final cis 300 test reviews prof. dos santos. agenda 1.logical functions. 2.mathematical functions....

FINAL CIS 300 TEST REVIEWSPROF. DOS SANTOS

AGENDA1. Logical Functions.

2. Mathematical Functions.

3. Statistical Functions.

4. Lookup Functions.

5. Date Functions.

6. Time Functions.

7. Text Functions.

8. Database Functions.

9. Sorting data by one and multiple columns.

10. Applying auto filter on one and multiple columns.

11. Calculating subtotals.

12. Applying advanced auto filters.

13. Pivot tables and Pivot charts.

14. Insert or delete a drop down list.

15. Access Review.

MICROSOFT EXCEL LOGICAL FUNCTIONS

AND=AND(logical1, [logical2], ...)

OR=OR(logical1, [logical2], ...)

NOT=NOT(logical)

IF=IF(logical_test, [value_if_true], [value_if_false])

NESTEDIF

IF( condition1, value_if_true, IF( condition2, value_if_true,

value_if_false ))

IFERROR

=IFERROR(value, value_if_error)

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Syntax:

=AND(logical1, [logical2], ...)

Arguments:

•logical1 RequiredThe first condition that you want to test that can evaluate to either TRUE or FALSE.

•logical2, ... OptionalAdditional conditions that you want to test that can evaluate to either TRUE or FALSE, up to a maximum of 255 conditions.

Description:

•Returns FALSE if one or more arguments is FALSE

•Otherwise, all arguments must evaluate TRUE

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Syntax:

=OR(logical1, [logical2], ...)

Arguments:

•logical1 RequiredThe first condition that you want to test that can evaluate to either TRUE or FALSE.

•logical2, ... OptionalAdditional conditions that you want to test that can evaluate to either TRUE or FALSE, up to a maximum of 255 conditions.

Description:

•Returns TRUE if one or more arguments is TRUE

•Otherwise, all arguments must evaluate FALSE

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Syntax:

=NOT(logical)

Arguments:

•logical RequiredA value or expression that can be evaluated to TRUE or FALSE.

Description:

•Reverses the value of its argument.

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Syntax:

=IF(logical_test, [value_if_true], [value_if_false])

Arguments:

•logical_test Required Any value or expression that can be evaluated to TRUE or FALSE.

•value_if_true Optional•The value that you want to be returned if the logical_test argument evaluates to TRUE. •If logical_test evaluates to TRUE and the value_if_true argument is omitted (that is, there is only a comma following the logical_test argument), the IF function returns 0 (zero).•To display the word TRUE, use the logical value TRUE for the value_if_true argument.

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Description:

•The IF function returns one value if a condition you specify evaluates to TRUE, and another value if that condition evaluates to FALSE.

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NESTED IF IN EXCEL

A nested IF statement says something like...

"If the answer is yes, do this. If the answer is no do this or this (depending on...“

Syntax:

IF( condition1, value_if_true, IF( condition2, value_if_true, value_if_false ))

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Syntax:

=IFERROR(value, value_if_error)

Arguments:

•Value Required. The argument that is checked for an error.

•Value_if_error Required. The value to return if the formula evaluates to an error. The following error types are evaluated: #N/A, #VALUE!, #REF!, #DIV/0!, #NUM!, #NAME?, or #NULL!.

Description:

•Returns a value you specify if a formula evaluates to an error; otherwise, returns the result of the formula. Use the IFERROR function to trap and handle errors in a formula.

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Is there an employee named Daniel Handel? (Yes or No)

=IF(C1="Handel"&B1="Daniel","yes","No")

Microsoft ExcelMathematical Functions

SUM=SUM(number1,[number2], ...)

SUMIF=SUMIF(range,criteria,[sum_range])

SUMIFS=SUMIFS(sum_range, criteria_range1, criteria1,

[criteria_range2, criteria2], ...)

ROUND=ROUND(number,num_digits)

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Syntax:

=SUM(number1, [number2], [number3], [number4], ...)

Arguments:

•number1 RequiredThe first item that you want to add.

•number2, number3, number4, ... OptionalThe remaining items that you want to add, up to a total of 255 items.

Description:

•Adds all the numbers that you specify as arguments.

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Syntax:

=SUMIF(range, criteria, [sum_range])

Arguments:•range Required

The range of cells that you want evaluated by criteria.oCells in each range must be numbers or names, arrays, or references that contain numbers.oBlank and text values are ignored.

criteria RequiredThe criteria in the form of a number, expression, a cell reference, text, or a function that defines which cells will be added.

oCriteria can be expressed as 32, ">32", B5, "32", "apples", or TODAY().•sum_range Optional

The actual cells to add, if you want to add cells other than those specified in the range argument.

oExcel adds the cells that are specified in the range argument (the same cells to which the criteria is applied).

Description:

•Sums the values in a range that meet criteria that you specify.

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Syntax:

SUMIFS(sum_range, criteria_range1, criteria1, [criteria_range2, criteria2], ...)

Arguments:

sum_range Required. One or more cells to sum, including numbers or names, ranges, or cell references that contain numbers. Blank and text values are ignored.

criteria_range1 Required. The first range in which to evaluate the associated criteria.

criteria1 Required. The criteria in the form of a number, expression, cell reference, or text that define which cells in the criteria_range1 argument will be added. For example, criteria can be expressed as 32, ">32", B4, "apples", or "32."

criteria_range2, criteria2, … Optional. Additional ranges and their associated criteria. Up to 127 range/criteria pairs are allowed.

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Description:

Adds the cells in a range that meet multiple criteria. For example, if you want to sum the numbers in the range A1:A20 only if the corresponding numbers in B1:B20 are greater than zero (0) and the corresponding numbers in C1:C20 are less than 10, you can use the following formula:

=SUMIFS(A1:A20, B1:B20, ">0", C1:C20, "<10") IMPORTANT The order of arguments differ between the SUMIFS and SUMIF functions. In particular, thesum_range argument is the first argument in SUMIFS, but it is the third argument in SUMIF. If you are copying and editing these similar functions, make sure you put the arguments in the correct order

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Syntax:

=ROUND(number, num_digits)

Arguments:

•number RequiredThe number that you want to round.

•num_digits RequiredThe number of digits to which you want to round the number argument.

Description:

•Rounds a number to a specified number of digits.

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MICROSOFT EXCEL

STATISTICAL FUNCTIONSAVERAGE

=AVERAGE(number1, [number2],...)AVERAGEIF

=AVERAGEIF(range, criteria, [average_range])COUNT

=COUNT(value1, [value2],...)COUNTIF

=AVERAGEIF(range, criteria, [average_range])COUNTIFS

COUNTIFS(criteria_range1, criteria1, [criteria_range2, criteria2]…)COUNTA

=COUNTA(value1, [value2],...)MAX

=MAX(number1,[number2],...)MIN

=MIN(number1,[number2],...)LARGE

=LARGE(array,k)SMALL

=LARGE(array,k)

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Syntax:

=AVERAGE(number1, [number2],...)

Arguments:

•number1 RequiredThe first number, cell reference, or range for which you want the average.

•number2, ... OptionalAdditional numbers, cell references or ranges for which you want the average, up to a maximum of 255.

Description:

•Returns the average (arithmetic mean) of the arguments.

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Syntax:

=AVERAGEIF(range, criteria, [average_range])

Arguments:

•range RequiredOne or more cells to average, including numbers or names, arrays, or references that contain numbers.

•criteria RequiredThe criteria in the form of a number, expression, cell reference, or text that defines which cells are averaged.

•average_range OptionalThe actual set of cells to average.

Description:

•Returns the average (arithmetic mean) of all the cells in a range that meet a given criteria. 20

Syntax:

AVERAGEIFS(average_range, criteria_range1, criteria1, [criteria_range2, criteria2], ...)

Arguments:

•Average_range Required. One or more cells to average, including numbers or names, arrays, or references that contain numbers.•Criteria_range1, criteria_range2, … Criteria_range1 is required, subsequent criteria_ranges are optional. 1 to 127 ranges in which to evaluate the associated criteria.•Criteria1, criteria2, ... Criteria1 is required, subsequent criteria are optional. 1 to 127 criteria in the form of a number, expression, cell reference, or text that define which cells will be averaged. For example, criteria can be expressed as 32, "32", ">32", "apples", or B4.

Description:

•Returns the average (arithmetic mean) of all cells that meet multiple criteria.

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Syntax:

=COUNT(value1, [value2],...)

Arguments:

•value1 RequiredThe first item, cell reference, or range within which you want to count numbers.

•value2, ... OptionalUp to 255 additional items, cell references, or ranges within which you want to count numbers.

Description:

•Counts the number of cells that contain numbers, and counts numbers within the list of arguments.

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Syntax:

=COUNTIF(range, criteria)

Arguments:

•range RequiredOne or more cells to count, including numbers or names, arrays, or references that contain numbers.

oBlank and text values are ignored.criteria Required

A number, expression, cell reference, or text string that defines which cells will be counted.

oCriteria can be expressed as 32, ">32", B4, "apples", or "32".

Description:

•Counts the number of cells within a range that meet a single criterion that you specify.

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Syntax:

COUNTIFS(criteria_range1, criteria1, [criteria_range2, criteria2]…)

Arguments:

•criteria_range1 Required. The first range in which to evaluate the associated criteria.•criteria1 Required. The criteria in the form of a number, expression, cell reference, or text that define which cells will be counted. For example, criteria can be expressed as 32, ">32", B4, "apples", or "32".•criteria_range2, criteria2, ... Optional. Additional ranges and their associated criteria. Up to 127 range/criteria pairs are allowed. IMPORTANT Each additional range must have the same number of rows and columns as the criteria_range1argument. The ranges do not have to be adjacent to each other.

Description:

•Applies criteria to cells across multiple ranges and counts the number of times all criteria are met.

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Syntax:

=COUNTA(value1, [value2],...)

Arguments:

•value1 RequiredThe first argument representing the values that you want to count.

•value2, ... OptionalAdditional arguments representing the values that you want to count, up to a maximum of 255 arguments.

Description:

•Counts the number of cells that are not empty in a range.

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Syntax:

=MAX(number1,[number2],...)

Arguments:

•number1, number2, ... Required1 to 255 numbers for which you want to find the maximum value.

Description:

•Returns the largest value in a set of values.

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Syntax:

=MIN(number1,[number2],...)

Arguments:

•number1, number2, ... Required1 to 255 numbers for which you want to find the minimum value.

Description:

•Returns the smallest value in a set of values.

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Syntax:

=LARGE(array,k)

Arguments:

•array RequiredThe array or range of data for which you want to determine the k-th largest value.

k RequiredThe position (from the largest) in the array or cell range of data to return.

Description:

•Returns the k-th largest value in a data set.

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Syntax:

=SMALL(array,k)

Arguments:

•array RequiredThe array or range of data for which you want to determine the k-th smallest value.

k RequiredThe position (from the smallest) in the array or cell range of data to return.

Description:

•Returns the k-th smallest value in a data set.

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MICROSOFT EXCEL LOOKUP FUNCTIONS

VLOOKUP=VLOOKUP(lookup_value, table_array, col_index_num,

[range_lookup])HLOOKUP

= HLOOKUP(lookup_value,table_array,row_index_num,range_lookup)

INDEX=INDEX(array,row_num,[column_num])

MATCH=MATCH(lookup_value, lookup_array, [match_type])

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Syntax:

=VLOOKUP(lookup_value,table_array,col_index_num,[range_lookup])

Arguments:

•lookup_value RequiredThe value to search in the first column of the table or range.

•table_array RequiredThe range of cells that contains the data.

•col_index_num RequiredThe column number in the table_array argument from which the matching value must be returned.

•range_lookup OptionalA logical value that specifies whether you want VLOOKUP to find an exact match or an approximate match.

Description:

•Searches the first column of a range of cells, and then returns a value from any cell on the same row of the range.

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Syntax:

= HLOOKUP(lookup_value,table_array,row_index_num,range_lookup)

Arguments:

•lookup_value RequiredThe value to search in the first row of the table or range.

•table_array RequiredThe range of cells that contains the data.

•row_index_num RequiredThe row number in table_array from which the matching value will be returned

range_lookup Optional. A logical value that specifies whether you want HLOOKUP to find an exact match or an approximate match. If TRUE or omitted, an approximate match is returned. In other words, if an exact match is not found, the next largest value that is less than lookup_value is returned. If FALSE, HLOOKUP will find an exact match. If one is not found, the error value #N/A is returned.Description:

• Searches for a value in the top row of a table or an array of values, and then returns a value in the same column from a row you specify in the table or array. 32

Microsoft® Excel® Lookup Functions

Syntax:

=INDEX(array,row_num,[column_num])

Arguments:

•array RequiredA range of cells or an array constant.

•row_num OptionalSelects the row in array from which to return a value.

oIf row_num is omitted, column_num is required.

•column_num OptionalSelects the column in array from which to return a value.

oIf column_num is omitted, row_num is required.

Description:

•Returns the value of an element in a table or an array, selected by the row and column number indexes.

Microsoft® Excel® Lookup Functions

Syntax:

=MATCH(lookup_value, lookup_array, [match_type])

Arguments:

•lookup_value RequiredThe value that you want to match in lookup_array.

•lookup_array RequiredThe range of cells being searched.

•match_type OptionalSpecifies how Excel matches lookup_value with values in lookup_array.

oThe number -1, 0, or 1

Description:

•Searches for a specified item in a range of cells, and then returns the relative position of that item in the range

MICROSOFT EXCEL DATE FUNCTIONS

DATE=DATE(year,month,day)

YEAR=YEAR(serial_number)

MONTH=MONTH(serial_number)

DAY=DAY(serial_number)

TODAY=TODAY()

NOW=NOW()

YEARFRAC=YEARFRAC(start_date,end_date,[basis])

DATEDIF=DATEDIF(startdate,enddate,interval) 35

Microsoft® Excel® Date Functions

Syntax:

=DATE(year,month,day)

Arguments:

•year RequiredThe value of the year argument can include one to four digits.

•month RequiredA positive or negative integer representing the month of the year from 1 to 12 (January to December).

•day RequiredA positive or negative integer representing the day of the month from 1 to 31.

Description:

•Returns the sequential serial number that represents a particular date.


Syntax:

=YEAR(serial_number)

Arguments:

•serial_number RequiredThe date of the year you want to find.

Description:

•Returns the year corresponding to a date.


Syntax:

=MONTH(serial_number)

Arguments:

•serial_number RequiredThe date of the month you want to find.

Description:

•Returns the month of a date represented by a serial number.


Syntax:

=DAY(serial_value)

Arguments:

•serial_value RequiredThe date of the day you want to find.

Description:

•Returns the day of a date, represented by a serial number.


Syntax:

=TODAY()

Arguments:

None

Description:

• Returns the serial number of the current date.


Syntax:

=NOW()

Arguments:

None

Description:

• Returns the serial number of the current date and time.


Syntax:

=YEARFRAC(start_date,end_date,[basis])

Arguments:

•start_date RequiredA date that represents the start date.

•end_date RequiredA date that represents the end date.

•basis OptionalThe type of day count basis to use.

Description:

•Calculates the fraction of the year represented by the number of whole days between two dates (the start_date and the end_date).

0 – This value is used for US (NASD) date systems that assume 30 days are in a month and 360 days are in one year. If no basis value is specified, a value of 0 is used.

1 – A value of 1 should be used for the basis if you want your calculations based on the actual number of days in any given month or year.

2 – This value uses the actual number of days in any given month but assumes there are only 360 days in a year.

3 – This value is similar to the previous option as it uses the actual number of days in any given month, but it assumes there are 365 days in each year. That is, it disregards leap years.

4 – This value is similar to 0 (30 days in each month and 360 days in a year), but it assumes a European date system.


Syntax:

=DATEDIF(startdate,enddate,interval)

Arguments:

•startdate RequiredA date that represents the start date.

•enddate RequiredA date that represents the end date.

•interval RequiredThe type of day count basis to use.


Arguments:

•interval RequiredThe type of day count basis to use.

Description:

• Computes the difference between two dates in a variety of different intervals.

MICROSOFT EXCEL TIME FUNCTIONS

HOUR=HOUR(serial_number)

MINUTE=MINUTE(serial_number)

SECOND=SECOND(serial_number)

Microsoft® Excel® Time Functions

Syntax:

=HOUR(serial_number)

Arguments:

•serial_number RequiredThe time that contains the hour you want to find.

Description:•Returns the hour of a time value.


Syntax:

=MINUTE(serial_number)

Arguments:

•serial_number RequiredThe time that contains the minute you want to find.

Description:•Returns the minutes of a time value.


Syntax:

=SECOND(serial_number)

Arguments:

•serial_number RequiredThe time that contains the seconds you want to find.

Description:•Returns the seconds of a time value.

MICROSOFT EXCEL TEXT FUNCTIONS

FIND=FIND(find_text,within_text,[start_num])

LEFT=LEFT(text,[num_chars])

LEN=LEN(text)

RIGHT=RIGHT(text,[num_chars])

CONCATENATE (including &)=CONCATENATE(text1, [text2], ...)

UPPER=UPPER(text)

LOWER=LOWER(text)

PROPER=PROPER(text)

TRIM=TRIM(text)

MID=MID(text, start_num, num_chars)

Microsoft® Excel® Text Functions

Syntax:

=FIND(find_text,within_text,[start_num])

Arguments:

•find_text RequiredThe text you want to find.

•within_text RequiredThe text string containing the text you want to find.

•start_num OptionalSpecifies the character at which to start the search.

Description:

•Locates one text string within a second text string, and returns the number of the starting position of the first text string from the first character of the second text string


Syntax:

=LEFT(text,[num_chars])

Arguments:

•text RequiredThe text string that contains the characters you want to extract.

•num_chars OptionalSpecifies the number of characters you want LEFT to extract.

Description:

•Returns the first character or characters in a text string, based on the number of characters you specify


Syntax:

=LEN(text)

Arguments:

•text RequiredThe text whose length you want to find.

Description:

•Returns the number of characters in a text string.


Syntax:

=RIGHT(text,[num_chars])

Arguments:

•text RequiredThe text string that contains the characters you want to extract.

•num_chars OptionalSpecifies the number of characters you want RIGHT to extract.

Description:

•Returns the last character or characters in a text string, based on the number of characters you specify.


Syntax:

=CONCATENATE(text1, [text2], ...)

Arguments:

•text1 RequiredThe first text item to be concatenated.

•text2 OptionalAdditional text items, up to a maximum of 255 items, which must be separated by commas.

Description:

•Joins up to 255 text strings into one text string.


Syntax:

=UPPER(text)

Arguments:

•text RequiredThe text you want converted to uppercase.

Description:

•Converts text to uppercase.


Syntax:

=LOWER(text)

Arguments:

•text RequiredThe text you want converted to lowercase.

Description:

•Converts all uppercase letters in a text string to lowercase.


Syntax:

=PROPER(text)

Arguments:

•text RequiredText enclosed in quotation marks, a formula that returns text, or a reference to a cell containing the text you want to partially capitalize.

Description:

•Capitalizes the first letter in a text string and any other letters in text that follow any character other than a letter.


Syntax:

=TRIM(text)

Arguments:

•text Required

is the text from which you want spaces removed.

Description:

Removes all spaces from text except for single spaces between words. Use TRIM on text that you have received from another application that may have irregular spacing.


Syntax:

=MID(text, start_num, num_chars)

Arguments:

Text Required. The text string containing the characters you want to extract.Start_num Required. The position of the first character you want to extract in text. The first character in text has start_num 1, and so on.Num_chars Required. Specifies the number of characters you want MID to return from text.

Description:

• MID returns a specific number of characters from a text string, starting at the position you specify, based on the number of characters you specify.

MICROSOFT EXCEL DATABASE FUNCTIONS

DAVERAGE=DAVERAGE(database,field,criteria)

DCOUNT=DCOUNT(database,field,criteria)

DMAX=DMAX(database,field,criteria)

DMIN=DMIN(database,field,criteria)

DSUM=DSUM(database,field,criteria)

Microsoft® Excel® Database Functions

Syntax:

=DAVERAGE(database,field,criteria)

Arguments:

•database RequiredThe range of cells that makes up the list or database.

•field RequiredIndicates which column is used in the function.

•criteria RequiredThe range of cells that contains the conditions you specify.

Description:

•Averages the values in a field (column) of records in a list or database that match conditions you specify.


=DAVERAGE(A4:E10,"Yield",A1:B2)

The average yield of apple trees over 10 feet in height.


=DAVERAGE(A4:E10,"Yield",A1:B2)=12

The average yield of apple trees over 10 feet in height.


=DAVERAGE(A4:E10,3,A4:E10)

The average age of all trees in the database.


=DAVERAGE(A4:E10, 3,A4:E10)



=DAVERAGE(A4:E10, 3,A4:E10)=13



=DMAX(A4:E10,"Profit",A1:A3)

The maximum profit of apple and pear trees.


=DMAX(A4:E10,"Profit",A1:A3)=105

The maximum profit of apple and pear trees.


=DMIN(A4:E10,"Profit",A1:B2)

The minimum profit of apple trees over 10 in height.


=DMIN(A4:E10,"Profit",A1:B2)=75



=DCOUNT(A4:E10,"Age",A1:F2)

This function looks at the records of apple trees between a height of 10 and 16 and counts how many of the Age fields in those records contain numbers.


=DCOUNT(A4:E10,"Age",A1:F2)=1

This function looks at the records of apple trees between a height of 10 and 16 and counts how many of the Age fields in those records contain numbers.


=DSUM(A4:E10,"Profit",A1:A2)

The total profit from apple trees.


=DSUM(A4:E10,"Profit",A1:A2)



=DSUM(A4:E10,"Profit",A1:A2)=225


SORTING DATA BY ONE AND MULTIPLE COLUMNS1. Select the data that you want to sort

Select a range of data, such as A1:L5 (multiple rows and columns) or C1:C80 (a single column). The range can include titles that you created to identify columns or rows.

2. Sort quickly

1. Select a single cell in the column on which you want to sort.

2. Click Button Image to perform an ascending sort (A to Z or smallest number to largest).

3. Click to perform a descending sort (Z to A or largest number to smallest).

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SORTING DATA BY ONE AND MULTIPLE COLUMNS

3. Sort by specifying criteria

You can choose the columns on which to sort by clicking the Sort command in the Sort & Filter group on the Data tab.

1.Select a single cell anywhere in the range that you want to sort.

2.On the Data tab, in the Sort & Filter group, click Sort.The Sort dialog box appears.

3.In the Sort by list, select the first column on which you want to sort.

4.In the Sort On list, select either Values, Cell Color, Font Color, or Cell Icon.

5.In the Order list, select the order that you want to apply to the sort operation — alphabetically or numerically ascending or descending (that is, A to Z or Z to A for text or lower to higher or higher to lower for numbers).

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APPLYING AUTO-FILTER ON ONE AND MULTIPLE COLUMNS

By filtering information in a worksheet, you can find values quickly.

You can filter on one or more columns of data.With filtering, you can control not only what you want to see, but what you want to exclude.

You can filter based on choices you make from a list, or you can create specific filters to focus on exactly the data that you want to see.

When you filter data, entire rows are hidden if values in one or more columns don't meet the filtering criteria.

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1. Select the data that you want to filter

1. On the Data tab, in the Sort & Filter group, click Filter.

2. Click the arrow in the column header to display a list in which you can make filter choices.

Note Depending on the type of data in the column, Microsoft Excel displays either Number Filters or Text Filters in the list.

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2. Filter by selecting values or searching

Selecting values from a list and searching are the quickest ways to filter. When you click the arrow in a column that has filtering enabled, all values in that column appear in a list.

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1 Use the Search box to enter text or numbers on which to search

2 Select and clear the check boxes to show values that are found in the column of data

3 Use advanced criteria to find values that meet specific conditions

1. To select by values, in the list, clear the (Select All) check box. This removes the check marks from all the check boxes. Then, select only the values you want to see, and click OK to see the results.

2. To search on text in the column, enter text or numbers in the Search box. Optionally, you can use wildcard characters, such as the asterisk (*) or the question mark (?). Press ENTER to see the results.

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3. Filter data by specifying conditions

By specifying conditions, you can create custom filters that narrow down the data in the exact way that you want. You do this by building a filter. If you've ever queried data in a database, this will look familiar to you.

1.Point to either Number Filters or Text Filters in the list. A menu appears that allows you to filter on various conditions.

2.Choose a condition and then select or enter criteria. Click the And button to combine criteria (that is, two or more criteria that must both be met), and the Or button to require only one of multiple conditions to be met.

3.Click OK to apply the filter and get the results you expect.

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CALCULATING SUBTOTALS

You can use Excel 2010's Subtotals feature to subtotal data in

a sorted list.

To subtotal a list, you first sort the list on the field for which you

want the subtotals, and then you designate the field that

contains the values you want summed — these don't have to

be the same fields in the list.

Excel does not allow you to subtotal a list formatted as a table.

You must first convert your table into a normal range of cells.

100


How to add a subtotal to a worksheet?

1. Sort the list on the field for which you want subtotals inserted.

2. Click the Subtotal button in the Outline group on the Data tab.

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3. Select the field for which the subtotals are to be calculated in the At Each Change In drop-down list.

4. Specify the type of totals you want to insert in the Use function drop-down list.

When you use the Subtotals feature, you aren't restricted to having the values in the designated field added together with the SUM function. You can instead have Excel return the number of entries with the COUNT function, the average of the entries with the AVERAGE function, the highest entry with the MAXIMUM function, the lowest entry with the MINIMUM function, or even the product of the entries with the PRODUCT function.

5. Select the check boxes for the field(s) you want to total in the Add Subtotal To list box.

6. Click OK.

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Excel adds the subtotals to the worksheet.

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APPLYING ADVANCED AUTO-FILTERS

Insert at least three blank rows above the range that can be used as a criteria range. The criteria range must have column labels. Make sure there is at least one blank row between the criteria values and the range.

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In the rows below the column labels, type the criteria you want to match.

105


1. Click a cell in the range.

2. On the Data menu, point to Filter, and then click Advanced Filter.

3. To filter the range by hiding rows that don't match your criteria, click Filter the list, in-place.

To filter the range by copying rows that match your criteria to another area of the worksheet, click Copy to another location, click in the Copy to box, and then click the upper-left corner of the area where you want to paste the rows.

4. In the Criteria range box, enter the reference for the criteria range, including the criteria labels.(A1:C3)

To move the Advanced Filter dialog box out of the way temporarily while you select the criteria range, clickCollapse Dialog .

5. To change how the data is filtered, change the values in the criteria range and filter the data again.

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PIVOT TABLES & PIVOT CHARTS

Excel 2010 has an option of creating pivot table, as name implies it pivots down the existing data table and tries to make user understand the crux of it.

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PIVOT TABLES & PIVOT CHARTS

To start out with making pivot table, make sure that all rows and columns are selected. Navigate to Insert tab, click PivotTable.

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PIVOT TABLES & PIVOT CHARTS You will reach Create Pivot Table dialog box. Excel fills in data

range from first to last selected columns and rows.

You can also specify any external data source to be used. Finally choose worksheet to save the pivot table report.

Click OK to proceed further

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PIVOT TABLES & PIVOT CHARTS Pivot table will appear.

Now we will populate this table with data fields which is being present at the right side of the Excel window.

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PIVOT TABLES & PIVOT CHARTS We start off with enabling Platform field, and then other fields.

Excel start filling cells in a sequence you want to populate. The Platform field will come first in the Pivot Table as shown in screen shot.

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PIVOT TABLES & PIVOT CHARTS For creating chart of pivot table, go to Insert

tab, click Column select an appropriate chart type.

In this example we will create a simple 3-D Column chart.

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PIVOT TABLES & PIVOT CHARTS Chart content can be changed by using the options at the

bottom-left of its area.

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INSERT OR DELETE A DROPDOWN LIST

To make data entry easier in Excel, or to limit entries to certain items that you define, you can create a drop-down list of valid entries that is compiled from cells elsewhere in the workbook.

To create a drop-down list from a range of cells, use the Data Validationcommand in the Data Tools group on the Data tab.

1.To create a list of valid entries for the drop-down list, type the entries in a single column or row without blank cells. For example:

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2. NOTE You may want to sort the data in the order that you want it to appear in the drop-down list.

3. If you want to use another worksheet, type the list on that worksheet, and then define a name for the list.

4. Select the cell where you want the drop-down list.

•On the Data tab, in the Data Tools group, click Data Validation.

•In the Data Validation dialog box, click the Settings tab.

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7. In the Allow box, click List.

8. To specify the location of the list of valid entries, do one of the following:

•If the list is in the current worksheet, enter a reference to your list in the Source box.

•If the list is on a different worksheet, enter the name that you defined for your list in the Source box.

9. Make sure that the In-cell dropdown check box is selected

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Access Review

DATABASE DESIGN

Basic Terminology:

A table consists of data that is arrayed in rows and columns.

A row of data is called a record.

A column of data is called a field.

Thus, a record is a set of related fields. The fields in a table

should be related to one another in some way.

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BASIC TERMINOLOGYPrimary key field is a field in which each record has a

unique value.

e.g. The SSN

Compound Primary Key is used when there is no single

field whose values are all different. In that case, two or more fields are combined. The combination of the fields’ values should be unique.

Foreign key is the primary key of another table.

e.g. suppose we need to link the employee table with the Hours worked table for payroll purposes. The Employee ID number (EIN) is the primary key of the employees table but the foreign key of the hours worked table.

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BASIC TERMINOLOGY

A form is a database object that is created from an existing table to make the process of entering data more user-friendly

A query is the database equivalent of a question that is posed about data in a table (or tables).

Queries can be designed to search multiple tables but these tables should be connected by a join operation.

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DATABASE DESIGNDatabase design concepts:

Entities an entity is a tangible thing or an event. It is a person, place, thing or concept about which data can be collected.

Consider the following examples:

1)The database of a video store would have one entity named video and another named customer (These are physical entities).

2)Organizations incur expenses from paying hourly employees and purchasing materials from suppliers. Hours worked and purchases are event entities in the database of most organizations.

3)The library lends books for free. If you were to think of checking out a book as a sales transaction for zero revenue, how would you handle the revenue generating event?

The event entity here is the number of checkouts.

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DATABASE DESIGNRelationships you should consider the relationship of each entity to the other entities you have identified.

Cardinality of any relationship can be one-to-one, one-to-many, or many-to-many.

A one-to-one relationship is like A book is published by one company or A shark lives in one place (the ocean).

There is a many-to-many relationship between the records in the doctor table and records in the patient table because doctors have many patients, and a patient could have several doctors;

A one-to-many relation between the department table and the doctor table because each doctor may work for only one department, but one department could have many doctors.

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DATABASE DESIGN

A book can have more than one author. An author can write more than one book. How would you describe the relationship between authors and books?

Many-to-many

A member can borrow any number of books at one checkout. A book can be checked out more than once. How would you describe the relationship between books and checkouts?

Many-to-many

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DATABASE DESIGN

Attributes an attribute is a characteristic of an entity. These attributes become the table’s field.

E.g. what are the attributes for the entity “Customer”?

Customer ID, First name, Surname, Date of Birth, Address and Phone no.

What are the attributes for the entity “Fashion Model”?

Name, Height, Weight, Dress size, Hair color and Eye color.

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DATABASE DESIGN RULES

Rule 1: You do not need a table for the business

The database represents the entire business. Thus in the practice example* The library is not an entity.

*practice problem at the end of tutorial A.

Rule 2: Identify the entities in the business description

In our example the entities are Members, employees and books.

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DATABASE DESIGN RULESRule 3: Look for relationships among the entities

look for relationships between entities; one-to-many and many-to-many.

In our example: one-to-many: a member can check out more than one book.

Rule 4: Look for attributes of each entity and designate a primary key.

Attributes of members: name, DOB, phone no., email address, member ID card number …etc.

Employees: name, # of hours worked, job title,…etc.

Books: name, authors, type, status, member ID card number…etc.

Primary Key

Foreign key

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DATABASE DESIGN RULES

Rule 5: Avoid data redundancy

you should not include extra (redundant) fields in a table. Redundant fields take up extra disk space and lead to data entry errors because the same value must be entered in multiple tables.

Rule 6: Do not include a field if it can be calculated from other fields

A calculated field is made using the query generator as we will see later.

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CREATING TABLES

Create tab Table design (in the tables group)

Fill in the table’s fields.

Change the lengths of the text fields from 255 to 30 spaces.

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CREATING TABLESWe need to make the Employee ID a primary key:Select the Employee ID field then in the Table tools Design click Primary Key tab

After you finish click the File tab Save object as then name your table

Note that this is different from Save Database as which saves the whole database.

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CREATING COMPOUND PRIMARY KEYThe two fields must be appear one after the other in the table definition screen (plan ahead for that format).

Highlight one field, hold down the control key and highlight the next field.

Go to table tools design tab Primary Key

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ADDING RECORDS TO A TABLE

Double click the table’s name in the navigation pane at the left of the screen then start typing data directly into the cells.

Enter your data one field value at a time.

Each time you finish entering a value, press Enter to move the cursor to the next cell.

After you enter the data in the last cell in a row, the cursor moves to the first cell in the next row and Access automatically saves the record

No need to save through the File tab.

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CREATING QUERIES

Using Calculated Fields in Queries:

E.g. suppose we have the following table.

if you have an existing field containing the number of boxes of Girl Scout cookies sold, you may want to see how much money was collected for each cookie sale. In this example, the boxes sold for $3.95 each.

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USING CALCULATED FIELDS IN QUERIES

In this case we will create a calculated field in a query.

Create tab Query design

Don’t Forget the Colon.

Also the field name must be enclosed in square brackets.

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USING CALCULATED FIELDS IN QUERIES

How to format the calculated field output?

1. select the output column by clicking the line above the calculated field expression.

2. the column darkens to indicate the selection.

3. Design tab property sheet format

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AVOIDING ERRORS WHEN MAKING CALCULATED FIELDS

1. Do not enter the expression in the criteria cell. Enter it in the Field cell.

2. Spell, capitalize, and space a field’s name exactly as you did in the table definition.

3. Don’t use parentheses or curly braces instead of the square brackets.

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“RELATING” TWO OR MORE TABLES BY THE JOIN OPERATION

Suppose you want to see the last names, employee IDs, wage rates, salary status, and citizenship only for US citizens and hourly workers.

Problem: the data is spread across two tables.

Solution: add both tables and pull down the five fields you need.

Step 1: Create tab Query design

Step 2: Click one table name and hold down the ctrl button while choosing the other table name.

Step 3: start pulling down the fields you need and add the criteria expressions.

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you can use calculated fields using more than one table.

Just follow the same steps and add the calculated field in the

design view like what we did earlier.

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TOTALS QUERIESAssume that you want to see two pieces of information for hourly workers:

1.The average wage rate

2.110 percent of the average rate

Step1:

Create the first query, click the design tab Totals button in the show/hide group. This will give us the average of the wage rate field.

Note that: you should type the revisedheading for the wage rate field, i.e. Average rate: wage rate.

N.B. we need the average of this field.

Also to get the hourly workers only, enter Criteria=No.

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TOTALS QUERIES

Now begin a new Query.But instead of basing it on a table, we will base it on the previous query.

Design the new query and create a calculated field inside it.

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USING THE DATE() FUNCTION IN QUERIESAccess has two important date function features:

1.The built in Date() function which gives today’s date.

2.Date arithmetic lets you subtract one date from another to

obtain the difference-in number of days- between two

calendar dates.

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USING THE DATE() FUNCTION IN QUERIESSuppose you want to give each employee a $1 bonus for each day the employee has worked.

So, you need to calculate the number of days between the employee’s date of hire and the date the query is run.

Date arithmetic

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USING TIME ARITHMETIC IN QUERIESAccess allows you to subtract the values of time fields to get an elapsed time.

In Access, subtracting one time from the other yields the decimal portion of a 24-hour day.E.g. if the employee worked 8 hours, the time arithmetic function yields 0.333. That’s why we multiply by 24.

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UPDATING QUERIES

Suppose you want to give all non-salaried workers a $0.5 pay

raise.

If you have 3 workers change the wage rate data in the

table.

If you have 3000 workers it would be much faster and

more accurate to change the wage rate by using an update

query that adds $0.5 to each non-salaried employee’s wage

rate.

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UPDATING QUERIESFirst start by making a select query.

Then click the update button in the query type group.

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UPDATING QUERIES

We will write the updated data in the Update to line in the QBE grid.

We will update only the non-salaried workers by using a filter under the salaried field.

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UPDATING QUERIESWhen you run the query, the following warning message will appear.

Click yes, and the records will be updated.

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DELETING QUERIESDelete queries work like the update queries.

E.g. Suppose your company is purchased by the state of Delaware. So you need to delete or “fire” all employees who are not exclusively Delaware residents.

<> not

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SCENARIO

You have a table of medicines. One of them is now banned. Create a query with the new requirements.

So what is the type of this query?

Delete Query

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PARAMETER QUERIES

Suppose you want to know how many hours a particular employee has worked.

1.Run a select query.

2.You will get a message to enter the employee ID.Enter your employee IDand you will get thedesired information

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PRACTICE QUERIES (P.33 37)#2 Create a query that shows the last name, first name, date hired, and state for employees who live in Delaware or were hired after 12/31/99. The primary sort (ascending) is on last name, and the secondary sort (ascending) is on first name. The primary sort field must be to the left of the Secondary sort field in the query setup.N.B. you have 3 tables.Employee Last Name, First Name, Employee ID, Street Address, City, State, Zip, Date Hired, Us Citizen.Wage Data Employee ID, Wage Rate, Salaried.Hours Worked Employee ID, Week #, Hours.

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Field

Table

Sort

Show

Criteria

Or:

Use this table to solve the practice query.

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ANSWER TO PRACTICE QUERY #2

Field Last Name First Name Date Hired State

Table Employee Employee Employee Employee

Sort Ascending Ascending

Show

Criteria >#12/31/1999# =“DE”

Or:

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PRACTICE QUERIES

#6 Create a parameter query that shows the hours employees have worked. Have the parameter query prompt for the week number. The output headings should be Last Name, First Name, Week #, and hours. This query is for non-salaried employees only.N.B. you have 3 tables.Employee Last Name, First Name, Employee ID, Street Address, City, State, Zip, Date Hired, Us Citizen.Wage Data Employee ID, Wage Rate, Salaried.Hours Worked Employee ID, Week #, Hours.

Field

Table

Sort

Show

Criteria

Or: 154

ANSWER TO PRACTICE QUERY #6

Field Last Name First Name Week # Hours Salaried

Table Employee Employee Hours Worked Hours Worked Wage Date

Sort

Show

Criteria [Enter Week #] =No

Or:

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CREATING REPORTS

Create basic ungrouped report:

Select the table create tab report

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CREATING REPORTS

Create Grouped Report:

Design tab Group and Sort button in the grouping and tools group.

Click the Add group buttonthen select the desired table (Employee ID)

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CREATING REPORTS

To total the hours worked by each employee:select the Hours column heading.Then on the Design tab totals button in the grouping and totals group Sum

Layout View

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CREATING REPORTS

Design tab Report view from the views group

Report view (final view)

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IMPORTING DATA

Open the Excel application and create a spreadsheet.

In the Access application: External data tab Excel in the import and link group

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IMPORTING DATA

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IMPORTING DATA

Choose the correct worksheet Make sure to select the first row contains column headings box

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IMPORTING DATA

Choose the default settings for each field you are importing

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IMPORTING DATA

Choose an appropriate name for your table

*you can change your table design from Design button

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MAKING FORMS

First select the table or query you want to base the form on

then select Create tab form

When you create a form within another form this is called

a subform

The Subform is useful when the form is based on one or

more tables.

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MAKING FORMS

Step 1: select the table create Form

Take the form into design view.Design tab make sure that the use control wizard option is selected click the subform/subreport button.

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MAKING FORMS

Use your cursor to stretch out the box under your main menu. This dialog box will appear

Select use existing tables and Queries Next

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MAKING FORMS

Choose the required table from the list Next select choose from a list Next Finish.

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Problems

final cis 300 test reviews prof. dos santos. agenda 1.logical functions. 2.mathematical functions....

Documents

logical value true

true optionalthe value

true argument

word true

logical requireda value

test argument

false iferror

test reviewsprof