.
• Click the Browse button. The Sheet Background dialog box
opens allowing you to navigate to the file location
• Click the file, and then click Insert. The image is added to the
background

Using Functions and Formulas
• A primary feature of Excel is the ability to easily perform many
mathematical and statistical calculations through functions and
formulas.
• A function is a formula pre-established by Excel
• A formula is created by the Excel user as needed

Tutorial 2 Functions and Formulas,
Part 1
• The following formulas will be calculated in Tutorial 2
– Sales—the total amount of sales at all of the restaurants
– Cost of Sales—the cost of producing the store’s menu items
– Operating Expenses—the cost of running the stores including the
employment and insurance costs

Tutorial 2 Functions and Formulas,
Part 2
• The following additional formulas will also be calculated in
Tutorial 2
– Net Profit/Loss—the difference between the income from the gross
sales and the total cost of sales and operating expenses
– Units Sold—the total number of menu items sold by the company
during the year
– Customers Served—the total number of customers served by the
company during the year

Formatting Numbers
• Goal: Make workbook easier to interpret
–Change the number of digits displayed to the right of the
decimal point
–Add a comma as a thousands separator
–Control number of decimal places
–Use percentage and currency symbols

Formatting Calculated Values, Part
1
• Create formulas to add, subtract, and divide values

Formatting Calculated Values, Part
2
• Applying number formats
– Use General number format for simple calculations
– Apply Excel’s additional formatting to make numbers easier to
interpret
• Accounting style
–Lines up currency values within a column by currency symbol
and decimal point
–Encloses negative numbers within parentheses

Applying Number Formats, Part 1

Applying Number Formats, Part 2

Formatting Calculated Values
• Formatting dates and times
– Dates/times are stored as numbers, not as text
• Applying different formats does not affect values
• Makes it easier to calculate time intervals
– Short Date format or Long Date format
– 12- or 24-hour time

Formatting Dates and Times
• Excel provides many formats for dates and times in the
worksheets depending on user requirements
– Select the cell in which the date and time should appear
– On the ribbon, select the HOME tab
– In the Number group, click the Number Format button arrow to
display a list of number formats, and then select the preferred
format.
– The date is displayed with the selected format

Formatting Worksheet Cells, Part 1
• Format appearance of individual cells by:
–Modifying alignment of text within the cell
–Indenting cell text
–Adding borders of different styles and colors to individual
cells or ranges

Button Name Description
A blank page with horizontal lines at Top Align Aligns the cell content with the
the top. cell's top edge
A blank page with horizontal lines in Middle Align Vertically centers the cell content
the middle. within the cell
A blank page with horizontal lines at Bottom Align Aligns the cell content with the
the bottom. cell's bottom edge
A blank page with horizontal lines Align Left Aligns the cell content with the
rooted to the left of the page. cell's left edge
A blank page with horizontal lines Center Horizontally centers the cell
evenly offset at both ends. content within the cell
A blank page with horizontal lines Align Right Aligns the cell content with the
rooted to the right of the page. cell's right edge
A blank page with horizontal lines Decrease Indent Decreases the size of the
being dragged to the left of the page. indentation used in the cell
A blank page with horizontal lines Increase Indent Increases the size of the
being dragged to the right of the page. indentation used in the cell
A black page with letters 'a' and 'b' Orientation Rotates the cell content to any
resting on a diagonal line. angle within the cell
The illustration of a cell with text Wrap Text Forces the cell text to wrap
flowing out of the cell being placed in within the cell borders
the next line.
The illustration of two cells being Merge & Center Merges the selected cells into a
combined as one with a line at the single cell
center of the combined cell.
• Aligning cell content
– Default:
• Cell text aligned with
left bottom borders
• Cell values aligned
with right
bottom borders
– Buttons to set
alignment options are
in Alignment group
on Home tab

• Indenting cell content
–Useful for entries considered subsections of a worksheet

• Merging cells
–Retains only content (and cell reference) from upper-left cell
in the range
–Merge options: Merge & Center, Merge Across, Merge Cell,
and Unmerge Cells

• Rotating cell contents saves space and provides visual interest

• Adding cell borders enhances readability of
rows and columns or data
–Add borders to left, top, right, or bottom of
cell or range; around an entire cell; or
around outside
edges of a range
–Specify thickness
and number of
lines in border

Format Cells Dialog Box Options
• Presents formats available from Home tab in a different way
and provides more choices
• Six tabs, each focusing on different options:
–Number
–Alignment
–Font
–Border
–Fill
–Protection

Options in the Format Cells Dialog Box
• Border tab

Session 2.2 Visual Overview

Using the Average Function, Part 1
• As mentioned previously, Excel includes pre-determined
formulas called functions.
• The AVERAGE function calculates the average value from a
collection of numbers.
– The syntax of the Average function is:
AVERAGE (number1, number2, number3, …)

Using the Average Function, Part 2

Applying Cell Styles, Part 1
• Use styles to ensure that cells displaying same type of data use
the same format
• Style
–Selection of formatting options using a specific font and color
from the current theme
–If style is later revised, appearance of any cell formatted with
that style is updated automatically; saves time and effort

Applying Cell Styles, Part 2

Copying and Pasting Formats, Part
1
• Copying formats with Format Painter
–Fast and efficient way of maintaining a consistent look and
feel throughout a workbook
–Copies formatting without duplicating data

2
• Use Paste Options Button to paste formatting from a copied
range along with its contents

3
• Use Paste Special to control exactly how to paste the copied
range

Finding and Replacing Text, Part 1
• The Find and Replace commands let you make content and
design changes to a Worksheet or the entire workbook quickly.
• The Find command searches through the current worksheet or
workbook for the content or formatting you want to locate
• The Replace command then substitutes it with the new content
or formatting you specify.

Finding and Replacing Text, Part 2

Working with Themes, Part 1
• Appearance of fonts, colors, and cell styles depends on
workbook’s current theme
• If theme is changed, formatting of fonts, colors, and cell styles
changes throughout entire workbook
• Only elements directly tied to a theme change when you select
a different theme

Working with Themes, Part 2

Highlighting Cells with Conditional Formats, Part 1
• Goal of highlighting: Provide strong visual clue of important
data or results
• Format applied to a cell depends upon value or content of the
cell
• Dynamic: If cell’s value changes, cell’s format also changes as
needed
• Excel has four conditional formats: data bars, highlighting, color
scales, and icon sets

Highlighting Rules
• Each conditional format has a set of rules that
define how formatting should be applied and
under what conditions format will be changed
Highlight Cells rules
Rule Highlights Cell Values
Greater Than Greater than a specified number
Less Than Less than a specified number
Between Between two specified numbers
Equal To Equal to a specified number
Text that Contains That contain specified text
A Date Occurring That contain a specified date
Duplicate Values That contain duplicate or unique values

• Always include a legend – a key that shows each color used in
the worksheet and what it means

Formatting the Worksheet for Printing, Part 1
• Print options can be applied to an entire workbook or to
individual sheets
• Look at a worksheet in Page Layout view to see how it would
print

• Defining the print area allows you to override
default settings and print part of a worksheet
–Region sent to the printer from the active
sheet
–Can cover adjacent or nonadjacent range in
current worksheet
–Generally easiest to set in Page Break
Preview
• Fit a large worksheet on a single page by
reducing size of the page margin

• Inserting page breaks
– Automatic page breaks
– Manual page breaks

• Add print titles (descriptive information) on each page of a
printout in case pages become separated

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Excel Tutorial 3
Calculating Data with Formulas and Functions
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Objectives, Part 1
• Make a workbook user friendly
• Translate an equation into an Excel formula
• Understand function syntax
• Enter formulas and functions with the Quick Analysis tool
• Enter functions with the Insert Function dialog box
• Change cell references between relative and absolute

Objectives, Part 2
• Use the AutoFill tool to enter formulas and data and complete
a series
• Display the current date with the TODAY function
• Find the next weekday with the WORKDAY function
• Use the COUNT and COUNTA functions

Objectives, Part 3
• Use an IF function to return a value based on a condition
• Perform an exact match lookup with the VLOOKUP function
• Perform what-if analysis using trial and error and Goal Seek

Visual Overview: Functions

Cell References and Excel Functions

Making Workbooks User-Friendly, Part 1
Creating an explanatory worksheet
• Many users may use the workbook so it is important they
understand the contents.
• A worksheet can be added explaining concepts including:
– Industry jargon (Industry-specific terms, or technical terms)
– What is being calculated and why
– Formulas used in calculations

Making Workbooks User-Friendly, Part 2
Using formatting and styles to differentiate cell contents

Working with Functions, Part 1
rackets indicate optional arguments
• Quick way to calculate summary data
• Every function follows a set of rules (syntax) that specifies how
the function should be written
• General syntax of all Excel functions
• Square b

Excel Function Categories
Category Description
Cube Retrieve data from multidimensional databases involving online analytical
processing (OLAP)
Database Retrieve and analyze data stored in databases
Date & Time Analyze or create date and time values and time intervals
Engineering Analyze engineering problems
Financial Analyze information for business and finance
Information Return information about the format, location, or contents of worksheet
cells
Logical Return logical (true-false) values
Lookup & Reference Look up and return data matching a set of specified conditions from a
range
Math & Trig Perform math and trigonometry calculations
Statistical Provide statistical analyses of data sets
Text Return text values or evaluate text
Web Provide information on web-based connections

Excel Functions
Function Category Description
AVERAGE(number1[, number2, number3, Statistical Calculates the average of a collection of numbers, where number1,
...]) number2, and so forth are numbers or cell references; only number1 is
required
COUNT(value1[, value2, value3, ...]) Statistical Counts how many cells in a range contain numbers, where value1,
value2, and so forth are text, numbers, or cell references; only value1 is
required
COUNTA(value1[, value2, value3, ...]) Statistical Counts how many cells are not empty in ranges value1, value2, and so
forth, or how many numbers are listed within value1, value2, etc.
INT(number) Math & Trig Displays the integer portion of number
MAX(number1[, number2, number3, ...]) Statistical Calculates the maximum value of a collection of numbers, where
number1, number2, and so forth are either numbers or cell references
MEDIAN(number1[, number2, number3, Statistical Calculates the median, or middle, value of a collection of numbers,
...]) where number1, number2, and so forth are either numbers or cell
references
MIN(number1[, number2, number3, ...]) Statistical Calculates the minimum value of a collection of numbers, where
number1, number2, and so forth are either numbers or cell references
RAND() Math & Trig Returns a random number between 0 and 1
ROUND(number, num_digits) Math & Trig Rounds number to the number of digits specified by num_digits
SUM(number1[, number2, number3, ...]) Math & Trig Adds a collection of numbers, where number1, number2, and so forth
are either numbers or cell references

Entering Functions with the Quick Analysis Tool
• The Quick Analysis tool can generate columns and rows of
summary statistics that can be used for analyzing data.

Working with Functions, Part 2
• Advantage of using cell references:
–Values used in the function are visible to users and can be
easily edited as needed
• Functions can also be placed inside another function, or nested
(must include all parentheses)

Choosing the Right Summary Function
• AVERAGE function
– To average sample data
– Susceptible to extremely large or small values
• MEDIAN function
– When data includes a few extremely large or extremely small values
that have potential to skew results
• MODE function
– To calculate the most common value in the data

Inserting a Function
• Three possible methods:
–Select a function from a function category in the Function
Library
–Open Insert Function dialog box to search for a particular
function
–Type function directly in cells

Using the Insert Function Dialog Box
• Organizes all functions by category
• Includes a search feature for locating functions that perform
particular calculations

Using the Function Library to Insert a Function
• When you select a function, the Function Arguments dialog box
opens, listing all arguments associated with that function

Understanding Cell References
• To record and analyze data
–Enter data in cells in a worksheet
–Reference the cells with data in formulas that perform
calculations on that data
• Types of cell references
–Relative
–Absolute
–Mixed

Using Relative References
• Cell reference as it appears in worksheet (B2)
• Always interpreted in relation (relative) to the location of the
cell containing the formula
• Changes when the formula is copied to another group of cells
• Allows quick generation of row/column totals without revising
formulas

Formulas Using a Relative Reference

Using Absolute References
• Cell reference that remains fixed when the
formula is copied to a new location
• Have a $ before each column and row
designation ($B$2)
• Enter values in their own cells; reference the
appropriate cells in formulas in the worksheet
–Reduces amount of data entry
–When a data valued is changed, all formulas
based on that cell are updated to reflect the
new value

Formulas Using an Absolute Reference

Using Mixed References
• Contain both relative and absolute references
• “Lock” one part of the cell reference while the other part can
change
• Have a $ before either the row or column reference ($B2 or
B$2)

Using a Mixed Reference

When to Use Relative, Absolute, and Mixed
References
• Relative references
– Repeat same formula with cells in different locations
• Absolute references
– Different formulas to refer to the same cell
• Mixed references
– Seldom used other than when creating tables of calculated values
• Use F4 key to cycle through different types of references

3.2 Look-up Tables

Logical and Lookup Functions

Entering Data and Formulas with AutoFill, Part 1
• Use the fill handle to copy a formula and conditional formatting
–More efficient than two-step process of copying and pasting
• By default, AutoFill copies both content and formatting of
original range to selected range

• Use Auto Fill Options button to specify what is copied

ialog box for more complex pattern
• Use AutoFill to create a series of numbers, dates, or text based
on a pattern
• Use Series d s

Type Initial Pattern Extended Series
Numbers 1, 2, 3 4, 5, 6, …
2, 4, 6 8, 10, 12, …
Dates and Times Jan Feb, Mar, Apr, …
January February, March, April, …
15-Jan, 15-Feb 15-Mar, 15-Apr, 15-May, …
12/30/2016 12/31/2016, 1/1/2017, 1/2/2017, …
12/31/2016, 1/31/2017 2/29/2017, 3/31/2017, 4/30/2017, …
Mon Tue, Wed, Thu, …
Monday Tuesday, Wednesday, Thursday, …
11:00 AM 12:00 PM, 1:00 PM, 2:00 PM, …
Patterned Text 1st
period 2nd
period, 3rd
period, 4th
period, …
Region 1 Region 2, Region 3, Region 4, …
Quarter 3 Quarter 4, Quarter 1, Quarter 2, …
Qtr3 Qtr4, Qtr1, Qtr2, …

Function Description
DATE (year, month, day) Creates a date value for the date represented by the year, month, and
day arguments.
DAY (date) Extracts the day of the month from date.
MONTH (date) Extracts the month number from date where 1=January, 2=February, and
so forth.
YEAR (date) Extracts the year number from date.
NETWORKDAYS (start, end[, holidays]) Calculates the number of whole working days between start and end; to
exclude holidays, add the optional holidays argument containing a list of
holiday dates to skip.
WEEKDAY (date[, return_type]) Calculates the weekday from date, where 1=Sunday, 2=Monday, and so
forth; to choose a different numbering scheme, set return_type to 1
(1=Sunday, 2=Monday, ...), 2 (1=Monday, 2=Tuesday, ...), or 3
(0=Monday, 1=Tuesday, ...).
WORKDAY (start, days[, holidays]) Returns the workday after days workdays have passed since the start
date; to exclude holidays, add the optional holidays argument containing
a list of holiday dates to skip.
NOW ( ) Returns the current date and time.
TODAY ( ) Returns the current date.
Working with Date Functions
• For scheduling or determining on what days of the week
certain dates occur

Displaying the Current Date with the TODAY
function, Part 1
• Many workbooks include the current date. You can use the
TODAY function to display the current date in a worksheet.

Displaying the Current Date with the TODAY
function, Part 2
• Inserting the Today function
– Select the cell you wish the date to appear in.
– On the Formulas tab, in the Function Library group, click the Date &
Time button to display the date and time functions.
– Click TODAY. The Function Arguments dialog box opens and indicates
that the TODAY function requires no arguments.
– Click the OK button. The formula =TODAY() is entered in the selected
cell.

Counting Cells, Part 1
• Excel has two functions for counting cells—the COUNT function
and the COUNTA function.
• The COUNT function tallies how many cells in a range contain
numbers or dates (because they are stored as numeric values).
– The COUNT function does not count blank cells or cells that contain
text.

Counting Cells, Part 2
COUNTA FUNCTION
• If you want to know how many cells contain entries—whether
those entries are numbers, dates, or text—you use the
COUNTA function, which tallies the nonblank cells in a range.
– The COUNTA function does not count blank cells

Working with Logical Functions
• Logical functions
–Build decision-making capability into a formula
–Work with statements that are either true or false
• Excel supports many different logical functions, including the IF
function

Comparison Operators
Operator Expression Description
= A1 = B1 Tests whether the value in cell A1 is equal to the value in cell B1.
> A1 > B1 Tests whether the value in cell A1 is greater than the value in cell
B1.
< A1 < B1 Tests whether the value in cell A1 is less than the value in cell B1.
>= A1 >= B1 Tests whether the value in cell A1 is greater than or equal to the
value in cell B1.
<= A1 <= B1 Tests whether the value in cell A1 is less than or equal to the value
in cell B1.
<> A1 <> B1 Tests whether the value in cell A1 is not equal to the value in cell B1.

Using the IF Function
• Returns one value if a statement is true and
returns a different value if that statement is
false
• IF (logical_test,[value_if_true,] [value_if_false])

Using a Lookup Function
• Lookup functions find values in tables of data and insert them
in another location in the worksheet such as cells or in
formulas.
– Often you need the contents of a table to change relative to a set of criteria that
may change over a period of time. A look up table searches for data in one place
then uses that data to populate information in another place.
– For example, a students numeric grade (percentage) may change throughout the
semester and the corresponding changes must also be applied to the letter grade
(A, B, C…).
New Perspectives on Microsoft Excel 2013r 230

Lookup tables
• The table that stores the data you want to retrieve is called a
lookup table. A lookup table organizes numbers or text into
categories.

Function Arguments dialog box for the
VLOOKUP function

Performing What-If Analysis
• A what-if analysis lets you explore the impact that changing
input values has on the calculated values in the workbook.
• Examples of a what-if analysis occur when calculating car loans
or mortgages.
• What will my loan payment be if the interest rate is 6% and also at 7%?
• What will the loan balance be if I put $10,000 down or if I put $20,000 down?

Trial and Error
• One way to perform a what-if analysis is by changing one or
more of the input values to see how they affect the calculated
results.
• This trial-and-error method requires some guesswork as you
estimate which values to change and by how much.

Using Goal Seek
• Goal Seek automates the trial-and-error process by allowing
you to specify a value for a calculated item, which Excel uses to
determine the input value needed to reach that goal.
• In some ways this is the opposite of trial and error as goal seek
allows us to input the answer and then calculates the
associated variables to arrive at the answer.

Goal Seek Dialog Box

• Create page headers and footers to include text not usually
found within the worksheet (e.g., author, date, filename)
• Headers and footers have three sections: left, center, right
• Elements are dynamic

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Excel Tutorial 4:
Analyzing and Charting Financial Data
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Objectives, Part 1
• Use the PMT function to calculate a loan payment
• Create an embedded pie chart
• Apply styles to a chart
• Add data labels to a pie chart
• Format a chart legend
• Create a clustered column chart
• Create a stacked column chart

Objectives, Part 2
• Create a line chart
• Create a combination chart
• Format chart elements
• Modify the chart’s data source
• Add sparklines to a worksheet
• Format cells with data bars
• Insert a watermark

Visual Overview: Session 4.1

Chart Elements

Introduction to Financial Functions
• Excel provides a wide range of financial functions related to loans and
investments.
• One of these is the PMT function, which can be used to calculate the
installment payment and payment schedule required to completely
repay a loan.
• Other loan functions include future value, present value, calculating the
interest part of a payment, calculating the principle part of a payment,
and the loan interest rate.

Financial Functions for Loans and Investments
Financial functions for loans and investments
Function Description
FV(rate, nper, pmt
[,pv=Q] [,type=0])
Calculates the future value of an investment, where rate is the
interest rate per period, nper is the total number of periods, pmt is
the payment in each period, pv is the present value of the
investment, and type indicates whether payments should be made
at the end of the period (0) or the beginning of the period (1)
PMT(rate, nper, pv
[,fv=0] [,type=Q])
IPMT(rate, per, nper,
pv [,fv=0] [,type=0])
Calculates the payments required each period on a loan or an
investment, where fv is the future value of the investment
Calculates the amount of a loan payment devoted to paying the loan
interest, where per is the number of the payment period
PPMT(rate, per, nper,
pv [,fv=0] [,type=0])
Calculates the amount of a loan payment devoted to paying off the
principal of a loan
PV(rate, nper, pmt
[,fv=0] [,type=0])
Calculates the present value of a loan or an investment based on
periodic, constant payments
NPER(rate, pmt, pv
[,fv=0] [,type=0])
Calculates the number of periods required to pay off a loan or an
investment
RATE(nper, pmt, pv
[,fv=0] [,type=0])
Calculates the interest rate of a loan or an investment based on
periodic, constant payments

Working with Financial Functions
• Cost of a loan to the borrower is largely based on three factors:
–Principal: amount of money being loaned
–Interest: amount added to the principal by the lender
• Calculated as simple interest or as compound interest
–Time required to pay back the loan

Explanation of Function Use
Function Use to determine…
FV (future value) How much an investment will be worth after a series of
monthly payments at some future time
PMT (payment) How much you have to spend each month to repay a
loan or mortgage within a set period of time
IPMT (interest
payment)
How much of your monthly loan payment is used to pay
the interest
PPMT (principal
payment)
How much of your monthly loan payment is used for
repaying the principal
PV (present value) Largest loan or mortgage you can afford given a set
monthly payment
NPER (number of
periods)
How long it will take to pay off a loan with constant
monthly payments

PMT Function Variables
• To calculate the costs associated with a loan, you must have
the following information:
– The annual interest rate
– The number of payment periods per year
– The length of the loan in terms of the total number of payment
periods
– The amount being borrowed
– When loan payments are due

Using the PMT Function, Part 1

Using the PMT Function, Part 2

Excel Charts
• Charts show trends or relationships in data that are easier to
see in a graphic representation rather than viewing the actual
numbers or data.
• When creating a chart, remember that your goal is to convey
important information that would be more difficult to interpret
from columns of data in a worksheet.

Choosing the Right Chart
Chart When to Use
Pie charts Small number of categories; easy to
distinguish relative sizes of slices
Column or
bar chart
Several categories
Line charts Categories follow a sequential order
XY scatter
charts
To plot two numeric values against one
another
Custom chart Available charts don’t meet your needs

Communicating Effectively with Charts
• Keep it simple
• Focus on the message
• Limit the number of data series
• Use gridlines in moderation
• Choose colors carefully
• Limit chart to a few text styles

4 Steps for Creating Excel Charts
• Select the range containing the data you want to chart.
• On the INSERT tab, in the Charts group, click the Recommended Chart button or a
chart type button, and then click the chart you want to create (or click the Quick
• Analysis button, click the CHARTS category, and then click the chart you want to
create).
• On the CHART TOOLS DESIGN tab, in the Location group, click the Move Chart
button, select whether to embed the chart in a worksheet or place it in a chart sheet,
and then click the OK button.

Creating an Excel Chart, Part 1
• Select a range to use as chart’s data source

Creating an Excel Chart, Part 2
• Select chart type that best represents the data
– Use one of 53 built-in charts organized into 10
categories, or…
– Create custom chart types based on built-ins
Excel chart types
Chart Type Description
Column Compares values from different categories. Values are indicated by the height of the columns.
Line Compares values from different categories. Values are indicated by the height of the lines. Often used to
show trends and changes over time.
Pie Compares relative values of different categories to the whole. Values are indicated by the areas of the
pie slices.
Bar Compares values from different categories. Values are indicated by the length of the bars.
Area Compares values from different categories. Similar to the line chart except that areas under the lines
contain a fill color.
X Y (Scatter) Shows the patterns or relationship between two or more sets of values. Often used in scientific studies
and statistical analyses.
Stock Displays stock market data, including the high, low, opening, and closing prices of a stock.
Surface Compares three sets of values in a three-dimensional chart.
Radar Compares a collection of values from several different data sets.
Combo Combines two or more chart types to make the data easy to visualize, especially when the data is widely
varied.

Inserting a Pie Chart with the
Quick Analysis Tool
• After you select an adjacent range to use as a chart’s data
source, the Quick Analysis tool appears. It includes a category
for creating charts. The CHART category lists recommended
chart types, which are the charts that are most appropriate for
the data source you selected.

To create a pie chart with the Quick Analysis
tool
• Make sure the correct range is selected.
• Click the Quick Analysis button in the lower-right corner of the
selected range
• Click the CHARTS category.
– The chart types you will most likely want to use with the selected data
source are listed.
• Click Pie to select the pie chart.

CHARTS Category of the Quick Analysis Tool

Moving and Resizing Charts
• Excel charts are either placed in their own chart sheets or embedded in
a worksheet.
• When you create a chart, it is embedded in the worksheet that contains
the data source.
• Selecting the chart displays a selection box (used to move or resize the
object)
– To move the chart, drag selection box to new location in worksheet
– To resize the chart, drag a sizing handle

Choosing a Chart Style
• Recall that a style is a collection of formats that are saved with
a name and can then be applied at one time.
• In a chart, the format of the chart title, the location of the
legend, and the colors of the pie slices are all part of the default
chart style.
• You can quickly change the appearance of a chart by selecting a
different style from the Chart Styles gallery.

Designing a Pie Chart, Part 1
• Choose location of the legend, and format it using tools on
Chart Tools Layout tab

Formatting the Pie Chart Legend
• You can fine-tune a chart style by formatting individual chart
elements. From the Chart Elements button, you can open a
submenu for each element that includes formatting options,
such as the element’s location within the chart.
• You can also open a Format pane, which has more options for
formatting the selected chart element.

Formatted Chart Legend

Formatting Pie Chart Data Labels

Formatting the Chart Area
• The chart’s background, which is called the chart area, can also
be formatted using fill colors, border styles, and special effects
such as drop shadows and blurred edges.
• The chart area fill color used in the pie chart is white, which
blends in with the worksheet background.

Designing a Pie Chart, Part 2
• Exploded pie charts
–Move one slice away from the others
–Useful for emphasizing one category above all of the others

Performing What-If Analyses and Filtering with
Charts
• A chart is linked to its data source, and as changes are made to
the data source the changes translate to the chart allowing a
visual representation of the What-if changes.
• Filtering is another type of what-if analysis that limits the data
to a subset of the original values in a process.

Creating a Column Chart
• Column chart
–Displays values in different categories as columns
–Height of each column is based on its value
• Bar chart
–Column chart turned on its side
–Length of each bar is based on its value

Filtered Pie Chart

Charts vs Pie Charts
• Column/bar charts are superior to pie charts
– For large number of categories or categories close in value
– Easier to compare height or length than area
– Can be applied to wider range of data
– Can include several data series (pie charts usually show only one data
series)

Comparing Column Chart Subtypes

Inserting a Column Chart
• Select data source
• Select type of chart to create
• Move and resize the chart
• Change chart’s design, layout, and format by:
–Selecting one of the chart styles, or
–Formatting individual chart elements

Moving a Chart to a Different Worksheet
• Move Chart dialog box provides options for moving charts

Editing the Axis Scale and Text
• Range of values (scale) of an axis is based on values in data
source
• Vertical (value) axis: range of series values
• Horizontal (category) axis: category values
• Primary and secondary axes can use different scales and labels
• Add descriptive axis titles if axis labels are not self-explanatory
(default is no titles)

Changing and Formatting a Chart Title

Session 4.2 Visual Overview

Charts, Sparklines, and Data Bars

Adding Sparklines and Data Bars
• Both convey graphical information about worksheet data
without occupying a lot of space

Creating Sparklines, Part 1
• A mini chart displayed within a worksheet cell
• Compact in size; doesn’t include chart elements
• Goal is to convey maximum amount of graphical information in
a very small space
• Can be grouped or ungrouped
–Grouped sparklines share a common format
–Ungrouped sparklines can be formatted individually

Types of Sparklines
• Line sparkline
– Highlights trends
• Column sparkline
– For column charts
• Win/Loss sparkline
– Highlights positive and
negative values

Adding and Formatting Sparkline Markers
• Can specify only line color and marker color
• Can create line markers for highest value, lowest value, all
negative values, first value, and last value
• Can create markers for all data points regardless of value or
position in data source
• Can add an axis to a sparkline – horizontal line that separates
positive and negative values

Creating a Line Chart
• Use when data consists of values drawn from categories that
follow a sequential order at evenly spaced intervals
• Displays data values using a connected line rather than
columns or bars

Editing the Scale of the Vertical Axis

Formatting the Chart Columns
• Columns usually have a common format – distinguished by
height, not color

Working with Column Widths

Formatting Data Markers

Formatting the Plot Area

Creating a Combination Chart

Combo Chart Example

Creating Sparklines, Part 2

Creating Data Bars
• Conditional format that adds a horizontal bar to
background of a cell containing a numeric value
– Length based on value of each cell in selected
range
• Dynamic
– Lengths of data bars automatically update if cell’s
value changes

Modifying a Data Bar Rule
• Alter rules of the conditional format

Inserting a Watermark

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Access Tutorial 4
Creating Forms
and Reports
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Objectives
• Session 4.1
– Create a form using the Form Wizard
– Apply a theme to a form
– Add a picture to a form
– Change the color of text on a form
– Find and maintain data using a form
– Preview and print selected form records
– Create a form with a main form and a subform
New Perspectives on Microsoft Access 2013 297

Objectives (Cont.)
• Session 4.2
– Create a report using the Report Wizard
– Apply a theme to a report
– Change the alignment of field values on a report
– Move and resize fields in a report
– Insert a picture in a report
– Change the color of text on a report
– Apply conditional formatting in a report
– Preview and print a report

Creating Forms and Reports, Part 1
• Case - Chatham Community Health Services
Using Forms and Reports to Display Patient and Visit Data
– User wants the database to include a form based on the Patient table to make it
easier for staff members to enter and change data about the clinic’s patients
– Also wants the database to include a form that shows data from both the Patient
and Visit tables at the same time
– Would like to include a formatted report of patient and visit data so they will
have printed output when completing patient analyses and planning strategies
for community outreach efforts

Creating a Form Using the Form Wizard, Part 1
• A form is an object you use to enter, edit, and view records in a database
– You can design your own
forms or have Access
create them for you
automatically

Creating a Form Using the Form Wizard, Part 2

Modifying a Form’s Design in Layout View, Part 1
• You might need to modify its design in Layout view to improve its
appearance or to make the form easier to use
• In Layout view, you see the form as it appears in Form view, but you can still
modify the form’s design
• In Form view, you cannot make any design changes
• Layout view makes it easy for you to see the results of any design
changes you make
• You can continue to make changes, undo modifications, and rework the design in
Layout view to achieve the look you want for the form

• Applying a Theme to a Form
– By default, a forms use the Office theme, which determines the color and
font used on
the form
– Access provides many
built-in themes
• Makes it easy to create
objects with a unified look
• You can also create a
customized theme if
none of the built-in
themes suit your needs

• Adding a Picture to a Form
– A picture is one of many controls you can add and modify on a form
• A control is an item on a form, report, or other database object that you can manipulate to
modify the object’s appearance

• Changing the Color of the Form Title
– The Font group on the FORMAT tab provides many options you can use to change
the appearance of text on a form

Navigating a Form
• To view, navigate, and change data using a form, you need to display the
form in Form view
– Navigate a form in the same way that you navigate a table datasheet
– The navigation mode and editing mode keyboard shortcuts you used with
datasheets in Tutorial 3 are the same when navigating a form

Finding Data Using a Form, Part 1
• The Find command lets you search for data in a datasheet so you can
display only those records you want to view
• You can also use the Find command to search for data in a form
– You choose a field to serve as the basis for the search by making that field the
current field, and then you enter the value you want Access to match in the Find
and Replace dialog box

Finding Data Using a Form, Part 2
Wildcard Character Purpose Example
* Match any number of characters. It can th* finds the, that, this, therefore,
be used as the first and/or last character and so on
in the character string.
? Match any single alphabetic character. a?t finds act, aft, ant, apt, and art
[] Match any single character within the a[fr]t finds aft and art but not act,
brackets. ant, or apt
! Match any character not within brackets. a[!fr]t finds act, ant, and apt but
not aft or art
- Match any one of a range of characters. a[d-p]t finds aft, ant, and apt but
The range must be in ascending order (a not act or art
to z, not z to a).
# Match any single numeric character. #72 finds 072, 172, 272, 372, and
so on

Maintaining Table Data Using a Form
• Maintaining data using a form is often easier than using a datasheet because you can
focus on all the changes for a single record at one time
• In Form view, you can edit the field values for a record, delete a record from the
underlying table, or add a new record

Previewing and Printing Selected Form Records
• Access prints as many form records as can fit on a printed page
– If only part of a form record fits on the bottom of a page, the remainder of the record prints on
the next page
• Access allows you to print all pages or a range of pages. In addition, you
can print the
currently
selected form
record

Creating a Form with a Main Form and a Subform, Part 1
• To create a form based on two tables, you must first define a relationship between
the two tables
– When you create a form containing data from two tables that have a one-to-many relationship,
you actually create a main form for data from the primary table and a subform for data from the
related table
– Access uses the defined relationship between the tables to join them automatically through the
common field that exists in both tables

Creating a Form with a Main Form and a Subform, Part 2

Creating a Report Using the Report Wizard, Part 1

• A report is a formatted printout or screen display of the contents of one or more
tables or queries in a database
– In Access, you can create your own reports or use the Report Wizard to create
them for you
– You can
always
change
a report’s
design
after you
create it

Modifying a Report’s Design in Layout View, Part 1
• Applying a Theme to a Report
– The same themes available for forms are also available for reports
– You can choose to apply a theme to the current report object only, or to all reports in the
database
• Changing the Alignment of Field Values
– The FORMAT tab in Layout view, one of the REPORT LAYOUT TOOLS contextual tabs,
provides options
for you to easily
modify the
format of various
report objects

• Moving and Resizing Fields on a Report
– Working in Layout view, you can resize and reposition fields and field value boxes
to improve the appearance of a report or to address the problem of some field
values not being completely displayed

• Changing the Title Font Color and Inserting a Picture in a Report
– You can change the color of text on a report to enhance its appearance
– You can also add a picture to a report for visual interest or to identify a particular
section of the report

Using Conditional Formatting in a Report, Part 1
• Conditional formatting in a report (or form) is special formatting applied
to certain field values depending on one or more conditions—similar to
criteria you establish for queries
– If a field value meets the condition or conditions you specify, the formatting is
applied to the value

• Viewing the database objects in the Navigation Pane

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Access Tutorial 1
Creating a Database
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Objectives, Part 1
• Session 1.1
– Learn basic database concepts and terms
– Start and exit Access
– Explore the Microsoft Access window and Backstage view
– Create a blank database
– Create and save a table in Datasheet view
– Enter field names and records in a table datasheet
– Open a table using the Navigation Pane

Objectives, Part 2
• Session 1.2
–Open an Access database
–Copy and paste records from another Access database
–Navigate a table datasheet
–Create and navigate a simple query
–Create and navigate a simple form
–Create, preview, navigate, and print a simple report
–Use Help in Access
–Learn how to compact, back up, and restore a database

Objectives, Part 3

Creating a Database, Part 1
– All Tutorials use this Case
– A nonprofit health clinic located in Hartford, Connecticut, specializes
in the areas of pulmonology, cardiac care, and chronic disease
management
– Cindi Rodriguez, the office manager for Chatham Community Health
Services, oversees a small staff and is responsible for maintaining the
medical records of the clinic’s patients

– Cindi and her staff rely on electronic medical records for patient
information, billing, inventory control, purchasing, and accounts
payable
– The clinic recently upgraded to Microsoft Access 2013 (or simply
Access)
– Using the software to enter, maintain, and retrieve related data in a
format known as a database

Introduction to Database Concepts, Part 1
• Organizing Data
– A field is a single characteristic or attribute of a person, place, object,
event, or idea
• Patient ID, first name, last name, address, phone number, visit date, reason
for visit, and invoice amount
– Related fields are grouped together into a table
• A collection of fields that describes a person, place, object, event, or idea
• The specific content of a field is called the field value
–his set of field values is called a record

Databases and Relationships
• A relational database is a collection of related tables
• Records in the separate
tables are connected
through a common field
• A primary key is a field,
or a collection of fields,
that uniquely identify
each record in a table
• Including the primary key
from one table as a field
in a second table to form
a relationship between
the two tables, it is called
a foreign key in the second table

Relational Database Management Systems,
Part 1
• A database management system (DBMS) is a software
program that lets you create databases and then manipulate
the data they contain
• In a relational database
management system,
data is organized as a
collection of tables.
A relational DBMS
controls the storage
of databases and
facilitates the creation manipulation, and reporting of data

Relational Database Management Systems,
Part 2
• A relational DBMS provides the following functions:
– Allows you to create database structures containing fields, tables, and table
relationships
– Lets you easily add new records, change field values in existing records, and
delete records
– Contains a built-in query language, which lets you obtain immediate answers to
the questions (or queries) you ask about your data
– Contains a built-in report generator, which lets you produce professional-looking,
formatted reports from your data
– Protects databases through security, control, and recovery facilities

Starting Access and Creating a Database, Part 1

Starting Access and Creating a Database, Part 2
• When you start Access, the first screen that appears is Backstage view
which contains commands that allow you to manage Access files and
options
– The Recent screen in Backstage view provides options for you to create a new
database or open an existing database
– To create a new database that does not contain any data or objects, you use the
Blank desktop database option
– Use a template (a predesigned database that includes professionally designed
tables, reports, and other database objects) If the database contains objects that
match those found in common databases, such as databases that store data
about contacts or tasks

Working in Touch Mode
• If you are working on a touch device, such as a tablet, you can switch to
Touch Mode in Access to make it easier for you to tap buttons on the
ribbon and perform other touch actions
• To switch to Touch Mode:
– On the Quick Access Toolbar, click the Customize Quick Access Toolbar button and make sure the Touch/Mouse Mode is
selected (shaded red to indicate that it is selected) The display switches to Touch Mode with more space between the
commands and buttons on the ribbon

Creating a Table in Datasheet
View, Part 1
• On the ribbon, click the CREATE tab
• In the Tables group, click the Table button
• Rename the default ID primary key field and change its data type, if necessary; or accept the default
ID field with the AutoNumber data type
• In the Add & Delete group on the FIELDS tab, click the button for the type of field you want to add to
the table and then type the field name; Repeat this step to add all the necessary fields to the table
• In the first row below the field names, enter the value for each field in the first record, pressing the
Tab or Enter key to move from one field to the next
• After entering the value for the last field in the first record, press the Tab or Enter key to move to the
next row, and then enter the values for the next record.
• On the Quick Access Toolbar, click the Save button, enter a name for the table, and then click the OK
button

Creating a Table in Datasheet View, Part 2
Figure 1-6: Plan for the Visit table
Field Purpose
VisitID Unique number assigned to each visit; will serve as the table's
primary key
PatientID Unique number assigned to each patient; common field that
will be a foreign key to connect to the Patient table
VisitDate Date on which the patient visited the clinic
Reason Reason/diagnosis for the patient visit
Walkln Whether the patient visit was a walk-in or a scheduled
appointment

• Decision Making: Naming Fields in Access Tables
– One of the most important tasks in creating a table is deciding what names to specify for the table’s fields. Keep
the following guidelines in mind when you assign field names:
• A field name can consist of up to 64 characters, including letters, numbers, spaces, and special characters,
except for the period (.), exclamation mark (!), grave accent (`), and square brackets ([ ])
• A field name cannot begin with a space
• Capitalize the first letter of each word in a field name that combines multiple words, for example VisitDate
• Use concise field names that are easy to remember and reference, and that won’t take up a lot of space in the
table datasheet
• Use standard abbreviations, such as Num for Number, Amt for Amount, and Qty for Quantity, and use them
consistently throughout the database.
• For example, if you use Num for Number in one field name, do not use the number sign (#) for Number in
another
• Give fields descriptive names so that you can easily identify them when you view or edit records

Renaming the Default Primary Key Field
To rename the ID field to the VisitID field:
1. Right-click the ID column heading to open the shortcut menu, and then click Rename Field. The
column heading ID is selected, so that whatever text you type next will replace it
2. Type VisitID and then click the row below the heading. The column heading changes to VisitID,
and the insertion point moves to the row below the heading
• Notice that the TABLE TOOLS tab is active on the ribbon. This is a contextual tab, which
appears and provides options for working with objects selected

• Changing the Data Type of the Default Primary Key Field
• Notice the Formatting group on the FIELDS tab (One of the options available in this
group is the Data Type option)
• Each field in an Access table must be assigned a data type
• The data type determines what field values you can enter for the field
• The AutoNumber data type automatically inserts a unique key for every record,
beginning with the number 1 for the first record, the number 2 for the second,
etc.

Adding New Fields
• When you create a table in Datasheet view, you can use the options in the
Add & Delete group on the FIELDS tab
to add fields to your table
• You can
also use
the Click
to Add
column in
the table
datasheet
to add new
fields

• Datasheet view shows a table’s contents in rows (records) and columns (fields)
• Each column is headed by a field name inside a field selector
• Each row has a record selector to its left
• Clicking a field selector or a record selector selects that entire column or row (respectively)
• A field selector is also called a column selector
• A record selector is also called a row selector

Creating a Table in Datasheet
View, Part 8
• Entering Records
Visit table records
VisitID PatientID VisitDate Reason Walkln
1550 22549 12/1/2015 Influenza Yes
1527 22522 11/9/2015 Allergies - environmental Yes
1555 22520 12/7/2015 Annual wellness visit No
1542 22537 11/24/2015 Influenza Yes
1530 22510 11/10/2015 Seborrheic dermatitis No
1564 22512 1/5/2016 Annual wellness visit No
1575 22513 1/13/2016 Broken leg Yes
1538 22500 11/17/2015 Migraine Yes

• Saving a Table
• Records you enter are immediately stored in the database as soon as you enter
them
• However, the table’s design—the field names and characteristics of the fields
themselves, plus any layout changes to the datasheet—are not saved until you
save the table
• When you save a new table for the first time, you should give it a name that best
identifies the information it contains
• Like a field name, a table name can contain up to 64 characters, including
spaces

• Entering Additional Records

• Opening a Table
• The tables in a database are listed in the Navigation Pane. You open a table, or any Access object,
by double-clicking the object name in the Navigation Pane

Closing a Table and Exiting Access
• Close a table by clicking its Close button on the object tab, as you did
earlier
• If you want to close the Access program as well, you can click the program’s Close
button
• When you do, any open tables are closed, the active database is closed, and you exit the
Access Program
• If you want to close a table without exiting Access, click the FILE tab to display
Backstage view, and then click Close

Copying Records from Another Access Database,
Part 1
• There are many ways to enter records in a table, including copying and
pasting records from a table into the same database or into a different
database
• The two tables must have the same structure—that is, the tables must
contain the same fields, with the same design, in the same order
• Cindi has already created a table named Appointment that contains
additional records with visit data
• The Appointment table is contained in a database named Cindi located in the
Access1 Tutorial folder included with your Data Files
• The Appointment table has the same table structure as the Visit table you
created

Part 2

Part 3

Navigating a Dataset
• Navigation buttons provide another way to move vertically through the
records
• The Current Record box appears between the two sets of navigation buttons
• Displays the number of the current record as well as the total number of records in the
table
• The New (blank) record button works in the same way as the New button on
the HOME tab

Creating a Simple Query

Creating a Simple Form, Part 1
• Forms display one record at a time
• Provide another view of the data that is stored in the table
• Allowing you to focus on the values for one record
• Access displays the field values for the first record in the table
• Each field appears on a separate line
• As indicated in the status bar, the form is displayed in Layout view
• In Layout view, you can make design changes to the form while it is displaying data, so that you
can see the effects of the changes you make immediately

Creating a Simple Form, Part 2
• Use a form to enter, edit, and view records in a database
• Although you can perform these same functions with tables and queries, forms can present data in
many customized and useful ways

Creating a Simple Report, Part 1
• A report is a formatted printout (or screen display) of the contents
of one or more tables or queries
• Reports show each field in a column, with the field values for each
record in a row, similar to a table or query datasheet
• Reports offers a more visually appealing format for the data, with
the column headings in a different color, borders around each field
value, a graphic of a report at the top left, and the current day,
date, and time at the top right

• Printing a Report
• Print reports to distribute to others who need to view the report’s contents
• STEPS
• Open the report in any view, or select the report in the Navigation Pane
• Click the FILE tab to display Backstage view, click Print, and then click Quick Print to print
the report with the default print settings
– or
• Open the report in any view, or select the report in the Navigation Pane
• Click the FILE tab, click Print, and then click Print (or, if the report is displayed in Print
Preview, click the Print button in the Print group on the PRINT PREVIEW tab). The Print
dialog box opens, in which you can select the options you want for printing the report

Viewing Objects in the Navigation Pane
• The Navigation Pane currently displays the default category, All Access
Objects, which lists all the database objects in the pane
• Each object type (Tables, Queries, Forms, and Reports) appears in its own
group

Using Microsoft Access Help
Start Help by
clicking the
Microsoft
Access Help
button in the
top right of
the Access
window, or by
pressing the
F1 key

Managing a Database, Part 1
• Activities involved in database management include compacting and repairing
a database and backing up and restoring a Database
• Compacting and Repairing a Database
• Rearranges the data and objects in a database to decrease
its file size, thereby
making more
storage space
available and
enhancing the
performance of the
database

Managing a Database, Part 2
• Backing Up and Restoring a Database
• The process of making a copy of the database file to protect your database against
loss or damage
• The Back Up Database command enables you to back up your database file from
within the Access program, while you are working
• Steps:
• Click the FILE tab to display the Info screen in Backstage view
• Click Save As in the navigation bar
• Click Back Up Database in the Advanced section of the Save Database As pane
• Click the Save As button

Excel or Access?
Ask the following questions
1. Do you need to store data in separate tables that are related to each other?
2. Do you have a very large amount of data to store?
3. Will more than one person need to access the data at the same time?
• If you answer “yes” to any of these questions, an Access database is most
likely the appropriate application to use

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END OF LECTURE 8

Access Tutorial 2
Building a Database
and Defining Table Relationships
Microsof®
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Objectives, Part 1
• Session 2.1
– Learn the guidelines for designing databases and setting field properties
– Create a table in Design view
– Define fields, set field properties, and specify a table’s primary key
– Modify the structure of a table
– Change the order of fields in Design view
– Add new fields in Design view
– Change the Format property for a field in Datasheet view
– Modify field properties in Design view

Objectives, Part 2
• Session 2.2
– Import data from an Excel worksheet
– Create a table by importing an existing table structure
– Add fields to a table with the Data Type gallery
– Delete and rename fields
– Change the data type for a field in Design view
– Set the Default Value property for a field
– Add data to a table by importing a text file
– Define a relationship between two tables

Guidelines for Database Design, Part 1
– Database currently contains one table (Visit table)
– User wants to track information about the clinic’s patients and the
invoices sent to them for services provided
• This information includes such items as each patient’s name and address, and
the amount and billing date for each invoice
– Create two new tables —named Billing and Patient—to contain the
additional data the user wants to track

– After adding records to the tables, you will define the necessary
relationships between the tables in the Chatham database to relate
the tables

• Identify all the fields needed
to produce the required
information
• Organize each piece of data
into its smallest useful part
• Group related fields into tables
• Determine each table’s
primary key
• Include a common field in related
tables
• Avoid data redundancy

Guidelines for Setting Field Properties, Part 1
• Naming Fields and Objects
– You must name each field, table, and other object in an Access database
• Assigning Field Data Types
– Each field must have a data type
• Data types are assigned automatically by Access or specifically by the table designer
• The data type determines what field values you can enter for the field and what other
properties the field will have

Figure 2.4: Common Data Types
Data type Description Field Size
Short text Allows field values containing letters, digits, spaces, and special characters. Use for names,
addresses, descriptions, and fields containing digits that are not used in calculations.
0 to 255 characters;
default is 255
Long text Allows field values containing letters, digits, spaces, and special characters. Use for long
comments and explanations.
1 to 65,535 characters;
exact size is determined
by entry
Number Allows positive and negative numbers as field values. A number can contain digits, a
decimal point, commas, a plus sign, and a minus sign. Use for fields that will be used in
calculations, except those involving money
1 to 15 digits
Date/Time Allows field values containing valid dates and times from January 1, 100 to December 31,
9999. Dates can be entered in month/day/year format, several other date formats, or a
variety of time formats, such as 10:35 PM. You can perform calculations on dates and times,
and you can sort them. For example, you can determine the number of days between two
dates.
8 bytes
Currency Allows field values similar to those for the Number data type, but is used for storing
monetary values. Unlike calculations with Number data type decimal values, calculations
performed with the Currency data type are not subject to round-off error.
Accurate to 15 digits on
the left side of the
decimal point and to 4
digits on the right side
Auto Number Consists of integer values created automatically by Access each time you create a new
record. You can specify sequential numbering or random numbering, which guarantees a
unique field value, so that such a field can serve as a table‘s primary key.
9 digits
Yes/No Limits field values to yes and no, on and off, or true and false. Use for fields that indicate
the presence or absence of a condition, such as whether an order has been filled or
whether an invoice has been paid.
1 character
Hyperlink Consists of text used as a hyperlink address, which can have up to four parts: the text that
appears in a field or control; the path to a file or page; a location within the file or page; and
text displayed as a ScreenTip.
Up to 65,535 characters
total for the four parts
of the hyperlink

• Setting Field Sizes
– The Field Size property defines a field value’s maximum storage size for Short
Text, Number, and AutoNumber fields only
– The other data types have no Field Size property because their storage size is
either a fixed, predetermined amount or is determined automatically by the field
value itself
• Setting the Caption Property for Fields
– The Caption property for a field specifies how the field name is displayed in
database objects
– If you don’t set the Caption property, Access displays the field name as the
column heading or label for a field

Creating a Table in Design View, Part 1
• Creating a table in Design view involves entering the field
names and defining the properties for the fields, specifying a
primary key for the table, and then saving the table structure
• Defining Fields
–When you first create a table in Design view, the insertion point is
located in the first row’s Field Name box, ready for you to begin
defining the first field in the table
–Enter values for the Field Name, Data Type, and Description field
properties, and then select values for all other field properties in the
Field Properties pane
–These other
properties will
appear when you
move to the first
row’s Data Type box

Figure 2.5: Design for the Billing table
Field Name Data Type Field Size Description Other
InvoiceNum Short Text 5 Primary key Caption = InvoiceNum
VisitID Short Text 4 Foreign key Caption = VisitID
InvoiceAmt Currency Format = Currency
Decimal Places = 2
Caption = Invoice Amt
InvoiceDate Date/Time Format = mm/dd/yyyy
Caption = Invoice Date
InvoicePaid Yes/No Caption = Invoice Paid

Symbol Description
/ date separator
d day of the month in one or two numeric digits, as needed (1 to 31
dd day of the month in two numeric digits (01 to 31)
ddd first three letters of the weekday (Sun to Sat)
dddd full name of the weekday (Sunday to Saturday)
w day of the week (1 to 7)
ww week of the year (1 to 53)
m month of the year in one or two numeric digits, as needed (1 to 12)
mm month of the year in two numeric digits (01 to 12)
mmm first three letters of the month (Jan to Dec)
mmmm full name of the month (January to December)
yy last two digits of the year (01 to 99)
yyyy full year (0100 to 9999)

he table’s structure
• Specifying the Primary Key
– A primary key uniquely identifies each record in a table
– Access does not allow duplicate values in the primary key field
– When a primary key has been specified, Access forces you to enter a value for the primary key
field in every record in the table (entity integrity)
– You can enter records in any order, but Access displays them by default in order of the primary
key’s field values
– Access responds faster to your requests for specific records based on the primary key
• Saving the Table
Structure
– The last step in
creating a table
is to name the table and save t

Modifying the Structure of an Access Table
• Moving a Field in Design View
– To move a field, you use the mouse to drag it to a new location in the Table
Design grid
• You can move a field in Datasheet view by dragging its column heading to a new location,
doing so rearranges only the display of the table’s fields; the table structure is not changed
• To move a field permanently, move the field in Design view
• Adding a Field in Design View
– To add a new field between existing fields, you must insert a row
– Begin by selecting the row below where you want the new field to be inserted

Modifying the Structure of an Access Table

Modifying Field Properties, Part 1
• Changing the Format Property in Datasheet View
– The Formatting group on the FIELDS tab in Datasheet view allows you to modify
formatting for certain field types
– When you format
a field, you change
the way data is
displayed, but not
the actual
values stored
in the table

Modifying Field Properties, Part 2
• Changing Properties in Design View
– Each of the Short Text fields has the default field size of 255, which is too large for
the data contained in these fields

Understanding Table Relationships

Adding Records to a New Table, Part 1
Invoice Num. Visit ID Invoice Date Invoice Invoice Item Invoice Paid
Amount
35801 1527 11/10/2015 $100.00 Office visit Yes
35818 1536 11/18/2015 $100.00 Office visit Yes
35885 1570 01/12/2016 $85.00 Pharmacy No
35851 1550 12/02/2015 $85.00 Pharmacy No
• Adding Records to a New Table
• The Billing table design is complete and you would like to add records to the
table so it will contain the invoice data
• Add records to a table in Datasheet view by typing the field values in the rows
below the column headings for the fields

Adding Records to a New Table, Part 2

Importing Data from an Excel Worksheet, Part 1
• When data you want to add to an Access table exists in another file --
like Word or Excel -- you can bring the data from other files into Access
in different ways
• Copy and paste the data from an open file
• Import the data, which is a process that allows you to copy the data
from a source without having to open the source file

Creating a Table by Importing an Existing Table
Structure, Part 1
Field Name Data Type Field Size Description Caption
PatientID Short Text 5 Primary Key Patient ID
LastName Short Text 25 Last Name
FirstName Short Text 20 First Name
BirthDate Date/Time Date of Birth
Phone Short Text 14
Address Short Text 35
City Short Text 25
State Short Text 2
Zip Short Text 10
Email Short Text 50
• If another Access database contains a table—or even just the design, or
structure, of a table—that you want to include in your database, you
can import the table and any records it contains or import only the
table structure into your database

Creating a Table by Importing an Existing Table
Structure, Part 2

Adding Fields to a Table Using the Data Type
Gallery
time, rat
each fiel
individu
• The Data Type gallery (in the Add & Delete group on the FIELDS tab)
allows you to add a group of related fields to a
table at the same
her than adding
d to the table
ally

Modifying the Imported Table, Part 1
• Deleting Fields from a Table Structure
– After you’ve created a table, you might need to delete one or more fields (which
also deletes all the values for that field from the table)
– Before you delete a
field, you should
make sure that you
want to do so and
that you choose the
correct field to delete
– Fields can be deleted
in either Datasheet
view or Design view

• Renaming Fields in Design View
– To match the design for the Patient table, you need to rename the StateProvince
and ZIPPostal fields
– Fields can be renamed in Datasheet view or Design view

• Changing the Data Type for a Field in Design View
– All of the fields in the Patient table, except BirthDate, should be Short Text fields
– The table
structure you imported
specifies the Number
data type for the Phone
field -- it should be Short
Text
– The Data Type can be
changed in Datasheet
view or Design view

Setting the Default Value Property for a Field
• The Default Value property for a field specifies what value will appear,
by default, for the field in each new record you add to a table

Adding Data to a Table by Importing a Text File
• Many ways to import data into an Access database
– Importing an Excel spreadsheet
– Created a new table by importing the structure of an existing table
– Import data
contained
in text files

Defining Table Relationships, Part 1

• One-to-Many Relationships
– A one-to-many relationship exists between two tables when one record in the
first table matches zero, one, or many records in the second table, and when one
record in the second table matches at most one record in the first table
• Referential Integrity
– A set of rules that Access enforces to maintain consistency between related
tables when you update data in a database

• Referential Integrity
– When you add a record to a related table, a matching record must already exist in the primary
table, preventing the possibility of orphaned records
– If you attempt to change the value of the primary key in the primary table, Access prevents this
change if matching records exist in a related table
– With the Cascade Update Related Fields option, Access permits the change in value to the
primary key and changes the appropriate foreign key values in the related table
– If you attempt to delete a record in the primary table, Access prevents the deletion if matching
records exist in a related table. However, if you choose the Cascade Delete Related Records
option, Access deletes the record in the primary table and also deletes all records in related
tables that have matching foreign key values

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Access Tutorial 3
Maintaining and
Querying a Database
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Objectives
• Session 3.1
– Find, modify, and delete records in a table
– Hide and unhide fields in a datasheet
– Work in the Query window in Design view
– Create, run, and save queries
– Update data using a query datasheet
– Create a query based on multiple tables
– Sort data in a query
– Filter data in a query

Objectives (Cont.)
• Session 3.2
– Specify an exact match condition in a query
– Use a comparison operator in a query to match a range of values
– Use the And and Or logical operators in queries
– Change the font size and alternate row color in a datasheet
– Create and format a calculated field in a query
– Perform calculations in a query using aggregate functions and record group
calculations
– Change the display of database objects in the Navigation Pane

Maintaining and Querying a Database,
Part 1
Updating and Retrieving Information About Patients, Visits, and Invoices
– User wants to make sure she has up- to-date contact information
– The office staff also must monitor billing activity to ensure that
invoices are paid on time and in full
– Develop new strategies for promoting services provided by the clinic
– Analyze other aspects of the business related to patient visits and
finances

Part 2

Part 3

Updating a Database, Part 1
• Updating, or maintaining, a database is the process of adding, modifying, and
deleting records in database tables to keep them current and accurate
• Modifying Records
– To make minor changes, or select the field value to replace it entirely
• The F2 key is a toggle that you use to switch between navigation mode and editing mode
– In navigation mode, Access selects an entire field value. If you type while you are in navigation
mode, your typed entry replaces the highlighted field value
– In editing mode, you can insert or delete characters in a field value based on the location of the
insertion point

Navigation mode and editing mode keyboard shortcuts
Press
To Move the Selection in Navigation
Mode
To Move the Insertion Point in Editing Mode
← (left arrow) Left one field value at a time Left one character at a time
→ (right arrow) Right one field value at a time Right one character at a time
Home Left to the first field value in the record To the left of the first character in the field value
End Right to the last field value in the record To the right of the last character in the field
value
↑ (up arrow) or
↓ (down arrow)
Up or down one record at a time Up or down one record at a time and switch to
navigation mode
Tab or Enter Right one field value at a time Right one field value at a time and switch to
navigation mode
Ctrl + Home To the first field value in the first record To the left of the first character in the field value
Ctrl + End To the last field value in the last record To the right of the last character in the field
value

• Hiding and Unhiding Fields
– When you are viewing a table or query datasheet in Datasheet view, you might
want to temporarily remove certain fields from the displayed datasheet, making
it easier to focus on the data you’re interested in viewing
– The Hide Fields command removes the display of one or more fields
• Can be especially useful
in a table with many
fields
– The Unhide Fields
command redisplays
any hidden fields

• Finding Data in a Table
– Access provides options you can use to locate specific field values in a table
• The Find command searches a table or query datasheet, or a form, to locate a
specific field value or part of a field value

• Deleting Records
– To delete a record, you need to select the record in Datasheet view, and then
delete it using the Delete button in the Records group on the HOME tab or the
Delete Record option on the shortcut menu

Introduction to Queries, Part 1
• Access provides powerful query capabilities that allow you to do the
following:
– Display selected fields and records from a table
– Sort records
– Perform calculations
– Generate data for forms, reports, and other queries
– Update data in the tables in a database
– Find and display data from two or more tables
• The answer to a select query is returned in the form of a datasheet
– The result of a query is also referred to as a recordset because the query produces a set of
records that answers your question

Introduction to Queries, Part 2

Creating and Running a Query,
Part 1

Creating and Running a Query, Part 2

Updating Data Using a Query
• A query datasheet is temporary and its contents are based on the criteria
in the query design grid
• You can still update the data in a table using a query datasheet
• Instead of making the changes in the table datasheet, you can make
them in the PatientEmail query datasheet because the query is based on
the Patient table
• The underlying Patient table will be updated with the changes you make

Creating a Multitable Query
• A multitable query is a query based on more than
one table
• If you want to
create a query
that retrieves
data from multiple
tables, the tables
must have a
common field

Sorting Data in a Query, Part 1
• Sorting is the process of rearranging records in a specified
order or sequence
– Sometimes you might need to sort data before displaying or printing it
to meet a specific request
• To sort records, you must select the sort field, which is the
field used to determine the order of records in the datasheet
Sorting results for different data types
Data Type Ascending Sort Results Descending Sort Results
Short Text A to Z (alphabetical) Z to A (reverse alphabetical)
Number lowest to highest numeric value highest to lowest numeric value
Date/Time oldest to most recent date most recent to oldest date
Currency lowest to highest numeric value highest to lowest numeric value
AutoNumber lowest to highest numeric value highest to lowest numeric value
Yes/No yes (checkmark in check box) then no values no then yes values

• When working in
Datasheet view for
table or query,
each column
heading has an
arrow to the right
of the field name
– Arrow gives you access
to the AutoFilter feature,
which enables you to quickly sort and display field values
in various ways
a

• Sorting on Multiple Fields in Design View
– Sort fields can be unique or nonunique
• A sort field is unique if the value in the sort field for each record is different
• A sort field is nonunique if more than one record can have the same value for the sort field
–When the sort field is nonunique, records with the same sort field value are grouped
together, but they are not sorted in a specific order within the group
–To arrange these grouped records in a specific order, you can specify a secondary sort
field, which is a second field that determines the order of records that are already sorted
by the primary sort field (the first sort field specified)

Filtering Data, Part 1
• A filter is a set of restrictions you place on the records to temporarily isolate a subset
of the records
– Lets you view different subsets of displayed records so that you can focus on only the data you
need
– An applied filter is not available the next time you run the query or open the form (unless it has
been saved)
• The simplest technique for filtering records is Filter By Selection
– Lets you select all or part of a field value in a datasheet or form, and then display only those
records that contain the selected value in the field
– Another technique for filtering records is to use Filter By Form, which changes your datasheet to
display blank fields

Filtering Data, Part 2

Selection Criteria in Queries

Defining Record Selection Criteria for Queries, Part 1
• To tell Access which records you want to select,
you must specify a condition as part of the query
–A condition usually includes one of the comparison
operators
Figure 3-16 Access comparison operators
Operator Meaning Example
= equal to (optional; default operator) ="Hall"
<> not equal to <>"Hall"
< less than <#1/1/99#
<= less than or equal to <=100
> greater than >"C400"
>= greater than or equal to >=18.75
Between ... And ... between two values (inclusive) Between 50 And 325
In 0 in a list of values In ("Hall", "Seeger")
Like matches a pattern that includes wildcards Like "706*"

• Specifying an Exact Match
– Create a query that will display specific records
• This type of
condition is an
exact match
because the
value in the
specified field
must match the
condition exactly
in order for the
record to be
included in the
query results

Defining Record Selection Criteria for Queries,
Part 3
• Modifying a Query
– After you create a query and view the results, you might need to make changes to
the query if the results are not what you expected or require

Part 4

Part 5
• Using a Comparison Operator to Match a Range of Values
– After you create and save a query, you can double-click the query name in the
Navigation Pane to run the query again
– Click the View button to change its design
– You can also
use an
existing query
as the basis
for creating
another query

Defining Multiple Selection Criteria for
Queries, Part 1
• Multiple conditions require you to use logical operators to combine two
or more conditions
– Need to use the And logical operator
– If you place conditions in separate fields in the same Criteria row of the design
grid, all conditions in that row must be met in order for a record to be included in
the query results
– If you place conditions in different Criteria rows, a record will be selected if at
least one of the conditions is met
– If none of the conditions are met, no records are selected
– When you place conditions in different Criteria rows, you are using the Or logical
operator

Queries, Part 2

Defining Multiple Selection Criteria for Queries, Part 3
• The And Logical Operator
• In the query design, both conditions you specify will appear in the same Criteria
row; therefore, the query will select records only if both conditions are met

Queries, Part 4
• The Or Logical
Operator
• In the query
design, either
one of two
conditions is
satisfied or
when both
conditions are
satisfied

Changing a Datasheet’s Appearance,
Part 1
• You can make many formatting changes to a datasheet to improve its
appearance or readability
– Font type, size, color, alignment of text, apply different colors to the rows and
columns
• Modifying the Font Size
– Depending on the size of the monitor you are using or the screen resolution, you
might need to increase or decrease the size of the font to view more or fewer
columns of data

Part 2
• Changing the Alternate Row Color in a Datasheet
– Access uses themes to format the objects in a database. A theme is a
predefined set of formats including colors, fonts, and other effects
that enhance an object’s appearance and usability
• The Office theme, which formats every other row in a datasheet with a gray
background color to distinguish one row from another, is the default

Part 3

Creating a Calculated Field, Part 1
• Queries can perform calculations
– Must define an expression containing a combination of database fields,
constants, and operators
– A calculated field is a field that displays the results of an expression but it does
not exist in a database
– The Zoom box is a dialog box that you can use to enter text, expressions, or other
values
– Expression Builder is an Access tool that makes it easy for you to create an
expression
• It contains a box for entering the expression, an option for displaying and choosing common
operators, and one or more lists of expression elements, such as table and field names

Formatting a Calculated
Field
You can specify a
particular format for a
calculated field, just as
you can for any field,
by modifying its
properties

Using Aggregate Functions, Part 1
• You can calculate statistical information, such as
totals and averages, on the records displayed in a
table datasheet or selected by a query
– Use the Access Aggregate functions which perform
arithmetic operations on selected records in a database
Frequently used aggregate functions
Aggregate Function Determines Data Types Supported
Average Average of the field values
for the selected records
AutoNumber, Currency, Date/Time, Number
Count Number of records selected AutoNumber, Currency, Date/Time, Long Text,
Number, OLE Object, Short Text, Yes/No
Maximum Highest field value for the
selected records
AutoNumber, Currency, Date/Time, Number,
Short Text
Minimum Lowest field value for the
selected records
AutoNumber, Currency, Date/Time, Number,
Short Text
Sum Total of the field values for
the selected records
AutoNumber, Currency, Date/Time, Number

• Working with Aggregate Functions Using the Total Row
– To quickly perform a calculation using an aggregate function
in a table or query datasheet, you can use the Totals button
in the Records group on the HOME tab
• When you click
this button, a
row labeled
“Total” appears
at the bottom
of the datasheet
• Choose one of
the aggregate
functions

• Creating Queries with Aggregate Functions
– Aggregate functions operate on the records that meet a query’s selection criteria
– You specify an aggregate function for a specific field, and the appropriate operation applies to
that field’s values for the selected records

• Using Record Group Calculations
–In addition to calculating statistical information on all or selected
records, you can calculate statistics for groups of records
–The Group By operator divides the selected records into groups based
on the values in the specified field
• Those records with the same value for the field are grouped
together, and the datasheet displays one record for each group
• Aggregate functions, which appear in the other columns of
the design
grid, provide
statistical
information
for each
group

Working with the Navigation Pane,
Part 1
• The Navigation Pane is the main area for working with the
objects in a
–Provides options for grouping database objects in various ways to suit
your needs
–Divides database objects into categories, and each category contains
groups
–The default category is
Object Type, which arranges
objects by type—tables,
queries, forms, and reports
–The default group is
All Access Objects, which
appears at the top of the
Navigation Pane

Part 2

Part 3

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