You are on page 1of 48

# VIVEKANANDA SCHOOL OF POST GRADUATE STUDIES

CERTIFICATE This is the certify that Mr/Ms ___________________ the student of MBA 1st year bearing the HT NO ___________________ is a bonifide student of VIVEKANANDA SCHOOL OF POST GRADUATE STUDENT has completed his/her practical work in ITAM as practical fulfillment of course of MBA 1st year.

Candidate Signature

## External Examiner Signature

Page 1 of 48

INDEX PAGE

Introduction to Microsoft Excel.2 Functions of ms-excel.2 Ms excel contains....2 Functions in MS-Excel....3 Common Functionalities used in Ms-Excel.3 Characteristics..6 Basics of Spread Sheet.7 Modifying a Worksheet ..9 Sorting & Filling 12 Shortcut Keys in Ms-Excel.15 Ms-Excel Charts.17 Examples Illustrating the Usage of Ms-Excel Work Sheets & Charts...22 Introduction to Microsoft Access...36 Function of Ms-Access . 37 Examples Illustrating the Usage of Ms-Access .38

Page 2 of 48

## INTRODUCTION TO MICROSOFT EXCEL

MS-Excel is a program specifically designed for to enter organized data as well as to analyze and present the data of an organization attractively. Excel is one of the most versatile and popular spreadsheet programs. It can easily perform simple as well as complex mathematical operations. Spreadsheet is a simple worksheet consists of rows and columns in which any data can be entered. Excel contains 256 sheets, 256 columns and 65536 rows. Functions of ms-excel: MS-Excel2000 has been specifically developed keeping in mind in the problems associated with accounting such as calculating large number of lengthy figures, recalculating the figures in case of missing. Calculation: All the figures to be calculated which are entered through the keyboard. For carrying out calculations, all we need to do is just highlighting the require figures and then write the formulae for calculations. Recalculation: Whenever we add, delete and modify the data which are already calculated and it recalculates and change the result automatically. Repeat information: We can copy the text, value or formulae to another place in a worksheet.

Ms excel contains: Title bar Menu bar Standard tool bar Formatting tool bar Formula bar

Title bar: It contains name of the worksheet. Menu bar: It contains file, edit, view, insert, format, tools, data, windows and help. Standard tool bar: It consists new, open, save, print, print preview, spell check and grammar check, cut, copy, paste, undo, redo, email and search. Formatting tool bar: It contains font, font size, bold, italic, underline, left alignment, center, right alignment, justify, bullets and numbers, cell spanning, font colors etc Formula bar: It contains cell address and formulas (finance, statistics, date and time)

Page 3 of 48

Functions in MS-Excel: Statistical Functions: Average, Count, Frequency, Forecast, Intercept, MAX, MIN, Mode, Large, Median, Slope. Financial Functions: NPV, PV, Rate, NPER, MIRR, PMT, PPMT, SLN, SYD, VDB. Time & Date Functions: Day, Hour, Month, Minute, Second, Time, Time value, Today, Weekday, Year.

COMMON FUNCTIONALITIES USED IN MS-EXCEL 1. Entering Labels and Values Move to desired cell with the mouse or arrow key. Type letters or numbers into cell. Press Enter or an arrow key to insert your entry into the current cell. 2. Entering Formulas and Functions =b2-b3 is a basic formula that will subtract the number that is in b3 from the number in b2. All formulas must begin with an equal sign. The operators used for other calculations are: a. + (plus sign) Addition =b12+b13 b. * (asterisk) Multiplication =b12*b13 c. / (forward slash) Division =b12/b13 A function is a built-in formula with a name that Excel recognizes. Common functions are SUM, AVERAGE, MAX, MIN, and COUNT. Functions consist of the function name and the cells to be summed. In these examples b2 is the first number to be summed or Averaged and d2 is the last. Every cell between these two is included in the function. =SUM (b2:d2) =MIN (b2:d2) =AVERAGE (b2:d2) =COUNT (b2:d2) =MAX (b2:d2) 3. Editing Cells a. Select the cell(s) to edit and press delete to remove contents. b. Select the cell(s) to edit and type over to change the contents. c. Select the cell(s) to edit and make changes by clicking in the edit area, then use the delete and backspace keys or insert text.

Page 4 of 48

4. Copying Items Select the cells containing the item(s) you want to copy. To fill in adjacent cells, drag the fill handle of the selected cell(s) (be sure the mouse pointer is a +) to the copy destination. 5. Deleting Columns or Rows Place the cursor in the column or row you want to delete. Choose Edit, Delete from the menu. Select either entire row or entire column and choose OK. 6. Inserting Columns or Rows Place the cursor where you want to insert the row or column. Choose Insert, Column or Row. 7. Changing Column Width Click and drag the column boundary on the right side of the column heading until the Column is the width you want. 8. Formatting Select the cells to format and use the formatting Toolbar to obtain the desired appearance (bold, italics, underline, alignment, etc). 9. Sorting Click and drag over the items to sort. Include all of the items, but not the labels (column name). Click on Data and Sort. Under Sort by, specify the column by which you want to sort data. Select an option. Choose OK. 10. Creating a Chart (Graph) Click and drag over the labels and data that you want in your chart. Click on the Chart Wizard button. Choose the desired options in the chart wizard. a. To size the chart, click and drag on one of the diagonal handles. b. To move the chart, click on an empty space within the chart and drag it to the desired place. c. To change the chart titles: Double-click on the titles. 11. Page Setup a. Orientation and Paper Size: To change the paper orientation to landscape or to Change the paper size, choose File, Page Setup, Page and make desired choices. b. Margins: Choose Margins under Page Setup to adjust the margins of the worksheet. c. Page Numbering: Choose Header/Footer, click on the down arrow in the Header or Footer area and choose the desired page number style. Page 5 of 48

d. Printing titles on each page: Choose Sheet and type in the row (A1) to include as a title on each page. e. Printing lines (gridlines) on the worksheet: Choose Sheet and check the gridlines box. 12. Print Preview File, Print Preview allows you to see how the worksheet will look when it is printed out. 13. Printing File, Print. Select print range (all or specific pages). Choose OK. 14. Saving Your Worksheet File, Save As. Make sure the drive and folder are correct. Give the worksheet a name, but let Excel add the .xls extension. 15. Opening a File File, Open. (Or click on the Open button) Double-click on the folder if it is not selected. Double-click on the desired file name.

Page 6 of 48

Characteristics

This detection covers a Microsoft Excel document that contains a malicious payload. Testing shows that a fully patched Excel 2000, XP or 2003 is vulnerable to this exploit. McAfee Avert Labs is working with Microsoft to confirm the history of this vulnerability. Upon opening the known variants of this malformed XLS document, it can perform the following: Unpack the XOR-encrypted shell code in memory. Load KERNEL32.DLL using a hardcode address specific to Windows XP Service Pack 2. On other versions of Windows, Excel will simply crash. Create a new file in %Temp%\top10.exe using API calls - GetTempPathA, and Create File A. Seeks the opened file handle of the XLS file in memory using API call GetFileSize to match a specific file size. Extract the payload from the XLS file and write it into %Temp%\top10.exe. Execute %Temp%\top10.exe.

Page 7 of 48

BASICS OF SPREADSHEET
Spreadsheets can be very valuable tools in business. They are often used to play out a series of what-if scenarios! (Much like our car purchase here.) Spreadsheets are made up of

## In each cell there may be the following types of data

text (labels) number data (constants) formulas (mathematical equations that do all the work)

What is a COLUMN? In a spreadsheet the COLUMN is defined as the vertical space that is going up and down the window. Letters are used to designate each COLUMN'S location.

## In the above diagram the COLUMN labeled C is highlighted.

Page 8 of 48

What is a ROW? In a spreadsheet the ROW is defined as the horizontal space that is going across the window. Numbers are used to designate each ROW'S location.

In the above diagram the ROW labeled 4 is highlighted. What is a CELL? In a spreadsheet the CELL is defined as the space where a specified row and column intersect. Each CELL is assigned a name according to its COLUMN letter and ROW number.

In the above diagram the CELL labeled B6 is highlighted. When referencing a cell, you should put the column first and the row second.

Page 9 of 48

Modifying a Worksheet

Moving Through Cells Use the mouse to select a cell you want to begin adding data to and use the keyboard strokes listed in the table below to move through the cells of a worksheet.

Movement One cell up One cell down One cell left One cell right Top of the worksheet (cell A1) End of the worksheet (last cell containing data) End of the row End of the column Any cell

Key stroke up arrow key down arrow key or ENTER left arrow key right arrow key or TAB CTRL+HOME CTRL+END CTRL+right arrow key CTRL+down arrow key File|Go To menu bar command

## Adding Worksheets, Rows, and Columns

Worksheets - Add a worksheet to a workbook by selecting Insert Worksheet from the menu bar. Row - To add a row to a worksheet, select Insert Rows from the menu bar, or highlight the row by clicking on the row label, right-click with the mouse, and choose Insert. Column - Add a column by selecting Insert Columns from the menu bar, or highlight the column by click on the column label, right-click with the mouse, and choose Insert.

Page 10 of 48

Resizing Rows and Columns There are two ways to resize rows and columns. 1. Resize a row by dragging the line below the label of the row you would like to resize. Resize a column in a similar manner by dragging the line to the right of the label corresponding to the column you want to resize. - OR 2. Click the row or column label and select Format|Row|Height or Format|Column| Width from the menu bar to enter a numerical value for the height of the row or width of the column.

Selecting Cells Before a cell can be modified or formatted, it must first be selected (highlighted). Refer to the table below for selecting groups of cells.

Cells to select One cell Entire row Entire column Entire worksheet Cluster of cells

Mouse action click once in the cell click the row label click the column label click the whole sheet button drag mouse over the cells or hold down the SHIFT key while using the arrow keys

To activate the contents of a cell, double-click on the cell or click once and press F2.

Moving and Copying Cells Moving Cells To cut cell contents that will be moved to another cell select Edit|Cut from the menu bar or click the Cut button on the standard toolbar. Copying Cells To copy the cell contents select Edit|Copy from the menu bar or click the Copy button on the standard toolbar. Pasting Cut and Copied Cells Highlight the cell you want to paste the cut or copied content into and select Edit|Paste from the menu bar or click the Paste button on the standard toolbar.

Page 11 of 48

Drag and Drop If you are moving the cell contents only a short distance, the drag-and-drop method may be easier. Simply drag the highlighted border of the selected cell to the destination cell with the mouse. Freeze Panes If you have a large worksheet with column and row headings, those headings will disappear as the worksheet is scrolled. By using the Freeze Panes feature, the headings can be visible at all times. 1. Click the label of the row below the row that should remain frozen at the top of the worksheet. 2. Select Window|Freeze Panes from the menu bar. 3. To remove the frozen panes, select Window|Unfreeze Panes.

Freeze panes have been added to row 1 in the image above. Notice that the row numbers skip from 1 to 6. As the worksheet is scrolled, row 1 will remain stationary while the remaining rows will move.

Page 12 of 48

## SORTING & FILLING

Basic Sorts

To execute a basic descending or ascending sort based on one column, highlight the cells that will be sorted and click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button on the standard toolbar.

One of the complex sort is to sort by multiple columns, follow these steps: 1. Highlight the cells, rows, or columns that will be sorted. 2. Select Data|Sort from the menu bar. 3. From the Sort dialog box, select the first column for sorting from the Sort By dropdown menu and choose either ascending or descending. 4. Select the second column and, if necessary, the third sort column from the Then By drop-down menus.

5. If the cells you highlighted included the text headings in the first row, mark my list has...Header row and the first row will remain at the top of the worksheet.

Page 13 of 48

6. Click the Options button for special non-alphabetic or numeric sorts such as months of the year and days of the week.

## 7. Click OK to execute the sort.

Autofill The Autofill feature allows you to quickly fill cells with repetitive or sequential data such as chronological dates or numbers, and repeated text. 1. Type the beginning number or date of an incrementing series or the text that will be repeated into a cell. 2. Select the handle at the bottom, right corner of the cell with the left mouse button and drag it down as many cells as you want to fill. 3. Release the mouse button. If you want to autofill a column with cells displaying the same number or date you must enter identical data to two adjacent cells in a column. Highlight the two cells and drag the handle of the selection with the mouse.

Alternating Text and Numbers with Autofill The Autofill feature can also be used for alternating text or numbers. For example, to make a repeating list of the days of the week, type the seven days into seven adjacent cells in a column. Highlight the seven cells and drag down with the mouse.

Autofilling Functions Autofill can also be used to copy functions. In the example below, column A and column B each contain lists of numbers and column C contains the sums of columns A and B for each row. The function in cell C2 would be "=SUM(A2:B2)". This function can then be copied to the remaining cells of column C by activating cell C2 and dragging the handle Page 14 of 48

down to fill in the remaining cells. The autofill feature will automatically update the row numbers as shown below if the cells are reference relatively.

Page 15 of 48

## SHORTCUT KEYS IN MS-EXCEL

Keystroke Ctrl+B Ctrl+I Ctrl+U Ctrl+5 Ctrl+1 Ctrl+Shift+# Ctrl+Shift+@ Ctrl+Shift+! Ctrl+Page Down Ctrl+Page Up Arrow keys Ctrl and arrow key Home Ctrl+Home Ctrl+End Function Bold the selection Italicize the selection Underline the selection Strike through the selection Open the Format Cells dialog box Apply Date format Apply Time format Apply Number format Move to the next worksheet in a workbook Move to the previous worksheet in a workbook Move one cell up, down, left, or right an Move to the edge of the data region Move to the beginning of a row Move to the beginning of a worksheet Move to the end of the used portion of a worksheet

Ctrl+Backspace Display the active cell Enter Shift+Enter Shift+Tab Shift+Spacebar Ctrl+Spacebar Ctrl+A Move down a cell in a selected range Move up a cell in a selected range Move one cell to the left in a selected range Select a row Select a column Select an entire worksheet Page 16 of 48

Ctrl+O Ctrl+N Ctrl+S Ctrl+P Ctrl+W Ctrl+D Ctrl+R Ctrl+K Ctrl+X Ctrl+C Ctrl+V Ctrl+Y Ctrl+Z =

Open a workbook Create a new workbook Save a workbook Print a workbook Close a workbook Fill data down through selected cells Fill data through selected cells to the right Insert a hyperlink Cut the selected text or objects to the Clipboard Copy the selected text or objects to the Clipboard Paste the contents of the Clipboard Repeat last action Undo last edit Begin a formula

Action Formulas Apply AutoSum Current date Current time Spelling Help Macros

Keystroke

## ALT+= CTRL+; CTRL+: F7 F1 ALT+F8

Page 17 of 48

MS-EXCEL CHARTS
Charts allow you to present data entered into the worksheet in a visual format using a variety of graph types. Before you can make a chart you must first enter data into a worksheet. This page explains how you can create simple charts from the data. Chart Wizard The Chart Wizard brings you through the process of creating a chart by displaying a series of dialog boxes. 1. Enter the data into the worksheet and highlight all the cells that will be included in the chart including headers.

2. Click the Chart Wizard button on the standard toolbar to view the first Chart Wizard dialog box. 3. Chart Type - Choose the Chart type and the Chart subtype if necessary. Click Next.

Page 18 of 48

4. Chart Source Data - Select the data range (if different from the area highlighted in step 1) and click Next.

5. Chart Options - Enter the name of the chart and titles for the X- and Y-axes. Other options for the axes, grid lines, legend, data labels, and data table can be changed by clicking on the tabs. Press Next to move to the next set of options.

Page 19 of 48

6. Chart Location - Click As new sheet if the chart should be placed on a new, blank worksheet or select As object in if the chart should be embedded in an existing sheet and select the worksheet from the drop-down menu.

## 7. Click Finish to create the chart.

Resizing the Chart To resize the chart, click on its border and drag any of the nine black handles to change the size. Handles on the corners will resize the chart proportionally while handles along the lines will stretch the chart.

Moving the Chart Select the border of the chart, hold down the left mouse button, and drag the chart to a new location. Elements within the chart such as the title and labels may also be moved within the chart. Click on the element to activate it, and use the mouse to drag the element to move it. Page 20 of 48

## Chart Formatting Toolbar

Chart Objects List - To select an object on the chart to format, click the object on the chart or select the object from the Chart Objects List and click the Format button. A window containing the properties of that object will then appear to make formatting changes.

Chart Type - Click the arrowhead on the chart type button to select a different type of chart.

Legend Toggle - Show or hide the chart legend by clicking this toggle button.

Data Table view - Display the data table instead of the chart by clicking the Data Table toggle button.

Display Data by Column or Row - Charts the data by columns or rows according to the data sheet.

Angle Text - Select the category or value axis and click the Angle Downward or Angle Upward button to angle the selected by +/- 45 degrees. Page 21 of 48

Copying the Chart to Microsoft Word A finished chart can be copied into a Microsoft Word document. Select the chart and click Copy. Open the destination document in Word and click Paste.

Page 22 of 48

## EXAMPLES ILLUSTRATING THE USAGE OF MS-EXCEL WORKSHEETS & CHARTS

1. Create an MS-Excel worksheet with the following fields: Roll No., Name, Marks, Total Marks, Percentage of Marks and division of pass.

S.NO 1 2 3 4 5 6 7 8

## NAME AAA BBB CCC DDD EEE FFF GGG HHH

MBA I YEAR I SEM RESULTS AFM SFM MM LAB MOB ITAM ME TOTAL 74 60 84 73 58 93 73 515 77 93 62 54 40 47 49 422 40 40 41 48 49 44 48 310 40 60 43 48 64 72 92 419 74 85 98 65 73 45 66 506 98 94 52 71 85 62 93 555 40 49 73 81 51 61 88 443 77 71 61 64 92 62 51 478

AVERAGE DIVISION 73.571429 PASS 60.285714 PASS 44.285714 FAIL 59.857143 FAIL 72.285714 PASS 79.285714 PASS 63.285714 PASS 68.285714 PASS

PROCEDURE: Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas.

## Formulae: 1) Total marks; =sum (c2:g2) 2) Average; =h2/7

Page 23 of 48

2. Create an MS-Excel worksheet with the following fields: Product Id, Product Name, Price, Quantity and Tools.

Product Id Product Name SOAP LUX PEN REYNOLDS PAPER A4 BOOK STUDENT
1200 1000 800 600 400 200 0 LUX

Price 15 10 10 15

Quantity 30 5 100 10

## Price Quantity Totals REYNOLDS STUDENT

SOAP

PEN

PAPER BOOK

PROCEDURE: Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas. Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas. And select the fields, which are displayed in the graph, insert the graph and Line chart. Formulae: Totals=Price *Quantity.

Page 24 of 48

A4

3. Illustrate creation of pie-Chart using MS-Excel for the monthly rainfall data of Hyderabad (2cm, 1cm, 3cm, 4cm, 10cm, 20cm, 20cm, 10cm, 3cm, 2cm, 2cm, and 2cm). Month Rainfall in cm January 2 February 1 March 3 April 4 May 10 June 20 July 20 August 10 September 3 October 2 November 2 December 2
Rainfall in cm January February March April May June July August September October November December

PROCEDURE: Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas. And select the fields, which are displayed in the graph, insert the graph and pie chart.

Page 25 of 48

4. Create MS-Excel worksheet with : Emp. No, Emp. Name, Basic Pay, TA, DA, HRA, Gross Pay, IT, PF, Net Pay. Perform calculations as follows: DA is 30% of Basic Pay, HRA is 20% of Basic Pay, Gross pay is sum of Basic Pay, TA, DA and HRA and Net Pay=Gross Pay-(IT+PF)

EMPLOYEE DETAILS Emp. No. Emp. Name Basic Pay 1 2 3 4 5 6 AAA BBB CCC DDD EEE FFF 20000 21000 22000 23000 24000 25000 TA DA HRA Gross Pay 34000 35500 37000 38500 40000 41500 IT PF Net Pay 31500 32900 34300 35700 37100 38500 4000 6000 4000 4000 6300 4200 4000 6600 4400 4000 6900 4600 4000 7200 4800 4000 7500 5000 2000 500 2000 600 2000 700 2000 800 2000 900 2000 1000

PROCEDURE: Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas. Formulae: 1) For calculating da= c3*0.30. 2) For calculating hra=c3*0.20. 3) For gross pay=sum (c3:f3). 4) For net pay=i3-(g3+h3).

Page 26 of 48

5. Create a Pie-Chart for the monthly sales of cars of XYZ make with the following monthly sales using MS-Excel. (300, 200, 100, 50, 100, 500, 600, 700, 100, 200, 150, 20) Month Rainfall in cm January 2 February 1 March 3 April 4 May 10 June 20 July 20 August 10 September 3 October 2 November 2 December 2

Rainfall in cm January February March April May June July August September October November December

PROCEDURE: Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas. And select the fields, which are displayed in the graph, insert the graph and pie chart.

Page 27 of 48

6. Illustrate Bar Chart creation using MS-Excel for the monthly sales of a product. Month January February March April May June July August September October November December Sales of Product 20 40 30 100 200 300 200 100 50 30 70 30

Sales of Product

Month Se N o pt em v e Ju be m b er ly r

Sales of Product

Ja M nu ar ar ch y

ay

## 200 Sales in Units

400

PROCEDURE: Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas. And select the fields which are displayed in the graph insert the graph and bar chart.

Page 28 of 48

7. Demonstrate the creation of Pie-Chart in MS-Excel for the monthly sales of a product with the following monthly sales: (20, 40, 30, 100, 200, 300, 200, 100, 50, 30, 70, 30) Sales of Product 20 40 30 100 200 300 200 100 50 30 70 30
Sales of Product January February March April May June July August September October November December

Month January February March April May June July August September October November December

PROCEDURE: Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas. And select the fields, which are displayed in the graph, insert the graph and pie chart.

Page 29 of 48

8. Illustrate the creation of Pie-Chart in MS-Excel for the monthly accidents in Hyderabad city (30, 20, 5, 7, 20, 30, 40, 50, 20, 30, 70, 30) No. of Accidents 30 20 5 7 20 30 40 50 20 30 70 30
No. of Accidents January February March April May June July August September October November December

Month January February March April May June July August September October November December

PROCEDURE: Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas. And select the fields, which are displayed in the graph, insert the graph and pie chart.

Page 30 of 48

9. Create MS-Excel worksheet with: Emp NO, Emp Name, Basic Pay, TA, DA, HRA, Gross Pay, IT, PF, Net Pay, where, TA=17.5% of Basic Pay, DA=35% of Basic Pay, HRA= 10% of Basic Pay, IT=15% of Basic Pay, PF=12.5% of Basic Pay, Gross Pay= Basic Pay+TA+DA+HRA, Net Pay=Gross Pay-IT-PF.

Employee Details Emp. No Emp. Name Basic Pay 1 2 3 4 5 6 7 8 AAA BBB CCC DDD EEE FFF GGG HHH 100000 120000 250000 360000 450000 560000 225000 625000 TA 17500 21000 43750 DA HRA Gross Pay 162500 195000 406250 585000 731250 910000 365625 1015625 IT PF Net Pay 35000 10000 42000 12000 87500 25000 15000 12500 135000 18000 15000 162000 37500 31250 337500 54000 45000 486000 67500 56250 607500 84000 70000 756000 33750 28125 303750 93750 78125 843750

63000 126000 36000 78750 157500 45000 98000 196000 56000 39375 78750 22500 109375 218750 62500

PROCEDURE: Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas. Formulae: TA=0.175*c3, DA=0.35*c3, HRA= 0.10*c3, IT=0.15*c3, PF=0.125*c3, Gross Pay= sum(C3:F3), Net Pay=G3-(H3+I3).

Page 31 of 48

10. With an example show how we can protect MS-Excels Worksheet with password. Create MS-Excel worksheet which illustrates simple sorting.

Product Product Id Name SOAP LUX PEN REYNOLDS PAPER A4 BOOK STUDENT

## Price Quantity Totals 15 30 450 10 5 50 10 100 1000 15 10 150

PROCEDURE: Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas. To sort the data, go to data option in tool bar and select sort option to sort the required data. Saving the excel document, go to tools, select protection option and protect the document by providing a password. Formulae: Totals=Price *Quantity.

Page 32 of 48

11. Create an Excel with the following data Name of the employee, total income, income tax, surcharge. Income tax is calculated as follows: Income < 1, 00,000, tax = 0 1, 00,000 < income <= 2, 00,000, tax=20% or the amount above 1, 00,000 Income > 2, 00, 000 , tax=20,000 + 30% for the amount above 2, 00, 000 Surcharge is calculated as follows: Surcharge = 0, if income tax < 40, 000 Surcharge = 5% of income tax, if income tax > 40,000

EMPLOYEE TAX DETAILS EMPPLOYEE NAME ABC CDE EFG GHI IJK KLM MNO TOTAL INCOME INCOME TAX 123000 4600 234000 30200 345000 63500 456000 96800 567000 130100 678000 163400 789000 196700 SURCHARGE 0 0 3175 4840 6505 8170 9835

PROCEDURE: Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas.

Formulae: 1) For calculating INCOME TAX= IF (D6<100000, 0,IF (AND(D6>100000,D6<200000),0.2*(D6-100000),20000+0.3*(D6-200000))) 2) For calculating SURCHARGE= =IF (E6<40000, 0, IF (AND (E6>40000), 0.05*E6))

Page 33 of 48

12. Create a Pie-Chart for the monthly sales of cars of XYZ make with the following monthly sales using MS-Excel. (300, 200, 100, 50, 100, 500, 600, 700, 100, 200, 150, 20)

Month Rainfall in cm January 2 February 1 March 3 April 4 May 10 June 20 July 20 August 10 September 3 October 2 November 2 December 2

PROCEDURE: Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas. And select the fields, which are displayed in the graph, insert the graph and Bar chart.

## 13. Create an MS-Excel worksheet with the following fields:

Page 34 of 48

Roll no., name, marks in 3 subjects, total marks, percentage of marks, and division of pass.

STUDENTS MARKS LIST Total %age of RollNo. Name sub1 sub2 sub3 Marks Marks division of pass 1 ab 35 45 76 156 45 3rd div 2 cd 45 44 65 154 51.33333333 2nd div 3 ef 55 43 66 164 54.66666667 2nd div 4 gh 56 42 67 165 55 2nd div 5 ij 65 41 68 174 58 2nd div 6 kl 75 40 69 184 61.33333333 1st div 7 mn 86 39 70 195 65 1st div 8 op 67 38 71 176 58.66666667 2nd div 9 qr 45 37 72 154 51.33333333 2nd div 10 st 76 36 73 185 61.66666667 1st div

PROCEDURE: Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas. Formulae: 1) For calculating TOTAL MARKS= E6+F6+G6 2) For calculating %AGE OF MARKS= H6/300*100 3) For calculating DIVISION OF PASS= = IF (I6<35," fail", IF (50>I6,"3rd div", IF (60>I6,"2nd div", IF (70>I6,"1st div", IF (70>I6,"distinction")))))

Page 35 of 48

14. With an example show how we can protect MS-Excels Worksheet with password.

PROCEDURE: Open Microsoft excel document and save as .xls. And enter the details in cells and calculate the required results by using the formulas. To sort the data, go to data option in tool bar and select sort option to sort the required data. Saving the excel document, go to tools, select protection option and protect the document by providing a password.

## INTRODUCTION TO MICROSOFT ACCESS

Page 36 of 48

MS-Access is also called database. A database is an organized collection of related information about a particular subject or purpose. Ex: information regarding the price of a book or the profile of an individual in the organizations. A database is also like a box containing index cards. The only difference is that instead of index cards, computer database is filled with records. Objects of relational database: Ms-access is based on RDBMS. The major 4 objects of RDBMS as follows. 1) Tables 2) Queries 3) Forms 4) Reports Tables: A table is a collection of information on a specific topic. In a table, the information is stored rows and columns. We can store different types of data in different tables. The table contains the following Column: Each column represents a field which can stores only a specific category of information. Ex. Customer id. Row: Each row in a table is called a record which consists number of related fields. Which can stores some bits of the data about the record. Domain: The maximum and minimum values a field can have is called its domain. Primary key: A primary key refers 1 or more fields in a table that uniquely identify each record in the table. Queries: Queries are a systematic way of retrieving the information from the database. The main feature of query is access the query feature can look for the information that meets the criterion or condition which specify and display the information on the screen. Forms: Forms present the information stored in database in an easy to use format. Report: Reports are used to generate the required fields information as a report.

FUNCTION OF MS-ACCESS
Page 37 of 48

The major functions of database as follows: 1) Database creation. 2) Modifying a database. 3) Adding records in a database. 4) Deleting records in database. 5) Selecting and altering the records in database. Database creation: Creating a database means defining the data to be maintain and organizing the database to accommodate the data keeping requirements expected of the system. Modifying the database: It means changing its structure i.e. adding, deleting or altering the data field. Adding the records in database: A record or a row of our database is made up of several fields. When new bits of the data are entered in every field of a new row, a record gets added. Deleting records in a database: unnecessary records may be deleted or removed the data file. Selecting records in database: we can select the selected records from the database.

Data Types in MS-Access Number Text Date/Time Currency Auto number Yes/No

Page 38 of 48

## EXAMPLES ILLUSTRATING THE USAGE OF MS-ACCESS

1. Create a database for student addresses using MS-Access. Create a report to list the address of students on address labels.

Table: Student First Name Address City State/Province ID 1 AAA H.NO:12-60 HYDERABAD AP 2 BBB H.NO:4-75 VIZAG AP 3 CCC H.NO:13-67 BANGALORE KARNATAKA 4 DDD H.NO:14-8 KOLKATA WB 5 EEE H.NO:23-5 DELHI DELHI 6 FFF H.NO:5-6 CHENNAI TN 7 GGG H.NO:54-12 COCHIN KERALA 8 HHH H.NO:34-7 SECUNDERABAD AP

## Student First Name State/Province ID 1 AAA AP 2 BBB AP 8 HHH AP

Page 39 of 48

Report: Student Student First Name 1 AAA 2 BBB 3 CCC 4 DDD 5 EEE 6 FFF 7 GGG 8 HHH Address H.NO:12-60 H.NO:4-75 H.NO:13-67 H.NO:14-8 H.NO:23-5 H.NO:5-6 H.NO:54-12 H.NO:34-7 City HYDERABAD VIZAG BANGALORE KOLKATA DELHI CHENNAI COCHIN State/Prov AP AP KARNATAK WB DELHI TN KERALA AP

SECUNDERABAD

Procedure: Open Microsoft-Access and new blank database. (Click) Save the file. Double-Click on create a table design view. Then enter the data fields and select the data types. Select the primary key from data fields and save table. Then double click table and enter the details, save as the table. From the database select the reports. It will generate reports.

The following way the data fields should enter: Data fields Student ID First Name Address City State/Province Data types Number Text Text Text Text

Page 40 of 48

2. Create a Bank Database in MS-Access, and insert about 10 rows, assuming appropriate attributes.

Table: Transaction Transaction Date Account ID ID 1 1/12/07 2007 2 10/12/07 1999 3 12/12/07 1988 4 12/9/06 1566 5 12/7/14 5685 6 12/7/14 5455 7 12/12/01 2545 8 12/7/25 5848 Withdrawal Deposit Amount Amount \$10,000.00 \$200.00 \$500.00 \$3,000.00 \$5,000.00 \$2,500.00 \$100,000.00 \$8,000.00 \$6,500.00 \$4,588.00 \$8,000.00 \$3,000.00 \$500.00 \$600.00 \$600.00 \$400.00

Query: Withdrawal amount greater than 500 Transaction Account ID Withdrawal Amount ID 1 2007 \$10,000.00 3 1988 \$5,000.00 4 1566 \$100,000.00 5 5685 \$6,500.00 6 5455 \$8,000.00 8 5848 \$600.00

Page 41 of 48

Report: Transactions Transaction 1 2 3 4 5 6 7 8 Transaction 1/12/07 10/12/07 12/12/07 12/ 9/06 12/ 7/14 12/ 7/14 12/12/01 12/ 7/25 Account Withdrawal Amount 2007 1999 1988 1566 5685 5455 2545 5848 \$10,000.00 \$500.00 \$5,000.00 \$100,000.00 \$6,500.00 \$8,000.00 \$500.00 \$600.00 Deposit Amount \$200.00 \$3,000.00 \$2,500.00 \$8,000.00 \$4,588.00 \$3,000.00 \$600.00 \$400.00

Procedure: Open Microsoft-Access and new blank database. (Click) Save the file. Double-Click on create a table design view. Then enter the data fields and select the data types. Select the primary key from data fields and save table. Then double click table and enter the details, save as the table. From the database select the reports. It will generate reports. The following way the data fields should enter: Data fields Transaction ID Transaction Date Account ID Withdrawal amount Deposit amount Data types Number Date Number Currency Currency

Page 42 of 48

3. Create a student database in MS-Access, with student name, Roll No, Address, and Rank in ICET.

Table: ROLL First Name Address ICET RANK NO 1 AAA HYD 2000 2 BBB NELLORE 1399 3 CCC SECBAD 5890 4 DDD GUNTUR 7000 5 EEE VIZAG 8000 6 FFF HYD 4500 7 GGG WARANGAL 600 8 HHH KHAMMAM 50

Query:

ICET Rank less than 2500 ROLL First Name ICET RANK NO 1 AAA 2000 2 BBB 1399 3 CCC 5890 6 FFF 4500 7 GGG 600 8 HHH 50

Page 43 of 48

Report: Student ROLL NO First Name 1 AAA 2 BBB 3 CCC 4 DDD 5 EEE 6 FFF 7 GGG 8 HHH Address HYD NELLORE SECBAD GUNTUR VIZAG HYD WARANGAL KHAMMAM ICET RANK 2000 1399 5890 7000 8000 4500 600 50

Procedure: Open Microsoft-Access and new blank database. (Click) Save the file. Double-Click on create a table design view. Then enter the data fields and select the data types. Select the primary key from data fields and save table. Then double click table and enter the details, save as the table. From the database select the reports. It will generate reports. The following way the data fields should enter: Data fields Roll No Name Address ICET Rank Data types Number Text Text Number

Page 44 of 48

4. Create Employee Database in MS-Access, with the fields employee ID, Employee Name, Address, No. Of Children.

Table: ID Employee Employee Name Address No of children No 1 1 AAA HYD 5 2 2 BBB MUMBAI 4 3 3 CCC CHENNAI 6 4 4 DDD SECBAD 8 5 5 EEE HYD 5 6 6 FFF KOLKATA 9 7 7 GGG HYD 4 8 8 HHH VIZAG 3

Query: Employees having less than 3 children: Employee Employee Name No of children No 1 AAA 5 2 BBB 4 5 EEE 5 7 GGG 4 8 HHH 3

Page 45 of 48

Report: Employee ID 1 2 3 4 5 6 7 8 Employee Name 1 AAA 2 BBB 3 CCC 4 DDD 5 EEE 6 FFF 7 GGG 8 HHH Address HYD MUMBAI CHENNAI SECBAD HYD KOLKATA HYD VIZAG No of children 5 4 6 8 5 9 4 3

Procedure: Open Microsoft-Access and new blank database. (Click) Save the file. Double-Click on create a table design view. Then enter the data fields and select the data types. Select the primary key from data fields and save table. Then double click table and enter the details, save as the table. From the database select the reports. It will generate reports. The following way the data fields should enter: Data fields Employee ID Employee Name Address Data types Number Text Text Page 46 of 48

No of Children

Number

## 5. Create a student marks database for MBA I Year Students. Table:

Students Student Name SFM AFM LAB MOB MM ME ITAM TOTAL MARKS ID 1 AAA 70 80 90 60 50 50 80 480 2 BBB 50 60 50 80 90 70 60 460 3 CCC 60 20 50 40 30 50 90 340 4 DDD 40 40 50 40 30 60 50 310 5 EEE 50 60 100 100 90 100 80 580 6 FFF 40 50 60 70 80 90 100 490 7 GGG 50 40 60 80 70 100 100 500 8 HHH 40 50 40 80 70 40 40 360

## Query: Students having total of less than 500.

StudentsID Student Name TOTAL MARKS 1 AAA 480 2 BBB 460 3 CCC 340 4 DDD 310 6 FFF 490 8 HHH 360

Page 47 of 48

Report: Students StudentsID Student Name 1 AAA 2 BBB 3 CCC 4 DDD 5 EEE 6 FFF 7 GGG 8 HHH TOTAL MARKS 480 460 340 310 580 490 500 360

Procedure: Open Microsoft-Access and new blank database. (Click) Save the file. Double-Click on create a table design view. Then enter the data fields and select the data types. Select the primary key from data fields and save table. Then double click table and enter the details, save as the table. From the database select the reports. It will generate reports.

Page 48 of 48