MS EXCEL

What is Microsoft Excel? Microsoft Excel is a spreadsheet application, typically used to display and manipulate numerical data. Microsoft Excel provides data organization and analysis tools that enables you to sort, extract and generate charts from spreadsheet data. What's the latest version of Microsoft Excel? Microsoft Excel most recents versions are:

Microsoft Excel 2007 (Windows) Microsoft Excel 2008 (Mac OS)

The Microsoft Excel Window Microsoft Excel is an electronic spreadsheet. You can use it to organize your data into rows and columns. You can also use it to perform mathematical calculations quickly. This tutorial teaches Microsoft Excel basics. Although knowledge of how to navigate in a Windows environment is helpful, this tutorial was created for the computer novice. This lesson will introduce you to the Excel window. You use the window to interact with Excel. To begin this lesson, start Microsoft Excel 2007. The Microsoft Excel window appears and your screen looks similar to the one shown here.

Excel Worksheet
Excel is comprised of Worksheets inside a Workbook. For this assignment, you must save all worksheets and charts you create inside a Workbook and submit the Workbook to CMS portal. Do not submit individual worksheets or charts to CMS portal. If you submit individual worksheets or charts, your assignment will be incomplete, and you will lose points. For this assignment, create an Excel workbook containing five worksheets. The worksheets will include a list of bookstores for purchasing the type of novel you enjoy, a sorted version of the worksheet, two graphs, and a version of the worksheet that displays formulas. To gather current data for the worksheet, visit new www sites or use fictitious data. Remember to follow the instructions on the type and range of values to enter into the worksheet. The worksheets and charts included in the Excel Workbook will be submitted as one document to CMS portal. The main worksheet will include the names of eight bookstores, real or fictitious, where you can purchase novel and for each display cost, tax, shipping, discount, and payment options.

Construct an Excel worksheet that includes the following:

1. Descriptive Title Section: At the top of the worksheet enter the name of the worksheet, current date, your name, and any other information needed to describe the purpose of the worksheet. Leave five blank rows after the title section before entering column headings. 2. Column Titles - Beginning in Column A, enter the following titles: Bookstore, Number Ordered, Unit Price, Purchase Amount, Shipping, Discount Rate, Discount Amount, Tax, Frequent Buyer Points, and Total Cost Use the Wrap Text option in the Alignment folder of cell formatting to improve the appearance of long titles. 3. Row Titles - In Column A enter the names of eight bookstores for purchasing the novel (real or fictitious). 4. Data - Enter values, as indicated: Column B (Number Ordered): Enter numbers between 1 and 8, representing the number of items you purchased from each bookstore. Column C (Unit Price): Enter the price of the items purchased at each bookstore (assume one price for each bookstore). Column E (Shipping): Enter amounts for shipping or zero if there is no shipping cost.

Enter and copy formulas to display the following:

1. Purchase Amount (Column D): Equal to Unit Price times Number Ordered
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2. Discount Rate (Column F): Equal to ten percent if Purchase Amount is greater than $150; otherwise, five percent. 3. Discount Amount (Column G): Equal to Purchase Amount times Discount Rate

4. Tax (Column H): Before entering data in this column, move the cursor several rows above the column title (Tax). Enter the label Tax Rate in the new cell and the value .07 in the cell below it (see illustration below at #5). In Column H calculate and display the tax due to each bookstore. Tax is equal to Purchase Amount minus Discount Amount times Tax Rate, with Tax Rate held absolute in the formula. 5. H Tax Rate .07 Tax 6. Frequent Buyer Points (Column I): Equal to 10 points for every $50 purchase (Purchase Amount divided by 50 times 10).

7. Total Cost (Column J): Equal to Purchase Amount minus Discount Amount plus Shipping and Tax. 8. Skip two rows after the last bookstore named in Column A and enter three row titles: Column Items, Highest, Lowest, and Average. Calculate and copy the number of values, lowest, highest, and average values across appropriate rows. If there are cells where no data will appear, enter N/A in that cell (N/A means "not applicable").

Modify the Worksheet

1. Insert two new rows after the last row of bookstore items data and enter additional values where needed in Columns A, B, C, and E. The formulas already entered should recalculate once the new data is entered; check to see this has occurred. Note: There should still be two blank rows below the last row of data and the comparative data rows. Insert blank rows if necessary. 2. Two rows below the last item in Column E (Shipping), enter the label Shipping > $25. In the cell below the new label, write a formula with function to display the number of items in Column E that contain a value greater than 25 (hint: use countif function). 3. Select options from the Alignment, Style, Number, and Border menus to enhance the overall appearance of the worksheet. Remember to adjust column width as needed to incorporate the formatting options you've chosen. 4. Insert a Footer in the worksheet with your name at the left side, and page number at the right side.

Save the completed, modified worksheet in Landscape mode to the Workbook as Sheet#1 and label the Sheet Tab Main Worksheet. Note: Include grid lines and row and column headings.

Copy this sheet to Sheet#2. Sort the worksheet in descending order by Number Ordered as the first order key and Purchase Amount as the second order key. Save the sorted worksheet in Portrait mode to the Workbook as Sheet #2 and label the Sheet Tab Sorted. Note: Include grid lines and row and column headings.

How to Create Charts

1. Create and Save a Pie Chart to display the Unit Price for each bookstore to the Workbook as Sheet #3 and label the Sheet Tab Pie Chart. Include a suitable title for the chart and add data label to each segment. 2. Create and Save a Bar Chart that compares Total Cost from each bookstore with Numbered Ordered from each bookstore as Sheet #4 and label the Sheet Tab Column Chart. Include a suitable title for the chart. 3. Save a duplicate copy of the Main Worksheet (Sheet Tab #1) to Sheet Tab #5 and label the Sheet Tab Formulas. Using the duplicate copy of the worksheet (Sheet Tab #5), select the Formulas display option, adjust the width of the columns as needed, and add a Footer with your name on the right side and date on the left side to the worksheet (Excel does not duplicate headers and footers). Note: To view worksheet in formula mode, press CTRL and Tilde (CTRL ~ ). Most formatting options are not displayed when the worksheet is in formula mode. Include grid lines and row and column headings.

Create a Column Chart

. 1. Select cells A3 to D6. You must select all the cells containing the data you want in your chart. You should also include the data labels. 2. Choose the Insert tab. 3. Click the Column button in the Charts group. A list of column chart sub-types types appears. 4. Click the Clustered Column chart sub-type. Excel creates a Clustered Column chart and the Chart Tools context tabs appear. Apply a Chart Layout

1. Click your chart. The Chart Tools become available.

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2. Choose the Design tab. 3. Click the Quick Layout button in the Chart Layout group. A list of chart layouts appears. 4. Click Layout 5. Excel applies the layout to your chart. Change the Style of a Chart

1. Click your chart. The Chart Tools become available. 2. Choose the Design tab. 3. Click the More button in the Chart Styles group. The chart styles appear.

4. Click Style 42. Excel applies the style to your chart.

Change the Size and Position of a Chart When you click a chart, handles appear on the right and left sides, the top and bottom, and the corners of the chart. You can drag the handles on the top and bottom of the chart to increase or decrease the height of the chart. You can drag the handles on the left and right sides to increase or decrease the width of the chart. You can drag the handles on the corners to increase or decrease the size of the chart proportionally. You can change the position of a chart by clicking on an unused area of the chart and dragging. Change the Size and Position of a Chart

1. Use the handles to adjust the size of your chart. 2. Click an unused portion of the chart and drag to position the chart beside the data. Change the Chart Type

1. 2. 3. 4. 5. 6.

Click your chart. The Chart Tools become available. Choose the Design tab. Click Change Chart Type in the Type group. The Chart Type dialog box appears. Click Bar. Click Clustered Horizontal Cylinder. Click OK. Excel changes your chart type.

What is Microsoft Access

This page hopes to explain to you 'What is Microsoft Access' in simple terms. Microsoft Access has been around for some time, yet people often still ask me what is Microsoft Access and what does it do? Microsoft Access is a part of the Microsoft Office Suite. It does not come with all versions of Microsoft Office, so if you specifically want Microsoft Access make sure the office suite you are purchasing has it. Microsoft Access has the look and feel of other Microsoft Office products, including its layout and navigational aspects. That is where the similarity ends. Microsoft Access is a database and, more specifically, a relational database. This will be explained in more detail later. Access has an .mdb extension by default, whereas Microsoft Word has the .doc extension. Although this has changed in Access 2007 where the extension is now an accdb extension. Early versions of Access cannot read accdb extensions but Microsoft Access 2007 can read and change earlier versions of Access. The above is a bried overview of what is Microsoft Access. Now lets look at it in a bit more detail. What is Microsoft Access made up of? The Microsoft Access Database is made up of 7 major components:

Tables; Relationships; Queries; Forms; Reports; Macros; Modules.

The following gives a quick overview of each component. Tables The tables are the backbone and the storage container of the data entered into the database. If the tables are not set up correctly, with the correct relationships, then the database may be slow, give

you the wrong results or not react the way you expect. So, take a bit of time when setting up your tables. Queries, forms, etc. are usually based on a table. The tables that contain data look a bit like a table in Microsoft Word or a Microsoft Excel Spreadsheet, when opened. They have columns and rows as does a table in Microsoft Word and an Excel worksheet. Each of the columns will have a field name at the top and each of the rows will represent a record. As an example:

Relationships Relationships are the bonds you build between the tables. They join tables that have associated elements. To do this there is a field in each table, which is linked to each other, and have the same values. Queries Are the means of manipulating the data to display in a form or a report. Queries can sort, calculate, group, filter, join tables, update data, delete data, etc. Their power is immense. The Microsoft Access database query language is SQL (Structured Query Language). The need to know SQL is not required in the early stages of learning Access. Microsoft Access writes the SQL for you, after you tell it what you want, in the Design view of the queries window. Forms Forms are the primary interface through which the users of the database enter data. The person who enters the data will interact with forms regularly. The programmer can set the forms to show only the data required. By using queries, properties, macros and VBA (Visual Basic for Applications), the ability to add, edit and delete data can also be set. Forms can be set up and developed to reflect the use they will be required for. Reports Reports are the results of the manipulation of the data you have entered into the database. Unlike forms, they cannot be edited. Reports are intended to be used to output data to another device or application, i.e. printer, fax, Microsoft Word or Microsoft Excel.

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Macros Macros are an automatic way for Access to carry out a series of actions for the database. Access gives you a selection of actions that are carried out in the order you enter. Macros can open forms; run queries, change values of a field, run other Macros, etc. the list is almost endless. Modules Modules are the basis of the programming language that supports Microsoft Access, The module window is where you can write and store Visual Basic for Applications (VBA). Advanced users of Microsoft Access tend to use VBA instead of Macros. If you would like to learn VBA, I have a simple step by step lessons.

Click here to find out more All of the above components are persistent; this means that changes are saved when you move from one component to another, not when the database is closed, as in a Microsoft Word Document. I hope the above give you a bit of an idea of what is Microsoft Access and what it includes. Limitations The total size of a database file (.MDB) is limited only by the storage capacity of your PC (Microsoft quote the maximum database size of 2 Gigabyte (2000 Megabytes)). These figures are for pre 2007 versions of Microsoft Access. Very few realistic limitations exist, though here are some parameters:
Maximum table size No. if fields in a record or table 1 Gb 255

No. of indexes in a table or a record 32 Ni. of fields in an index No. of tables in a query Maximum size of a form or report Characters in a memo field 10 32 22" 64,000

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MDB size Max Integer Concurrent Users No. of characters in object names

2 Gb 2,147,483,648 255 64

What is Micorsoft Access as compared to a Relational Database Now that you understand a bit of what is Microsoft Access. it is time to explain what a relational database is. The relational database was invented by E. F. Codd at IBM in 1970.The power of a relational database is the ability to bring a lot of information together quickly. I am not going into too much technical detail of what a relational database but hope to explain it in simple terms, so it is possibly not 100% technically accurate. To me these are the rules of a relational database:

No duplicate data (except linked fields - explained shortly) Information is broken into categories Data is broken down to the smallest useable bit. For example a persons name would be broken down into 4 sperate sections title, first name, middle name and last name. Each record has a unique identifier, this distinguishes a particular record from any other record

To explain this I will give an example below: For the purpose of this example, we will be looking at a Library data base from a relational database viewpoint. For a Library database we would want to collect the following information:

Information about the books; Information about the borrowers; Information about when a book was borrowed and by whom.

You may be tempted to include all this information within the one table. Once you start entering data the following occurs:

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Entering data this way requires multiple entries (and duplicate data in some of the columns) This can lead to the following problems:

Data entry errors (see bolded items); The user having to enter the same information over and over; The database would grow very big, very quickly, causing it to run slower.

Therefore, to meet the rules of a relational database we would first break this one large table into smaller tables of like information (categories). As an example:

Table One (tblBook) would contain information about the books; Table Two (tblBorrower) would contain information about the borrowers; and Table Three (tblLoan) would contain information about the borrowing of a book.

The next step is to list all the facts you think are required for each of these tables underneath them. I have included the examples below for each of the tables for the library database. The primary key and foreign key fields will be explained a bit later. Note: The fields have been broken down in to their smallest logical part. As an example, a persons name has been broken down to:

Surname; First name; Title.

The information is only recorded once, i.e. we do not include all the information about the customer in the tblLoan table.

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Primary Key - Unique Identifier An important part of determining the fields for each table is deciding which field (if any) is suitable as the primary key. The power of a relational database is the ability to bring a lot of information together quickly. For this to work efficiently and effectively, Microsoft Access needs to be able to identify unique records. For this reason, one field or a set of fields needs to be unique. This can be a unique identification number such as a Medicare number, Employee ID number, Pension number, etc.:

A primary key cannot contain duplicate values, e.g. a persons last name is not suitable as a primary key as there is often more than one person with the same last name; A primary key cannot contain null values, therefore a field such as a phone number is not suitable, as you may not know the persons phone number when you first enter them into the database; 14

Also, if the information contained in the Primary Key is likely to be altered, then it is best to avoid this field as well.

If a unique identifier cannot be identified (which is more than likely), you can add a field, which will automatically increase sequentially by one, thus providing the record with a unique identifier. Foreign Keys The Foreign Key is the field that links a related table to the main table. As an example, in the library database, a borrower may appear many times in the Loan table, as a borrower may borrow many books. A book may also occur many times in the Loan table as a book can be borrowed many times. Therefore, the loan table would contain many links to a particular borrower and many links to a particular book, but each loan record would relate to only one book and one borrower. This is illustrated below:

The tblBorrower table is linked to the Loan table with the BorrowerID and BorrowerFK fields; The Book table is linked to the Loan table with BookID and BookFK fields.

These fields are known as foreign keys (FK). Note: that only the ID field is kept in the loan table, no other information is needed from the borrower table or the book table. By setting up relationships between the tables, Microsoft Access knows which foreign key belongs to which primary key (unique identifier) and can pull the information from the relevant tables when needed. So it some it all up. What is Microsoft Access, well it is a relational database found in the Microsoft Office suite. If you are still confused about 'What is Microsoft Access' then try: What is Microsoft Access at Wikipedia.

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Most of this information on 'What is Microsoft Access' has been taken from my Tutorial on Microsoft Access. If you would like a free copy then just fill in the form below.

The Problem
A spreadsheet program is a terrific tool for maintaining and calculating small sets of information. Microsoft Excel is easy to understand, create column names, enter your data, create formulas, and you're on your way. You can sort, filter, and format the data quickly and easily. But spreadsheets are not ideal for handling hundreds of records where you need to have "one version of the truth" for something like a customer, a contact, or main "thing" you need to track. It is very easy to introduce errors into a spreadsheet, which then makes analysis, summing, and reporting very challenging. The image below provides a quick example of several key challenges spreadsheets face.

How does a Microsoft Access database work?

Microsoft Access works in the same manner any database does, by storing related information together, and letting you create connections (commonly called relationships) between different things. The relationships between two different things in MSAccess can be very simple (such as a contact at a customer and the customer itself) or complex. In the example below, the blue boxes represent the major things we're tracking in our MS Access database tables, and the reports at right show how you can join the related information for analysis and reporting.

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Data is stored in Microsoft Access tables (think of them as mini-spreadsheets that store only one type of thing). A table can have many fields (think of them as columns in your spreadsheet). Each field in a table can be set up to allow or prevent users from entering certain information (for example, you could say one field only accepts dates, another can only allow a user to enter a numeric value, while another lets them enter anything they want). Once you have your MS Access tables, fields, and relationships set up, you can create data entry forms that use those tables to store your information and later create reports with the data. Microsoft Access forms are incredibly easy (and fun) to design with a wysiwyg form design tool. And you can use MS Access forms to simplify data entry for users by grouping related fields together, and hiding fields they don't need to enter. The Microsoft Access Command Button Wizard even helps you to create simple buttons for your forms without understanding how to create macros and Visual Basic.

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Introduction to Microsoft PowerPoint

Microsoft PowerPoint is a software product used to perform computer-based presentations. There are various circumstances in which a presentation is made: teaching a class, introducing a product to sell, explaining an organizational structure, etc. There are two main kinds of presentations you can deliver: before an audience or not. The preparation and the actual delivery of each are quite different. Before getting into the details of each, we will first take a look at the software and analyze what it has to offer.

Practical Learning: Launching Microsoft PowerPoint

To launch Microsoft PowerPoint, click Start -> (All) Programs -> Microsoft Office -> Microsoft Office PowerPoint 2003

Microsoft PowerPoint Interface

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The Title Bar As a regular Windows application, Microsoft PowerPoint shares some characteristics that are common to other programs. The top section of the interface is made of a wide bar called the title bar:

The left section of the title bar displays a small picture known as the system icon. This icon is used to identify the application. The icon holds a list of actions you can perform to close, minimize, maximize, move or restore the application. To perform any of these actions, you would click the system icon. This would display its list:

This list can also be referred to as the system menu. To use one of its items, you can click it. The main area of a title bar is a long bar actually referred to as the title bar. This section is also used to perform the same operations available on the system menu. There are other operations you can perform different than the system menu depending on the way you click the main area of the title bar. The System Buttons The right section of the title bar displays three small squares referred to as the system buttons. They are used to minimize, maximize, restore or close Microsoft PowerPoint. These items are
Button Role Minimizes the window Maximizes the window Restores the window Closes the window

The Main Menu

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Under the title bar, there is the main menu and sometimes called the Menu Bar. To use a menu item, you click one of its words and the menu expands. If an item is missing from the main menu, you can customize it. There are four main types of menus you will encounter: When clicked, the behavior of a menu that stands alone depends on the actions prior to clicking it. Under the File menu, an example is Exit A menu that is disabled is not accessible at the moment. This kind of menu depends on another action or the availability of something else. Here are examples:

A menu with three dots means that an intermediary action is required in order to apply its assignment. Usually, this menu would call a dialog box where the user would have to make a decision. A menu with an arrow holds a list of menu items under it. A menu under another menu is called a submenu. To use such a menu, you would position the mouse on it to display its submenu. Here is an example:

On the main menu (and any menu), there is one letter underlined on each word. Examples are F in File, E in Edit, V in View, etc. The underlined letter is called an access key. The access key allows you to access the same menu item using the keyboard. In order to use an access key, the
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menu should have focus first. The menu is given focus by pressing either the Alt or the F10 keys. When the menu has focus and you want to dismiss it, you can press Esc. On some menu items, there is a key or a combination of keys we call a shortcut. This key or this combination allows you to perform the same action on that menu using the keyboard. If the shortcut is made of one key only, you can just press it. If the shortcut is made of two keys, press and hold the first one, while you are holding the first, press the second key once and release the first key. Some shortcuts are a combination of three keys.
From now on, in our lessons, Press T Alt, G Ctrl + H Means Press the T key Press and release Alt. Then press G Press and hold Ctrl. While you are still holding Ctrl, press H once. Then release Ctrl Press and hold Ctrl. Then press and hold Shift. Then press E once. Release Ctrl and Shift

Ctrl + Shift + E

The Toolbars Under the menu bar, there is another bar made of various buttons. This is called a toolbar. There are various toolbars used in Microsoft PowerPoint. Each toolbar has a proper name and we will learn how to recognize them. At times, there will be many toolbars that come and go while you are using Microsoft PowerPoint. For this reason, we will refer to each toolbar by its name. To know the name of a toolbar, you can right-click any word on the menu bar or any button on the toolbar. If you have only one toolbar on your screen, its name will have a check box. The other name(s) on the context menu is (are) the one (those) you can add to the screen if you wish:

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You could also create your own toolbar. The Status Bar The status bar is a long horizontal bar that spans the whole bottom section of Microsoft PowerPoint. It will be used to provide some assistance or information about an item that is displaying or being accessed in Microsoft Access. Microsoft PowerPoint Help

Context-Sensitive Help Context-sensitive help refers to help provided on a specific item on the screen. Such help is provided for objects that are part of Microsoft PowerPoint interface. It includes objects like buttons on toolbars, dialog boxes, etc. Context-sensitive help is also referred to as Whats This?.

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To get context-sensitive help on a dialog box, you can click its button that h as a question mark on the left of the system Close button. To use this type of help, click the question mark button and click the item on which you need help. Practical Learning: Using Context-Sensitive Help
1. 2. 3. 4. 5. Start Microsoft PowerPoint To get context-sensitive help on a dialog box, on the main menu, click Tools -> Options... In the New Presentations dialog box, click the General tab Click the Whats This button Read the various sections on the Help window

6. On the Help window, click About Music And Sounds 7. After viewing help, close it 8. On the Options dialog box, click Cancel

The Office Assistant The Office Assistant is a character or a virtual person whose main job is to provide instant help when using a Microsoft Office product. The Office Assistant can stay on top of Microsoft PowerPoint while you are working. If you don't like the way it looks, you can click it and click Options. This would present you with the Office Assistant property sheet in which the Gallery property page allows you to select a different Office Assistant. The Options property page allows you to configure the behavior and responsiveness of the Office Assistant. To display the Office Assistant when it is not available, on the main menu, you can click Help -> Show the Office Assistant.
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To use its service, just click it, then type a word, a sentence, or a question. After pressing Enter, a primary list of possible matches would be displayed. If you do not find what is close to your request, you can use the available options or change your request. If you don't want the Office Assistant on the screen while you are working, you can hide it. To do this, on the main menu, you can click Help -> Hide Office Assistant. Practical Learning: Using the Office Assistant
1. If the Office Assistant is not displaying on the screen, on the main menu, click Help -> Show Office Assistant

2. To use the Office Assistant, click it

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3. Type Create Presentation and click Search

4. In the window that appears, scroll down in the list and click About Cre ating Presentations 5. After reading it, close the HTML Help window that opened ( but don't close Microsoft PowerPoint)

MSDN and Internet Help Online help is a separate program that provides help on Microsoft PowerPoint. If you have access to a Microsoft Developer Network (MSDN) CD-ROM or DVD, which is the help system provided to programmers who use Microsoft technologies (such as Microsoft Visual Studio), it includes a section on Microsoft Office, which internally includes a sub-category on Microsoft
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PowerPoint. On that help system and in the left frame, you can expand the link that displays Office. Then visit links to Microsoft PowerPoint or Microsoft Office: Although help on the Internet tends to be disparate, it is still the widest form of help available. This is provided in web sites, web pages, newsgroups, support groups, etc. As the publisher of the database environment, it is only natural to refer to Microsoft corporate web site first for help. The Microsoft web site is divided in categories. A web site is dedicated to Microsoft PowerPoint at http://www.microsoft.com/powerpoint. You can get help at http://support.microsoft.com. Probably the most visited site of Microsoft for developers of all Microsoft products is http://msdn.microsoft.com. This last site provides a tree list that presents items in categories (like the MSDN CD-ROM or a DVD). Microsoft PowerPoint Exit Since Microsoft PowerPoint shares the same functionality you are probably familiar with from using other applications, you can close it easily.

To close Microsoft PowerPoint, from the menu bar, you can click File -> Exit To close Microsoft PowerPoint from the system icon, you can either click it and click Close, or you can double-click its system icon To close Microsoft PowerPoint from its title bar, you can click its Close button To close Microsoft PowerPoint like any regular window of the Microsoft Windows applications, you can press Alt + F4 To close Microsoft PowerPoint using mnemonics, you can press Alt, f, x.

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