Unit 4 MS Excel Chapter 4

8/17/2019 Unit 4 MS Excel Chapter 4

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Prepared byBoard of Studies, ICAI

Chapter 4

DATA FORMS AND PRINTING

100hrs Information Technolo! Trainin " #oar$ of St%$ies& ICAI


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Section 1' Data Forms

(earnin O)*ecti+es

• Learn about databaseconcepts, using forms,sorting and ltering in Excel,Importing external data etc



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Data)ase Concepts

A $ata)ase is

a collection ofrelated recordsor similar eldsarranged in thetabulatedformat

A telephone directory, forexample, is a printout of acomputer database !hose elds

include last name, rst name,middle initial address and



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Data)ase Concepts in,-cel

#lan. ro/sSignal the end of a database "on#t lea$e a blan% ro!between column headings and data records "& lea$e a blan%ro! after all records and before totals, a$erages, or othersummary ro!s

Fiel$ names 'hese must be the tops of columns, each be in a single celland uni(ue !ithin a !or%sheet Be consistent) Label e$ery,column



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Forms

"ata forms

pro$ide aneasy !ay toenter or searchfor data

*ser canchange the

contents of aeld by editingthe text boxnext to the

eld name100hrs Information Technolo! Trainin " #oar$ of St%$ies& ICAI


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Forms

'he contents of

calc%late$el$s aredisplayed!ithout a textbox, becauseuser can#t editthem

+o!e$er, ifuser changes a$alue that acalculated eld

is based on,100hrs Information Technolo! Trainin " #oar$ of St%$ies& ICAI


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sin Data Forms

'o nd Data

Forms, clic%on the &cebutton in thetop left ofExcel -rom themenu, clic% on,-cel options

at the bottom)



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sin Data Forms

.hen user

clic%s the Excel&ptions button,user/ll see thisdialogue boxpopping up) 01



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sin Data Forms

Clic% the

C%stomi2ation button on theleft 'he idea isthat user canplace anyitems user li%eon the 2uic%

Access toolbarat the top ofExcel 3445



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sin Data Forms

*ser can pic% one

from the list, andthen clic% theA$$ button in themiddle

'o add the "ata-orm option tothe 2uic% Access'oolbar, clic% thedrop do!n list

!here it saysChooseComman$sFrom *ser

should see this0 1100hrs Information Technolo! Trainin " #oar$ of St%$ies& ICAI


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sin Data Forms

Clic% onCommands6ot in the7ibbon 'he

list box !illchange 01



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sin Data Forms

-rom the

Commands 6otin the 7ibbonlist, selectForm 6o!clic% the A$$ button in the8iddle 'he list

box on theright !ill thenloo% somethingli%e this one 01



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sin Data Forms

.hen user

clic% &9 on theExcel &ptionsdialogue box,user/ll bereturned toExcel 3445Loo% at the

2uic% Accesstoolbar, anduser shouldsee ne! item)



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A$$in recor$s in a Form

'o add a ne!record to user listusing a dataform, clic% on a

6e! command onthe form dialogbox



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Deletin recor$s in a Form

'o delete a record

from your listusing a dataform, clic% on aform icon on the

(uic% accesstoolbar

Excel opens thedata form :ou

can see the rstrecord in the list*se the Fin$Ne-t and Fin$

Pre+ buttons todis la the record

.hen you delete a record using a data

form, the deletion is permanent and itcannot be undone100hrs Information Technolo! Trainin " #oar$ of St%$ies& ICAI


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Searchin for recor$s in aForm

'o search for

records !iththe "ata -orm)

; &pen the$ata form if itis not alreadyopen

3 Clic% the Criteria buttonto open the

Criteria form3100hrs Information Technolo! Trainin " #oar$ of St%$ies& ICAI


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@ Clic% Fin$

Ne-t to ndthe rst recordthat meets thecriteria *seFin$ Ne-t andFin$ Pre+ to$ie! the

records thatmeet thesearch criteria



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Sortin Data

You can sort data by

text (A to Z or Z to A), numbers

(smallest to largest

or largest to

smallest), and datesand times (oldest to

newest and newest

to oldest) in one or

more columns.

Most sort operations

are column sorts,

but you can also

sort by rows.



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Sortin Data

; Select any

cell !ithin thedatabase3 -rom the dataribbon, chooseSortclic% the &ptionsbutton to set anyspecial sortingoptions for text

date or casesensiti$it ?100hrs Information Technolo! Trainin " #oar$ of St%$ies& ICAI


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Iss%es a)o%t Sortin

13 nhi$e ro/s an$ col%mns )efore !o% sort

53 ,nter col%mn hea$ins in onl! one ro/ 63 Chec. to see if the +al%es ret%rne$ )! a

form%la ha+e chane$343 Sort Or$ers

• 6umbers are sorted from the smallestnegati$e number to the largest positi$enumber

• "ates are sorted from the earliest date to thelatest date

• Alphanumeric text is sorted left to right,character by character -or example, if a cellcontains the text A;44, Excel places the cellafter a cell that contains the entry A; and

before a cell that contains the entry A;;100hrs Information Technolo! Trainin " #oar$ of St%$ies& ICAI


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Filter

A lter is

used toselectrecords that

meet aspeciccriterion and

temporarilyhide all theotherrecords *sercan enter100hrs Information Technolo! Trainin " #oar$ of St%$ies& ICAI


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Filter

; -ilters enable displaying specic datasubsetsfrom a long table

3 -ilters are easier to use compared tocreating formulas to sho! the samedata


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Filter

• :ou can also lter by more than onecolumn -ilters are additi$e, !hich meansthat each additional lter is based on thecurrent lter and further reduces thesubset of data

• *sing Auto-ilter, you can create three types

of lters) by a list $alues, by a format, or bycriteria Each of these lter types ismutually exclusi$e for each range of cellsor column table -or example, you can lter

by cell color or by a list of numbers, but not100hrs Information Technolo! Trainin " #oar$ of St%$ies& ICAI


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Iss%es a)o%t Filter

1. For best results, do not mix storage ormats,suc! as text and number or number and date,

in t!e same column because only one type o

ilter command is a"ailable or eac! column.

#. $ t!ere is a mix o storage ormats, t!e

command t!at is displayed is t!e storageormat t!at occurs t!e most.



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A%toFilter Option

Auto-ilter includes se$eral options)• Sort Ascending Sort "escending

• Color >!here a$ailable?

• Custom



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sin A%to Filter

'o ha$e Excel set

up an Auto-ilter,select any cell inthe database andchoose Data'Filter3

Clic% thedropdo!n arro!that appears next

to each eldname to accessthe eld#s criterialist



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Importin ,-ternal Data



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To import an

7M( le& Clic.on the From7M( DataImport 8




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Select the le

to )e importe$&In this e-amplethe e-istinOr$er $etails

le is importe$3




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Choose the 7M(

ta)le ine-istin/or.sheet 8




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The 7M( le isimporte$ assho/n here 8




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Section 2: Pivot tables

(earnin O)*ecti+es

• Learn ho! to build a Pi$ot'able report

• Change the layout of a Pi$ot'able

• -ind the Pi$ot'able elds

• *nderstand the Pi$ot'able -ield List

• Printing in 8s0Excel



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Pi+ot ta)les

Pi$ot tables are a po!erful tool for dataanalysis A pi$ot table summariFes thecolumns of information in a database inrelationship to each other

Enable (uic% re$ie!s of G!hat ifHscenarios

Allo!s you to manipulate data!ithout ris%ing losing it or messingit up

Extract meaningful information from

your spreadsheet100hrs Information Technolo! Trainin " #oar$ of St%$ies& ICAI

i )l


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Pi+ot ta)les

Create Pi$ot'ablesusing the Pi$ot'able

and Pi$otChart

7eport .iFard


R i S $


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Re+ie/ So%rce $ata

Before you start to !or% !ith a Pi$ot'able report, ta%ea loo% at your Excel !or%sheet to ma%e sure it is !ellprepared for the report .hen you create a Pi$ot'ablereport, each col%mn of your source data becomes a

el$ that you can use in the report -ields summariFemultiple ro!s of information from the source data

'he names of the elds for the report come from thecolumn titles in your source data Be sure that you

ha$e names for each column across the rst ro! ofthe !or%sheet in the source data


R i S $


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Re+ie/ So%rce $ata

'he remaining ro!s belo! the headings shouldcontain similar items in the same column -orexample, text should be in one column, numbers inanother column, and dates in another column In

other !ords, a column that contains numbers shouldnot contain text, and so on

-inally, there should be no empty columns !ithin thedata that you are using for the Pi$ot'able report .e

also recommend that there be no empty ro!sD forexample, blan% ro!s that are used to separate onebloc% of data from another should be remo$ed


R i S $ t


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Re+ie/ So%rce $ata

.hen the data is ready, place the cursor any!here in thedata 'hat !ill include all the !or%sheet data in the report&r select =ust the data you !ant to use in the report

'hen, on the Insert tab, in the Ta)les group, clic%

Pi+otTa)le, and then clic% Pi+otTa)le again 'he CreatePi+otTa)le dialog box opens

Select a ta)le or rane is already selected for you 'heTa)le9Rane box sho!s the range of the selected dataNe/ :or.sheet is also selected for you as the place

!here the report !ill be placed >you can clic% ,-istin:or.sheet if you don/t !ant the report placed in a ne!!or%sheet?


Pi t t )l $i l )


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Pi+ot ta)le $ialo )o-

'he layout

area for thePi$ot'ablereport

'hePi+otTa)leFiel$ (ist


Pi tT )l # i


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Pi+otTa)le #asics

&n one side is the layout area ready for thePi$ot'able report, and on the other side is thePi+otTa)le Fiel$ (ist 'his list sho!s the columntitles from the source data As mentioned earlier,

each title is a el$) 8onth, Sub=ect, Student and soon

:ou create a Pi+otTa)le report by mo$ing any of theelds to the layout area for the Pi$ot'able report :ou

do this either by selecting the chec% box next to the100hrs Information Technolo! Trainin " #oar$ of St%$ies& ICAI

Pi tT )l R t


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Pi+otTa)le Report

6o! you are ready to build the

Pi$ot'able report 'he elds youselect for the report depend on!hat you !ant to %no!

.hen you select a eld, Excelplaces it in a default area of thelayout for you :ou can mo$e theeld to another area if you !antto -or example, if you !ant a

eld to be in the column areainstead of the ro! area


Pi t t )l $i l )


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Pi t t )l $i l )


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Pi t t )l t ft


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Pi+ot ta)le report afterreportin6o! you !ant to loo% at

specic details

Ad$enture .or%s sellsproducts ranging from!ater bottles to roadbi%es and $ests :ou/dli%e to see the salesamounts for road bi%es

only 'hen you/d li%e tosee !hich road bi%essold the most And thenyou !ant to see ho!selected road bi%es soldduring a certain periodof time :ou can seeexactly !hat you !antby ltering thePi$ot'able report data


Printin in , cel


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Printin in ,-cel

Excel supports numerous print

conguration options); Page margins

3 Column and ro! headings


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Printin in ,-cel


Printin in ,-cel


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Printin in ,-cel


Printin in ,-cel


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Printin in ,-cel


Printin in ,-cel


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Printin in ,-cel


Printin Repeatin hea$er


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Printin Repeatin hea$er

1. Launch thePage SetupDialogueBox.

2. At the Sheettabs, specifythe rows tobe repeated.1!"specifies#ows 1 to "

$. Press %&.


;%estion


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;%estion

; can be used to enlarge or reduceprinted !or%sheet

3 is a collection of related records


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Ans/er

; Scaling can be used to enlarge orreduce printed !or%sheet

3 "atabase is a collection of related

records

Unit 4 MS Excel Chapter 4

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Transcript of Unit 4 MS Excel Chapter 4