MICROSOFT
Excel & Access
For Beginners & Pros. 2021
A Complete Guide to Master Excel and Access 365 for All Users
MATT VIC
Copyright © 2021 by Matt Vic
All rights reserved. No part of this publication may be reproduced, distributed, or transmitted in any form or by any
means, including photocopying, recording, or other electronic or mechanical methods, without the prior written
permission of the publisher, except in the case of brief quotations embodied in critical reviews and certain other
noncommercial uses permitted by copyright law.
CONTENTS
CONTENTS
BOOK ONE
MICROSOFT EXCEL 365 TOGETHER WITH EXCEL 2021
INTRODUCTION
CHAPTER ONE
MICROSOFT OFFICE 365 APPLICATION
UNDERSTANDING OFFICE 365 APPLICATION
EXCEL 365 AND MICROSOFT OFFICE
ACCESSING OFFICE 365 APPLICATION
SIGNIFICANCE OF ONLINE EXCEL (EXCEL 365)
DIFFERENCES BETWEEN EXCEL 365 AND OFFLINE EXCEL (2016, 2019 & 2021)
GETTING STARTED WITH EXCEL 365 & 2021
CREATING AN EXCEL WORKBOOK FROM THE SCRATCH AND PRESET TEMPLATE
UNDERSTANDING EXCEL WINDOW INTERFACE
RECOGNISING ROWS, COLUMNS, AND CELLS
COMPARING WORKBOOK AND WORKSHEET
ENTERING DATA IN A WORKSHEET
METHODS OF ENTERING DATA
ESSENTIAL TECHNIQUES OF ENTERING DATA
ENTERING EXCEL TEXTS
ENTERING EXCEL FIGURES
ENTERING EXCEL DATE AND TIME
ENTERING SPECIFIC LIST AND SERIAL DATA QUICKLY WITH AUTO-FILL COMMAND
QUICKLY COMBINING DATA WITH FLASH FILL COMMAND
QUICKLY EXTRACTING DATA WITH FLASH FILL COMMAND
FORMATTING EXCEL NUMBERS, DATES, AND TIMES
SETTING DATA VALIDATION GUIDE
CHAPTER TWO
WORKING WITH THE WORKSHEET
EDITING WORKSHEET CONTENTS
MOVING HERE AND THERE WITHIN A WORKSHEET
CHANGING APPEARANCE OF THE WORKSHEET
FREEZING ROWS AND COLUMNS
SPLITTING ROWS AND COLUMNS
HIDING ROWS AND COLUMNS
ATTACHING COMMENT TO THE WORKSHEET
VARIOUS WAYS OF SELECTING CELLS IN A SHEET
MOVING, COPYING, AND DELETING CELL CONTENTS
CONTROLLING THE WORKSHEET INSIDE A WORKBOOK
PREVENTING OTHERS FROM INTERFERING WITH YOUR WORKSHEET
CHAPTER THREE
DATA COMPUTATION WITH FORMULAS AND FUNCTIONS
UNDERSTANDING EXCEL FORMULAS
USING CELL REFERENCE IN FORMULAS
POINTING TO FORMULAS RESULT IN FORMULA
OPERATORS OF EXCEL FORMULAS
UNDERSTANDING ORDER OF EXCEL OPERATOR PRECEDENCE
BYPASSING ORDER OF PRECEDENCE
BASICS METHOD OF ENTERING FORMULAS
DIVERSE WAYS OF ENTERING CELL FOR FORMULAS
ENTERING CELL REFERENCE VIA CLICKING
ENTERING A CELL RANGE
USING CELL RANGE NAME RATHER THAN CELL REFERENCES
USING ANOTHER WORKSHEET CELL CONTENTS IN FORMULAS
COPYING EXCEL FORMULAS TO THE OTHER CELL
IDENTIFY AND RECTIFYING ERROR IN EXCEL FORMULAS
RECTIFYING ERROR AS IT APPEARS
RECTIFYING WITH ERROR CHECKER
RECTIFYING ERROR VIA TRACING CELL REFERENCES
DIGGING DEEP INTO FUNCTIONS
FORMULATING ARGUMENT IN FUNCTIONS
USING EXCEL HELP TO ENTER ARGUMENT FOR EACH FUNCTION
BEGIN ENTERING AN EXCEL FORMULA
BRIEF DESCRIPTION OF NEW EXCEL AND OTHER INDISPENSABLE USED FUNCTION
COUNTING DATA ITEM WITH “COUNT” AND “COUNTIF” FUNCTION
CONCAT FOR MERGING TEXT STRINGS
“TEXTJOIN” FUNCTION FOR PERFECT JOINING CELL VALUES, AND RANGE OF CELLS
“SWITCH” FOR SWITCHING CELL VALUES
COMPARISON OF SWITCH AND IFS FUNCTION
IFS FUNCTION COMPARES TO IF AND NESTED IF WHEN TESTING MULTIPLE CONDITION
IF FOR PERFECT CONDITION ANALYSIS
“MAXIFS” AND “MINIFS” FOR SEARCHING SPECIAL VALUE
MAXIMUM AND MINIMUM FOR OBTAINING HIGHEST AND LOWEST VALUE
AVERAGE, AVERAGEA, AND AVERAGEIF FOR AVERAGING DATA
PMT FOR CALCULATING THE PERIOD OF THE LOAN PAYMENT
NETWORKDAY AND TODAY FOR DAY ASCERTAINING
UPPER, PROPER AND LOWER FOR CHANGING TEXT CASE
ISOLATING DATA WITH LEFT, MID, AND RIGHT FUNCTIONS
LEN FOR DEFINING CHARACTER LENGTHS
LARGE AND SMALL FOR NUMERICAL VALUE COMPARISON.
RANK.EQ AND RANK.AVERAGE FOR RANKING NUMERICAL VALUE
CHAPTER FOUR
CREATING AN IMPRESSIVE WORKSHEET FOR EFFECTIVE READING
STRUCTURING A WORTHWHILE WORKSHEET
APPROPRIATELY ALIGN TEXTS AND NUMBERS INTO ROWS AND COLUMNS
MERGING AND CENTER-SPECIFIC TEXT ACROSS OTHER CELLS
ADJUSTING THE SIZE OF ROWS AND COLUMNS
INSERTING AND DELETING ROWS AND COLUMNS
BEAUTIFYING A WORKSHEET WITH COLOR AND BORDER
SPEAK NEW LIFE TO WORKSHEET WITH EXCEL CELL STYLE FORMATTING
USING EXCEL PRESET CELL STYLE
CUSTOMIZING ONE’S CELL STYLE
USING TABLE STYLE FORMATTING
ADD BORDER TO THE WORKSHEET CELL
SPLASHING COLOR ON THE WORKSHEET
WHAT TO DO BEFORE PRINTING A WORKSHEET
PRINTING PORTION OF THE WORKSHEET
PRINTING WORKSHEET IN LANDSCAPE FORMAT
RELATING ACCURATELY WITH THE PAGE BREAK
OFFER A COMPELLING AND CHARMING WORKSHEET
ROWS AND COLUMNS HEADINGS TO REPEAT ON EVERY PAGE
CHAPTER FIVE
POWERFUL TOOLS FOR ANALYZING DATA
UNDERSTANDING SPARKLINE FEATURE
CONDITION FORMATTING FOR SPECIFIC DATA THAT NEED UNIQUE ATTENTION
HANDLING THE DATA LISTS
SORTING A DATA LIST
FILTERING A DATA LIST
GOAL SEEK COMMAND ESTIMATION ANALYSIS
DATA TABLE TECHNIQUE ANALYSIS
ONE VARIABLE DATA TABLE ANALYSIS
TWO VARIABLE DATA TABLE ANALYSIS
PIVOT TABLE DATA ANALYSIS
INSERTING RECOMMENDED PIVOT TABLE
CREATING A NEW PIVOT TABLE FROM THE BEGINNING
FORMATTING PIVOT TABLE AND IMPROVING ITS LAYOUT
CHAPTER SIX
ESSENTIAL EXCEL 365 SHORTCUTS CODES
NAVIGATING WITHIN A WORKSHEET SHORTCUTS
NAVIGATING ACROSS A WORKSHEET
ROWS AND COLUMNS SHORTCUTS
OPEN CREATE DIALOG BOX SHORTCUTS
FUNCTIONS
RIBBON SHORTCUTS
DATA SELECTION SHORTCUTS
FORMATTING SHORTCUTS
BORDERS SHORTCUTS
CALCULATION SHORTCUTS
CLEAR SHORTCUTS
DATA EDITING SHORTCUTS
FILE SHORTCUTS
CHAPTER SEVEN
AMAZING EXCEL 365 TIPS AND TRICKS
APPROPRIATE USE OF ABSOLUTE AND RELATIVE REFERENCE
USING PASTE SPECIAL COMMANDS
PERFECT TRANSPOSITION
TEXT TO COLUMN COMMANDS
UTILIZE QUICK ANALYSIS TOOL (QAT)
CONCLUSION
BOOK TWO
MICROSOFT ACCESS 365 TOGETHER WITH ACCESS 2021
INTRODUCTION
CHAPTER ONE
GETTING STARTED WITH MICROSOFT 365
THE TERM “MICROSOFT 365”
BENEFITS OF USING MICROSOFT 365
RELATIONSHIP BETWEEN ACCESS 365, ,MICROSOFT 365, AND TRADITIONAL ACCESS
SIGN IN TO MICROSOFT WEBSITE TO OPEN ACCESS 365
LAUNCHING INTO MICROSOFT ACCESS APPLICATION 2021
CHAPTER TWO
GETTING STARTED WITH ACCESS 365
BASIC ELEMENT OF STARTING WITH ACCESS
WHY DO YOU HAVE TO USE ACCESS?
WHAT IS AN ACCESS DATABASE?
A MUST KNOW (10) TERMINOLOGY FOR MASTERING ACCESS DATABASE
COMPOSITION OF DATABASE OBJECT
USING TABLES TO STORE DATABASE DATA
GENERATING FORMS TO ENTER AND MAINTAIN DATABASE DATA
SELECTING QUERIES TO EXTRACT DATABASE DATA
USING REPORTS FOR DATA PRESENTATION AND INSPECTION
MACRO
MODULE
CREATING A DATABASE FILE
CREATING A BLANK DATABASE FILE
CREATING DATABASE FILE FROM THE PREFORMATTED TEMPLATE
WORKING WITH THE NAVIGATION PANE
OPEN/CLOSE AND RESIZING THE NAVIGATION PANE
SELECTING A PREDEFINED CATEGORY
FINDING AN OBJECT WITH THE PANE
SELECTING DATABASE OBJECT
SORT OBJECTS
DESIGNING A DATABASE
ASCERTAINING KIND OF DATABASE INFORMATION
DISTRIBUTING INFORMATION INTO THE DIFFERENT DATABASE TABLES
ASSIGNING FIELDS TO THE DATABASE TABLES
SELECTING A PRIMARY KEY FIELD FOR EACH DATABASE TABLE
ESTABLISHING RELATIONSHIPS AMONG THE DATABASE TABLES
CHAPTER THREE
CONSTRUCTING DATABASE TABLES
CREATING A DATABASE TABLE
CREATING A DATABASE TABLE FROM THE SCRATCH
CREATE A DATABASE TABLE WITH THE IN-BUILT TEMPLATE
IMPORTING A DATABASE TABLE FROM ANOTHER DATABASE TABLE
TWO WAYS OF OPENING DATABASE TABLE
DETERMINING DATA TYPE
DATA TYPE FOR ENTERING FIELDS
ENTERING AND MODIFYING FIELDS OF A DATABASE TABLE
ENTERING A FIELD INTO A BLANK DATABASE FILE
ADJUSTING THE FIELDS FOR THE TABLE CREATED WITH TEMPLATE
DO YOU KNOW WHAT THE PRIMARY KEY FIELD IS?
IMPORTANCE OF A PRIMARY KEY
LAW OF A PRIMARY KEY
CREATING A PRIMARY KEY
RENAMING AND DELETING A FIELDS
MOVING A FIELD
FIELD PROPERTIES A GUARANTEE FOR CORRECT DATA ENTRIES
EXAMINING EACH FIELD PROPERTIES SETTINGS
ACTIVATING LOOKUP WIZARD FOR DATA ENTRY LIST
INDEXING FOR FASTER QUERIES
WHEN TO INDEX AND WHICH FIELD IS TO BE INDEXED
CREATING AN INDEX
CREATING MULTIPLE-FIELD INDEX
BUILDING DATABASE TABLES RELATIONSHIP
CATEGORIES OF RELATIONSHIPS
MANAGING TABLES WITHIN THE RELATIONSHIP WINDOW
ESTABLISHING RELATIONSHIP BETWEEN TABLES
MODIFYING TABLE RELATIONSHIP
CHAPTER FOUR
ENTERING DATA INTO THE DATABASE TABLE
DATA ENTERING APPROACHES
DATA ENTERING BY SWITCHING TO DATASHEET VIEW
TIPS AND TRICKS EXPOSURE FOR ENTERING DATA IN A DATASHEET
AMENDING THE LOOK OF THE DATASHEET
ENTERING DATA WITH THE HELP OF A FORM
CHAPTER FIVE
FINDING, SORTING, FILTERING, AND QUERYING YOUR DATA
FINDING MISSING DATA WITH THE FIND COMMAND
SORTING RECORDS ALPHABETICALLY AND NUMERICALLY
SORTING A DATABASE FIELD
FILTERING FOR SPECIFIC INFORMATION
METHODS OF FILTERING A DATABASE TABLE
IMPORTANT NOTE FOR USING ALL FILTER METHODS
FILTER BY FIELD CONTENT
FILTER BY SELECTION
FILTER BY FORM
ADVANCED FILTER/SORT
GETTING STARTED WITH QUERY
CREATING A NEW QUERY
OPENING QUERIES AND SWITCHING VIEW
WORKING WITH THE QUERY DESIGN WINDOW
ADDING THE NEEDED TABLE TO THE QUERY DESIGN WINDOW
SELECTING THE FIELDS NEEDED IN QUERY
ARRANGING QUERY RESULTS WITH SORT
SELECTING THE FIELDS THAT WILL BE DISPLAYED IN THE QUERY RESULT
UNDERSTANDING QUERY CRITERIA
FORMAT FOR NUMERIC CRITERIA
FORMAT FOR TEXT CRITERIA
FORMAT FOR DATE CRITERIA
SAVING YOUR QUERY
RUNNING A QUERY
OTHER FORMS OF QUERIES
SELECT QUERY
CALCULATION QUERY
SUMMARY QUERY
CHAPTER SIX
PRESENTING DATABASE RESULT IN FORM OF REPORT
CREATING A PROFESSIONAL REPORT
OPENING AND INSPECTING A REPORT
REFINING THE APPEARANCE OF YOUR REPORT
CHAPTER SEVEN
APPROPRIATE SHORTCUTS, TIPS, AND TRICKS
DO AWAY WITH DATA MISMATCH
WRONG CRITERIA BRING WRONG OR NO QUERY RESULT
THERE SHOULD BE A LINK BETWEEN THE TABLES IN RELATIONSHIP
EACH TABLE SHOULD HAVE A PRIMARY KEY AND IT SHOULD BE A NUMERIC DATA TYPE
VALIDATING ACCESS DATA TYPE
SHORTCUTS AND CONTROL KEYS
SHORTCUTS FOR ENTERING DATA IN DATASHEET VIEW
GENERAL SHORTCUTS
GRID PANE SHORTCUTS
CONCLUSION
INDEX
Book One
Microsoft Excel 365 together with Excel 2021
INTRODUCTION
Have you heard of Excel 365 which is the current version of the Excel application? I guess Yes! for more
understanding it is just like Excel 2016, 2019 & 2021 and others previous version, these are all offline version
which is characterized as a one-time purchase but this Excel 365 is an online-based version with exceptional
features that you may not see in many of the offline based version.
With Excel 365 you can explore fully all the important features of Excel such as selecting cells out of the bunch of
cells, the translation which can help you translate language from one language to another, CONCAT function which
helps in combining the contents of two or more cells, current and major Excel function such as IFS, XLOOKUP,
SUM, AVERAGE, SMALL, MAXIFS, MINIFS, SWITCH for switching from one value to another, TEXT JOIN
for joining text using a special character and appropriate use of an argument in formulating those functions for
formula. You can as well detect any error and correct such error within a formula with an operative error checker on
the worksheet to mention a few of the Excel 365 functions.
Furthermore, on the aspects of what you can get from Excel 365 is Funnel chart which shows values across several
steps in a process, you will be creating proper Bar, Column, and Pie charts, as well as Advanced Pivot table default
that established default arrangements for your pivot table by examining data in a new way and reordering an
extensive worksheet, Excel pivot table permits to change Excel into a powerful force that can join substantial sizes
of data from various sources and generate a connection between them.
Also, part of the incomparable features of Excel 365 is the performance of overall formatting on the list of texts,
numbers, including symbols such as percentage or currency, as well as dates, and times, it improves splitting and
freezing feature which allows you to freeze and split the area of your worksheet, hiding and unhide, comments, as
well as protecting and hiding the worksheet from unauthorized access, including the diverse way of navigating
worksheet within the workbook.
I have to mention part of interesting tools of Excel 365 that it uses for aligning the data such as text and numbers
vertically or horizontally, including inserting and deleting of both rows and columns, including the process of
printing a spreadsheet by setting the spreadsheet to fit the page and shifting of the page break to print the specified
area of the worksheet, and also how to decorate the worksheet with suitable color and borders
Lastly, on the capacities of Excel 365 is improved Excel techniques for diverse data analysis such as What-if
analysis that can permit you to alter one or elements with its analysis and also run the check on the effect of such on
the assessed data, part of Excel 365 techniques are the usage of Sparkline, sorting for ordering data, Filtering for
separating useful data in the list, Goal seek for attainment variable of a particular result, conditional formatting for
performing distinct command with the data set, as well as one and two input data for exercising a distinct
experiment on the data to achieve others essential element.
To explore all these aforementioned incomparable features of Excel 365 irrespective of whether you are a beginner
or expert, kindly pick up this carefully prepared User guide and start to triumph.
CHAPTER ONE
MICROSOFT OFFICE 365 APPLICATION
UNDERSTANDING OFFICE 365 APPLICATION
MS office 365 Application is the online-based version of the MS office application, it can only be accessed after
you have paid a specific monthly or annual subscription. It is this payment that will grant you access to all office
365 applications which are over twenty (20) applications such as MS Access, Excel, Word, Outlook, SharePoint,
PowerPoint, and many more as it is listed in the MS office 365 start screen below.
Office 365 comes with a lot of benefits and thus stands to be a replacement over all the offline versions with times.
Part of its benefit is the automatic constant update compare to an offline version that you will have to re-install a
new version when a newer version is released.
other usefulness of offices 365 applications is listed below:
autosaving document.
communication and collaboration with co-workers at the same time on the same document.
accessibility to all office application files at any time, anywhere, and on any device.
EXCEL 365 AND MICROSOFT OFFICE
Excel 365 is part of the Microsoft Office 365 application which automatically makes it an online version of Excel,
the moment you subscribe for the office 365 application then you are qualified to access Excel 365 and other
amazing online MS applications. With Excel 365 you will enjoy every best that office 365 offers its users.
Excel 365 is an online application that is designed for creating and editing Excel documents over the internet.
ACCESSING OFFICE 365 APPLICATION
Before you can enjoy the benefit of what the office 365 application has to offer, you need to sign in to its official
website and then click on the application you want to enjoy, to do that, ensure you:
a. launch into any web browser that is available on your computer.
b. Enter www.office.com into the address field to access Microsoft's official website.
c. Click on the sign-in button on the Microsoft website.
d. Enter Username and tap next, if you have an account with Microsoft otherwise you will have to tap
on Create and follow the on-screen direction to create one.
e. Enter the password and tap on the sign-in button.
f.
This is the result, then click on any application and begin exploitation, provided you are done with
the subscription.
SIGNIFICANCE OF ONLINE EXCEL (EXCEL 365)
Online Excel comes with many benefits, among them are the following:
1. 1 TB storage on OneDrive.
2. Instant communication and collaboration with co-workers at the same time.
3. Accessing documents anywhere, anytime, and on any computer.
4. Constant updating to newer versions and features.
5. Recovering data with ease from the cloud in case of computer theft or crashes.
DIFFERENCES BETWEEN EXCEL 365 AND OFFLINE EXCEL (2016,
2019 & 2021)
Both of them being Excel applications make them have many things in common, nevertheless, they have some
differences even significant ones, and thus I have to take my time to explain the major significant differences
between Excel 365 and Traditional Excel.
EXCEL 365 (ONLINE EXCEL)
TRADITONAL EXCEL( EXCEL
2016 & 2019)
FEATURES AND VERSION UPDATE
It stays updated always, in case of
releasing the latest version such as
the 2022 or 2025 version. It fixes
new security updates, as well as bug
fixes, will be updated automatically.
It never stays update, you will have
to pay excessive money for reinstalling and enjoying new version
and features, otherwise, you will not
be in tune with the new development
PAYMENT SYSTEM
It is a periodic payment, it may be
monthly or annually, depending on
your choice. Subscription simply
means the heart of online-based
Excel
A single exorbitant payment, once it
is paid, that is all, nevertheless, you
can’t change to the latest version or
update to the latest features without
another excessive payment.
DOCUMENT SAVING METHOD
The document automatically saves
into OneDrive, power failure or
computer breakdown can’t have any
adverse effect on Excel 365 file
because it saves automatically, no
need to press Ctrl + save.
It has AutoRecover method of
saving if you forget to press Ctrl + S,
though it is not reliable because at
times it uses to fail and does not
recover all the document that you
fail to save, in case of power failure
or computer breakdown, the user has
50% of losing the file on traditional
excel file forever
DOCUMENT ACCESSIBILITY
It can be accessed on the web only It will be accessed offline but only
but anywhere, anytime, and on any on the source computer, or if it has
device.
been forwarded to another computer,
perhaps if you do, yet it is very
stressful.
TOGETHERNESS AND COLLABORATION
There is adequate collaboration on a
document even at the same time
among the co-worker with just an
invitation link and thus makes a
document an outstanding one.
No collaboration or togetherness
except if you and your co-workers
are at the same physical location or
you have transferred the document to
their mail yet collaboration is not
possible with such.
GETTING STARTED WITH EXCEL 365 & 2021
For the sake of those who have traditional Excel 2019 & 2021 edition, they also can access Excel application from
the installed application on the PC that is available offline by :
1. Moving to the left bottom of the window and tap on the start menu.
2. then scroll down or up within the application list to check for Excel applications or you can type
Excel on the keyboard to find the application.
3. Immediately you find it click on it (Excel) to open the program.
Note: after the installation from both internet and offline, both options will lead you to the opening screen where
you can begin activities on Excel.
CREATING AN EXCEL WORKBOOK FROM THE SCRATCH AND
PRESET TEMPLATE
Creating an Excel workbook from the scratch simply means starting up an Excel application and make the Excel
working area ready for data input, Excel working area can also be called the worksheet area. The workbook may
comprise one or more worksheets.
After you have opened the Excel application, you can then proceed to create a workbook by:
1. Tapping the New from the Start screen of the Excel application and click on the blank workbook.
2. the new Excel workbook will be created, you can then begin insertion of the data into the respective
cell.
However, if you have decided to create Excel workbook from the preset template, you can achieve that from the
Excel Start screen as well, simply:
➢ scroll within the available offline preset template and double-click on the template of your choice.
➢ You can as well browse for online templates to have more access to the various dynamic and amazing
templates by input the category name of the template you are searching for such as Sales template,
Invoice template, and so on.
➢
You can then start to edit the data cell to the data you are having, because the template is preset, you will
only edit and amend the preset on it by changing each text and number.
UNDERSTANDING EXCEL WINDOW INTERFACE
The Excel window interface can be likened to an Excel environment with various components that make up the
Excel window interface. Let us quickly check them one after the other:
A. Excel workbook: this is the Excel document, that shows the title of the Excel work, the default name
for any Excel workbook or document is book 1, 2, and so on, but the moment you save such
B.
C.
D.
E.
F.
G.
H.
I.
workbook, the title changed to the name you use to save the document, the workbook contains one or
more worksheet.
Excel worksheet: this is the actual working area of Excel, the only area that accommodates your data
input such as texts and numbers. It contains thousands of grid cells. The default name for a sheet is
sheets 1, 2, and so on, you can change the default name which I will be showing later on.
Excel Ribbon: just like every other ribbon, it contains major commands of the Excel application
which are grouped into the row of tabs according to the function of each tab and each tab has
numbers of subgrouping under it, such as Home tab, File tab, and many more.
Cell name box, Formula bar, and cell content: Cell name box shows the address of the active cell,
it is located at the top left of the worksheet below the ribbon while the Formula bar is located at the
right side of the Cell name box and it has three buttons which are; A cancel button that removes
your data entry in a cell, when you click on the tick mark it will insert the data into the cell, when
you click on the Insert function button it will open up the Insert Function dialog box where all
functions dwell and Cell contents which is located at the top right of the worksheet beside Cell name
and formula bar, it simply displays the contents of the active cell for instance if the data you are
inserting is too much that you can’t see them all in the active cell, you may as well call it formula bar
if you like.
Cell, row, and column: cell is the meeting point of row and column which brings about billions of
grid cells, rows of Excel occupy the vertical position while columns of Excel occupy the horizontal
position.
Scroll bar: it is used to move up and down inside the worksheet area, you can as well call it the
navigator bar.
Worksheet shifting button: it is designed to move in between the worksheet, when you tap on the
front button it moves you to the front by one sheet and when you tap on the back button It moves to
the back by one sheet.
Add button: when you tap on the plus button, it will add a new worksheet to the workbook, the more
you click on it the more the worksheet you will be having.
Status bar: as the name indicates, it includes cell mode, page view, and Zoom slider, the Cell mode
is used to display the current mode of the worksheet, depending on what you are doing on the
worksheet, for instance, you may be having either Enter, Ready or Edit mode, page view shows the
structure of the page be it normal page, page layout or break page preview, Zoom slider button
simply helps in regulating the view of the worksheet data by shifting the slider to the right for
increase view or to the left for decrease view. Zoom does not increase the font of the data; it only
changes the view of the data.
M
RECOGNISING ROWS, COLUMNS, AND CELLS
Rows run horizontally in every worksheet, to identify the rows you will navigate to those number labels from 1 to
1048576 which is the available row numbers range in each worksheet.
Columns run vertically in every worksheet, to identify the columns you will navigate to those letter labels from A
to XFD which is the available column letters range in each worksheet.
A cell is originated from the meeting point of row number and column letter and the result is the billions of grid
cells you can see in every worksheet. That meeting point is what Excel used to address each cell which can as well
be called cell reference, any cell that Excel reference in the worksheet is the active cell (s) and such reference (s)
will be visible in the cell name box, to identify active cell (s), you will notice a surrounded green thick line around
such cell (s).
COMPARING WORKBOOK AND WORKSHEET
Excel Workbook is the Excel document, that shows the title of the Excel work, the default name for any Excel
workbook or document is book 1, 2, 3, and so on, it comprises one or more worksheets, the workbook can have as
many as possible worksheet depending on the computer memory capacity, for instance, you can have Sale Invoice
workbook with 5 worksheets.
Excel Worksheet is the actual working area of Excel, the only area that accommodates your data input such as texts
and numbers. It contains billions of grid cells. It is designed for inserting, manipulating ad keeping excel data, the
default name for the worksheet is Sheet 1, 2, 3, and so on.
ENTERING DATA IN A WORKSHEET
The essence of the worksheet is to accommodate data of various types into the cells such as texts, numbers,
formulas, symbols, dates, and times which Excel will later compute and store such data into a single cell by clicking
the cell or multiple cells via cutting and copying from other sources.
METHODS OF ENTERING DATA
When you follow proper methods of entering data, inserting data will become very easy for you, check below
methods for proper entering data process:
a. Select a cell by clicking on it.
b. Enter the data into the cell and click enter on the formula bar then press the tab key to move the
cursor to one cell to the right and shift-tab to move the cursor to one cell to the left or arrow key to
move to cursor to in any direction of the cell depending on the arrow key you strike.
Alternatively.
c. Enter the data into the cell and strike enter key on the keyboard to move the cursor down to the next
line.
Note: you can cancel the data you are typing to the cell if you have not yet press enter key by clicking on the cancel
in the formula bar.
ESSENTIAL TECHNIQUES OF ENTERING DATA
To avoid error in calculation, wrong input of data, incorrect result, then you have to familiarize yourself with
indispensable techniques as you begin inserting data into the worksheet, which are:
➢ Pointing at the data during calculation: to reduce mistake to a greater extent, ensure you point to the
data in the cell any moment you are about to use the content of any concerned cell, entering data
manually may lead to entering different data from what is inside the cell and such will bring incorrect
result.
➢
Way of Inserting percent, currency, and other symbols with numbers: enter the number into the cell
first, then format those number afterward to add currency, percent, and other symbols so that such
contents will be recognized as numbers if you enter currency, percent, and other symbols along with the
number it will be recognized as text and such will affect Excel calculation and Excel alignment data
format because by default text should be aligned to the left side and number to the right side of the cell.
➢
Doing away with empty rows, columns, and cells at the middle of your data entry: make sure you do
not have any empty row or column at the middle of the data entry because such inconsistent arrangement
will affect and alter some basics Excel features such as charts and pivot tables and some functions results
because empty rows and columns obstruct Excel in selecting related data.
➢
Avoid using a figure for the column heading or label: label the headings of the column with the letter
is the perfect decision using figures for a heading or label will make Excel calculate such heading along
with other figures and thereby given out incorrect results, for example.
➢
Cell address and name range: for a formula to be accurate and precise ensure you use the cell address
name range rather than typing the content manually to produce an error-free worksheet.
➢
Entering figure as heading informs of the label: when the situation demands entering figures as
heading or label, you can change the format of such figure so that Excel will recognize it as the label or
heading rather than a figure, to achieve that, simply:
Click on the cell where you want to insert the label.
Type the number by beginning with an apostrophe, such number will be recognized as a
label rather than a number.
Click on the yellow rhombus before the number and click on ignore the error if you wish
to remove the green triangle.
Note: the apostrophe will be invisible, it only helps Excel to identify it as a label or heading or text rather than
figure and exclude it in the calculation.
ENTERING EXCEL TEXTS
To insert text into the worksheet, you have to select the receiving cell by making such cell an active cell, to achieve
that, do well to:
a. Click on the A2 to make it active then type Orange, then strike enter or down arrow key to move
to the next one down the cell and make it active automatically.
b. Type the next text into the active cell and strike enter or down arrow key to move down one cell
and make it active.
c. Follow the same pattern as above to enter all the fruit names.
d. if you notice cell A6 you will agree the text sits between A6 and B6, the reason is that the cell A6
capacity can’t contain the content and it has to spill over to cell B6 because cell B6 has no data, if cell
B6 has data cell 6A will rather go invisible, either it goes invisible or spills over you can adjust it by
shifting the border between the two cells to the right by double-clicking to drag over to the right
immediately cursor turn to two edges arrow.
e. Now click on cell B1 and type January then strike the tab keys or right arrow key to move cell to
right one cell.
f.
Insert the respective months into other cells with a tab or the right arrow key within the same row as
display below.
ENTERING EXCEL FIGURES
It has the same pattern as that of texts that is above, the only point of difference is that of alignment type. To have a
perfect understanding of how the figure will look like, let us use the above text preset and then:
a. Make cell B2 active and insert 5000, use tab and arrows keys to move the cursor pointer to the
right, down, front, and right side.
b. Fill the remaining figures into the respective cells with tab and arrow keys.
Tip: most times cell may not has the capacity to display the full content inside it, to have an idea of the full data
inside the cell, simply click on the concerned cell and navigate to the Cell content and formula bar to check the
entire content.
ENTERING EXCEL DATE AND TIME
You can enter the date and time in Excel in a different format with the date or time separator such as dash (-), (/),
and (:), if you type figure and use the first two separators Excel will automatically change the figure to date, if you
type figure and use the last separator it will automatically turn to time, for instance, 30/6 = 30/May while 5:10 =
5:10 am. To enter Excel date and time, you must have a set of data before which you can attach the date to and as a
result, I will be making use of the prepared above preset for text and number, after that you can:
1. Tap on cell A8 and insert fruit sales on, then strike the tab key to move one cell to the right.
2. Now insert the date, such as 28-01 to the above-selected cell and strike enter key, instantly it will
change to date format. However, you may not be pleased with this format, you can amend it
afterward.
3. Make cell A9 active and insert reviewed, then strike tab key to move one cell to the right (B9).
4. Inside B9 type =B8 + 7 and strike enter key, instantly cell B9 will change to date format and it will
add additional 7days to the date in cell A7 which is the reason why B9 is referencing cell B8 in the
formula to add 7 days to the date that is in B8.
ENTERING SPECIFIC LIST AND SERIAL DATA QUICKLY WITH
AUTO-FILL COMMAND
There are specific lists and data that you can create quickly with the Autofill command instead of manually enter
them which will consume much time, such as numbers, lists of dates, months, or other compatible lists such as
formula fill. To use the autofill command to fill the whole list, kindly:
a. Select the first cell in the list and enter the first data or list into it, such as a month, day, or numbers.
b. Select the second cell as well and enter the data or list that is next to that cell, either in a row or
column arrangement to tell Excel the type of list you want to make.
c. Then select the first two-column and place the mouse over the autofill handle (the small square) till it
changes to a plus sign.
d. Immediately it changes to a plus sign, then double-click to drag it down to the last cell in the list.
QUICKLY COMBINING DATA WITH FLASH FILL COMMAND
Flash fill aids in filling a long list by combining similar pattern data for the first two cells and use that pattern to fill
the remaining cells in the group. To achieve that, quickly:
a. Insert 8 student first names into (A3:A11) cells and last names in (B3:B11) cells.
b. Move to cell C3and C4 and insert the combination pattern you want for the whole list into the first
and second cell from the available data in a cell (A3:B3) and (A4:B4) respectively.
c. Add the first name with the last name, then put .co at yahoomail.com to the first cell, then put the
same to the second cell.
d. Select the first two cells that are C3 and C4, then right-click and drag the fill handle from the
second cell to the last cell to select all the cells in the list.
e. Release the right-click and select flash fill from the fly-out menu.
f.
This is the result.
QUICKLY EXTRACTING DATA WITH FLASH FILL COMMAND
You can extract data with flash fill command in the same way of combining data with flash fill, the only difference
is that of the pattern of the first and second cell which will be in form of extraction rather than the above
combination, let us use the next column for extracting data with the above combination data:
a. Move to cells D3 and D4 and insert the extraction pattern you want for the whole list into the first
and second cells from the available data in a cell (A3:B3) and (A4:B4) respectively.
b. Select the first two cells that are C2 and C3, then right-click and drag the fill handle from the
second cell to the last cell to select all the cells in the list.
c. Release the right-click and select flash fill from the fly-out menu.
d. This is the result.
Note: what makes flash fill works very well is the pattern of the first and second cell in the list and thus ensure you
structure them very well
FORMATTING EXCEL NUMBERS, DATES, AND TIMES
Formatting is greatly essential in Excel as per data, it tells Excel the face or actual value of the respective data that
user which to insert into the cells. You can format numbers to become currency, you may change Excel date format
to another format and others. All formatting settings are embedded in the number group. To achieve the above
objectives, prepare a list that includes number, date, and time, now for formatting number to currency, do well to:
1. Select cell C2 through to C6, then tap the Home tab and move to the Number group.
2. Click on the number group menu and select the currency option.
3. If the currency that is there is not the currency you want, move to the Format cell dialog box where
all settings dwell by clicking on more Number formats or press keyboard short (Ctrl + 1).
4. Tap on the Number tab and select currency, then tap on the symbols menu and select your choice
of currency, and as well select the decimal point you want the currency to show.
5. Then tap Ok for authentication.
To format number to a specific pattern or decimal point, do well to:
1. Select the range of cells D2 to D6 that has number data to be formatted by dragging over them.
2. Then press Ctrl + 1 or tap on More number format to summon the format cells dialog box.
3. Tap on the Number tab and select the number option, then choose the number pattern you want by
pressing on the decimal switch up and down button.
4. Then tap on Ok for authentication.
To format Excel given date to another date format, kindly:
1. Select the range of cells that involve by dragging over cell B2-B6.
2. tap on the Home tab, navigate to the number group and click on the number group menu.
3. Tap on the long date format to amend the short date format that is in the worksheet.
SETTING DATA VALIDATION GUIDE
Data validation guide is an indispensable feature of Excel that helps the user to establish a guide that will prevent
an occurrence of mistakes, it is a means of controlling the type and format of data that can be incorporated into the
worksheet, to do away with an error that may render the worksheet content irrelevant you have to structure a limit
or measure to the input data via validation rule. Let us examine an important example of a data validation guide that
will serve as a link to the remaining validation:
(Whole Number validation guide): for instance, a lecturer that wants to set the margin score of the students
between 0-95, as a result, the lecturer has to establish a validation rule, that no score must go below and above 95 in
the worksheet to prevent the risk of scoring student below 0 or above 95, to achieve that, just:
1. Prepare the list of the student accordingly and select the cells that will receive the data (score) to be
restricted from D2 to D10.
2. Tap on the Data tab and move to the data tools group, then click on the data validation menu.
3. Click on data validation to access the data validation dialog box from the data validation menu dropdown.
4. Tap on Allow menu and select the data type you want to set margin for (Whole number).
5. Tap on the data menu and select the measure for the data to be restricted, for instance between 0-95
and therefore you will pick “between”
6. Now supply the restriction information or margin to the respective box, for example under minimum
put 0 and for maximum put 95.
7. Then tap Ok, if you type anything that goes contrary to the validation rule within the selected cells,
the system will reject such data and issue a prompt warning, and it will delete such entry
immediately.
Note: you can set the data validation guide for the whole worksheet simply by setting the data validation guide
without selecting any cells, and thus the data rule will apply to the concern’s whole worksheet.
Tip: follow the same pattern as above to set data validation rules for other data such as text character to limit
character length that you can insert into the cell, decimal, and other validation guides as it is listed in the Allow
menu.
CHAPTER TWO
WORKING WITH THE WORKSHEET
EDITING WORKSHEET CONTENTS
The essence of editing worksheet contents is to correct the mistake that you incorporated into the body of data when
you are inserting the data into the cell. Immediately you started editing the content of the cell, the mode of the
active cell will change “edit mode” at the lower-left corner of the Excel application.
to achieve editing worksheet data, do either of the following.
➢ Double-click the cell in question, such a command will place the cursor squarely in the cell which will,
in turn, allow you to remove, adjust, enter, and any other editing task.
➢
Click the cell that contains the data you want to edit, then move to the formula bar and click where
you want the editing to start from.
➢
Click the cell that contains the data and press F2 on the keyboard, the cursor will be placed into the cell
for proper data editing.
Edit mode restriction: during editing, you will not be permitted to perform certain activities, such as:
1. You will not be able to move from cell to cell with any of the arrow keys, to move from cell to cell
use the mouse button or tab key.
2. You will not be permitted to change the cell content alignment in edit mode.
MOVING HERE AND THERE WITHIN A WORKSHEET
You can move from one spot to another within a worksheet in various ways by pressing a certain key or in
combinations with other keys, such as the mouse button and wheel, the arrows key, and other keyboard shortcuts.
Moving from one spot to another will change the active cell position. The active cell is the cell that is surrounded by
a green borderline. To move here and there within the worksheet do either of the following:
➢ Depending on the direction you are moving to within the worksheet, tap either of the arrow buttons that
will go to the direction you are moving to.
➢
Scroll the mouse wheel to move up and down, then click the mouse button to make a cell active. You
can as well use the vertical and horizontal scroll bar to navigate to the direction you are moving to and
press the mouse button to make a cell active when you get to the destination cell.
➢
Cell name box: insert the cell address where you are moving into the cell name box and strike Enter key
to move to such cell.
➢
One of the fastest means to navigate around the worksheet is the keyboard shortcut, when you commit
those shortcuts to the memory you will enjoy moving here and there within the worksheet.
SHORTCUT
KEY
Four arrow keys
Moving the cursor to the direction of the arrow keys.
Tab
To move one cell to the right.
End
To move one cell to the end of the row of the active cell
Shift + tab
To move one cell to the left.
Enter
To move one cell to the next line at the left beginning
Home
To move one cell to the beginning of the row of the active cell row.
Ctrl + End
To move one cell to the last cell in the worksheet
Ctrl + Home
To move one cell to the beginning of the worksheet
Page up
to move one screen up
Ctrl + Page down
To move to the next sheet in the workbook.
Page down
To move one screen down.
Ctrl + page up
To move to the previous sheet in the workbook
Alt + page down
To move one screen to the right
Alt + Page up
To move One screen to the left
DESTINATION
CHANGING APPEARANCE OF THE WORKSHEET
A certain thing about worksheet appearance is that the owner will see different things and the external user will see
other things. Excel permits users to amend the look of their worksheet, for instance, you can freeze or split your
worksheet, you may hide either the rows or columns, and both.
FREEZING ROWS AND COLUMNS
Freezing is an Excel feature that helps to freeze a particular area (row and column) of the worksheet so that the area
freeze will remain stagnant irrespective of the position of the active cell, whether you move to the end or middle of
the worksheet. The freezing area use to remain unmoved; it is mostly used to lock the top row and first column in
such a way that the rows and columns label will always be visible so that the user will not insert the data into the
wrong which may arise if he is unable to see the row and column label, advantages of freezing over splitting is
freezing of the top row and first column. To achieve freezing any row and column, kindly:
a. select the row below the row you want to freeze and the column to the right of the column you are
about to freeze.
b. Tap on the View tab and move to the window group, then click on the freeze pane button.
c. Then click on the freeze pane to freeze the row above the row you selected and the column to the
left of the column you selected.
d. The result is this.
To freeze the first row and first column kindly:
a. move to the View tab and click on the freeze pane button.
b. Choose the freeze top row and first column to make the top row and first column freeze
respectively.
Note: to unfreeze the freezing area, simply, tap on the freeze pane and select unfreeze pane from the drop-down
menu. Note that you can freeze both row and column at the same time
SPLITTING ROWS AND COLUMNS
Splitting as the name indicate has the only agenda of splitting or divide windows of the same worksheet into two,
you can split any area of the worksheet and you can as well shift the location you have splitting to another location
within the worksheet, the advantages of splitting over freezing are that it turns one worksheet into two screens and
also allow you to shift the positing of the area you have split before to another position. To split a worksheet, do
well to:
1. select the row below the row you want to split and the column to the right of the column you are
about to split.
2. Tap on the View tab and move to the window group, then click on the split button.
3. The row above the row you selected has been split.
4. the column to the left of the column you selected has been split.
Tip: To shift the splitting location, kindly double-click the splitting bar and drag to the new location either the
vertical or horizontal splitting bar.
Notes: to unsplit the splitting area, just tap on the Split button again to remove the split bar or you can just double
click the split bar. Note that you can’t split both row and column at the same time.
HIDING ROWS AND COLUMNS
Just as freezing and splitting, hiding rows and columns is also the result of multiple rows and columns which makes
working on the worksheet a little difficult in such a teeming environment, or the user may want to keep hide the
contents of the rows and columns to keep any information secure inside rows and columns. To Hide rows, kindly:
a. Select the numbers of rows by dragging them over them.
b. right-click on the selected items and select Hide from the drop-down list or simply press (Ctrl + 9).
c. the result you will have is this
As soon as you are ready to Unhide the hidden rows, ensure you:
a. ensure you select the row above and below the hidden rows.
b. Then right-click on them and select Unhide from the drop-down list or press (Ctrl + shift + 9).
To unhide the first row you will have to change the process above because the first row has no row above it and
therefore check the below procedures:
a. Move to the cell name box and type A1 into the cell box, then strike enter key.
b. Tap on the home tab and click on the format button.
c. Then select the Hide and Unhide button from the drop-down list and pick Unhide from the Hide and
Unhide menu fly-out or simply (press ctrl + shift + 9).
Let us quickly dive into how to hide columns you can’t hide both row and column at the same time though you
can’t hide them together one after the other. To Hide columns, this is the process:
a. Select the numbers of columns by dragging over those columns.
b. right-click on the selected items and select Hide from the drop-down list or simply press (Ctrl + 0).
c. the result you will have is this.
Immediately you are ready to unhide the hidden columns, do well to:
a. ensure you select the column at the right and left sides of the hidden column.
b. Then right-click on them and select Unhide the from drop-down list or press (Ctrl + shift + 0).
To unhide the first or A column you will have to change the process above because column A has no column on
the right side and therefore check the below procedures:
a. Move to the cell name box and type A1 into the cell box, then strike enter key.
b. Tap on the Home tab and click on the format button.
c. Select the Hide & Unhide button from the drop-down list and pick Unhide rows from the hide &
Unhide menu fly-out or simply.
Note: you can unhide multiple columns and rows all at the same time to save time instead of unhiding them one
after the other, to achieve this press Ctrl + A to select the whole cells in the worksheet then right-click on the
worksheet and select Unhide from the drop-down list.
ATTACHING COMMENT TO THE WORKSHEET
The comment simply means the notes you attach to a cell which gives more information about the data that is inside
the cell, most at times the cell with formulas to explain more about the formulas. You can recognize the cell that has
a comment by checking the upper left corner of each cell to find out if there is a red triangle there on anyone, the
red triangle is the signal that the cell has a comment within. Let us check some aspect of comment for an accurate
understanding of comments:
1. Attaching a comment: the first stage of comment is inserting a comment into the cell, to do that:
a. Select the cell that will be the receiver of the comment.
b. Tap on the Review tab and click on the New Comment button.
c. Enter the comment into the box that shows up immediately as you click on New comment.
d. Tap on any cell when you are done entering to confirm the entry into the comment box.
2. Checking a comment: to check the comment you have inserted, do well to move the mouse pointer
to the little red triangle without clicking it, to check and read the comment of the concerns cell.
3. Searching for a comment: to search for a comment, tap on the Review tab and click on the next
and previous buttons to switch between one comment to another till you get the comment you are
looking for.
4. Editing a comment: to edit a comment, ensure to:
a. Select the cell that has the comment by clicking on it and tap on the Review tab.
b. Click on the Edit comment to place the cursor in the comment box, then correct the
comment in the provided box.
5. Deleting a comment: to delete a comment, kindly:
a. select the commented cell by clicking on it, you can hold down the Ctrl key and started
clicking the commented cell for multiple selections.
b. Tap on the Review tab and click on the delete button to clear all the comments inside
the selected cell.
VARIOUS WAYS OF SELECTING CELLS IN A SHEET
Excel users will not select a cell for selection’s sake but for specific formatting such as alignment or to carry out a
particular operation on the selected cell such as moving, copying, deleting, and others. Let us look at various ways
of selecting a cell and choose the best one for yourself:
1. Selecting a single cell: a single click on the cell with the mouse will render such cell an active cell
for any formatting, or moving of arrow key from cell to cell and as well will make such cell an active
cell.
2. Selecting a block of cell that next to one another: block of the cell such as C1:C10 or B2:B8, you
may drag across over those cell or click on the first cell in the list and hold down the Shift key,
then move to the last cell in the list and click on it to select the cell from the first clicking through to
the last clicking.
3. Selecting non-adjacent cells, that is cells that are not next to one another: hold down the Ctrl key
and begin to select any cell you want to select in a different location.
4. Selecting columns: tap on column letter to select the whole column, for multiple columns drag
across the columns or hold the shift key and click the first column in the range and navigate to click
the last column to select all the column within the selection or hold down the ctrl key for a nonadjacent column.
5. Selecting rows: tap on row number to select the whole row, for multiple rows drag across the
rows or hold the shift key and click the first row in the range and navigate to click the last row to
select all the row within the selection or hold down the ctrl key for the non-adjacent column.
6. Selecting the whole worksheet: click a row and column identifier at the uppermost and leftmost of
the rows and columns respectively or press Ctrl + A on the keyboard.
MOVING, COPYING, AND DELETING CELL CONTENTS
At times when you have finished inserting data, a situation may arise which will warrant you to delete back, copy or
move the data that you have inserted, to follow with such situation, do well to check the process below:
Moving and copying the cell contents: to move or copy the cell contents, below is the guideline:
a. Select the concerned cell(s) whose content is to be moved or copied elsewhere.
b. Right-click on the cell(s) and pick cut or copy based on the operation you want to carry out.
c. Navigate and right-click the recipient cell which will receive the content you are moving or
copying.
d. Select paste from the drop-down menu to move and copy the content you cut or copy respectively to
the receiver cell.
Moving and copying cell contents via dragging: to move data via the dragging method, check the way out:
a. Place the mouse pointer to the edge of the cell that has the content you want to move or copy and
shift the pointer bit by bit till it turns to a four-headed arrow.
b. Then double-click and hold down the Ctrl key as you begin to drag the four-headed arrow to the
receiver cell to copy the contents to the receiver cell. However, you do not need to press the Ctrl key
as you begin to drag the four-headed arrow if you are moving the cell content.
Deleting cell contents: to delete cell content, below is the procedures:
a. Select the offending cells and press the delete key on the keyboard.
Alternatively:
a. Select the offending cell and right-click on it.
b. Pick the clear contents from the drop-down menu.
Note: deleting the cell contents with the delete button on the Home tab and delete button when you right-click is not
ideal for deleting cell contents, such commands will delete both the cell contents and the cell as well.
CONTROLLING THE WORKSHEET INSIDE A WORKBOOK
The worksheet is a separate part on its own and as a result, you can adjust, manage and control it within the
workbook, such as moving, ordering, adding, renaming, and deleting. I will be discussing various ways of
controlling worksheet briefly:
1. Moving amidst worksheet: moving worksheet means making sheet accessible in the main Excel
window application and that can be achieved by clicking on the worksheet navigation button or by
clicking the exact worksheet tab where you want to move to.
2. Renaming worksheet: to rename the worksheet, kindly:
a. Right-click on the tab of the concern’s worksheet.
b. Select rename from the pop-up menu.
c. Enter the new name and strike Enter key from the keyboard.
3. Arranging Worksheet: to arrange the worksheet tab, you have to:
a. Double-click the sheet tab that you want to change its location.
b. Then drag the sheet tab to the desire position, and you should observe as you are
dragging to check the black tiny arrow and the small page thumbnail because the two
are the indication of where the shifting sheet tab will be placed.
c. The result you will be having is this.
4. Selecting a worksheet: simply tap on the worksheet tab to select a worksheet, you may select the
multiple worksheet tabs by holding down the Ctrl key as you continue to click each sheet you want to
select to the list.
Note: To select the entire worksheet of the workbook, you only need to right-click any worksheet tab and then
select All sheet from the pop-up menu.
5. Adding a new worksheet: the plus icon represents the link to add a new worksheet, tap on it to add
one or more new worksheets to the workbook, it will be found at the right side of the sheet tab.
6. Copying a worksheet: to copy the worksheet, simply press down the Ctrl key, then double-click
and drag to the position you are copying it to.
7. Adding color to a worksheet tab: color adds more life and sense to the worksheet tab and
differentiates it from the remaining worksheet tab, to achieve this do well to :
a. select the concerns worksheet and right-click on such worksheet tab.
b. Click on tab color from the pop-up menu and select your desire color from the color
collection.
c. the result you will be having is this.
8. Deleting a worksheet: when you do not need a worksheet anymore, do well to send such worksheet
out of the workbook by:
a. Right-click on the offending sheet button and pick delete from the pop-up menu.
PREVENTING
WORKSHEET
OTHERS
FROM
INTERFERING
WITH
YOUR
Preventing others from interfering with your worksheet is a means of establishing a control within the worksheet to
prevent unauthorized from interfering with the worksheet information. The two major commands to protect one’s
worksheet are Hiding and protecting worksheet commands, which I will be explaining in the next steps.
Protecting a worksheet: Protecting a worksheet restricts any access to the cell data such as removing and adding
any contents, adding and deleting a column, changing data alignment, and many more. To succeed in protecting
one’s worksheet, kindly:
1. select the concern worksheet and tap on the Review tab, then move to the “protect section”.
2. Tap on protect sheet button to access protect sheet dialog box.
3. Enter a password under the “password to unprotect the sheet” so that only the authorized user that
has a password will be able to unprotect and edit the sheet.
4. Unmark the “select locked cell” under “Allow all users of this worksheet to” and unmark every
other command you do not want people to access without your consent.
5. Click Ok and re-enter the exact password you enter above (3) above for proper authentication.
However, you can unprotect the sheet you have protected, to do that, you will have to :
1. Select the protected sheet and tap on the Review tab.
2. Select unprotect sheet from the protect section and insert the password you used previously to
secure the worksheet.
3. Then tap Ok to unprotect the worksheet.
Hiding your worksheet: this is a way of masking a worksheet so that unauthorized persons will not even know the
sheet exists. Do this simple trick to hide your worksheet:
➢ Right-click the concerns worksheet tab and select Hide from the pop-up menu.
To unhide the worksheet, do well to:
➢ Right-click any other worksheet in the same workbook that you have previously hide and select unhide
from the pop-up menu to summon unhide dialog box.
➢
Pick the name of the worksheet you want to unhide from the list and tap Ok to unhide the worksheet.
CHAPTER THREE
DATA COMPUTATION WITH FORMULAS AND FUNCTIONS
UNDERSTANDING EXCEL FORMULAS
The formula is any expression used for calculation values in a cell on in a range of cells i.e., =C4+C5+C6. A
function is a predefined formula that is available in the Excel application. It carries out certain calculations
constructed on certain values which Excel called argument, for instance rather than add up =C4+C5+C6+C7+C8,
you can simply use Excel Function to structure such range of cell, like this =SUM(C4:C8) other functions are
COUNT, AVERAGE, MAX, MIN and many more.
USING CELL REFERENCE IN FORMULAS
All data computations of Excel are done with formulas, to perform any arithmetic and other calculation in Excel
application, you have to understand the pattern of Excel formulas which is based on equal sign (=), such as = 9 + 7,
=11-4. But Excel formulas will rather make use of Excel references rather than typing content directly and runs the
calculation and fill the formula cell with the result of the cell contents it has gathered together.
The major principle of Excel in the formula is pointing to cells to use such cell contents in the formula. The
moment you begin inserting the formula and you notice the contents you want to use is inside one cell, simply point
to the cell(s) that enclose the contents you want to use. Once you are done entering the formula by pointing to a
cell, then strike enter key for Excel to change the address of the cells to the contents that are inside and produce an
accurate result, for instance, let us check how cell B2 and B3 produce a result of 600, cell B2 is having 290 data
while cell B3 has 310, then you structure the formula like this =(B2+B3).
by the reason of the content that is inside the cell address you pick, you will be having 600 as the result. Excel is
majorly concern with the content but having an interest in identifying the cell that produces each content by
referencing them.
Are you still confused about how Excel formulas work in pointing to cell reference and offer the content of those
cells for formulas? Ok do not worry, you are fully covered, let us check Christopher stocks outlet record by
checking the total of its demand and supply and using an AVERAGE function to average the difference between the
demand and supply.
➢ Column B is having a supply item describing the number of stock supplies to the various customers.
➢
Column C is having demand items describing the number of stock demanding from the various
producers.
➢ Column D is having a variation list comparing supply items to demand items and displays the variation
from each stock.
To get how formulas work, then check the above worksheet result and compare it with the worksheet below which
show the cells that Excel reference to in producing the content for formulas below which at the long produce result
to the above worksheet.
Description :
➢
Column D is pointing to cell B and cell C, it removes the content of cell C from B in deriving the
variation for each stock.
➢ Row 7 finds the average point of the item by using the AVERAGE function in checking the average of
the stock from row 2 to row 6.
Tip: To check the cell references and the formulas that are used in getting a particular result, tap on the formulas
bar and click on the formulas button to show formulas and the cell references. To see the result again in each cell,
click one more on the formulas button or shortcut (Ctrl + ` apostrophe).
POINTING TO FORMULAS RESULT IN FORMULA
Excel permits using of the previous result formula in the new formula instead of gathering individual cells.
Buttressing more on this point, it will be very essential to check the list of nine undergraduate students in Medicine
by analyzing their grade based on their core three courses:
➢ Column G displays the total grade of each student in both courses.
➢
Column H shows the average grade of each student by extracting the formulas of column G's total
grade and divide it by the number of the courses offered to get the average grade instead of adding each
grade together and divide it by 3.
Explanation:
Column H formulas refer to the formula of column G by using column G formula result
in its formula i.e., rather than add column D, E, F together and divide it by 3, it simply
takes G that has that result and divide the result by 3 to get an average grade.
OPERATORS OF EXCEL FORMULAS
Operators in Excel deals with the types of computation you want to perform with Excel formulas. Excel has four
major types of operators in Excel, I will quickly talk about each of them briefly and afterward the order to which
they should be arranged according to Excel precedence to get the correct result from Excel formulas.
1. Arithmetic Operators: this is the major Excel operator that involves mathematical functions such as
addition, subtraction, and so on.
Operators
+ (plus symbol)
^ (caret)
- (minus sign)
Meanings
Addition of multiple number
Exponentiation
Subtraction and negation sign
/ (right slash)
% (percentage)
*(asterisk mark)
Division
Percent of
Multiplying number
Instances
=3 +4 or = D4 + 4
=10^2 = 100
= 8-2 or = c4-6
And -4
=30/3 or = E4/6
=90%
5*3 or B2*4
2. Reference Operator: it is the operator that combines multiple cells and points them to Excel for
computation.
Operators
() Space
‘ (comma)
@
#
: (column)
Meaning
It is used to unite the intersection of two books
so that they will overlay, otherwise, there will
be a prompt warning or error message
It is used to merge multiple cell range so that
you can calculate their value to give one value
It shows the indirect intersection of data items
or cells in a formula
It indicates that the cell is not big enough to
accommodate the data that is inserted into it,
you have to stretch it to show the actual data
inside
It is used to show the range of two or more
cells by referencing those cells for
computation, it is referred to as range operator
Instances
=(C2:E5 B1:3D)
=SUM(A2:A5, C1:C8)
=@B4:B10
####
=PRODUCT(E2###)
=SUM(B4:C5)
3. Concat Operator: as the name suggests, it merges different values and uses them to produce a single
result.
Operators
Meaning
& (Value connector) Joining two values
Instances
= A1:C4 & C4
4. Comparison Operator: this is the operators that compare one data against another and formulate
true and false result based on the data it gathers.
Operators
= (Equal sign)
>(greater than)
< (less than sign)
>= (greater than or
equal sign)
<= (less than or equal
sign)
<>()
Meanings
Equal to
Greater than
Less than
Greater than or equal to
Instances
= B2 = D3
= E3 > A5
=A2 < E2
= C7>= c4
Less than or equal to
= D5<=B4
Not equal to, it only = F4<> 6
gives returns of either
True or False
UNDERSTANDING ORDER OF EXCEL OPERATOR PRECEDENCE
This is the order to which Excel arranges its operator when it comes to calculation, if you arrange the order anyhow
you will end up getting the wrong result. The precedence order is majorly needed during complex expression with
two or more operators. In short order or precedence is predefined order by which Excel arrange how part of the
formulas will be calculated, 1st, 2nd, and 3rd and so on in that order, take for instance this below example:
3+3*2, if you start calculating from right to left you will be having 9 as result but if you start from left to right you
will end up with 12, to do away with this confusion, which is why Excel brings an order of precedence to serve as a
guide to how Excel operator will be arranged for calculation.
Operators
:
(space)
‘
%
^
*& /
+&&
= < > <= >= <>
Details
Colon
Intersection
Union or comma
Negation
Percentage.
Exponentiation or raise to the power
of.
Multiplication and division.
Addition and subtraction.
Two values connectors or text joint
Comparison.
Order of Precedence
1st
2nd
3rd
4th
5th
6th
7th
8th
9th
10th
BYPASSING ORDER OF PRECEDENCE
You can dictate the order in which you want Excel to carry out the calculation by bypassing Excel order of
precedence simply by enclosing part of the formulas in parenthesis, let us check how it works with this example:
=16-4/4, Excel will divide 4 by 4 and then remove it from 16 in respect of its order of precedence but if you enclose
such data in a bracket like (16-4)/4, Excel will follow your dictation by attending to parenthesis first and later divide
it by 4.
BASICS METHOD OF ENTERING FORMULAS
Basic methods are those procedures that essential for incorporating data into the formulas in such a way to get an
accurate result and enjoy the best that Excel has in store. Let us proceed and examine those indispensable basic
methods of entering Excel formulas:
1. Copy the formulas down the last cell with the fill handle: for the formulas in an adjacent cell that
has the same pattern of formulas with other cells, it is necessary to copy such a formula down with
the fill handle by dragging the fill handle to save time and energy of retyping it into the other cell as I
have discussed it in the previous chapter that the “fill handle” is the small square at the lower right
corner of the active cell. To copy the same formula pattern, do well to:
a. place the mouse cursor on the fill handle till it changes to a plus icon.
b. then double-click to drag the plus icon down to the last cell in the list to copy down the
same formula pattern.
c. Go over each cell to confirm if they have the correct pattern of formulas because the first
formula might be having an error by pressing (Ctrl + ` apostrophe)
2. The number should not be enclosed with a quotation sign: do not enclose number with double
quotes, if you do that, you have turned such number into text values and such may affect the
alignment and even the calculation if care is not taken. The only data that should be enclosed with a
double-quote is the text, take for example in cell D3, you will return 2 for “pass” and 0 for
otherwise, let assume in cell E3, you insert =IF(D3= “pass”, 2, 0), if you copy down the cell, you
will be having 1’s and 0’s in each cell in the column but if those numbers have the double quote like
=IF(B3= “pass”, “1”, “0”) though you will get the right answer yet the alignment will not be correct
and such formula will be having numeric string not a number anymore.
3. Ensure to close all opening parentheses within the formula: using parentheses within the formula
can’t be overemphasized because it defines the order of Excel calculation whenever the formula
involves more than one argument function, but when you do ensure to pair all opening parenthesis by
closing the with closing parentheses to make calculation convenient, Excel used to indicate each
parenthesis with color in the formula.
4. Using down arrow and tab key for quick auto command: As you begin function for formula,
simply type the first two letters of the function you want to use, then move down with down arrow
key to the desire function and strike enter key to insert it into the formula, take this example for
instance:
a. Input an equal sign (=) and insert the first two letters of the function you want to use,
especially if you are not very sure of its spelling.
b. Then move down to the auto command function list with a down arrow key to the function
you want and press the tab key to insert it into the formula cell after the equal sign, then
complete the formula with the correct argument.
5. Insert number into the cell without formatting, do the formatting after you are done typing the
number: this is the golden rule of Excel, the number you enter should not have any format such as
currency sign ($), separator, or any symbol, if you want to separate an argument use comma which
is the recognized default separator, using any of the above characters frustrate Excel and therefore
rather than type them before formula, do well to apply those formatting by typing the number first
then you can format them afterward.
DIVERSE WAYS OF ENTERING CELL FOR FORMULAS
You can refer to cell for formulas in various ways such as clicking a cell, inserting the cell range, and others. I will
be taking you through diverse ways by which you can refer your cell for formula when it is time to use it in the
formula.
ENTERING CELL REFERENCE VIA CLICKING
A cell can be referred to by clicking on a cell and make use of such contents in the formulas. To achieve referring a
cell for formula, observe the following process:
1. Tap on the cell where you want to enter the formula and type an equal sign (=) and any function that
you want if there is a need.
2. Then place your cursor at the spot where the cell content is needed and click on the cell and the cell
reference will be inserted at the very spot, put column or command and click on the next cell.
3. Insert the close parenthesis and press Enter.
ENTERING A CELL RANGE
You can as well refer to cells by entering the cell range within the formula. Cell range works for both adjacent and
non-adjacent cells. To enter cell range, do well to:
1. Insert equal sign (=) into the cell where you want to use the formula.
2. Insert the function if need be and open the parentheses, then type the range of the cells at the spot
where you want to use the formula or drag over those cells.
USING CELL RANGE NAME RATHER THAN CELL REFERENCES
Excel permits you to give a name to the range of cells and use such name in the formula instead of entering the cell
references, cell range name is very convenient especially when the range of cell involved is complex. Let us check
the process that involves naming cell range and using it in the formula:
1. Select the range of cells for which you want to create a name.
2. Tap on the formulas tab and move to Define name group, then click on the “Define Name” button
and select Define Name from the drop-down list to summon a new name dialog box.
3. Enter the range name in front of the Name field inside the new name dialog box.
4. You will specify the scope of the name either you want the name to be available just only in the
specified worksheet or in all the worksheets within the workbook by selecting the concern worksheet
and workbook respectively.
5. Then tap Ok for authentication.
Note: if you select a specific worksheet, the name will not be available in any other worksheet except in the
selected worksheet but if you select Workbook, it will be available in all the worksheets of the concern’s workbook.
Now we can move to how one’s will use the name created above in the formula, to do that, kindly:
1. Select the formula cell and begin with an equal sign (=, then insert function if it is needed such as
AVERAGE.
2. When it is time to use the cell range name, simply tap on the Formulas tab and move to the Define
name section.
3. Them tap on the Use in formula button and select the name of the cell range name you want to use
from the drop-down list.
4. Close the parenthesis and strike enter to run the formula.
Note: when you copy a formula with cell range name reference to another cell, the range name address will not be
changed, cell range name carries its identity continually.
Managing cell range name: as the author of the cell range name, when you notice the cell range name is not
perfect enough or the name is not necessary anymore, you can edit or delete such range name. to achieve either of
the two above objectives, simply:
a. Tap on the formulas tab and move to the Define name section, then tap on Name manager to
access the name manager dialog box.
b. Tap on the cell range name you want to edit and click on the edit button to access the Edit name
dialog box.
c. Simply insert a new name to the name field and then tap Ok for authentication.
d. On the aspect of deleting, you only have to click on the delete button and tap Ok from the box
warning that shows up after you click on the delete button.
USING ANOTHER WORKSHEET CELL CONTENTS IN FORMULAS
It has occurred time without number that one sheet formulas will need another sheet content before it can complete
its formula processing especially if it is a related sheet or both of them are addressing the same specific goals, for
example, if sheet 10 has a total of purchased equipment and sheet 11 record total of equipment sold, typically you
can’t obtain profit or loss margin until you compare the figure of both purchases and sold that is why there is a need
to extract the content of another worksheet in completing the formula. Let us examine this worksheet.
1. Enter into the cell F4 =( E4- in sheet 11, then leave the formula open like that, then navigate and
click on sheet 10 tab for purchase total.
2. Now move to the sheet 10 formula bar, you will notice the formula you typed into sheet 11 in cell
F4 is now in the sheet 10 formula bar, the only difference is inclusive of the “sheet !” which is telling
you that what remains is sheet 1 cell contents information.
3. Now complete the information in the sheet 10 formula bar by select the cell needed either by
dragging or clicking, which is in E4 here.
4. After the selection of the concerned cell, you will see it in front of sheet 10! In the formula bar,
simply close the parentheses and strike enter key for processing.
5. Nevertheless, the process results and cell content used will be reflected in sheet 11 where you started
the formula, not in sheet 10 where the formula is completed.
COPYING EXCEL FORMULAS TO THE OTHER CELL
To enjoy the best of the Excel formulas, there is no need in repeating formulas down the columns or to the right of
the rows, provided the formulas cell has the same formula pattern as the other cell in the column or row to save
one’s time and energy, simply use fill handle to copy the pattern of the formulas to the other cell down the columns
or to the right of the row. To achieve that, you have to:
a. Select the cell formula that has the same pattern of formulas that you want to copy to other cells.
b. Position the mouse pointer to the right bottom of the formula cell on the small square(fill handle)
till the pointer change to the black plus icon, then drag the black plus icon to the other cell where
you want the same pattern of formulas to copy inside.
c. Release the mouse button when you get to the last cell you are copying to.
d. Go over each cell to confirm if they have the exact pattern of formulas because the first formula
might be having an error and if that is not detected, such error will be transferred to other cells where
the formula is copied to.
Note: to check over each formula, press (Ctrl + ` apostrophe)to switch from formula result to formula, when you are
done checking, press (Ctrl +` apostrophe)to shift back to formula result.
IDENTIFY AND RECTIFYING ERROR IN EXCEL FORMULAS
Excel its application perfectly, so that any time you enter a formula and if the formula has an error, it will signify to
you instantly because if one mistake is not identified and rectified, it will affect the whole result and worksheet, that
is why you have to be very conversant and understand every symbol around each cell. To identify cell with
formulas error, check the top left of each cell if you notice a green triangle, then it is telling about the existence of
formulas error. The best option when an error is sighted is to correct them as they appear as an error though Excel
provides about two or three options for correcting the error which I will be discussing with you very soon below.
RECTIFYING ERROR AS IT APPEARS
When you notice an error, correct it instantly so that you will not forget and deliver the worksheet from the destiny
of the error destroyer that will render the worksheet irrelevant. To do that click on that green triangle you see at the
top left of the cell to check the type of error it is and how to correct such an error, then afterward you can then
proceed to send it out of the worksheet. To understand the types of formulas error you are likely to commit within
the worksheet check the below table for guidelines. To correct an error as it appears, then do well to:
a. Select the cell that shows a green triangle and the error button will come up.
b. Then tap on the error button (yellow exclamation mark) and its menu will visible, then tap on its
menu for the drop-down list of the structure of the error and how it may be corrected, then correct it
accurately.
Tip: To check the formulas you used in each cell rather than formulas result, kindly press Ctrl + ‘ (apostrophe) or
you may click on the Formulas tab and tap on the show formulas button, to see the formula itself and understand the
way you structure each of the formulae.
RECTIFYING WITH ERROR CHECKER
If you choose not to correct an error on sight, then you may go for an error checker, these options run a thorough
check on the worksheet to see if any error exists, the moment it detects any existence of error it will display in the
error checker dialog box. To use error checker box features, simply:
a. Tap on the formulas tab and move to the formula auditing section.
b. Then click on the error checker menu and tap on the error checking button to access the error
checker dialog box if it finds any error.
c. The dialog box gives details about the formulas error and produces various options on how such error
may be rectified, simply choose any of the desirable options to rectify the error.
d. Tap on resume when you are done rectifying the error to bring back the remaining dialog box option.
e. Tap on the previous and next buttons to switch between the available formula errors that exist
within the worksheet.
f.
If you do not find any error in what the system is referring to as an error, kindly tap on ignore button,
immediately you are done with rectifying all errors, then tap on the close button to send out the error
checking dialog box.
RECTIFYING ERROR VIA TRACING CELL REFERENCES
When you trace a cell reference it will show the connection that exists between the formula and the cells it used in
getting formulas result to show how each of the cells contributes to the formula's result and to know which area has
to be corrected. Tracing cell references are in two forms, they are tracing precedent and tracing dependent, when
you use cell tracer, you will see a blue arrow indicating the cell used in structure a formula. It is expedient to
discuss how each cell tracer reacts and therefore let us quickly brief them one after the other:
1. Tracing precedent: this is the cell tracer that is used to trace the formula’s precedent, it means
tracing precedent use to trace the cell that contributed to the formula result by using tracer arrow to
trace the cells that are used in the formula result. it is necessary to know the cells that contributed to
the formula. To check how it works, do well to:
a. Select the formula cell and tap on the formulas tab, then move to the formulas
Auditing group.
b. Tap on the cell precedent button to show the connection between cells and formulas with
an arrow indication and check the error area you can correct.
c. The is the result you will be having.
2. Tracing dependent: this is the cell tracer that is used to trace formula’s dependent, it means tracing
dependent use to trace the formulas that its cell content contributes to. To use tracing dependent and
check how it works, kindly:
a. Select the cell to trace those formulas that depending on it and tap on the formulas tab,
then move to the Auditing formulas group.
b. Tap on the cell-dependent button to check the connection and examine an area of error you
can rectify.
Cell tracer arrows are not meant to be on the worksheet after you have done checking and rectify errors. To remove
the cell tracer arrow, observe the listed processes below:
a. Select the cell precedent or dependent depending on the cell arrow you want to remove.
b. Tap on the Formulas tab and move to the auditing group.
c. Tap on the Remove arrows menu, and select either precedent and dependent depending on the
tracer you click on to send the arrow out of the worksheet.
DIGGING DEEP INTO FUNCTIONS
As I have said earlier, functions are predefined formulas that you can use in Excel calculation for a specific purpose
rather than picking cell one by one before using them in the calculation, for instance for addition you may type =
D1+D2+D3+D4 but if it’s a function you can simply put as = SUM(D1:D4). Functions make Excel calculation
convenient especially if it involves long arrays of data. Excel has a lot of functions such as PRODUCT,
AVERAGE, COUNT, and others as they are all listed in the Formulas tab.
FORMULATING ARGUMENT IN FUNCTIONS
A function is of no use until there is an argument, argument makes function active function. Arguments are the cell
address that will be entered after the function which will be surrounded with parenthesis and those cell references
are what function runs check over, for example, using Average function in cell E3, which will be
=AVERAGE(D3:D4).
Note: comma separator is the actual separator for argument, do well to use it, anytime you are using over one
argument.
USING EXCEL HELP TO ENTER ARGUMENT FOR EACH FUNCTION
Excel offers directives to the use of argument in each function as well as what function will help you to do, in case
if you do not know about a function you are about to use. To achieve that, kindly:
a. Tap on the cell and insert equal sign =.
b. Enter the function you want to use and open the parenthesis =PRODUCT(
c. Double-click that particular function in the Auto command and Excel will bring out an Excel help
box given the direction on how to use such function and how to structure its argument.
BEGIN ENTERING AN EXCEL FORMULA
The first stage of the formula is that of entering a formula and that can only be achieved by typing the function and
argument into the formulas or ask Excel to guide you through the process. We will be checking how the two works
now.
1. Typing the function and argument into the formula bar or the concerned cell: To achieve that,
do well to:
a. Tap on the cell where the formula will be created.
b. Then begin typing into the concerned cell or in the formula bar, both mean the same,
provided you have made the selection at (a) above.
c. Insert the equal sign (=), follow by the parenthesis, then put the correct argument and close
the parenthesis.
d. Strike on the Enter key for data calculation and result establishment.
Note: Excel function will be entered in upper case, however, if you enter it in small letter, do not panic because as
soon you strike enter key such function will change to upper case.
2. Asking Excel to lead you through the process: to summon Excel Help box in leading you through
the process, simply:
a. Tap on the cell where the formula will be created, then tap on the formulas tab and
move to Function library, then click on Insert Function to access the Insert function
dialog box.
b. Select a category from the “select a category” where the function category can be found
such as most recently used, All, and others, all the functions fall under All.
c. Move to “select a function heading” and scroll up and down to find and select the function
you needed.
d. Tap Ok to open the function arguments dialog box.
e. Enter the address of the cells you want as the argument or simply drag over them to include
them in the formula, use the number 2 for another argument if it is more than one argument,
number 3 will come automatically, you can add 5 arguments in that order, then tap Ok.
f.
This is the result.
Note: if you are confused in any area call on Excel to help you the more by typing “Help on this function on any of
the two dialog boxes.
BRIEF DESCRIPTION OF NEW EXCEL AND OTHER INDISPENSABLE
USED FUNCTION
INDISPENSABLE FUNCTION
IFS
DETAILS
For running logical test on cells
based on one or more criteria
SWITCH
For switching cell values when a
specific condition is met.
SUM
For adding the cells listed in the
argument.
AVERAGE
For averaging the range of cells
listed in the argument.
AVERAGEIF
For averaging the range of cells that
meet specified criteria.
MAXIFS
For getting the highest value in the
listed cell if one or more condition
specified is met.
MINIFS
For getting the lowest value in the
listed cell if one or more condition
specified is met.
MAXIMUM
For getting the highest value in the
listed cell for argument.
MINIMUM
For getting the highest value in the
listed cell for argument.
TEXTJOIN
For joining cell values, strings with
perfect delimiter and option for
ignoring empty cell
CONCAT
For combining two or more cells
without an option to ignore empty
cells.
PRODUCT
For multiplying the values of the
listed cell in the argument.
PMT
For calculating periodic payment of
the loan amount.
LARGE
For getting the nth largest position
of the numerical value in the listed
cell for argument.
SMALL
For getting the nth lowest position
of the numerical value in the listed
cell for argument.
COUNTING
FUNCTION
DATA
ITEM
WITH
“COUNT”
AND
“COUNTIF”
The COUNT function is designed for formulating numbers of cells in a range, it is used to count an item of
number. Text, non-number, and blank cell are exclusive for computation using the COUNT function, it has only
one argument which is cell range. The formula = COUNT(range).
The COUNTIF function can also be used just like the COUNT function, the only difference is that it can only
count the number of cells that meet a specified condition in a range of cells. The argument of COUNTIF is two
because of the condition that it adds to its own. The formula =COUNTIF(range, criteria)
Note: you can use the COUNTIF function for text values by enclosed the criteria with quotation marks.
CONCAT FOR MERGING TEXT STRINGS
CONCAT function helps in combine two or more values, strings, or range of cells together just as its predecessor
CONCATENATE FUNCTION. Major Excel instance in which CONCAT works well is on the names and address
though it can also be used to add a number as well. It does not have a perfect delimiter like text join such as space
or comma, If you desire to add a blank space delimiter between the cell you have to define it with quotation marks
for each argument. It has no option to ignore empty values like text join as well. This is the structure of CONCAT
formula =CONCAT(text1, text2, text 3,..text10).
Two arguments with space delimiter = CONCAT(B2,“ ” C2) Three arguments with space delimiter =
CONCAT(B2, “ ”C2 “ ”D2).
Note: CONCATENATE function is still available in Excel but may not be accessible in the new version that will be
released, simply see CONCAT as CONCATENATION that you use before.
“TEXTJOIN” FUNCTION FOR PERFECT JOINING CELL VALUES,
AND RANGE OF CELLS
TEXTJOIN function is also one of the latest Excel function that comes with Excel 365, it is also specialized in
joining strings, values, or cells together just like CONCAT function but has a perfect way of inserting delimiters
such as space or comma and also has an option for an empty cell, for instance, you can attach True to ignore empty
cells or False to include empty cells. The structure of its formula is this: TEXTJOIN(delimiter, ignore-empty,
text1, (text 2)…(text n).
NOTE: the delimiters are the space and comma put in between the joined cells and strings, for space double
quotation mark only “ ”, for comma double quote with a comma in between the quote “,”.
ii. the blank space in TEXTJOIN permit you to include empty cell and add outside value like the USA in the above
example.
“SWITCH” FOR SWITCHING CELL VALUES
The switch function is used in comparing a text against a list of value and return the result that matches the text we
are comparing to but when no result is matched, it will return the default value if you specify it but if you do not it
will return n#/A for value not match. You can use it to test multiple values and gives you the result that matches the
text test. It gives an actual match and thus does not has any logical operators such as < or >. This is the formula
structure= SWITCH(expression, value1/result1, (value n/result n, “default”). we want to switch B2 in the
worksheet below against cell value in column B.
When you specify the default value in the formula.
When there is not default in the formula for value not match, it will return #N/As.
COMPARISON OF SWITCH AND IFS FUNCTION
SWITCH FUNCTION
IFS FUNCTION
It expresses the function once without any
repetition
It repeats each condition of the item to be tested in the
function.
It gives an actual match and thus has no logical
operators such as greater than > or less than <.
It does not have a limited match and thus gives room
for logical operators such as greater than > or less than
<.
The switch can return a default value if no
condition is matched, provided you include it in the
formula but if not, it will return #N/A error.
It has no default value because the value must fall
within the range of the condition specified. However,
if it does not, it will return #N/A error
IFS FUNCTION COMPARES TO IF AND NESTED IF WHEN TESTING
MULTIPLE CONDITION
IFS function works on earlier Excel function, it fills deficiency of IF and NESTED IF by run multiple tests and
attach conditions for each test by returning the result for each test. Testing multiple values is more convenient and
precise than using NESTED IF, you can test over 100 conditions. This is the structure of its
formula=IFS(text1,value-if true, text 2, value-if true, and so on.)
Tip: IFS can return a default value if it does not meet any criteria specified as seen below.
NESTED IF function comes to solve IF deficiency for its inability to run multiple tests, but Nested will be very
difficult to structure when the tests extend beyond three tests which is what IFS has catered for. NESTED IF
function formula is like this=IF(text1,value-if true, IF(text2, value-if true, “default value).
IF FOR PERFECT CONDITION ANALYSIS
IF function finds its expression by run a logical test on the cell and return one value if the condition is true or a
default value if the condition is not met, for instance, to be promoted you have to score above 60 otherwise you will
be repeated. The structure of the formula is like this =IF(D2>60, “Promoted”, “Repeated”).
“MAXIFS” AND “MINIFS” FOR SEARCHING SPECIAL VALUE
“MAXIFS” AND “MINIFS” functions are available in the latest Excel 356 to search Maximum and minimum
value in the array of cells based on one or more conditions, both functions fill the deficiency of MAXIMUM and
MINIMUM functions. This is the formula for the two formulas:
=MAXIFS(max-range,criteria-range1,criteria1,{criteria-range2, criteria 2}….).
=MINIFS(min-range, criteria-range1,criteria1 {criteria-range2,criteria 2}…)
Tip: MAXIFS function checks for the highest value based on one or multiple conditions while MINIFS function
checks for the lowest value based on one or multiple conditions.
MAXIMUM AND MINIMUM FOR OBTAINING HIGHEST AND
LOWEST VALUE
MAXIMUM AND MINIMUM function give exact first position value and last position value respectively in the
arrays of data, they have only one argument and that is cell reference, the formula is structured like this
=MAXIMUM(cell ref), =MINIMUM(cell ref).
Tip: MAXIMUM function checks for the highest value without any criteria while the MINIMUM function also
checks for the lowest value without any criteria
AVERAGE, AVERAGEA, AND AVERAGEIF FOR AVERAGING DATA
The AVERAGE function will average all the cells that contain numbers, it excludes text data and empty cell
within the data entry or range of cell but includes assume 0 to be number and thus include it in the computation.
The AVERAGE function uses one argument and that is cell range or values, the formula structure is like this:
=AVERAGE(values1, value 2,..)
a. Prepare a worksheet with the needed data.
b. In cell A8 type equals sign (=) and Enter AVERAGE formula to compute the average value for
column A.
c. Strike Enter key to run the formula and obtain the result.
“AVERAGEA” function works exactly like the AVERAGE function, it also uses one argument, the only
exception is that it treated all the cells that have data including text by converting text to 0 and add it to the
computation. the formula is this =AVERAGE(values1, value 2,..)
AVERAGEIF function adds a condition that needs to be met on its own which make it has three arguments, the
additional two-argument specify the condition that must be met and the cells from which it will be drawn, for
instance, let us assume you want to calculate Average for student fees paid for the specific class, to do that:
a. Prepare a worksheet with the needed data.
b. In cell E3 type equal sign (=) and Enter the AVERAGEIF function.
c. insert the cells from which condition is to be drawn and the actual condition that must be met, then
the cells from which the values will be drawn.
PMT FOR CALCULATING THE PERIOD OF THE LOAN PAYMENT
PMT function helps you to calculate in advance the payment of the loan in respect of the actual rate, loan amount,
and period that the concerns loan will cover. It will segregate for you the actual amount to be paid weekly, monthly,
quarterly, half-yearly, and annually on the money you want to borrow. PMT simply means “Payment”, for example,
you are about to obtain a 5years mortgage loan having an annual interest of 9% with a $50000 amount of loan.
PMT function can therefore help you to calculate whatever period of payment you want to choose with the attached
amount. This is the structure of PMT formula=PMT(rate, nper, PV) in which :
➢
Rate is the constant rate of interest per period either yearly or monthly, remember not to include
percentage when you are entering the rate into the cell so that it will not be converted into text value, you
can format it to percentage after entering it before the calculation.
➢ Nper (Number of payment) number of time it will take to pay the loan back, take for instance, if it is an
annual payment for 5 years, simply enter 5 years but if it is monthly or quarterly put 3 x 12 years or 3 x 4
year depending on the payment period you choose.
➢ PV (amount of the loan) is the actual amount of the loan you want to borrow at the moment.
Annual PMT formula=PMT(9%, 5, 50000).
Monthly PMT formula=PMT(9%/12, 5 x 12, 50000), and so on.
The formula to be entered.
NETWORKDAY AND TODAY FOR DAY ASCERTAINING
NETWORKDAYS function can be used to determine the number of workdays between the specified two dates
excluding Sunday and Saturday, then Holiday provided you specify it within the formula because it is an optional
argument. NETWORKDAY is used in planning ahead of a particular task or for budget preparation. The structure
of its formula is like this = NETWORKDAYS(Start-date, end date, (Holiday).
Note: the two arguments without parenthesis are compulsory while the only one in parenthesis is optional:
1. Start date: the day where you want to commence the counting of workdays.
2. End date: end of the period which the working days counting will end.
3. Holiday: the day you specified as a public Holiday perhaps the days declared as a holiday by the
government or the one you schedule to be a holiday so that such will be excluded from the working
day.
NETWORKDAY function with holiday
The NETWORKDAY function without holiday:
The TODAY function returns today’s date, as its name indicates, this is one of the special Excel functions that
bypass rules of argument, as it operates without any argument. The formula structure is like this =TODAY().
Adding 14 days to today’s date =TODAY()+14 days.
UPPER, PROPER AND LOWER FOR CHANGING TEXT CASE
The three functions above are for changing case depending on the initial case you typed the text, the reason for
these three functions is to enable Excel user to change the case of the text when the need arises, as it is known Excel
lack automatic change cases like MS word and other word processors. Remember UPPER, PROPER AND
LOWER FUNCTION affect only the text, it has nothing to do with numbers of any kind. The structure of their
formula is like these:
=PROPER(text) =LOWER(text) =UPPER(text). Let us examine instances whereby you have a list name in lower
case and you want to change its proper case, to achieve that, ensure to follow the process below:
1. Create a temporary column next to the column that contains the text that has to be changed. To
do that select and right-click the column that will be to the right of the new column you want to
create.
2. then select insert from the fly-out menu to insert the new column.
3. Go to the first cell in the new column beside the first cell of the list name you want to change and
Insert =PROPER(C2), however, if you prefer uppercase you can as well change it to upper case by
inserting a formula like this =UPPER(C2), then strike Enter key for change case processing.
4. The result of the formula has duplicated itself in cell C2 but in a proper case, now you can use the fill
handle to copy down the formula to the last name in the list by dragging the fill handle when it
turns to a black arrow.
5. Column C is now having a set of student names in proper, the next step is to select column C and
copy the student names by pressing Ctrl + C on the keyboard.
6. Now you do not need to delete column B content, you can paste the content you copy inside it
easily with paste special, to do that right-click the beginning cell where you want the new proper
case to start from and click on the paste special option to paste the copied contents.
7. This is the result.
8. Then send the temporary column out of the worksheet, by selecting the column and right-clicking
on it, then select the delete from the fly-out.
9. This is the result you will be having will now be in the proper case as it is shown above.
ISOLATING DATA WITH LEFT, MID, AND RIGHT FUNCTIONS
To extract any part of the cell easily, you must understand LEFT, MID, and RIGHT functions because the three
functions are designed to extract the left, mid, and right parts of the cell respectively. For instance, you may ask to
extract the first three codes that indicate your country code of the registered phone number, this is the work of the
LEFT function. MID and RIGHT function as well can be used to extract the middle part and back portion of the
Phone number respectively.
The LEFT function has only two arguments and they are cell reference and num-chars, cell reference is the text or
data where you want to extract a certain portion of data from while num -char is the number of the data to be
extracted from the left side. The formula =LEFT(C3,3).
LEFT function for extracting country code.
f
The RIGHT function works exactly like a LEFT function but the extraction will take place from the right side of
the text or cell, the argument and formula remain the same =RIGHT(D3,4) the 4 signifies the total number to be
extracted from the right side.
The MID function works differently as it deeps its extraction from the middle of the text according to the dictate of
the formula and also has three-argument they are cell reference or text, start num and num chars, the formula
structure is like this =MID(cell reference, start num, num char) (D2, 4, 3).
Argument explanation: cell reference and num char remain the same thing as it is explained above but start num
shows the point where the num char extraction will start from for instance the start num here is 4 which means
Excel will count four from the left side before it can extract the num chars that is only 3 character.
LEN FOR DEFINING CHARACTER LENGTHS
LEN function is used in Excel in determining the length character of a given cell or words, LEN is used to count
character be it text and number but it does not include a formatted number. LEN function has only one character
and that is cell reference or text. The formula is in this form =LEN(text).
Tip: You may use two or more text together, it will still work but one will be the principal, and the other will be a
subsidiary or argument such as =SUM(LEN(B2), LEN(C2).
LARGE AND SMALL FOR NUMERICAL VALUE COMPARISON.
LARGE AND SMALL function design to test run the range of cell or an array of data to gives a return on the nth
position, they are specified in comparing numerous value and extract the actual position according to the dictate of
the formula, the LARGE function will find maximum nth position value while the small function will find
minimum nth position value. They have two arguments and they are cell reference and nth position that is needed.
The formula is a structure like this =LARGE(cell ref, nth position), =SMALL(cell ref, nth position).
Note: the nth position means the actual position you are looking for in the arrays of selected cells.
RANK.EQ AND RANK.AVERAGE FOR RANKING NUMERICAL VALUE
“RANK.EQ AND RANK.AVERAGE” function has replaced the RANK function though you can still find rank in
Excel 365 it may not accessible in the next Excel version that will be released. Both RANK.EQ and
RANK.AVERAGE ranks the numeric value into each position according to the value that each number carries, the
difference is that RANK.EQ uses to rank more than one values that have the same data equally by attaching the
same rank for them while RANK.AVERAGE also use to rank more than one values that have the same data
equally but in addition, add the ranks together and return the average point for them. The formula is structured like
this RANK.EQ(number, ref, (order), RANK.AVERAGE(number, ref, (order).
RANK AVERAGE RESULT.
Description of the three-argument:
1. The number stands for the value of the cell you want to rank.
2. Ref is the cell range or array of number values you want to rank against.
3. Order(optional) this is the order in which you want to rank the values, the order is either 0 or 1,
zero-order values in descending order, it means from largest to the smallest while 1 rank in ascending
order, it means from smallest to largest.
CHAPTER FOUR
CREATING AN IMPRESSIVE WORKSHEET FOR EFFECTIVE
READING
STRUCTURING A WORTHWHILE WORKSHEET
Structuring a worksheet has to do with the way you design your worksheet, perhaps, it will entice and motivate the
reader and other users to read it once again or not interesting in reading it anymore as a result of how you set it up.
There are many numbers of things you can do to impress the targeted reader, such as appliances of style, wonderful
fonts, borders, and colors, making text fit to the page, and so on. Knowing how to manage this worksheet apparatus
will entice the potential and existing reader, furthermore printing such a worksheet will attract audience attention.
The essence of this chapter is to take you through each process that will make your worksheet one of its kind. I will
be negligent in showing you all you have to know in creating an appealing worksheet.
APPROPRIATELY ALIGN TEXTS AND NUMBERS INTO ROWS AND
COLUMNS
Alignment is the process of the data in the rows and column and you should understand that text and number are
aligned to the left and right respectively by default but Excel permits you to change the alignment without altering
the value attached to either text and number, changing text or number alignment should be done appropriately. To
achieve aligning text and number, do well to observe the processes that involve.
1. HORIZONTAL ALIGNMENT(SIDE TO SIDE ALIGNMENT):
a. Select the concerned cell which you want to change its alignment.
b. Tap on the Home tab and click on any of the alignment “begins from the left,
center, and right alignment).
c. If you tap on the middle, this is the result.
MORE HORIZONTAL ALIGNMENT OPTION
To access all of the horizontal alignment, you have to summon a formatted cell dialog box and that can
only be achieved by:
i.
Clicking on the alignment launcher menu and select the format cell alignment to access
the format cell access dialog box.
ii.
Select the alignment tab and tap on the horizontal heading menu, then select prefer
alignment from the available alignment.
2. VERTICAL ALIGNMENT(TOP TO BOTTOM ALIGNMENT):
a. Select the concerned cell which you want to change its alignment.
b. Tap on the Home tab and click on any of the alignment “begins from the top,
middle and bottom alignment).
c. This is the result you will be having if you tap on top alignment.
Note: the above alignment is in two forms which are top alignment (vertical) and center alignment (horizontal).
MORE VERTICAL ALIGNMENT OPTION
To access all of the horizontal alignment, you have to summon the format cell dialog box and that can
only be achieved by:
i.
Clicking on the alignment launcher menu and select the format cell alignment to access
the format cell access dialog box.
ii.
Select the alignment tab and tap on the vertical heading menu, then select prefer
alignment from the available alignment.
MERGING AND CENTER-SPECIFIC TEXT ACROSS OTHER CELLS
Text is mainly merged and center across other cells to circulate and affect other cells by distributing its information
over them all. It also makes cells arrangement more appealing for viewing. How do I merge and center cell? by:
a. Selecting all the cells which the text to be merged and centered will occupy.
b. Tap on the Home tab and click on the merge button, then select merge and center from the dropdown list.
c. The result is this.
To unmerge and uncenter text, do well to:
➢
Select the merge and center texts or cells, then click on the Home tab and move to the alignment
group.
➢ Click on the merge and center menu and pick unmerge cells from the drop-down menu.
➢
This is the result.
ADJUSTING THE SIZE OF ROWS AND COLUMNS
Excel is structured 15 points high and 8.4 characters wide, entering text within this measurement is alright but there
are some instances, when you may have to enter the text that is either higher than 15 points high or wider than 8.4.
as result, Excel has prepared for such an instance and it is known as row and column adjustment. To adjust rows
and columns you can choose between the best two options that I will be sharing.
1. Adjusting single or multiple rows with row selection or mouse dragging:
a. Select the concern rows you want to adjust by selecting the concerned row through
clicking with the Ctrl key holding or dragging over their number.
b. Position the mouse pointer to either the top or bottom of the boundary of the selected
rows.
c. Shift the mouse pointer a little bit till it changes to a black cross with two heads, then
double-click and drag the cross up and down depending on the boundary you selected and
the measurement you are adjusting to.
d. You will see the pop-up warning indicating the height point to give you the clue of the
height you have reach.
e. Double-click and release the mouse, immediately you reach the height you are aiming at,
all the selected rows will automatically change to that new height adjustment.
Tip: if it a single row, you only need to select the row and then adjust any of the boundaries the same way you
adjust multiple rows.
2. Adjusting row height with autofit: as its name suggest, it automatically fits the data into the cell in
respect of the row height, the data entry will squarely fit into the row height. To enjoy autofit row
height, do well to:
a. Tap on the home tab and move to cells group.
b. Then tap on the format menu and select Autofit row from the drop-down menu.
c. This is the result.
3. Adjusting single or multiple columns with column selecting or mouse dragging
a. Select the concern columns you want to adjust by selecting the concerned row through
clicking with the Ctrl key holding or dragging over their letters.
b. Position the mouse pointer to the beginning or end of the boundary of the selected
columns.
c. Shift the mouse pointer a little bit till it changes to a black cross with two heads, then
double-click and drag the cross up and down depending on the boundary you selected and
the measurement you are adjusting to.
d. You will see the pop-up warning indicating the width point to give you the clue of the
column width you have reach.
e. Double-click and release the mouse, immediately you reach the column width you are
aiming at. all the selected columns will automatically change to that new width adjustment.
4. Adjusting column width with autofit: as its name suggest, it automatically fits the data into the cell
in respect of the column width, the data entry will squarely fit into the column. To enjoy autofit
column width, do well to:
a. Tap on the home tab and move to cells group.
b. Then tap on the format menu and select Autofit column width from the drop-down menu.
c. The result is this.
INSERTING AND DELETING ROWS AND COLUMNS
Have you ever ask if it is possible to insert or delete the rows or columns and even both? Yes, it is possible and thus
do not panic because you have entered about 7 rows or columns in the worksheet and you later realized that one
column or row item is missing because you can easily insert a new column or row and insert the necessary items.
To get a new row added to the worksheet, kindly:
a. Select and right-click the row that will come below the new row you are about to create.
b. Select insert from the drop-down list.
c. The result is this.
Alternatively:
a. Choose the row that will come below the new row you are about to create and tap on the Home tab.
b. Move to the cells group and tap on the insert menu.
c. Select insert sheet rows from the insert drop-down menu.
To get a new column added to the worksheet, do well to:
a. Select and right-click the column which will be at the right side of the new column you are about to
create.
b. Select insert from the drop-down list.
c. The result is this.
Alternatively:
a. Choose the column that will be at the right side of the new column you are about to create and tap
on the Home tab.
b. Move to the cells group and tap on the insert menu.
c. Select insert sheet columns from the insert drop-down menu.
You may delete any rows or columns if need be, follow these processes to send them out of the worksheet:
a. Select the row (s) or column (s) to be deleted and right-click over them.
b. Select delete from the drop-down list.
c. The result is this, Excel will simply replace the row (s) or column (s) with another content.
BEAUTIFYING A WORKSHEET WITH COLOR AND BORDER
You can make an outstanding worksheet with Excel border and color, you don’t just have to leave your worksheet
blank without attaching an element that can draw the reader nearer to check your worksheet. To beautify the
worksheet, you have to know the proper application of color and different borders to the significant areas such as
the total of the data, Headings, and many more.
SPEAK NEW LIFE TO WORKSHEET WITH EXCEL CELL STYLE
FORMATTING
Style formatting is the application of style formatting to a cell, style formatting is generally known as the
combination of various formatting rather than apply each formatting to data one by one such as font type and size,
shading, color border and other, cell styles help you to apply formatting to the cell at once. You can use cell style by
either picking a preset cell style or customize one for yourself.
USING EXCEL PRESET CELL STYLE
Preset cell styles are different template style that is available in Excel cell style gallery which you can easily take
and apply to any necessary aspect in the worksheet. To select from Excel cell style gallery, do well to:
a. Select the cells that need formatting and tap on the Home tab and move to the styles group.
b. Tap on the cell style menu to open the cell style gallery, then select a befitting cell style type from
the cell styles gallery.
c. The result is this.
Note: to remove cell style from the cells, select the concerns cell that has cell style formatting, then tap on normal
style (default style) from the upper left of the style gallery.
CUSTOMIZING ONE’S CELL STYLE
You are not limited to Excel preset cell style, you can go ahead and create your style, whatever style you created
will be above the cell styles gallery and custom heading. To fabricate cell style of yours, simply:
a. Select the formatting type you want into a particular cell such as the font type and size, alignment,
text case, and many more.
b. Then tap on the home tab and move to the style group.
c. Click on the cell style menu and pick the new style at the bottom of the cell style gallery to access
the style dialog box.
d. Those cell style types you see are the ones you select earlier in (a) above, you are permitted to
change them if you want to alter them by clicking on the Format button at the top right of the dialog
box.
e. Enter a perfect name for the new cell style you have just created and strike ok for authentication.
Note: you can send customize cell style out from the cell style gallery by right-clicking on the style name and select
delete from the drop-down list.
USING TABLE STYLE FORMATTING
You can easily apply a table style to the worksheet, it makes the content of the worksheet more appealing and
attractive. It may even be used to replace the grid cells which will be invisible at the spot of printing the worksheet.
To format worksheet cell with table style, ensure you:
a. Select the concerns cells you want to enclose with a table style.
b. Tap on the home tab and move to styles group.
c. Tap on the “Format as table” menu and select a perfect style from the table style gallery to access
the Format as Table dialog box.
d. If your table has a column label, heading, or title at the column top, do well to tick the “My table
has headers” but do not tick if you do not intend to include the heading or column title.
e. Tap Ok for authentication.
➢
You can enhance the table style by a tap on the table design and click on the Quick style menu.
➢
Choose any category of table style.
➢
To remove either the quick style or table style, simply navigate to the bottom of the table style gallery
and click on the clear button.
ADD BORDER TO THE WORKSHEET CELL
Borders are significant tools in Excel that you can use to indicate the important portion of the worksheet to direct
the attention of the worksheet user to the areas of unique attention, border shows the significance of some particular
areas in the worksheet compares to others, for instance, the aggregate of the column below the column or row at the
right of the row. Adding borders to worksheet cell involves two ways and they are:
1.`Drawing the border.
2. Using Format cell dialog box.
By drawing the border: to draw the border to any unique part of the worksheet cell, kindly;
a. Tap on the home tab and select the border button.
b. Then move down to the bottom of the border drop-down list to pick either draw border or draw
border grid.
c. Select the border style and color by tapping on the “line color and line style” button from the dropdown list and pick any line color and style.
d. You can now drag across the cell where you want to decorate with a border for unique attention.
e. Strike Esc key to send border pencil out of the worksheet.
By using format cell dialog box: use the format cell dialog box, kindly:
a. Select the cell (s) where you want the border to come forth.
b. Tap on the home tab and move to cell group, then select format menu.
c. Pick format cell from format menu drop-down menu to access format cell dialog box.
d. Select the borders tab and move to the style category to select the desire border style.
e. Tap on the “Preset” button to check the border preview and to make the selected border visible on
the worksheet cell.
f.
The result is this.
Note: you can remove cell borders by selecting the border cell and click on No border from the border menu.
SPLASHING COLOR ON THE WORKSHEET
Color sets things apart and makes it outstanding, so likewise worksheet, when you add color to the worksheet, it
differentiates it from other cells in the worksheet. Add color to the worksheet cells by :
a. Select the range of cells that you want to paint with color.
b. Click on the home tab and move to the cells group.
c. Tap on the format menu and pick the format cell from the format drop-down menu to access the
format cell dialog box.
d. Pick the fill tab and select a perfect color from the fill gallery.
e. Tap Ok for authentication.
f.
The result is this.
WHAT TO DO BEFORE PRINTING A WORKSHEET
There are certain adjustments you have to make before jumping to the pol of printing worksheet, you have to set up
the worksheet and check the preview and make sure every setting falls into its right place so that you will not be
printing heading as the subheading, and to avoid any form of the page break. As a consequence, there should be a
proper check-up on the right and bottom of the worksheet set up before printing which I will analyze vividly below.
checking worksheet fitness on a page.
The first parameter in checking a worksheet fitness on the page, you should know that Excel starts its printing from
the A1 cell to the last cell that has data inside the worksheet. To check the worksheet fitness before printing, do
well:
a. Tap on the view tab and move to the workbook group.
b. Click on both page layout and breaks preview respectively to see an idea of what your printer will
print out.
c. Page break preview result.
PRINTING PORTION OF THE WORKSHEET
Printing the selected portion of the worksheet is one of the means of avoiding printing error, the printer will only
print the selected area. To achieve that, do well to:
a. Select the cells to be printed and tap on the page layout tab.
b. Move to page setup group and tap on Print area menu, then select “Set Print area” from the dropdown list.
c. Inside the worksheet, you will see an indicator box of the area you selected for printing.
d. You may then proceed to print the selected area for printing.
Note: Perhaps you change your mind about the selected area for printing, you can clear it by selecting “Clear Print
Area” from the Print area menu drop-down.
PRINTING WORKSHEET IN LANDSCAPE FORMAT
Users may choose to print the worksheet content in landscape format, the major reason for printing in landscape
format is to accommodate all the content of the worksheet if it is too wider for portrait format and also to avoid
page break that may occur if you insist on your portrait format. To achieve landscape format printing, do well to:
a. Click on the page layout tab and move to the page setup group.
b. Click on Orientation and pick Landscape from the drop-down menu.
Note: this will gives you wider content to print when you structure your worksheet in landscape format.
RELATING ACCURATELY WITH THE PAGE BREAK
You have to react accurately with the page break by setting the actual place where you want one page to break and
automatically become the starting point of another page as it is known that page break represents one ends point and
another page break starting point. To relate with the worksheet page break, these are the ways to treat the page:
1. Viewing the page break position: to view page break:
a. tap on the View tab and move to workbook view.
b. Then tap on page break preview, immediately you will notice the existence of a dashline that indicates the position of a page break in the worksheet.
2. Adjusting or moving page break preview: to adjust page preview as soon you notice that it does
not sit on the actual spot you want it, then you have to:
a. Double-click and drag the page break to the new location and it will be shifted to
another location.
Note: moving automatic page break (dash-line) to another position will turn it to manual page break (solid line).
3. Inserting page break: to insert a manual page break, do well to:
a. Select the row that will come below the horizontal page break and the column that will
be at the immediate right of the page break.
b. Tap on the page layout and move to page setup.
c. Click on the break menu and select insert page break from the break menu drop-down.
d. The result is this.
Note: you can’t insert both row and column page break at the same time, but you can insert them one after the other
and the two will work.
4. To remove all manual page break (Solid line), either the page break you created or the automatic that
you shifted, simply click on “Reset All page break” from the page break button under the page
layout tab.
OFFER A COMPELLING AND CHARMING WORKSHEET
The essence of the worksheet content is that the existing and potential user will find it useful, the content may worth
great value but if you do not preset it in such a way that will compel the attention of the potential reader, it may lose
value and relevant. All attachment you have to make to preset a charming and compelling worksheet is embedded
inside the page setup dialog box. To access the page setup dialog box, do well to:
a. Tap on the page layout tab and move to page setup group, then click on the page setup launcher
button to access the page setup dialog box.
b. Then you can proceed to take each tab of the page setup dialog box launcher, as it is listed in the
below image.
1. Numbering worksheet page:
a. Select page tab and enter 1 into the “first-page number field”.
b. Tap on the header and footer tab and pick between the footer or header menu, then
proceed to select “page 1 of ?” which indicates the exact page to the total number of pages
on the worksheet page that such a worksheet has.
c. The result is this.
2. Entering headers and footers on the page:
a. Tap on the header and footer tab and click either in the custom header or custom
footer.
b. Then click on respective buttons to enter sheet name, page number, format text, date,
fine path, sheet name, and many more.
Putting worksheet data to the center of the page: To centralize worksheet data on the page, do well to:
a. Click on the margin tab, then click center on the page either vertical or horizontally under
both headings.
b. The result is this.
ROWS AND COLUMNS HEADINGS TO REPEAT ON EVERY PAGE
Row and column headings are not necessary if the content of rows and columns does not enter another page.
However, immediately you notice that row and heading content has entered another page then it is of utmost
importance to repeat rows and columns heading on every page that such heading has to affect. To achieve this
objective, do well to:
a. Tap on the page layout tab and move to page setup group, then click on page setup launcher to
open the page setup dialog box.
b. Tap on the sheet tab and move to “row to repeat at top” and column to repeat at left”
c. Insert or drag over the addresses you want to repeat on each page in the respective heading of “rows
to repeat at top” and “column to repeat at the left”, Then tap Ok.
d. Those row and column label must have shown up in the print title and will reflect on each page of the
concern worksheet
e. Follow this same pattern to repeat row and column heading from page to page from option (c – e)
above.
Note: Be sure if the row and column heading repeat on every page you want by clicking on the print preview or
page layout button to confirm the heading repetition.
Tip: to clear the row and column to repeat on any page, move back to the dialog box and select sheet, then clear the
cell address under each heading, and such row and column headings will be cleared at once.
CHAPTER FIVE
POWERFUL TOOLS FOR ANALYZING DATA
UNDERSTANDING SPARKLINE FEATURE
Sparklines are chart that lives in one cell as a background, they are very useful for narrating data trends by showing
the variation in a dataset. Sparklines are subdivided into three types which are column, lines, and win/loss. To insert
Sparklines into the cell, do well to:
a. Select the cells from which the sparklines chart will appear (G2:G4).
b. Tap on the insert tab and move to sparkline group.
c. Click on either Line, columns, or win/loss to access create sparkline dialog box.
d. Enter the range of the cells you want to analyze their trend into the data range (B2:F4).
e. Tap Ok for authentication and to create the sparkline.
f.
You can enhance sparkline color or change sparkline type by clicking on design window sparkline
tools.
g. then select any type of sparkline you desire to change the appearance of what you are having before.
Note: sparkline updates itself automatically if you change data in any of the sparkline cells, to erase the sparkline,
click on the concern sparklines and click on the clear button to send it out of the worksheet.
CONDITION FORMATTING FOR SPECIFIC DATA THAT NEED
UNIQUE ATTENTION
Conditional formatting is type application formatting that is based on attaching a condition to the data to be
formatted, any data that fails to meet up with that specific criteria will be denied of formatting. Conditional
formatting always comes with string rules or guidelines that the data has to have before it can qualify for
formatting. Conditional formatting has many tools such as Highlight cells, Top & Bottom rule, Data bar, Area chart,
and so on. Let us take one example to understand how conditional formatting works:
a. Select the range of cells that you want to test run to know those data that will qualify for conditional
formatting.
b. Tap on the Home tab and move to the Styles group, then click on the Conditional formatting
button.
c. Select any of the conditional formatting items from the drop-down list.
d. Tap on the menu of the rule you select and click on the condition you prefer.
e. Set the measure into the left box and the formatting attention you want into the right box of the
dialog box of the rule you selected, for example between 75 and 90 for the measurement, then yellow
fill with dark yellow text for formatting attention.
f.
The result is this.
Note: perhaps, you do not need formatting attention again, then it is necessary to remove it, to remove conditional
formatting, kindly:
a. Select the range of cells with conditional formatting and tap on the Home tab and move to style
group.
b. Click on the formatting menu and select the clear rule from the conditional formatting menu dropdown.
HANDLING THE DATA LISTS
Handling the data lists has a lot to do with the arrangement of data, there are some occasions in which data need to
be arranged otherwise there will be mixed up. There are two tools for handling data lists and they are sorting and
filtering.
SORTING A DATA LIST
Sorting as its name suggests is used to classify or order the data based on its class or type, for instance, number or
text may be arranged in ascending or descending order for reasonable arrangement. You are permitted to sort either
single or multiple columns in the worksheet.
1. Sorting a single column:
a. Click any of the cells from the column you want to sort, Excel will automatically sort
all the cells in the concern column.
b. To sort in ascending order, click AZ while ZA is for descending order whether for text or
number.
c. Tap on the Data tab and move to sort and filter group, click on AZ or ZA for the sorting
arrangement you prefer.
2. Sorting multiple columns, which is sorting above one column:
a. Tap on the Data tab and move to sort and filter group, then click the Sort button to
access the sort dialog box.
b. Select first-row column name from the “Sort By” drop-down list.
c. Click on add level and select the column name for the second column, continue like this to
add 3 column sorting list if you wish but if you have about three columns, for this case we
only have two columns.
d. Click Ok for authentication.
Note: the sorting is by staff name first and salary level second.
FILTERING A DATA LIST
Filtering is to isolate part of the data for a specific purpose best known to the user, the remaining data are the data
that meet filtering requirements, though other data will not be available they are hiding, you can call them back into
the worksheet when need arise. Filter helps you to have access to the only needed information to make a judgment
faster. To filter a data list, observe the procedure below:
a. Let there be a first-row header on each column that you want to filter to make the filtering process
works well.
b. Click any cell within the array of the data you want to filter.
c. Tap on the Data tab and move to Sort and Filter group, then click on the filter button.
d. There will be a drop-down column header arrow on each column, move to the Batch column and
click on its arrow.
e. Tap on Select All to remove all the checkboxes mark, then tick A only and tap Ok.
f.
This is the result.
g. If you still want to filter more, tap on the Country arrow and click on Select All to remove all
checkboxes mark, then tick the U.S.A.
h. This is the result.
Removing filtering effects, to remove the filtering effect and have the full data list, simply:
a. Tap on the Data tab and move to Sort & Filter group.
b. Then tap on the clear button.
GOAL SEEK COMMAND ESTIMATION ANALYSIS
This is the type of data analysis that is result-based oriented, it uses the available data to produce the required result.
Goal seeks works like PMT but digging deep higher than PMT because PMT can only work in calculating period
payment but Goal seek can be used in finding any missing component provided every other component data is
available. For easy understanding we will be using the information of the PMT we did the other time in Chapter
Three, We will assume we don’t know the interest rate and use the remaining data to estimate interest rate. To
achieve that:
1. Insert the available item into the worksheet with their corresponding value in front of each item, such
as :
a. Loan amount = $50000, the amount borrows.
b. Payment period (Monthly)= 60
c. Interest rate= Missing component.
d. Payment (Monthly)= Actual amount to be paid each month $1037 though you can’t
insert it now, it will rather use in the Goal seek formula.
2. Enter PMT function of that data into cell 5 =PMT(B3/12, B2, B1), this is the PMT formula for
period payment, we having B3/12 instead of B3 only because it is calculated on monthly basis, the
B3/12 will be presumed to be 0 because it is empty cell and that is the cell we want to find. That is
why PMT bring -833 for the result instead of the actual outflow of 1037.92 for payment in cell B5
3. Tap on the Data tab and move to the Forecast section, then click on the What-if Analysis menu.
4. Select Goal seeks button from What-if Analysis drop-down menu to open Goal seek dialog box.
5. Enter the cell reference of the cell you want to use the “Set cell” to set the missing component, it is
cell B5 In this example.
6. Enter the actual result that ought to be in the set cell in (5) above into the “To value box” it is1037.92 because it represents monthly payment (outflow).
7. Enter the cell reference of the component you want to find into the “By changing cell” box it is B3
in our example.
8. Click Ok to send the “Goal seek command” an errand.
9. The result is this.
DATA TABLE TECHNIQUE ANALYSIS
Data table technique designed to produce different values for formulas to check other scenarios concerning the first
scenario formula. It is used in addressing complex situations to derive what is likely to be the cost and return by
running a test on different values. The data table is split into two and they are one variable and two-variable data
tables.
ONE VARIABLE DATA TABLE ANALYSIS
This is data table analysis with one variable which means you will be analyzing elements on different levels. Let us
take for instance the PMT formula and the loan element below:
1. In cell A1: loan amount =$50000.
2. In cell A2: payment period monthly= 60.
3. In cell A3: Interest rate = 9%.
4. In cell A5: month payment (it will be calculated with the PMT formula, which is =PMT(B3/12, B2,
B1).
With the above details and the PMT formula, you can prepare a table of analysis for various payments depending on
the ability of what you can pay back, for instance, you may have the ability of $850 compares to the $1037 you
were paying before. To achieve that the term that will allow you to pay $850 monthly payment, you will have to
restructure the payment by assuming various period that will above 60 payment in the above worksheet, to do that
simply:
a. Assume various payment periods from the initial 60 payment period above to column D2:D15 as it is
shown below so that we can analyze the period that will allow us to pay $850 monthly on the $50000
loan amount.
b. Reference B5 in cell E1 by typing =B5 into cell E1 to tell Excel that the analysis you want to carry
out is in relation with the formula cell which is cell B5.
c. Select the cell (D1:E15) and tap on the data tab and move to the forecast section, then click on the
What-if analysis menu.
d. Select data table from What-if analysis menu to access data table.
e. Click on column input cell and insert B2 because we are working on One data table and it is
Column in this case, we choose B2 because it is the criteria it is the monthly criteria will want to testrun to achieve others period we want to analyze in detecting $850 monthly payment rather than 1037
we have been paying before on $50000.
f.
Click Ok to authenticate data table processing.
Note: the above worksheet shows the analysis of different monthly periods it will take on paying $50000 depending
on the capacity of what you can afford in each month. You may therefore choose from 95 and below monthly
period as it gives below $850 monthly payment.
Tip: the data table can’t be removed separately because they are created together and thus to remove the data table,
select the whole range and press the delete key to remove them at once.
TWO VARIABLE DATA TABLE ANALYSIS
It works exactly like a one-variable data table, the only exception is the addition of one more variable so that you
can test run two variables on a given data, which will make both variables occupy row and column. Let us add
different amounts of loan that will give us a hint of the various amount we can borrow couple with the different
period that each amount will take for the repayment of the loan. To achieve that, do well to:
a. Add various monthly payment periods as we have done in one data table analysis to column
(D2:D15) and different loan amounts from $50000 and above depending on the amount you wish
to borrow to (E1:J1).
b. Reference B5 in cell D1 by typing =B5 into cell E1 so that it will be above one column and one cell
left to the row because we are working with two data table analyses.
c. Select cell (D1:I18) and tap on the data table, then move to forecast group.
d. Then tap on the What-if analysis menu and select the data table to access the data table dialog box.
e. Click on row input and enter cell B1, then move to column input and enter B2 which represent the
loan amount and payment period respectively which we will be using in running the two table
analysis.
f.
Click Ok for authentication, and two data table results will come forth.
Note: this data table analysis shows the various amount of loan you can borrow with the various monthly period it
will take to pay off to pay those loan amounts.
Tip: the data table can’t be removed separately because they are created together and thus to remove the data table,
select the whole range and press the delete key to remove them at once.
PIVOT TABLE DATA ANALYSIS
Pivot table techniques is that Excel technique that chronological arrange an array of large and can as well extract the
needed data from a large set of data. A pivot table can let you sub-change the position of row to column and also a
column to row. To use a pivot table, ensure to attach letter headings for each column identification.
INSERTING RECOMMENDED PIVOT TABLE
Excel uses to generate a pivot table for you based on the set of data you are having in the worksheet if you want it.
As soon you are done gathering the data you want to insert into the Pivot table, then ensure to:
a. Click any cell within the array of data you are having in the worksheet.
b. Tap on the Insert tab and move to the table group, then click on Recommended Pivot table
button to access recommended pivot table dialog box.
c. Select any pivot table template from the provided Excel recommended pivot table, let us, the select
sum of Price and sum of S/N for this worksheet.
d. Click Ok for authentication to create an Excel Recommended pivot table.
CREATING A NEW PIVOT TABLE FROM THE BEGINNING
Excel does not limit you to recommended pivot table, you can go ahead to fabricate a pivot table of yours rather
than using the one recommended by Excel. When you create a self-pivot table, you stand a lot of benefits to gain
such as sorting a pivot table list as well as filtering. To create a pivot table of your own, do well to:
a. Click any cell within the array of data you are having in the worksheet.
b. Tap on the Insert tab and move to the table group, then click on the Pivot table button.
c. immediately Excel will open create Pivot table dialog box, tick on “select table or range”, the “new
worksheet” will be selected by default inside the dialog box.
e. Click Ok to move to the next steps and access the pivot table fields dialog box.
f. Tick those fields you want and drag them immediately they show a four-headed arrow to any area
of the pivot table area which includes Filters, rows, columns, and values.
g. The result will be based on the number of the field you select and the area you are dragging each field
to in respect of the analysis you want to make.
FORMATTING PIVOT TABLE AND IMPROVING ITS LAYOUT
Once you are done creating a pivot table, you can go ahead to format it with table style so that it will have a very
good appearance and give you chance to redesign its layout structure for proper scanning, reading, and
understanding, such as report layout, style, and Grandtotal. Let me start with the pivot table style.
Pivot table style: it helps you to select a more suitable style for your pivot table so that it will look more attractive
and more motivating. To choose a style for pivot table style, do well to:
a. Click on the concern pivot table and click on the Pivot table tool design.
b. Tap on more style or expand button to see all pivot table styles that available, then pick one for
your pivot table.
c. The result is this.
Layout Report: show how your pivot table is arranged and it helps you to change those arrangements or layout
such as fields arrangement, columns, rows, and lines. To amend pivot table layout, kindly:
a. Click on pivot table tool design and move to layout group.
b. Tap on the report layout menu, then pick any of the layouts such as (compact form, outline tabular,
and so on).
c. This is the result.
Grandtotal: this is the summation of row and column value in a pivot table, both come by default, you can change
its setting if you wish to do that, do well to:
a. Click on pivot table tool design and move to layout group.
b. Tap on the Grandtotal menu and select the one you want, for instance (Off means remove both
rows and columns Grandtotal, On means add either column or row, or both row and column.)
CHAPTER SIX
ESSENTIAL EXCEL 365 SHORTCUTS CODES
Understanding adequate use of the shortcuts is very important in exploiting any application. Study these wellresearched shortcuts code to carry out major Excel tasks with little time and energy.
NAVIGATING WITHIN A WORKSHEET SHORTCUTS
SHORTCUT KEY
FUNCTION
Four arrow keys
Moving the cursor to the direction of the arrow keys.
Tab
To move one cell to the right.
End
To move one cell to the end of the row of the active cell
Shift + tab
To move one cell to the left.
Enter
To move one cell to the next line at the left beginning
Home
To move one cell to the beginning of the row of the active cell
row.
Ctrl + End
To move one cell to the last cell in the worksheet
Ctrl + Home
To move one cell to the beginning of the worksheet
Page up
to move one screen up
Page down
To move one screen down.
Alt + page down
To move one screen to the right
Alt + Page up
To move One screen to the left
NAVIGATING ACROSS A WORKSHEET
SHORTCUT CODES
FUNCTIONS
Ctrl + page up
To move to the previous sheet in the workbook
Alt + w + s
Split screen
Ctrl + Page down
To move to the next sheet in the workbook.
Alt + w + f + f
Freeze pane
Ctrl + Spacebar + C
Close Excel help and others Excel task pane
ROWS AND COLUMNS SHORTCUTS
SHORTCUTS CODES
FUNCTIONS
Ctrl + -
Delete row (s) or column (s)
Ctrl + +
Add row (s) or column (s)
Shift + Spacebar
Select a row
Ctrl + Spacebar
Select a column
Alt + Shift + right arrow
Group rows /columns
Alt + Shift + left arrow
Ungroup rows/columns
Ctrl + shift + (
Unhide hidden rows
Ctrl + shift + )
Unhide hidden columns
OPEN CREATE DIALOG BOX SHORTCUTS
SHORTCUTS CODES
FUNCTIONS
F5
Open the Go to the dialog box
Ctrl + T
Open create table dialog box.
Ctrl + 1
Open format cell dialog box.
SHORTCUT CODES
FUNCTIONS
Ctrl + C
copy the cells contents into the clipboard
Ctrl + X
For cutting cell contents into the clipboard.
Ctrl + V
Paste clipboard content into the selected cells
Ctrl + Alt + V
Open paste special dialog box
Ctrl + Y
Undo a command
Ctrl + Z
Redo a command
RIBBON SHORTCUTS
SHORTCUT CODES
FUNCTIONS
Ctrl + f1
Show/hide ribbon
Alt
Make the key accelerator visible
DATA SELECTION SHORTCUTS
SHORTCUTS CODES
FUNCTIONS
Shift + arrows
Select a cell range.
Ctrl + shift + arrow
Selecting a range of adjacent.
Shift + page up
Extending selection up one-screen
Shift + page down
Extending selection down one screen.
Ctrl + A
Select all cell
FORMATTING SHORTCUTS
SHORTCUTS CODE
FUNCTIONS
Ctrl + 1
To open format dialog box
Ctrl + B
Bold the selected data
Ctrl + I
Italic
Ctrl + U
Underline
Ctrl + shift + @
Time formatting with 12 hours pattern
Ctrl + shift + !
Number format
Ctrl + shift + %
Percentage format
Ctrl + shift + #
Date format with date, month, and year
Shift + f2
Insert /edit a comment
Alt + h + fg
Increase the font size
Alt + h + fk
Decrease font size
Alt + h + 0
Increase decimal
Alt + h + 9
Decrease decimal
Alt + h + 6
Increase indent
Alt + h + 5
Decrease indent
BORDERS SHORTCUTS
SHORTCUT CODES
FUNCTIONS
Ctrl + shift + &
Apply a border box
Alt + h + b + L
Remove a border from a cell with a
border
Left border
Alt + h + b + r
Right border
Alt + h + b +t
Top border
Alt + h + b + o
Bottom border
Ctrl + shift + _
CALCULATION SHORTCUTS
SHORTCUT CODES
FUNCTIONS
=
Begin with a formula
Shift + F3
Insert a function
Alt + =
Insert auto sum formula
F9
Recalculate all worksheet
Ctrl + ~
switch between formula value and cell
Ctrl + shift + U
Collapse or expand the formula bar
CLEAR SHORTCUTS
SHORTCUT CODES
FUNCTIONS
Delete/backspace
Clear cell data
Alt + h + e + f
Clear cell formats
Alt + h + e + m
Clear cell comment
Alt + h + e + 9
Clear all (data, format, and comment)
DATA EDITING SHORTCUTS
SHORTCUT CODES
FUNCTIONS
Ctrl + D
Fill down from cell above
F2
Enter edit mode
Home
Beginning of cell content in edit mode
End
Ending of cell content in edit mode
Tab
Accept an auto-complete suggestion
FILE SHORTCUTS
SHORTCUT CODES
FUNCTIONS
Ctrl + N
Open new workbook
Ctrl + O
Open existing workbook or document
Ctrl + tab
Move to the next workbook
Ctrl + F4
Close an Excel workbook
Ctrl + W or Alt + F4
Close all Excel open workbooks.
CHAPTER SEVEN
AMAZING EXCEL 365 TIPS AND TRICKS
Let me quickly introduce you to amazing excel 365 Tips and tricks that you must not afford to miss. Those Tips are
there to make Excel works well even in an extraordinary way, do well to familiarize yourself with them and start to
have an amazing result
APPROPRIATE USE OF ABSOLUTE AND RELATIVE REFERENCE
You have to reference the cell appropriately most especially when you want to use it for formula depending on the
structure of the formula so that you will not end up getting errors of formulas whenever you copy down the result of
such formula to others cells. Let us take for instance:
a. In cell C5, let us try to enter =B5*C2, this is what is called Relative referencing because it refers to
3 cells above in the column and one cell to the left in its row.
b. If you copy down this formula with a fill handle you will not get the accurate answer but an error
because the formula structure should not be in relative reference but absolute reference.
c. To copy a formula of this type you have to reference such cell with absolute reference by locking that
cell C2 so that it will be constant, as you can see below that there is an error because of the relative
reference that is used.
d. Now let us make cell C2 fixed to all rows by switching to absolute reference so that other row will be
referencing to cell C2 ($C$2) because of its structure when you copy cell D5 Formula result to other
cells. To do that, kindly highlight the relative reference that you want to change to Absolute
reference, then strike F4 to toggle from Relative to Absolute reference.
e. This Absolute reference has lock cell D5 and it can therefore work perfectly if you copy its formula
as you can see below.
Note: when you copy a formula, do well to check each formula result to make sure that the formula copy is correct
by pressing (Ctrl + ` apostrophe).
USING PASTE SPECIAL COMMANDS
A situation may require you to copy only the data and erase the formula from the cells, let us take for example in
the worksheet below in cell D2, I have joined two names with CONCAT function and I need those data but without
the formula, to do that, kindly:
a. Highlight the cells and right-click on them and select copy from the menu drop-down.
b. Move to the receiver cell and use paste special to paste it by right-clicking and pick the paste
special button, then the select value from the paste special dialog box and click Ok.
c. The result will be the value only and not the initial value and formula.
d. It is good when you need only the data and erases the formula for a specific reason.
PERFECT TRANSPOSITION
Transpose with paste special command is designed for switching position, for instance, maybe you need to switch
items in rows to columns or columns to rows. To do that, simply:
a. Select the column and table, now highlight and right-click on it, then pick a copy from the menu
drop-down.
b. Move to the new position and right-click it, then select paste special.
c. Choose transpose in the paste special dialog box and strike Ok.
d. The column has now been switched to rows.
TEXT TO COLUMN COMMANDS
It may happen at times that you will have to copy some data from other application such as word or even web into
an Excel grid cell, in such a situation, when you paste them into Excel, it will be pasted into one cell instead of
occupying separate column to tackle such, ensure you:
a. Select those texts, if the texts extend more than one column, try to extend any of the boundaries to
accommodate the text in a single column because Excel cannot change the text that is more than a
column.
b. then tap on the Data tab, then move to data tools to pick text to column.
c. Tap on delimited in the Convert Text to Column Wizard dialog box, and tap on the Next button.
d. Deselect other delimiters and pick a comma, if you check the preview, it must have arranged well
into the column then strike the finish button.
e. The result is this.
Tip: make sure those texts have delimiter at the earlier stage if it does not have ensure you put it, such as the
comma that you selected in the Convert Text to Column Wizard dialog box because the column will be what Excel
will use to put each cell into the column.
UTILIZE QUICK ANALYSIS TOOL (QAT)
QAT gives you the privilege to perform a countless number of commands that may cost you time and energy if you
refuse to use QAT. To enjoy QAT, this is the pathway:
a. Select the cells which you want to perform an action over and click on auto command QAT that
show up after the selection of the cells.
b. You will see the various command as it is listed below, then let us start with the formatting
command.
c. When you click on the formatting tab, you will be supplied with color, scales, data tab, and many
things that you can use to format your list.
d. If you click on the chart, you will be allowed to use the various chart for your list such as clustered
area line, sparkline table, and so on.
e. Click on the total tab, which will allow you to perform various calculations such as AVERAGE,
SUM, COUNT, and even the running total or percentage.
CONCLUSION
Are you still doubting the worth of Excel 365 or the Incomparable features it brings? without too much ado Excel
365 is not just Excel but fundamental Excel that capable of handling and scrutinizing any data for whatever purpose
it plans irrespective of the volume of such data. Excel 365 uphold collaboration by providing the privilege to work
with two or more person on the same worksheet even at the same time which in turn advance productivity and
enhance fresh vision for a company by sharing information among appropriate level within the organization.
I have confidence that if you have read this book to this level, you must have already familiarized with the
formulation of formulas and functions that needed for implementing data, as well as the techniques for organizing
and processing data, I guess those techniques will grant you more privilege of organizing your lists of data and as
well as taking out the vital and significant information from the list of data that is available.
To clear the argument, it is true traditional Excel has been an integral part of an organization which is the major
spreadsheet application used in every office and therefore Excel 365 is an extra integral part with its advanced
method and techniques it employs in analyzing data as it has been fully explained in this used user guide.
To be candid, you will have all that it takes to make great exploitation from Excel 365 because this manual guide
has given a complete framework and skeleton of Excel tools and functions that have been amended over time in
carrying out daily Excel activities.
The best decision you can ever make is to have a copy of this user guide and clear every confusion you may likely
encounter in using Excel 365. Ride on with Excel 365.
Book Two
Microsoft Access 365 together with Access 2021
INTRODUCTION
Microsoft Access is the database application management that allows you to store and manage large collections of
data and help you to retrieve them back when it is needed. Certain organization needs may not be met until there is
an introduction of Microsoft Access.
Microsoft Access is powerful but Microsoft Access 365 is even more powerful being the online version of Access
that you can use to store and manage your data database over the internet. Access 365 is one of the groups of
Microsoft 365 Applications. Almost every organization need the service of Access for one or more purpose perhaps
for managing employee information, company stocks, customer details, order information, all these and many more
can be managed effectively with the help of Microsoft Access.
This user guide is mainly prepared to put you on a smooth track and path in mastering Access 365, it is a complete
practical lesson of total breakthrough from Access 365 tools, having this user guide provide you with an easy means
of learning and quick understanding of the following Access 365 apparatus and tools:
Launching to Microsoft Access 365 application.
Getting acquainted with 10 relevant terminologies that will aid you in mastering the Access database.
Creating a database file that you will use to store the database information.
Working with the Access Navigation pane.
Step by step process of designing a database.
Getting started with the construction of the database table.
Entering fields into each database table by following the principle of data type and field properties to
restrict wrong data entering and ensure correct data find their way into the tables.
Entering data directly into the table or employ the help of a Form.
Managing tables relationship in the relationship windows for effective database query.
Extracting simple information from the database with Find, Sort, and Filter commands.
Working with the Query Design Window.
Format for entering the right criteria when querying the database for certain information.
Query the database and having the query result.
Creating a professional report via the query result.
Refining the appearance of the Report.
CHAPTER ONE
GETTING STARTED WITH MICROSOFT 365
THE TERM “MICROSOFT 365”
Most people are confused about Microsoft 365 generally, they don’t know what Microsoft 365 entails, they can’t
give the similarities and differences it has compares to the traditional office suites (office 2016, 2019, and 2021).
Do not worry this section discusses everything you have to know about Microsoft 365.
Microsoft 365 is known as (Office 365) upon its release in 2011 but later changed to (Microsoft 365) since April
2020, it is the online-based version of the Microsoft Office suite that allows the user to access over 20 Microsoft
applications like traditional office suites such as Word, Excel, PowerPoint, Access, Outlook though it is over the
internet. Microsoft 365 is the service you paid for every day which is why the service is named Microsoft 365
though the total payment has been calculated on a monthly or yearly basis depending on how the user wants it.
Over time Microsoft 365 has seemed to be a replacement over traditional office suite because of its noticeable
features, part of it is accessibility and editing of the same document both at the office and at home irrespective of
the device you use.
BENEFITS OF USING MICROSOFT 365
Microsoft 365 as a family has innumerable indispensable advantages which in turn place it above the traditional
office suites. Those advantages are the following:
1. Frequent software and feature update: this is one of the best advantages of Microsoft 365, it
allows system features, security, and software to be updated once there is a new update such and the
release of a newer version compares to the traditional office which needs re-installment when a newer
version is released. It fixes the bug and updates security features when it is needed.
2. Easy Accessibility: this version offers you the benefit to access files, documents in any place,
anywhere, and on any device over the internet, whether a personal or relative device, in the office or
at home.
3. Automatic saving document: you do not have to bother about saving a document when working
with any of the Microsoft 365 applications, their documents get saved automatically as you are
working on them.
4. Fear of missing documents and file is eliminated: file or document lost is not in the definition of
Microsoft 365 application, all the documents are store automatically to the OneDrive which steadily
and securely save all Microsoft 365 application
5. SharePoint: this version permits you to use online SharePoint to share, communicate and collaborate
with colleagues over a document at the same time.
6. Secured cloud documents: Microsoft 365 documents are secured from any unauthorized access with
two-factor authentication. No one else can access such a document unless it is authorized by you.
7. Eliminate likely business hazard: organization and business parastatal are protected from any
business hazard that may arise from theft or crashes of their device because there can’t be any loss of
information, data, and document because they are all secured in the document.
RELATIONSHIP BETWEEN ACCESS 365, ,MICROSOFT 365, AND
TRADITIONAL ACCESS
Access 365 is a Microsoft application that can be used to store large arrays of data, arrange the data and retrieve the
data for different uses when the need arises over the internet. It is accessible once you are done with your
monthly/annual subscription while Microsoft 365 is the family of Microsoft applications that you have access to as
a subscriber of the Microsoft 365 immediately your payment for Microsoft 365 license is confirmed, some of those
applications are Word, PowerPoint, Excel, Access, Outlook, and others depending on the license of the Microsoft
365 you subscribe for. Access 365 is therefore one of the Microsoft 365 applications. Traditional Access is the
application to store large arrays of data, arrange the data and retrieve the data for different uses when the need arises
without the internet which may be Access 2016, 2019, or 2021. The majority of users are switching to Access 365
or better say Microsoft 365 because of its advantages over the traditional Microsoft office suites.
SIGN IN TO MICROSOFT WEBSITE TO OPEN ACCESS 365
Before you can enjoy any of the services and benefits of Microsoft office 365 applications, you need to sign in to its
official website and then click on the application you want to enjoy, such as Access 365 in this case. To achieve this
objective, do well:
g. launch into any web browser that is available on your computer.
h. Enter www.office.com into the address field to access Microsoft's official website.
i.
Click on the sign-in button on the Microsoft website.
j.
Enter Username and tap next, if you have an account with Microsoft otherwise you will have to tap
on Create and follow the on-screen direction to create one.
k. Enter the password and tap on the sign-in button.
l.
This is the result you will be having, then click on any application and begin exploitation, provided
you are done with the subscription, for this case click on Access to begin the journey.
LAUNCHING INTO MICROSOFT ACCESS APPLICATION 2021
For the sake of those who has the traditional office Access, you as well launch into Access via the start menu,
observe the following instruction to start traditional Access:
a) Tap on the window start menu located at the bottom left of the desktop window.
b) Scroll up/down to search for the Access application, click on its icon to open the Access application.
CHAPTER TWO
GETTING STARTED WITH ACCESS 365
BASIC ELEMENT OF STARTING WITH ACCESS
This section deals with the basic element you have to know when working with Access. It is the beginning aspect of
working with access and therefore you shouldn’t take this section for granted because it is the determinant factor of
how far you can go with Access, it involves the description of Access database, indispensable database
terminology, database object, database file, let’s get started with the reason why you need to use Access.
WHY DO YOU HAVE TO USE ACCESS?
The main purpose of using Access is to help you to store large arrays of data, arrange the data and retrieve the data
when it is needed. Some users thought Access and Excel serve the same purpose far be it, storing data in Excel is
limited to the number of rows in Excel worksheet and can only help you to sort and filter a minor list of data but
Access deals with compound and bulky arrays of data beyond what Excel can do or try to do.
WHAT IS AN ACCESS DATABASE?
A database can also be called a database file, it is referred to an organized collection of an item that relates to
specific information, the item can be anything such as product, employee name, and so on, for instance, Amazon is
a database with the organized item that you can purchase, the items contain an attach information such as name,
price, author, title and many more. Another example of a database is a library catalog with an organized collection
of information about books.
A MUST KNOW (10) TERMINOLOGY FOR MASTERING ACCESS
DATABASE
To understand in and out of the database, it is expedient to understand the basic term of access database. The table
below explains 10 database terminology you have to recognize if you must run the access database conveniently.
THE NEEDED 10 DATABASE TERMINOLOGY YOU NEED TO
KNOW
Database
This is an orderly method of organizing information for easy
retrieval when it is needed for any purpose.
Database
It is referred to the orderly arrangement of data information
table
into fields (columns) and records (rows).
Fields
It can be likened to a column in a conventional table, it is the
categories of information inside the database table.
Records
It can be likened to a row in a conventional table, it shows all
the recorded data about each category whether of a person or
anything.
Cells
Just like a conventional table, a cell is the intersection of field
and record inside a database. It is the point where you can
enter a piece of data
Foreign key It is used to link information in database tables i.e., it shows
or field
the relationship between two database tables by relating it with
the primary key. The unique column that is compared with
another column during comparison is known as a primary key.
Primary key This is a field in each database table whose values uniquely
field
identify other fields across the table.
Relational
This is the type of database where data is stored in more than
database
one database table. It helps to organize data into the table that
can be related together based on the fact that data must be
common to each other, for instance, a company that recorded
the first database table with customer details and another
database describing individual customer transactions. The
database used to have more than one database table but a
situation may warrant it that it will have only one database in
such situation it is called file flat database.
Dynaset
It refers to the process of taken data or a set of data in one or
more database tables i.e., the outcome of your search within
the database.
Object
The object comprises various components used in constructing
a database such as database tables, queries, forms, reports,
macros, and modules. They will be discussed at length later in
this section.
COMPOSITION OF DATABASE OBJECT
Database objects consist of all the elements that allow you to enter, store, analyze, compile and extract your data the
way you want. There are many numbers of an object but we will focus on the main objects which are Tables,
queries, forms, reports, macros, and modules as I have mentioned in the database terminology. Without these
components you can’t effectively operate the database, I will quickly discuss them one after the other below.
USING TABLES TO STORE DATABASE DATA
A database table is the component of the database where related information is being stored into fields (columns)
and records (rows). A table can be used to store all forms of information into a field such as a Supplier ID,
employee Name, Contact Address, Position, and so on but each table must contain related information, the record
must contain the information that relates to the field.
Generally speaking, a database used to have more than one database table nevertheless when the information is not
large you may use only one database table.
GENERATING FORMS TO ENTER AND MAINTAIN DATABASE DATA
The next action after the creation of the table is to enter data into respective fields and records. The Forms help you
to enter, edit, view, and delete data. In short, form is used to create data and as well use to create data and as well
use to carry all forms of data manipulation such as editing, viewing, modifying, and many more. However, you
have the choice to enter and modify data straightway without form but it won’t be as easier compared to a form.
SELECTING QUERIES TO EXTRACT DATABASE DATA
A query is designed to extract specified information that you want to work with from the table. The query is used to
sort and filter the data based on the search criteria. Query means passing a question to your database by defining
specific search criteria based on the information you needed, for instance, you may say who are the customer care,
in this case, you are asking your database to find your customer care under the job title category.
Result of the above query
USING REPORTS FOR DATA PRESENTATION AND INSPECTION
Reports are usually an output result whether, from the selected queries or tables, reports are always on paper in
printed format which is meant to be presented to higher or recognized authority for proper inspection and
scrutinization.
MACRO
Macro is simply a programming language invented by Microsoft for creating instructions and commands in the
form. Using Macro extend what you can do with Microsoft Access, for instance, you can add a button to the form
for opening another related form or report which will introduce a wizard to guide you with the command but you
can only do it once, nevertheless Macro can help you achieve such command with a drop-down list over and over
again. Macro can help you to open an executive query, view, and print reports. The limiting factor of Macro is that
you can’t make any choice outside the command within the drop-down list.
MODULE
The module is designed to help you store VBA code either the code written by you or that available on Microsoft
Wizard Access. Module works as a macro but Module permits you to write your code without any limitations
depending on your skill and language but Macro is limited depending on the command writer by Microsoft Access
available on the drop-down list.
CREATING A DATABASE FILE
The database file is the document where your database work is being stored. Access permits you to create a
Database file from two ways either from scratch which is also known as a blank database file or from the
preformatted template, both ways will be created from the opening screen after the launching of the Microsoft
Access from the Microsoft website as we have discussed in chapter one.
CREATING A BLANK DATABASE FILE
To create a database blank file from the opening screen, kindly:
a. Tap on the Blank database command at the right side of the opening screen.
b. Move to the file name and change the name Access guess for you to the name you want, then click
on the Folder icon to change the file location to another folder location provided you desire that.
c. Select another location and click on Ok to confirm the selected folder for the file.
d. Then click on Create button below the file name box to create an Access blank database with a blank
table by default.
e. Take a look at Access blank database file.
CREATING
TEMPLATE
DATABASE
FILE
FROM
THE
PREFORMATTED
Preformatted templates are very easier to start with provided you understand all the elements of the database and
you know how to edit it to your information. Templates are for those who know how to work well with the
database. To create a database file from the template, follow these listed steps:
a. Choose “New” from the opening screen of Microsoft Access, then take a look at the template, you
may scroll down to see all the templates available on Access or use the search box to search for more
templates, click on a template immediately you find the one that relates with the information you
have.
b. You will be provided with a preview panel where you can change the name of the template, select a
folder, and view the selected template.
c. Click on Create button once you are satisfied with the preview template and click on enable editing
to permit you to work on the database.
d. Behold a template database file with an inbuilt design table that comprises fields and records which
you can edit on your own with ease.
WORKING WITH THE NAVIGATION PANE
A navigation pane is the center area where all database works are executed in Microsoft Access. The navigation
pane is situated at the left side of the database and it displays database objects such as tables, queries, forms, and
other objects. Navigation Pane permits you to carry diverse operations on the database, I will be explaining those
operations one after the other.
OPEN/CLOSE AND RESIZING THE NAVIGATION PANE
You may decide to open or close the navigation pane based on the space you need in the working area. To do that,
kindly:
❖
Click on the Shuttle Bar to open/close the navigation pane at the top right corner of the pane or press
F11 on the keyboard.
❖
Depending on the extent of the space you need in the working area, it may not necessarily be needed at
times to close the pane but rather resizing. To resize the navigation pane, place the cursor at the upper
right side of the pane till you notice a change from cursor to two-headed arrow then drag to the desired
size.
SELECTING A PREDEFINED CATEGORY
Immediately you create a new database file, the category by default will be the table and Related views with All
tables as the group, you may however change to other categories by:
❖
❖
Clicking on the “All Access Object” to display All objects.
Then move to Navigate to Category and select another category.
FINDING AN OBJECT WITH THE PANE
To search for any of the database objects you have created, simply:
a. Tap on All Access Object and Enter the name of the needed object you are finding in the search
box.
b. Possibly you want to search for another object again, simply clear the previous object name with a
Clear button and insert the new object you want to find.
SELECTING DATABASE OBJECT
To select any of the database objects, kindly:
❖
❖
Tap on All Access Object, then click on the object type under navigate to category.
Then move to filter group and click the Object you want to select.
SORT OBJECTS
You can dictate how you want to arrange your object with Sort, the object by default is sort by type. A sorting
arrangement can be changed with the listed process:
❖
❖
Right-click the title bar of the navigation pane.
Then tap on the Sort by menu and then select the sort order you prefer.
DESIGNING A DATABASE
Any database that misses the designing aspect will not be appreciated but the well-prepared database commands
respect and regard from its User and therefore it is of great importance to design the database properly in such a
way that will serve the purpose for which it is created. Designing a database comprises diverse activities, kindly pay
maximum attention to this section in respect of designing a fascinating database.
ASCERTAINING KIND OF DATABASE INFORMATION
The basis on which your database will be built depends on the type of information you want to store in the database.
It is this information that determines the type of database you will prepare, for instance, the information may be
stock taken, customer details, revenue information depends on the need of the organization.
To ascertain the type of information that is needed on the database, take a look at the form that the organization will
give to you in preparing and recording the database information. This form clearly shows the kind of information
that is needed on the database.
DISTRIBUTING INFORMATION INTO THE DIFFERENT DATABASE
TABLES
The next action immediately you have gotten the information to be recorded into the database is that of distributing
such information into different database tables for the relational purposes among the tables that involve which will
make a query across many tables convenient because access is more concerned about the relationship that exists
among the tables. Using one database table for very large information is not ideal as such will obstruct relationships
across tables. Check the diagram below to have an understanding of how the information is being distributed across
many tables.
Distributing information into different database tables may be worrisome if you are not familiar with the principle
of distributing information. Check the below guides on the principle to follow to distribute information across many
tables:
1. Assign one subject only to one table: each table should contain one subject only to make dealing
with data of one table independently from the other table. Putting two subjects on a single database
table will obstruct the relationship and will cause data to depend on one another.
2. Do away with duplicate information: do not repeat the same information or put duplicate
information into the same database table, this principle will help you deal with each information
conveniently when information is entered once in each table. Nevertheless, you may use a single
database table to store data provided the data is a simple and short one.
Note: when preparing a database with the student application form, you should be able to distribute
information into three tables or more as explained below:
1. Student table: this is the table to store information about student Identity, name, sex, and so on.
2. Examination table: this is the table to store information about student examination ID, course
code, course name, grade, and so on.
3. Faculties table: this is the table to store information about faculty name, coordination, motto,
and so on.
ASSIGNING FIELDS TO THE DATABASE TABLES
Each database table needs one or more fields depending on the subject of each table, do not forget that fields are
equivalent to categories. In short, each database table must deal with one specific subject and the subject must have
different fields (categories) such as Employee database as the subject with employee addresses, salaries, and ranks
as the fields. The database will be of no use until you split the subject into different fields (categories).
Assigning categories to database tables on a specific subject is as easy as ABC if you can obey the following basic
guiding principle:
1. Break the information of each table down into components, for instance rather than having only a
contact address, you may split it into residential and company address or name, it should be broken
down into first name and last name. Breaking down information into different components and
formulate a field for each piece of information requires deep thought.
2. Give each field a descriptive name to make its identity clearer, for instance rather than having staff
I.D it is more prudent to put staff Identity number.
3. Exclude every information that will involve any formulation from the calculation. The field has no
concern with the calculation, every computation will be initiated and sorted in the query.
SELECTING A PRIMARY KEY FIELD FOR EACH DATABASE TABLE
A primary key field is known as a special field where unique data is being stored. A primary key field is structured
in a very unique way that it must uniquely identify each record in the table. It can be called one unique key and as a
consequence of that, it will never allow you to enter similar data into its field, whenever users try to enter similar
data, it will issue a warning message through a dialog box. The primary key makes finding data more fitting for
queries because it won’t allow the same data entering into its field and therefore lessens the effort of the query when
searching for data. After all, all data are not alike. Among the table fields it is the special field that can be selected
as a primary key field, for instance, the student identification number may be primary key but student name can’t be
selected as a primary key field because two or more students may have the same name, it may be the first or last
name, it may even be both names at times. Employee's staff identification number can also be selected as the
primary key field because the company can’t assign the same identification number to the two staff.
ESTABLISHING RELATIONSHIPS AMONG THE DATABASE TABLES
This simply means liking the relationship that exists among tables with the primary key field and the foreign key
fields. Foreign key fields are the fields that have the equivalent field like a primary field. you can simply say the
primary key is one unique key that will be compared with many others keys know as a foreign key field.
Establishing relationship between these common fields make it easier to gather information with report or query.
Failure to relate these fields together will make query and report very difficult.
CHAPTER THREE
CONSTRUCTING DATABASE TABLES
A database table is the source and starting point of every database assignment. After the creation of the table, the
construction continues with the entering of the data, then establishing a relationship among the table for database
query which will allow you to generate a report from the concern tables.
An outstanding database is defined by the way you construct its table and entering the data. Do not worry about
how to construct database tables, every apparatus needed for constructing has been fully explained in this section
including sorting, searching, querying database tables with primary key and indexed, manners of creating links
among tables, and others. Kindly do yourself good by paying more attention to this section.
CREATING A DATABASE TABLE
As I have said earlier, the most crucial part of constructing a database start with table creation and entering of data
into the table. Kudos to Microsoft Access as it permits its user to create a database table with 3 different
approaches, as I listed them below:
❖
❖
❖
Creating database table from the scratch.
Creating database table with the In-built template.
Importing table from another database table.
CREATING A DATABASE TABLE FROM THE SCRATCH
This simply means you are creating a blank database table which you will have to enter its field one after the other.
Kindly open a database file and observe the itemized methods to create a database from the scratch:
a. Tap on the Create tab and click on the Table Design command to access the blank table.
b. The database blank table will come forth which will permit you to enter fields into the table, we will
be discussing how to enter fields later in this chapter.
CREATE A DATABASE TABLE WITH THE IN-BUILT TEMPLATE
A template makes database table creation easier, it involves little modification, nevertheless, any user who wants to
use a template in creating a database table must be someone proficient in Microsoft Access, who knows how to
manipulate access gadgets. You have to pick one of the parts of the template in creating a database table as you can
see below:
I.
II.
III.
IV.
Contacts: This is ideal for creating a database table that relates to contact addresses and phone
numbers.
Users: it is the database that deals with email address storage.
Tasks: for monitoring the project such as status and condition of the project.
Issues: it is concerned with a database table that is structured to deals with issues based on their
importance.
The moment you create tables with templates there are preformatted forms, queries, and reports that can be attached
to the tables. Observe the following steps in creating a database table with a template together with the preformatted
forms, queries, and reports:
1. Kindly close all the Open Objects if any object is opened in the database working area by rightclicking any open object title and select close All from the drop-down list.
2. Once you are done closing all the objects from the working area, then tap on Create tab and click on
the Application Parts menu.
3. Select any of the template parts from the Application drop-down list under the Quickstart heading
(Contacts, Issues, Tasks, or Users).
4. Create relationship dialog box will come forth asking you the pattern of relation you want, this
warning will come if you have any other table in the database. Immediately you see the warning
kindly click on “There is no relationship” and then tap on Create Button. You will get to know
how to create a relationship within the table later in the next chapter.
5. The new table has been created with in-built form, query, and report, you may have to click on design
view at the status bar to view the table, field, and data type for any modification, modifying the
template field name is another topic in this section.
IMPORTING A DATABASE TABLE FROM ANOTHER DATABASE
TABLE
The easiest way for creating a database table is when you import it from another database table. It gives you workfree effort in creating a database table just like copying and pasting. To import a database table, ensure compliance
with the following guidelines:
i.
Tap on the External tab and click on the New Data Source menu, then pick From Database menu
on the drop-down list and lastly pick Access from the fly-out list.
ii.
Get External Data-Access Database dialog box will come forth, then Click the Browse button to
access File Open dialog box.
iii.
Select the database file that has the database table you want and tap on the Open button to access
the Get External Data-Access Database dialog box once more.
iv.
Pick the first option with inscription(Import Tables, Queries, Forms, Reports, Macros, and
Modules into the Current Database) and tap Ok to access the Import Objects dialog box.
v.
vi.
Select the database table(s) you need with Ctrl + click for multiple selections under the Table tab
(you have the option to “import table fields, format, and data” or “table fields and format only” by
clicking on the Options button and select either Definition and Data or Definition only respectively
under import tables.
Then click Ok for authentication.
Note: you will be provided with a save import dialog box, simply click on the close button. If the table you import
includes lookup fields, automatically the imported table will include lookup fields. You will learn more about
lookup fields as we are proceeding in this section.
TWO WAYS OF OPENING DATABASE TABLE
Access provides only two ways for opening its table but the two ways are structured for different purposes. You can
either open the database table in datasheet view or design view. Why do I have to open the table in two different
ways? Because they serve different purposes, such as:
1. Design View: when you open a database table in design view, this view permits you to carry out two
different tasks which are entering fields into the table and suggesting restrictions for each field you
are entering.
2. Datasheet view: opening a table with this view allows you to enter data into the table and perfect
examining of the table.
To open a table irrespective of the view you are opening with, kindly move to the navigation pane and click on the
“All Access object” then:
❖
Double-click the Table to open in datasheet view or select the table you want to open and right-click
over it, then select Open to open in Datasheet view.
❖
Right-click the Table and select Design view to open the table in Design view.
After you are done opening the table in either of the views, you may want to change the view, to change the view
of the current table that is opened you will have to switch the current view with any of the three options listed
below:
i.
ii.
iii.
Using the status bar: move to the bottom right of the application window to switch the between
datasheet and design view.
Using the table’s title tab: right-click the table’s title tab that its view needs to change and select
either datasheet view or design view.
Using the view menu: tap on the Home tab and click on the View menu, then choose Design view
or Datasheet view.
DETERMINING DATA TYPE
You are advised to study data type very well before jumping to the ocean of entering fields because data types are
the basic parameter in deciding if the field data is entered accurately. Data types are the guiding principle for
entering data into each field of the database table, for instance, if you enter the First name as the field it is going to
be short text and what you will type under such field will be a short name, if you try to enter webpage address there
will be an instant warning that your entry is invalid because webpage ought to be a hyperlink, this warning allows
you to speedily correct your error immediately it occurs. Data type selection completely affects the size and
performance of the database. It will as well tells if the query will be run effectively, classified currency as short text
under data type will obstruct the running of the query that is why effort should be made in understanding how data
type works. Study the table below to get how to deal with data type very well as it deals directly with the type of
data you will enter into each field without making an error.
DATA TYPE FOR ENTERING FIELDS
DATA TYPE
Short Text
Long Text
Number
Large Number
Date/Time
Currency
Auto Number
Yes/No
Attachment
OLE object
Hyperlink
Calculated
Lookup wizards
DESCRIPTION
It can be used to store all forms of text that can’t be used
for calculation, such as addresses, telephone numbers,
names, and so on
It is designed to store large forms of text, only a few users
use this type of data type
It is used for storing numerical data that can be used for
calculation and currency computation.
It is used for storing a very hefty data of numerical
numbers for calculations and computations
It is used for storing date and time, this can as well be used
to determine the range of calculation
It is used in storing monetary data for calculation
It is used to store numbers in a particular sequence
depending on how you set Auto Number, you can assign it
as primary key provided there is no unique data in the
database tables
It is used to store logical values, such as yes/no, true/ false,
etc.,
It is used to store files, charts, images. You can use it to
attach files into the database table just the same way as
attaching files on the email.
It is used to insert database file links into another
application file such as a Word document
It is used to store data that has webpage format.
It is used to store mathematical values from one field to the
other.
This is mainly used to create a drop-down list from which
the worker can use to enter data in a way to eliminate the
error of data entering
SIZE
Ability to
characters.
hold
255
Ability to hold 63,999
characters.
Up to 16bytes
Big integer of about 450
bytes
8bytes
8bytes
4 bytes to 16 bytes
At most 8bytes
About 1GB
About 2GB
Maximum
of
2048
characters
Not much dependent on
the data to be calculated
About 200 byte
ENTERING AND MODIFYING FIELDS OF A DATABASE TABLE
The next activity immediately after you are done creating the database table is to enter the field, provided if it is a
blank table created from the scratch or modifying the field table, if necessary, for the table you created from the
template and the table imported from another database. This section is prepared to enlighten you on all the
necessary assignments you have to know concerning fields.
ENTERING A FIELD INTO A BLANK DATABASE FILE
Entering a field is visible after you must have created a blank database table, then switch to design view and
critically follow these guiding principles:
1. Click on the first field and enter its name, then click on the Data type menu to select data
restriction because Access set restriction limit to the type of field data you can enter to ensure that
field data are correctly entered, quickly check back the previous lesson about (Data type for entering
fields)
2. Do the same to the next field until you are done inserting all the fields you have to enter.
3. Description (Optional), you may or may not enter it, the description gives more explanation about
your filed name and make those who see the description understand what the field name entails.
4. Then save your database table before carrying out any other activities by pressing Ctrl + S or rightclicking the default table name (table 1) and select Save from the drop-down list.
5. Insert brief and explanatory name into the field name inside the Save As Dialog box and press OK.
Note: maybe you forget to enter a field, that’s not a problem you can easily insert a new row by:
❖
By selecting the field that will come after the new field, then move to the ribbon and tap on Insert
Rows under the Design tab.
❖
Insert the missing field and move on with the database construction.
ADJUSTING THE FIELDS FOR THE TABLE CREATED WITH
TEMPLATE
You do not need to exert much effort from the table you created from the template and provided you can master
how to flow along with it or modify it if it is required, to modify and adjust as necessary after you have created a
table with a template, kindly:
a) Switch to the datasheet view to have a proper view of all the fields in the table.
b) After examining the fields, you may add a new field by selecting the field that will come before the new
field, then tap on Table tools (field tab) and move to Add & Delete section, then click on any of the field
buttons you want to Add or tap on More Fields button to select field type name from the drop-down list.
c) You may then switch to Design View to check the field properties of each field you are having on the table
if they are consistent without, you will get to know about field properties in this section under “field
properties a guarantee for correct data entries”.
DO YOU KNOW WHAT THE PRIMARY KEY FIELD IS?
A primary key field is known as a special field where unique data is being stored. A primary key field is structured
in a very unique way that it must uniquely identify each record in the table. It can be called one unique key and as a
consequence of that, it will never allow you to enter similar data into its field, whenever users try to enter similar
data, it will issue a warning message through a dialog box. The primary key makes finding data more fitting for
queries because it won’t allow the same data entering into its field and therefore lessens the effort of a query when
searching for data. After all, all data are not alike. All fields are not qualified to be a primary key, for instance, the
student identification number may be primary key but student name can’t be selected as a primary key field because
two or more students may have the same name, it may be the first or last name, it may even be both names at times.
Employee's staff identification number can also be selected as the primary key field because the company can’t
assign the same identification number to the two staff. In most cases, the Primary key use to be one but at times it
may be two or three in a table but it’s in a very rare situation because it uses to slow sorting and finding the record.
A primary key is very important that is why Access use to suggests that you should add the primary key before
saving a new table or close a new table that never has a primary key.
IMPORTANCE OF A PRIMARY KEY
Why is this primary key field important? Because it helps you with the following:
i.
ii.
iii.
It organizes your table with a unique field name that uniquely identifies each record in the table.
It makes finding any record in the table easier.
The table is sorted and thus makes finding any record in the table convenient.
LAW OF A PRIMARY KEY
It is expedient will check the law that guides primary key before creating a primary key, the following are guiding
principle that governs the use of primary key:
❖
❖
❖
❖
There must be only one primary key in each database table though you can merge two or three fields to be
the primary field, it is one primary field by the virtue of merging them.
if no key can uniquely identify other records in a table, Access automatically makes the first field an ID
field name with AutoNumber data type in such a way to use such field to identify other records in a table.
A primary key must be a name and access automatically indexed it primary key indexed (I will be talking
about indexes later in this section).
The following data type field must not be used as primary field Yes / No, Attachment, OLE object,
Calculated.
CREATING A PRIMARY KEY
Kindly follow these steps to create a primary key for your table:
i.
Switch the concerned table in Design view and select the field or fields provided you want to merge
more than one field as a primary key with ctrl + clicking.
ii. Move to the ribbon and click on the Primary key icon to create a primary key for the concerned
table.
iii. The primary key symbol will be displayed on the selected field or fields. You can remove the primary
key by selecting the primary key field and click on the primary key icon once more.
RENAMING AND DELETING A FIELDS
To rename or delete any of the fields, kindly:
❖
❖
Switch to the Design View and tap on the concern field name.
For renaming clear the current field name and enter a new field name.
❖
For deleting, simply tap on the Delete Rows button under the Table Tool (Design Tab) or right-click the
field name and select Delete Row from the drop-down list.
MOVING A FIELD
To move a field to another location, you only need to switch to design view as well, then:
❖
❖
Select the field you want to move to the new location.
Then double-click and drag to the new location.
FIELD PROPERTIES A GUARANTEE FOR CORRECT DATA ENTRIES
Field properties work hand in hand with a data type to ensure that data entering is accurate in all forms and help to
keep incorrect data out of your database. All the field properties can be found under the general tab in the Design
view. it specifies the type of data that should be entered into each field and thereby leads you to prepare an errorfree database. For instance, under the phone contact field, you may enter 10 for the field size in such a way as to
restrict the person that will enter the data to enter 11 or 12 characters and thereby recording the wrong data. This
section deals with field properties setting to restrict the entering of wrong data into each field of the database table. I
will start by explaining how to modify each data field setting according to the need of the organization in such a
way to restrict entering of wrong data into each field of the database and lastly explanation of each field property as
it is listed under the general tab in the Design view.
To modify any of the field property settings according to the data you or your assistant want to enter into the
database, kindly:
1. Open the concerned Table that its field properties need to be adjusted in the Design view.
2. Click on the field name that its field properties need to be modified and move to the General tab in
the field properties heading.
3. You will see the field properties that are available for the field name you selected depending on the
data type.
4. Click on the drop-down list of the field properties and select another setting you want for the field
properties or type the setting if it does not have a menu like a field size (text) that can be 5, 6, ... 255
characters. Some field properties may not be available for the field you choose according to its data
type when you click on such field properties drop-down menu you will see a blank.
5. Click on the Save button to save the settings you just made or Close the table without saving to revert
the changes you enter.
Note: to adjust any of the field properties kindly follow the above method.
EXAMINING EACH FIELD PROPERTIES SETTINGS
Do yourself and your organization well to study the following field properties to avert incorrect entries of data and
to keep your database safe from any unforeseen disaster from wrong data entries. Do not forget I said the number of
field properties that are available for each field depends on the data type of the field name you select and you can
see those fields in the general tab at the field properties setting. Let us quickly study those field properties one after
the other as they are listed in the general tab:
❖
Field size: It limits the number of characters that the selected field can accommodate, immediately you
reach the exceed limit that you specify, you won’t be allowed to enter any other character.
Field size is of two types which are text and number field size, the text field size is when your data type is short
text while the number field size is when your data type is number. You can only insert the character you want for
the text field size and you can also pick an option from the drop-down list for the number field size as is shown
below.
Number field size drop-down explanation
Field size
Byte
Integer
Long integer
Single
Double
Replication ID
Decimal
❖
The characters number it can hold
0-255 characters of the whole number
-32,768- +32,767 of whole number
-2,147,483,648- +2,147,483,647 of whole number
A decimal number with 7 significant figures at either side or both
A decimal number with 15 significant figures at either side or both
It is a random number with a special number that is needed for
replication.
This is a decimal 0 setting by default but you can change the decimal
setting up to 28
Format: This helps you to apply a format to the field name such as Currency, Yes/No, times, and dates
data type. The format you apply to them is the determinant of how the data you enter to them will be
displayed, for instance, check the dates and currency format below, whatever format you pick here is the
determinant of how the currency and date you enter to the field will be displayed.
Note: you do not need to put a comma, $ dollars, € Euro sign, period (.) and colon once you pick the format with
those symbols, the format will be forwarded to your data without you enter them. You can as well create a format of
your own by simply fabricate a format and enter it into the Format box under the general tab for either text or
number, check the below table for the kind of format you can create on your own.
> (UPPER CASE)
It will force the data you MICROSOFT
enter into UPPER CASE
ACCESS
It will force the data you enter Microsoft access
into lower case
@@@-@@@
Putting hyphen automatically Mis-Acc
(hyphen)
between the set of 6 letters or
numbers
@@@
@@@ Putting space automatically 345 678
(space)
between the set of 6 letters or
numbers
< (lower case)
❖
Decimal places: it is used to decide how many numbers you want to the right of the decimal point for the
number and currency of the selected field, you can pick up to 15 significant figures, if you pick the Auto
option it means Access guess decimal place for you and it will be from 0-15, you can see it when you
switch to datasheet view.
❖
Input Mask: It helps to mask a pattern we want for our data entry by creating certain punctuation
automatically round the text. It helps to reduce the mistake of entering wrong punctuation and make data
entry faster. For example, you have to mask zip code, phone number, social security number, and others.
Let us take phone numbers, for example, most phone numbers are used to have code numbers inside
parentheses and there will be a dash between the remaining digit (235)555-3040, you can use this to
fabricate a mask for the concerned field. It works for the field that has the following data type number:
currency, text, date, and time.
❖
Caption: This is used to caption the field name to give the field name a more explanatory name, by
entering an expressive name into the caption text box. The field name will change to caption text in the
datasheet view as field name heading, on the form as well as the report.
❖
Default Value: when you are very sure that certain text, number, or abbreviation will be repeated on the
field, you can enter such value into the default text box, so that it will come forth whenever you want to
enter data into the selected field. However, if it is not the data you want to enter, you can send it out
simply by entering another text.
New Values: this field property is available for the field that has AutoNumber data type, it has
incremental as default which means the number will be increasing with a certain figure but if you pick
random Access will be generating a Random number for you. Both options won’t allow you to type the
number by yourself, Access generates it by itself.
❖
Note: when you select random for a particular table, you won’t be able to change it to incremental option again
in that table that is the shortcoming of switching to the random option, no second thought.
❖
Validation Rule: validation rule helps you to enter the specific kind of data that you want, you only need
to establish a rule which the data you want to enter must correspond with otherwise the data will be
restricted from entering the field. The rule will be inserted into the validation text box in the general tab as
usual, such as date, currency, and number rules as it is stated below.
Validation rule
>500
<500
<>0
>=5 AND <=500
<Date()
>=Date()or
The date must be
between the years 2021
>=#1/1/2021#AND<=Date()
The date must be
between January 2021
and today.
Validation text: Validation text is the text that will be displayed as a warning message immediately you
or other people enter wrong data that go against the validation rule above. Access has validation warning
text, however, you can change it to your own if you wish by entering another more pleasant text into the
validation text box in the general tab.
>=#1/1/2021#AND<=#31/12/2021#
❖
What it stands for
The value must be
greater than 500
The value must be less
than 500
The value can’t be zero
The value must be
between 5 -500
It must be earlier than
today’s date
It must be today’s date
or later
❖
Required: this has a Yes/No option, each field has a No option by default which means you may decide
to enter data or not into the field but if you click Yes that means you should enter at least one data into the
field unless you will receive warning error anytime you want to switch view, save or close the concerned
table that has that field Required Yes.
❖
Allow zero Length: it helps to enter zero-length strings into the field, for instance when you perceive that
particular data are not available, you can simply input zero length to fill the recorded space so that it will
not be blank. Zero-length are identified with two quotations inside parentheses which miss the field has
no existence
Indexed: indexed work is just like a book index, it deals with the keeping of the field information for
proper searching and sorting. The indexed field will show if the field is indexed or not and the criteria of
the index (I will be dealing with the index in detail as we move further in this section).
Unicode Expression: it helps to convert and compress data into a Unicode format for uniform encoding
service.
Smart tags: it helps to attach a tag name by clicking on the three-dot (…) and picking the desired tag in
the Action tags dialog box.
Text Align: it deals with the alignment of the data in the column, form, or report, you have various
alignment options such as right, left, middle, and distribute alignment, when you select the general option,
you simply ask Access to dictate alignment for you.
❖
❖
❖
❖
❖
Text Format: it available for the field with long text data type only, it is used to apply specific format, it
has only two options from the drop-down list which are Plain text and Rich text, when you choose plain
text, it means you chose no formatting and it will be plain without any enhancement but if it is rich text,
you are passing out all the text formatting such bold, italic, color, font size and underline.
Append Only: this is also available for the long text field, it helps to attach some specific information to
the long text field.
Show Date Picker: when activate you activate the date picker, it automatically inserts a button beside the
date so that the database users can click beside the field record and pick a date from the drop-down list
rather than entering a date.
IME Mode/IME Sentence Mode: this helps to convert character and text to IME format from Access
format.
❖
❖
❖
ACTIVATING LOOKUP WIZARD FOR DATA ENTRY LIST
This is the last option in the data type options, it helps you to activate a data drop-down list from which you or other
users can easily pick data from rather than entering data into the cell by typing it, this option guarantee that an
accurate and correct set of data is entered into the database. Access provides two options for activating the lookup
wizard, which are:
1. Self-Customized lookup wizard: the list you customize by yourself, from which you or other users
can pick, it is mostly used when the data are not many and when you are very certain that data to be
entered into such field can’t exceed the wizard list you created.
2. Extracting lookup wizard from another database table: this is common when you need the same
data that is in another database table, extracting data from another database is ideal when the data you
want to extract is plenty. Whatever adjustment that is passed onto the database table where you
extracted lookup data will as well reflect on your table where the extracted data go to because it is the
source of the data you are using.
Activating Self-Customized Lookup Wizard List
Take your time to observe the listed one on one processes of creating a self-customized lookup wizard:
I.
II.
Switch to Design View and click on the Field that needs lookup wizard list attachment.
Select Lookup wizard for the selected field from the data type drop-down list beside it to access the
Lookup wizard dialog box.
III.
Choose “I will type the value that I want” and click on the Next button inside the dialog box.
IV.
You may enter the number of the column list you want into the column text box if you need more
than one column which is the default column, then enter the data lists into the first column if you are
creating only one column wizard lookup list and tap on Next.
V.
Enter the Name for the field, if you have not entered it before or you wish to modify it and tap on the
Finish button.
VI.
When it is time to insert the data from the lookup wizard list, simply switch to Datasheet View and
click on the drop-down list below the field (column) that has a lookup wizard list, and select the
desire data from the drop-down wizard list.
Note: if you need to erase the lookup wizard list, kindly select the field with lookup list and move to general tab and
click on lookup tab, then click on the combo box menu and pick text box instead of the combo text in front of the
display control to remove lookup wizard list.
Extracting Lookup Wizard From Another Database Table
To extract a list from another database it is expedient to know if the
I.
II.
Switch to Design View and click on the Field that needs lookup wizard list attachment.
Select Lookup wizard for the selected field from the data type drop-down list beside it to access the
Lookup wizard dialog box.
III.
Choose “I want the lookup field to get the value from another table or query ” and click on the
Next button inside the dialog box to direct the lookup wizard to find the list of tables in your
database.
IV.
Pick the Table that holds the data you want and tap on the Next button to direct the lookup wizard to
find the available fields in the table you have chosen.
V.
Select the Field that holds the data you want for your lookup wizard list and click the greater than
(>) button, immediately you click this button (>) the chosen field will appear under the selected
fields and click the next button.
VI.
You will be transferred to a place where you can decide the sorting order for the list you are about to
extract, click on the Ascending button to change to descending button if you desire to change the
default sorting arrangement.
VII.
You will be asked to adjust the width of the list, you may or may not adjust it because you can
easily do it in the datasheet view, then click on the Finish button.
Note: you can enter the data from the lookup list created from another table the same you enter the data from
the lookup list created by you. You may as well erase the lookup list created from another table with the ways
you erase the lookup list created by you as I have done above in “activating self-customized lookup wizard
list”. Erasing the lookup list arises if you have chosen the wrong list or you do not need the lookup list
anymore.
INDEXING FOR FASTER QUERIES
Access index works just like an index that is put at the end of the textbook by keeping records or information of the
indexed field for faster searching and queries. When you indexed a field you direct Access to store information or
record about that field which in turn speeds up sorting, searching, and querying.
WHEN TO INDEX AND WHICH FIELD IS TO BE INDEXED
There is time to index and there are specific fields you have to index, is not ideal to index every field. To index a
field, consider the number of the record that each field hold in a table:
❖
If each field holds about 50-150 data in a table, the relevance of the index on such table will not be
pronounced because it is insignificant with that a small list but when you are dealing with over thousands
of records in each field, that is where the importance of the index is needed.
Indexing is ideal for the fields that hold a specific record that you know you will query or the field you always
search for its data, for instance, the Primary key field is Indexed by default. Access also Automatically indexes the
following fields that have these name inscriptions because they use to save important data that has to be indexed
such as ID, Key, Num, and Code.
CREATING AN INDEX
The index is one of the easy tasks in Microsoft Access, to index a field, kindly:
1. Open the table you want to index in the Design View and select the Field that needs an index.
2. Then move to the General Tab and click on the Indexed drop-down menu to choose any of the index
options as shown below:
Yes (Duplicate Ok) to index a field and permit entering of duplicate value into the
field.
Yes (No Duplicate) to index a field but restrict entering of duplicate value into the, it
will operate like Primary key field which never allow two identical records into its field.
No means the field has no index
CREATING MULTIPLE-FIELD INDEX
Multiple field index is a way of indexing more than one field. Multiple field indexes work mostly with first names
and last names by indexing them together. when you perceive that one field has almost identical data and the second
field has unidentical data, the next action is to conduct multiple-field indexes to make record sorting, finding, and
querying faster for the benefit of the second field with unidentical data because the first field is alright with similar
data without index. Study these guiding principles to index more than one field at a time:
1. Open the table you want to index with the Design View, and tap on the (table tool) design tab in the
ribbon, click on the indexed button to access the indexes dialog box.
2. The dialog box will show the field you previously indexed including the primary key field, move to
the Next blank row and enter the name for the field you want to index under the index name
column and click on the field name column menu to select the First Name which you enter in the
Index Name column.
3. Move to the next row but do not enter any name in the index name column because you are indexing
them together with the one above, simply click on the field name column and select the second field
name. this command forces access to index the two fields together.
4. Click ascending order menu to select another order and change to descending order from default
order (ascending), then tap on the close button to close the dialog box.
5. You can as well return to the index dialog box for any modification by switching to the design view
and click on the index button in the ribbon for arranging or deleting of indexed field.
BUILDING DATABASE TABLES RELATIONSHIP
Table relationships indicate the connection that exists between two selected database tables following the same
information they have in them. major means of creating the relationship is to use the primary key field of one table
against the foreign key fields of the other table. Commit these two rules to memory any time you want to create a
relationship between two tables:
❖
❖
A relationship is only permitted within two related tables which are in the same database table, for
instance, the number field can’t be compared with the text field that they are not related with it has to be
the related field.
You are the one to tell Microsoft Access how the two tables will be related by using Primary keys and
foreign keys.
CATEGORIES OF RELATIONSHIPS
Database relationship is of three categories, each category depends on the number of the field you want to relate
with other in both tables, the following are the categories of database table relationship:
1. One-to-many relationship: this is the most used relationship among the categories of tables relation.
It is carried out by connecting one unique record (primary or indexed field key) field in one table
against many records in other tables, for instance, you will see ID number is displayed in the student
field only once while at the same time that student ID displays multiple times in examination field
because the same student will do many examinations with the same ID number. Connecting these two
tables is called the “One-to-many” relationship by using one field record of one table against the
corresponding records in other tables.
2. One-to-one relationship: it means linking tables with one field in each table. People don’t usually
relate tables in this way because such occurrences hardly happened.
3. Many-to-many relationship: This is the establishment of a relationship in both tables with more
than two fields in each table and none of these fields is the primary field key.
MANAGING TABLES WITHIN THE RELATIONSHIP WINDOW
A relationship window is a window where a relationship is being established between the tables, and it starts by
adding the tables into the window, then you can perform one or more activities on the table and finally establishing
a relationship among the tables. To access the Relationship window, kindly:
1. Open any table in Design View and click on the Relationship button in the relationship section to
open the relationship window.
2. Immediately you open the relationship window, the window will still be empty, then you can carry
out the following activities on it aside from creating a relationship.
a. Add tables to the relationship window: click on the Add tables in the ribbon, and
select the tables you want in the relation window from the show table dialog box, Use
Ctrl-click to select multiple tables. Then tap on add button and lastly click the close
button.
b. Arranging and resizing the tables: tap on the table title’s window and drag to another
position to change its location, click on any of the table’s window border side to adjust the
size of the table’s window.
c. removing a table from the window: select the concern table and tap on the Hide table.
d. removing all tables from the window: tap on the clear layout button and confirm it with
Yes in the confirmation box.
e. Putting one or more tables back to the window: tap on Add button and select the tables
you want back, then click on add button and lastly close the show table dialog box as usual.
ESTABLISHING RELATIONSHIP BETWEEN TABLES
This is the major business of opening the relationship window, after you have gotten your tables added with the
show table dialog box into the relationship window, then the next action that remains is to establish a relationship
between those tables. To establish a relationship, kindly.
1. Double-click and drag the Primary Key Field of the first table known as the parent table to the
corresponding field which mostly has a similar name as the primary key field in the child table, as
you are dragging you will see a plus icon moving to the corresponding field. (if you are dealing with
a very large table endeavor to bring the primary and corresponding field to the top of the table to
make the relationship between both tables easier and avoid too much scrolling).
2. If you drag the relationship between the primary key in the parent field to the corresponding key in
the child table correctly you will immediately see the Edit relationship dialog box, then Place a
tick-mark beside Enforce referential integrity check box to confirm the relationship as a one-tomany relationship to restrict it from being indeterminate relationship which simply means the
relationship is not recognized and lastly click on Create.
3. Access must have created the new relationship between your tables in the window relationship with
these two notes:
a. The presence of a line between the tables indicates there is a relationship between the
tables.
b. You will see 1 beside the parent table and infinity beside the child table to give you a
hint of the relationship, which will be visible only if you place a mark beside Enforce
referential integrity tick box in (2) above.
Note: you may continue to relate other tables in the database table by repeating the step (1-2), you may as well pick
either of the parent or child tables above and relate it with another table either parent field or child field depends on
how they are related with other tables you are comparing them with.
MODIFYING TABLE RELATIONSHIP
After the table relationship has been established, you can move further to carry out one or two modifications on it,
which is known as editing, to modify the relationship between tables, kindly:
❖
Right-click the relationship line that connects the two tables and pick Edit relationship from the dropdown list to access the Edit Relationship dialog box.
You can then perform any modification on it, you change the fields you link in each table before or
anything you want to edit.
❖
Pick Delete from the Relationship drop-down list and pick Yes from the confirmation box to delete the
relationship between two tables.
CHAPTER FOUR
ENTERING DATA INTO THE DATABASE TABLE
This is the most crucial section of constructing a database table, it is the main reason for creating a database,
without data (the records) there is no excess of creating a relationship between the table and the printing of the
report. This section is the toughest section for many users when building a database, nevertheless, it is the easiest
section provided you have done justice to the previous chapter such as entering of field, selecting the necessary data
type, setting field properties for entering data, and linking relation between database table, all these are the sources
of constructing a meaningful database table, if you miss it at those level mentioned, entering data into the table will
be so horrible, and as a result, you are advised to go through those sections very well before moving to this section
to exempt yourself from unnecessary stress.
DATA ENTERING APPROACHES
There are two approaches to follow when entering data into the database table, both approaches are good depends
on the one users know how to use best. The two approaches are the following:
1. Data entering by switching to Datasheet view
2. Data entering with the help of a Form.
DATA ENTERING BY SWITCHING TO DATASHEET VIEW
The majority of users like to use this approach because it is almost the same approach of entering data on the
ordinary table that has grid cells where rows and columns intersect which many users have previously been using.
Aside from that many like using datasheet view to enter data based on the following benefits:
❖
❖
❖
Numerous data can be viewed at once on the screen for proper comparison of record to record.
Scrolling here and there, up and down between the record is easier.
It makes sorting and filtering of each column possible.
Let us start entering data into the table via datasheet view, to do that study this guiding principle:
1. Open the concerned Table in datasheet view or switch its view if it has been open in design view
already.
2. Enter the data into all the cells of the empty row that has asterisks mark according to categories of
each field, as you are done entering data into the first row, create a new row by pressing down
arrow, new (blank) record in the datasheet navigation button, click on the New button in the ribbon
under Home tab or press (ctrl + +) Ctrl with plus key.
3. Repeat the step (1-2) to enter all the available data into the database table.
Note: an indication of the current row where the data is currently being entered in the presence of a pencil icon on
the current row selector. You can remove any record by selecting the row via its row selector and click on the delete
button in the ribbon under the Home tab.
TIPS AND TRICKS EXPOSURE FOR ENTERING DATA IN A
DATASHEET
Knowing how to maneuver and manipulate some tools make entering a data with datasheet view the most
interesting one. This section deals with three particular tips you need to know when entering data into the datasheet
such as:
❖
❖
Keyboard shortcuts for easy navigation here and there within the datasheet.
Freezing and Hiding a field
Keyboard shortcuts: Keyboard shortcuts help to move here and there in the datasheet within the shortest period
which in turn speed up the rate of entering data, check the table below for the necessary moving shortcut within a
datasheet.
Keyboard
Shortcuts
Destination
Moving to the next record of the same field
Moving to the previous record of the same field
Enter or Tab
Shift + tab
Home
End
Ctrl + Home
Ctrl + End
Page up
Page down
Moving to the next field in the same record.
Moving to the previous field in the same record.
Moving to the first field of the current record.
Moving to the last field of the current record.
Moving to the first field in the first record.
Moving to the last field in the last record.
Moving up one screen.
Moving down one screen.
Freezing and hiding field (column) in the datasheet
it is quite understandable that Access deals with bulky data which makes it an exceptional database application
compares to other spreadsheet applications, as a consequence of this, you may need to lock those field (s) by
freezing them so that you will always see them lock to the screen because they serve as a clue for entering other
records or data, they will be locked onto the screen irrespective of how far you navigate to the right side of the
screen. Hiding on the other side is ideal when a user notice there is congestion of field on the screen and such is
obstructing entering of data, a user may decide to hide some field in such a way to free some space for easy entering
of data.
To freeze and hide fields (columns), kindly:
❖
❖
Click a field or double-click and drag the “down arrow” over multiple fields to select more than a field.
then right-click and pick either Freeze Fields or Hide Fields from the drop-down list depends on the one
you need at that moment.
❖
If you pick Freeze Fields this is the result you will be having, irrespective of how far you move to the
right side, those frozen fields will be locked to the screen, you can unfreeze the fields by right-clicking
any field name and select unfreeze All fields from the drop-down list.
❖
If you pick Hide Fields this is the result you will be having, those fields will not be visible on the screen,
you can unhide the fields by click on any other field name and select Unhide from the drop-down list to
access unhide columns dialog box.
❖
Unhide Columns dialog box will come forth, place a mark beside the columns you want to unhide, and
Close the dialog box.
Note: you can quickly hide a column by dragging its border to the left side until such a column vanishes.
AMENDING THE LOOK OF THE DATASHEET
Access permits you to adjust the look of your datasheet until it is acceptable to your taste and preference. The
following are one or two activities you can carry out within the confine of the datasheet to make it look incredible
as you may want it:
❖
Columns/Rows adjustment: you can adjust the size of the columns and rows by placing the mouse over
one row and column selector boundary till you notice a change of mouse into a two-headed arrow, then
drag right, left, up, or down depends on the side of the column/row at the moment and size you want.
❖
❖
❖
❖
Switching the fonts: to switch default font text and size, move to Text formatting section under Home
tab, then select different font aside from Calibri and font size aside from 11 points.
Alternate row colors: the default alternate row color is white, you change it by clicking on the Alternate
color menu and pick different colors from the drop-down list.
Amending the look of the gridlines: you can select another format for the gridlines by clicking on the
gridline menu and select different gridlines formats from the drop-down list.
Repositioning columns: you can as well shift the location of any column to another position by selecting
the column then double-click and drag it to another location.
ENTERING DATA WITH THE HELP OF A FORM
Some users prefer and prioritize using a form to enter data rather than using a datasheet. they claim Form as a lot of
benefits, that may be so, that is what people called individual differences. However, there are truly certain benefits
for entering data with a Form, some of them are the following:
❖
❖
❖
Each field has a clear name inscription for easy recognition for entering the data.
There is no chance of skipping any field unfilled because you can see the whole field for each record on
the screen at a time.
Moving from field to field is very convenient.
Entering data into the form you created
entering data into a form start with the form itself, and thus there is a need for the creation of such a form before
you can fill it with data. To create a form, do well to follow this guiding principle:
a. Tap on the Create tab and click on the Form wizard button to access the Form Wizard dialog box.
b. Select the Table that needs the data you want to enter from the Tables/Queries drop-down list and
click the Next button.
c. Press this button (>>) to enter all the available fields in the selected table into the Selected Fields box
and click the Next button.
d. Pick the Columnar from the layout option as it remains the only option that is good for entering data
into the table and click the Next button.
e. Give the form the same name with the table that you link it with for proper recognition in the
navigation pane, then click the Finish button.
Note: you can remove a Form from the database by right-clicking its name in the navigation pane and select delete
from the drop-down list.
Now that you are done creating the Form, you can move further by opening the form and entering the data into the
form by:
1) Double-clicking the form name in the navigation pane to open it.
2) Enter the data into the form, use tab, shift + tab, and arrow keys to move here and there within the record.
when you are done filling the current record, click the new record button in the navigation button below
the screen to move to the next record till you complete entering all the data into the form.
CHAPTER FIVE
FINDING, SORTING, FILTERING, AND QUERYING YOUR DATA
This section deals with the next activity after the construction of a database and after you have entered the needed
information. You are good to go in asking Database various questions, such as finding and filtering that takes cares
of asking a simple and short question, while query deals with the complicated question, however that is not a big
deal to Access which is the reason why it has sorting command for proper arrangement in such a way to answers the
various question with ease. This section will take you through all forms of questions you can ask Database and how
to ask those questions, let me start with the simple question known as Mr. Finding.
FINDING MISSING DATA WITH THE FIND COMMAND
The find command is ideal for finding a specific and record in the database table or form, Using a query is nothing
but an underrating query. When you notice a specific record is missing and can’t find it, kindly use the Find
command to track it down in a jiffy. To perform a miracle and search for missing records in your database table, do
well to:
1) Open the concern table or form that holds the missing record you need in datasheet view and then click
any record in the field where the missing record can be found to make the searching easier for Access,
provided you know the field.
2)
Press Ctrl + F or click on the Find button in the ribbon under the Home tab to access the Find and
Replace dialog box.
3) Enter the Value you looking for into the Find what text box.
4) Click on the Look In drop-down menu and select current document if you are not sure the missing record
is in the field you select in (1) above but if you know it is in the field you selected let it remain on the
current field to make the search process faster and easier.
5) Click on Match drop-down menu and select any of the listed options based on the information you can
trace to the missing record in such a way to cut down the finding process without much stress:
❖
Any part of the field: this option will find every record that has the letter you type to Find what
box, for instance, you can see I type Jos above, searching command will find Joshua, Josh, Ijos.
However, this is the default option, it is recommended to change it if you type the actual word to
avoid clicking on the next button over and over again before finding the actual word.
❖ Whole Field: this will find your exact search in the Find what box, it will find Jos, not Joshua,
Ijos, Josh.
❖ Start of the field: it reckons with your search type at the beginning of the record, for instance, it
will find Joshua, Josh but not Ijos.
6) Click on the Search drop-down menu and select the direction of your search, perhaps All to search all the
records of the concerns field, Up or down directly from the current record.
7) Place a Mark on Match case tick box if you type the exact case into the Find what box such as Upper case,
lower case, or the combination of the two if you are not sure, do not tick it.
8) You can place a mark on the Search Fields as Formatted perhaps the text has certain formatting such as
long date or short data, number with percentage formatting, and others formatting. The search box will
simply search for the text with formatting rather ordinary text. Both Match Case and Search Fields as
Formatted do not work together, either you select Match case or Search Fields as formatted.
9) Click on the Next button to run the search process, that same record may not be the only one, if you haven’t
got the needed data, simply keep on clicking the next button.
Note: to run finding faster, make use of the search box in front of the navigation button below the Access window
screen, as you started typing the system will keep on guessing the record that looks like the ones you are typing.
Note 2: perhaps you made an error in what you have typed to the database and want to replace it with another data,
you can correct it with Find and Replace command, It works the same way like Find commands, the following are
what makes Replace command difference from Find command:
❖
❖
Press Ctrl + H or click Replace command in the ribbon under the Home tab to access the Find and
Replace command which is the same Find and Replace dialog box under the Find command but this
includes Replace tab which is not in the previous Find and Replace dialog box (Find command).
Every other thing in the previous Find and Replace Dialog box is the same except that you are going to
type another value that you want to use to replace the value you type to the Find what dialog box. When
you find the record you want, you can then click on the Replace to replace the record that the find
command finds or Replace All button to replace all the same records that the find command finds.
SORTING RECORDS ALPHABETICALLY AND NUMERICALLY
Sorting as its name denotes means to organize your database records in a certain order depends on the parameter
you use for sorting. Sorting is necessary because almost all the data have no specific order at the time of entering
them into the database and this unclassified order will pose difficulty during querying of database and will not give
it a proper appearance.
Parameter of sorting: sorting has two parameters and they are explained below:
1. Ascending order: this organizes your record in ascending pattern by arranging text field in
Alphabetical order like A-Z order that is A will come first and Z will be the last in the order, numeric
data field from lowest to highest that is 1 come first and 9 come last or date/time field from oldest to
newest.
2. Descending order: this organizes your record in descending pattern by arranging text field from Z-A
order that is Z will come first and A will come last, numerical data field from highest to lowest that is
9 will come first and 1 will come last or date/time field from newest to oldest.
SORTING A DATABASE FIELD
If you wish to sort one field in your database table, kindly follow these instructions:
❖
❖
Open the Table in datasheet view and click anywhere within the field you want to sort.
Tap on the Home tab and click either Ascending or Descending button depending on the order you
desire.
❖
Alternatively, you may right-click the field you want to sort and pick Sort A-Z or Sort Z-A from the flyout list.
Tips: you can sort multiple fields in a database, such as first name and last name, name and payment, and so on, you
can do that by simply double-click the title field and drag over the fields, then click on the order you want for those
fields.
Note: at the end of sorting, you can restore the field to its original order by clicking on the Remove Sort, you can
identify the sorted field with an up arrow in its name field.
FILTERING FOR SPECIFIC INFORMATION
Filtering is a special tool use to extract the only specific information that the user needed in the database table. The
remnant data on the database table are the needed record that meets filter requirements, the requirement may be a
city name, specific title, or a particular product. The criterion is always one of the records in the database.
METHODS OF FILTERING A DATABASE TABLE
There are four approaches to filter, majorly all of them work for the same purpose, the only difference is the pattern
of activating each of them. let me itemized them one after the other and dealt with them one after the other:
❖
❖
❖
❖
Filter by field content.
Filter by Selection.
Filter by Form.
Advanced Filter/Sort.
IMPORTANT NOTE FOR USING ALL FILTER METHODS
❖
❖
❖
The filtering process is a continuous one, continue running it until you have the only data you want on
the table, it means you can run filter above one time till you get the actual data that is needed, for
instance, you may filter for the name that starts with Da, you may continue and filter for Da that has paid
$500, you may continue filter again with Da that has paid $500 but which leave in New York depending
on the type of data you need at the moment.
when you filter a table, it will show you evidence of filtering below the screen at the front of the
navigation button and Toggle Filter will be highlighted as well, there will be a Filter icon beside the field
name you use to filter the table. To remove the filter and restore the table to the actual position, kindly
use the same (Toggle Filter) or (Filter button) to clear the filter temporarily. The above command clears
the filter effect temporarily you may click on any of the two-button again to switch to the filter effect.
to clear Filter effects permanently, kindly tap on the Advanced menu, then select Clear All filter from the
drop-down list to clear filter permanently. It means if you clear the filter by toggle filter or filter icon
below the screen your filter is still intact though it is hiding if you use the Clear All filter in the Advanced
drop-down list, your filter is deleted permanently.
FILTER BY FIELD CONTENT
This is the type of filter whereby you select the category of record you want in the field to filter the database, it
gives you the right to select the type of record you want in the database or enter numerical data or date figures range
you want to see on the database table. to filter the database table with field content, kindly follow these instructions:
1. Open the Database Table in datasheet view and select the field that has the record you want to filter,
then click on the Filter button to access the Filter/Sort dialog box.
2. Remove the mark beside the select All to deselect all the selection, then select the text entries you
want to use to build the filter or click on the text Filter menu and select the text option to enter text
range operator.
3. You can use the same format as in (2) above for the field with a number or date data type with the
following steps.
Note: you can as well access the Filter/Sort dialog box by clicking on the down arrow beside each field name that
has the data you want to use in building the filter, then follows other processes to filter the database table as I’ve
discussed above.
Filtering And Querying Table Format For Number range operators
SYMBOL
>
<
=
OPERATOR DESCRIPTION
Greater than
Less than
Equal to
<=
Less than or equal to
>=
Greater than or equal to
Between…And…
From the first number to the last
number
THE WORK OF THE OPERATOR
>50 every number above 50
<50 every number below 50
=50 only, any other number is not
welcomed
<=50 all the numbers below 50 and 50
itself
>=50 all the numbers above 50 and 50
itself
Between 50 and 100, all the numbers
from 50 - 100
Filtering Table Format For Text range operators
OPERATOR
DESCRIPTION
Equal to (David)
Does not equal to (David)
Ends with (Da)
Does not end with (Da)
Contains (Da)
Does not contain (Da)
Begins with (Da)
Does not begin with (Da)
THE WORK OF THE OPERATOR
Only David
Every other text except David
All the text must have Da at the end
Every text that does not have Da
The text must contain Da
The text must not have Da
The text must begin with Da
The text must not begin with DA
FILTER BY SELECTION
This is the simplest means of filtering a database table, simply by selecting part of the record or whole record that
will serve as the criterion for the type of record you need on the table. To filter a table with filter by selection
method, kindly follow the enumerated steps:
1. Open the Database Table in datasheet view and move to the field that has the type of data you
needed, then check through the field and select the data or part of the data that will serve as criteria
for your filter, then click on the Selection menu.
2. Select the category of filter option you need from the selection menu based on the data you selected
in (1) above.
FILTER BY FORM
Filter by Form is known as a complex method of filtering a table, it helps you to define the type of data you need on
the table by using more than one criterion. It gives you flexibility when filtering the table with the use of (AND)or
(OR). It can also be called a simple query. For instance, rather than using the other filter method twice, you can use
Filter by Form by combining the criteria to filter a table. Follow this guiding instruction to filter the table with filter
by Form:
1. Click on the Advanced button and select “Filter by Form” in the drop-down list.
2. The above command disables all the data except the Field name, click below the field name you
want to use as criteria and tap on its drop-down list to select a value or enter text/number range
operator to the text box.
3. Click on the OR tab at the bottom left corner of the screen for the new drop-down list on the same
field and select the second value from the drop-down list or enter the text/number range operator to
the text box.
4. If you need to filter the table more with other fields follow the steps (2-3), when you are done
entering all your criteria, then click the toggle filter to filter the table and produce the result.
ADVANCED FILTER/SORT
As its name indicate advanced filter, this type of filter requires advanced technology to filter a table, to be honest, it
can be called a simple query because it follows the same step as a query. The only limitation is that filter can only
work with a table unlike a query that can be used to query more than a table, also the result of the filter can’t be
saved or printed as a report. As a result of these two limitations, it is recommended to make use of the previous
filter command, if perhaps you have an advanced question, you can simply make use of Query rather than structure
a complex question that you won’t be able to print its result.
If at all you wish to use an advanced filter/sort, you can simply click on the Advanced down arrow and select
Advanced Filter/Sort. Then check the next section on how to “Query” and follow the same steps to filter your
table with Advanced Filter/Sort.
GETTING STARTED WITH QUERY
Queries perform great tasks above what filters can do which is the reason why its approach is more complex than
filters. Query in short means to issue a question to the database but a complex question, immediately you structure
that question accordingly and click on the run button, Access is deemed to give you the correct answer. Queries can
be used to query one or more table which is not available on a filter.
CREATING A NEW QUERY
Creating a query begins in the create tab, query can be created in two major ways, such as :
Creating Query with Query Design: to create a query with Query Design, simply:
❖
Tap on the Create tab and click on the Query Design button.
❖
The Query Design window and show table will come forth, both implements are the tools for
constructing a query. We will soon deal with query construction in this section under “Working with
Query Design”.
Creating Query with Query Wizard: to create a query with Query Wizard, kindly:
❖
Tap on the Create tab and click on the Query Wizard button to access the New query dialog box where
you will choose any of the four types of Query wizards.
❖
then follow the on-screen instruction to complete the process of creating Query wizard, such as selection
of the tables to query, which fields you need from the selected query, those questions have been dealt
with in one of the next lessons in this chapter.
OPENING QUERIES AND SWITCHING VIEW
To open a query after it has been created and saved into the file, observe these guiding principles to open a query in
either datasheet or design view:
1. Datasheet view: right-click the query’s name in the navigation pane and select Open from the flyout menu or simply double-click the query’s name in the navigation pane. Opening query in
datasheet view mainly helps you to view the result of the query you have run.
2. Design view: right-click the query’s name in the navigation pane and select Design View from the
fly-out menu. Opening query in design view is majorly for constructing and adjusting query.
After you have opened the query in either of the views, you are permitted to switch to another view perhaps the next
action you want to do need another view, to switch between view, do that with any of the three (3) option:
❖
❖
Using the status bar: move to the bottom right of the application window to switch the between
datasheet and design view.
Using the query’s title tab: right-click the table’s title tab that its view needs to change and select either
datasheet view or design view.
❖
Using the view menu: tap on the Home tab and click on the view menu, then choose Design view or
Datasheet view.
WORKING WITH THE QUERY DESIGN WINDOW
All of the apparatus for constructing and generating queries are planted into the query design window which can be
accessed when you switch to design view. Query design window composes two components, these two components
help in constructing the query as it is displayed under “Create New Query” above, check the two list below:
1. Table pane: table pane occupies the upper part in the query design windows, the pane comprises the
list of the tables you want to query, each table is enclosed with its table. You are permitted to change
the location of the table by double-clicking the table names and drag it to another location, you may
adjust the size as well from any of the borders.
2. Design Grid: The design grid occupies the bottom part in the design query design windows, Design
grid permits you to select the field you want to query from the table, sort the result of the query,
criteria for identifying the record of the selected field, the fields to be displayed in the query result.
ADDING THE NEEDED TABLE TO THE QUERY DESIGN WINDOW
The first activity after you have opened the query is to select the table which encloses the fields you want to query,
you can add the table by:
❖
Clicking on the Query tool (Design tab) and tap on Add/Show Table button to access the show table
dialog box.
❖
Add the Tables you need to the table pane by (Ctrl + clicking) to select multiple tables then click Add
button and tap on the Close button.
❖
If you wish to add a Query to the pane, tap on the Queries tab in the show dialog box, then select the
query you want to add to the design window. People use queries to query to extract more thorough
information from the database and improve the query.
Note: if you mistakenly add the wrong table or query, you can erase them by right-clicking the Table and pick
Remove Table from the fly-out menu.
Tip: To ensure the smooth running of the query try to connect the table you want to query together, to link the
database table in the design window, check “Establishment of Relationship among tables in “chapter three”. The
linking is only for the query it does not mean they have been stick together, once you are done with the query, the
tables will go their separate ways.
SELECTING THE FIELDS NEEDED IN QUERY
The essence of adding tables into the query window is to enable us to extract the fields from each database table and
in turn to query the database, Fields are very essential that they are placed into the first row in the Design grid.
There are diverse ways for placing fields into the Design grid but we will be looking at the best two and most use
approaches:
1. Dragging Method: drag a field name from the table pane into the column where you want it in the
Design grid.
2. Double-clicking Method: simply double-click a field name to drop the field into the next available
column.
Note: the moment you place the field into the Design grid, the table name will also be placed in the second row to
show where the field is coming from.
ARRANGING QUERY RESULTS WITH SORT
If you need specific order or arrangement for your query result, you need to sort it before running the query. To sort
your query result, kindly:
❖
❖
Move to the Sort section below the field you want to query, and tap on the drop-down beside the Sort
and select the Order you want for your query result in the drop-down list.
You can sort multiple fields by clicking on each sort below each field and pick the desire sort
arrangement but ensure the column to the left of the other column is sorted first to make Access sort
them together because Access begins sorting from the left side.
SELECTING THE FIELDS THAT WILL BE DISPLAYED IN THE
QUERY RESULT
All fields placed on the Design grid for query processing are part of query information, nevertheless, some field
values may not necessarily be worthy of inclusion into the query result. For instance, if the purpose of the database
is to check for those who made late payments in the year 2020, and the late payment started between 01/09/2020
and 31/12/2020, this field is necessary for the Design grid and must be put to the field date criteria section but it is
not necessary for the query result and therefore it has to be removed from the query result. To remove the field
name from the query result, kindly:
❖
❖
Move to the Show section of the field name you want to remove from the query result.
Deselect Show check box of the field that is needed for running the query but which is not necessarily
worthy of inclusion into the query result.
Note: deselecting the Show check box means the field is disabled from being showing in the query result while
those whose Show box ticked will be displayed in the query result.
UNDERSTANDING QUERY CRITERIA
Criteria are the instructions you give to Access in respect of what type, kind, and where you want Access to extract
the wanted information. Criteria help Access to locate the actual location where and how the answer to the question
being asked can be found. Enter the criterion of each field into the criteria section below each field.
Note: Access automatically surrounds your text and number criteria with a double quotation mark (“”) and your
date with naira symbol (#) immediately you take the cursor out of the criteria box.
FORMAT FOR NUMERIC CRITERIA
To instruct Access for the information you need by entering the criteria, you need to understand the exact operator
that is ideal for entering numeric criteria, using “Filtering And Querying Table Format For Number range
operators” that I mentioned previously in this chapter is wasting of effort and time. To enter numeric criteria may
be for currency or number, simply use these simple number range of operators:
❖
❖
❖
Greater than, for instance, the currency that is above a certain value i.e., > $500.
Less than, for instance, the currency that is below a certain value i.e., < $300.
Between, for instance, range between two numbers or currency i.e., between 400 and 800.
Note: adding a comma to the currency or number value as the criteria are not accepted and such will be given you
the warning error of invalid syntax.
FORMAT FOR TEXT CRITERIA
The text format is straightforward, you only have to enter your criteria in form of a text message into the criteria
box, for example, to ascertain the students who are in the Faculty of Arts, simply type Arts in the criteria text box of
the Faculties field.
You should also understand the use of Not operator when entering text criteria, Not operator as its name denotes
means the records you want to exclude from the query result, which means you need other records but the “Not
operator” will be excluded, for example. Enter Not David in the criteria text box of the Last name to remove David
from the query running.
FORMAT FOR DATE CRITERIA
You can check back those mentioned number range of operators in “Filtering And Querying Table Format For
Number range operators” as I mentioned previously in this chapter. You can use any of those operators to enter
criteria into the date field, for example, you may enter >09/05/2020 in the order date field to find all the orders
made after 09/05/2020. All those operators are there you can check back for more details. When entering the date
do well to enter the full number of the date, date has a very complicated pattern, to override such problem, simply
put your date in full like this:
❖
04/07/2021.
SAVING YOUR QUERY
Immediately you are done constructing your query, the next step is to save it before running the result of the query.
To save your query review your work one more time if it is correct, then:
❖
❖
Click on Ctrl + S or click the save button in the Quick Access toolbar to command Save As dialog box.
Enter a precise and meaningful name into Save as dialog box and click Ok.
RUNNING A QUERY
Once the query has been saved and appeared on the navigation pane, you can move ahead to run such a query.
Kindly follow this instruction to run a database query:
❖
Tap on the Run button under the Query tool (Design tab).
Alternatively: right-click the saved query on the navigation and pick Open to quickly test run the query.
OTHER FORMS OF QUERIES
It is necessary will take a look at other forms of queries that you might likely come across in Access Database to
have a full understanding of all aspects of the query.
SELECT QUERY
It is the one we just finished above, it stands as the most recognized, useful, standard form of query which the user
always uses to assemble information from different database tables and show the result of the information in a
datasheet. it is an undefeated form of a query.
CALCULATION QUERY
This is the type of Query that can be used to carry out the arithmetic calculations, for instance, you can add or
multiply two fields together. the benefit of running Calculation Query is that it can be run over and over again for
confirmation or if one data change in the concerned field. Yours is to run the query again, Access automatically
does the calculation. Kindly examine the itemized processes of creating a Calculation query to create one for
yourself:
1. Build a query from the Scratch and include those Fields you want to use for calculations to the Grid
Design
2. Then move to the blank column in the Design grid, and enter any name you want to name the
Calculation field and put a colon at the end of it, i.e., payment list:
3. The essence of this Query is to multiply the Salary with the Grade Level of the staff, so we will put
the name of Calculation like this, Payment list: (staff level)*(actual payment). Do well to put down
the correct field name to save yourself from unnecessary error warnings.
4. Run the query for the query result as it is shown below.
Note: you can perform any arithmetic operation with calculation query, putting + for addition, minus for subtraction
depends on the form of calculation you want to perform.
SUMMARY QUERY
This is the type of query that can be used to aggregate the information of the total record of a selected field. For
example, you can look for the sum or average of the record in a specific field. To create a summary query, follow
these easy steps:
❖
Click on the Totals button under Query tools (Design tab) to command a new row on the Query grid
which is Total.
❖
Open the Total drop-down list of the field which you want to summarize and select the Function you
want in respect of the summary you want.
Summary Total Query Function
Available
function
Sum
Avg
Min
Max
Count
StDev
Var
First
Last
Estimation operation
Addition of all the values in the field
The average value of the records in the field
The lowest value out of all the record
The highest value out of all the record
The number of the records in the field
The standard deviation of the values
The variance of the records in the field
The first value in the field
The last value in the field.
Other items in the drop-down list are for other purposes, as they are listed below:
❖
❖
❖
Group by: to select the fields that will display the total.
Expression: for fashioning a calculated field.
Where: to structure a criterion (field can’t be included in the query).
CHAPTER SIX
PRESENTING DATABASE RESULT IN FORM OF REPORT
Welcome to the last phase of the database object, where the result of the table you constructed and the query result
you generated will be presented in the form of a Report. Don’t be afraid of creating a report because it is not as
complicated as you think it may be, you only need to take a tour of simple steps in creating a report. The report
gives you a brief view of certain parts of the database information you needed professionally for easy reading and
comprehension.
CREATING A PROFESSIONAL REPORT
Access offers diverse techniques for creating a report, and those techniques offer different report appearances,
though all the techniques are presenting the same information but in a different form. The easiest and best means of
creating a report is through a report wizard, report wizard shows the exact information you want from your database
table and query either by making use of the query information or by starting the query inside the report itself though
that may be worrisome.
I will be taken you through the simplest means of creating a report with the report wizard via the query result you
have saved into your database file as we have discussed in chapter five of this book. Let us get started with report
creation with the following steps:
1. Tap on the Create tab and click on Report wizard to access the Report dialog box.
2. Click on the Table/Query drop-down menu to choose the Query that has the result information you
want to use in creating a report which will give you the list of fields it has and send it to the available
fields box.
3. Select the Fields you use in creating the query result that you want by selecting the field and clicking
on greater than “>” to send it to the selected field or this symbol “>>” for sending all the fields to the
selected box once, then select the next button.
4. If you desire you may select a Field and click the greater than > button to make it subgrouping head,
then click the Next button.
5. Decide the Sort you want for your report result, you have the chance of choosing about four fields
and sort them, kindly select the field and tap on ascending to change to descending order. if you
don’t want it simply click on the Next button.
6. Select the report Layout and Orientation you want for both layout and orientation and click on the
Next button.
7. Give your report a title that should be able to describe the information inside the report and which
you will use to open the report next time you want to view the result inside the navigation by doubleclicking the report name to open it.
8. then select Preview the report option and click on the Finish button to generate a preview for the
report.
OPENING AND INSPECTING A REPORT
The report is created for proper cross-examination and to carry out necessary activities, kindly observe the
following instruction to open and inspect your report result:
❖
move to the report group in the navigation pane, and look for the name of the report you want to open.
❖
Then double-click the Name of the report you want to open for inspection or right-click the Name and
choose open in the fly-out menu to open the report in report view.
Note: if you update your database table, the query result will be affected, and you need to update the report as well,
to do that click on Refresh All button under the Home tab to update the report as well.
REFINING THE APPEARANCE OF YOUR REPORT
You don’t have to ignore your report when you notice the appearance is not up to the standard you want, you can go
ahead and manipulate some tools to change your report look and layout. To refine the appearance of your report,
kindly open it in layout view and then perform one or more modifications on it, to achieve that, do well to:
❖
Right-click your REPORT and select Layout View in the fly-out menu to open your report in the layout
view.
❖
For Layout Modification, select Arrange tab and move to the table section then click on the Grid menu
and pick the Layout you want from the drop-down list, you may as well select tabular or stacked.
❖
For margin modification, click on the field, record, or data which its margin needs to be changed, click
on the Control Margins menu and pick any option as it is shown below under Report Layout tools
(Arrange).
CHAPTER SEVEN
APPROPRIATE SHORTCUTS, TIPS, AND TRICKS
This section quickly introduces you to the shortcuts, tips, and tricks that will speedily help you to carry out Access
activities in a very quick manner, and give you an edge over other database users.
DO AWAY WITH DATA MISMATCH
Data mismatch simply means entering data into a field that is different from the data type you specify for the field
or having different data types between the primary key and foreign key that connect the two tables you put into the
relationship. Data mismatch prevents you from establishing a relationship among the table you put to the relation
window or query design window and in turn affects your query result.
WRONG CRITERIA BRING WRONG OR NO QUERY RESULT
Make all necessary efforts to enter correct criteria into each field you put to the grid field and do not make the
mistake of entering criteria into the wrong field. These two mistakes are the consequences of wrong or no query
results.
THERE SHOULD
RELATIONSHIP
BE
A
LINK
BETWEEN
THE
TABLES
IN
It is of great importance for the tables in relationship to have a direct link, which means there should be “implement
referential integrity” between the tables in terms of recorded data and the data type that is in them.
EACH TABLE SHOULD HAVE A PRIMARY KEY AND IT SHOULD BE
A NUMERIC DATA TYPE
It is the principle of the database table to have a primary key that should uniquely identify other data in the field to
make the relationship between tables convenient, however, it is not about having a primary key field only, the field
should be a numeric data type to make that uniqueness an easy task such as AutoNumber, ID which should be
numeric and so on. Using no numeric data type renders the uniqueness of the primary key field meaningless such as
city name, first name, and so on.
VALIDATING ACCESS DATA TYPE
The simple and easiest means of restricting wrong data into the database table is to program the type of data with
validation field properties, this command issues a warning error anytime there is an attempt to enter data that is
different from the programming data through the validation rule in the field properties.
SHORTCUTS AND CONTROL KEYS
The following are the essential shortcuts key you need to commit to the memory to help you with the Access task in
a quick manner.
SHORTCUTS FOR ENTERING DATA IN DATASHEET VIEW
Keyboard Shortcuts
Destination
Moving to the next record of the same field
Moving to the previous record of the same field
Enter or Tab or right
arrow
Shift + Tab or right arrow
Home
End
Ctrl + Home
Ctrl + End
Page up
Page down
Moving to the next field in the same record.
Moving to the previous field in the same record.
Moving to the first field of the current record.
Moving to the last field of the current record.
Moving to the first field in the first record.
Moving to the last field in the last record.
Moving up one screen.
Moving down one screen.
GENERAL SHORTCUTS
Keyboard
shortcuts
Ctrl + O
F11
F2
F1
Ctrl + F1
Ctrl + S
Ctrl + X
Ctrl + C
Ctrl + V
Ctrl + F
Ctrl + H
Purposes
Open an existing database
Show/ hide navigation pane
Switch between edit mode navigation mode in datasheet
and design view
Open the Help window
Expand/collapse the ribbon
Save the database objects
Move the selected content into the clipboard
Copy the selected content into the clipboard
Paste the clipboard content into the selected cells or
sections.
Open Find in find and replace dialog box in both views
Open Replace in find and replace dialog box in both
views.
GRID PANE SHORTCUTS
Keyboard shortcuts
Purposes
Arrow keys, Tab key, To move among cells
shift + tab keys
Ctrl + Spacebar
To select an entire grid column
F2
To switch between edit mode and navigation
mode
Ctrl + X
Move the selected content into the clipboard
Ctrl + C
Copy the selected content into the clipboard
Ctrl + V
Paste the clipboard content into the selected
Ctrl + Home
Ctrl + End
cells or sections.
Moving to the first field in the first record.
Moving to the last field in the last record.
CONCLUSION
Microsoft Access is one of the indispensable tools and amazing Microsoft applications that only the least of people
understand how to use very well. Having a copy of this user guide is all that you need to overcome every restriction
and limitation of using Microsoft Access. Each Access tool has been broken down for easy understanding in such a
way to transform the mountain before you and Access into the plain and smooth ground.
This user guide will impact you with all you need to master each tool of Access, starting from creating the access
database table either from the scratch or with the template, entering data to the created table for perfect data
management either with data entering with form or directing entering of the data.
You will as well learn how to question the database known as a query the database for the needed information and
lastly generating a report for accurate view and inspection of the extracted information. I can see you manipulating
Access 365 tools to your advantage.
Happy Exploration.
INDEX
(
(Whole Number validation guide)
34
“
“AVERAGEA” function
112
“Define Name”
81
“MAXIFS” AND “MINIFS” FOR SEARCHING SPECIAL VALUE
“MAXIFS” AND “MINIFS” functions
109
“RANK.EQ AND RANK.AVERAGE”125
109
“Reset All page break”
164
“row to repeat at top” and column to repeat at left”
170
“SWITCH” FOR SWITCHING CELL VALUES 106
“TEXTJOIN” FUNCTION FOR PERFECT JOINING CELL VALUES, AND RANGE OF CELLS
104
A
A cancel button
10
A database
229
A database table
231
A DATABASE TABLE FROM THE SCRATCH 247
A DATABASE TABLE WITH THE IN-BUILT TEMPLATE248
A query
232
A relationship window
287
Access 365
225
ACCESSING OFFICE 365 APPLICATION
2
ACTIVATING LOOKUP WIZARD
276
active cell
12
Add button
10
Add tables to the relationship window
288
Adding a new worksheet
62
ADDING BORDERS TO WORKSHEET CELL. 151
Adding color to a worksheet tab
63
Adjusting column width with autofit
138
Adjusting or moving page break preview 162
Adjusting row height with autofit
135
Adjusting single or multiple columns with column selecting or mouse dragging
Adjusting single or multiple rows with row selection or mouse dragging:
133
ADJUSTING THE SIZE OF ROWS AND COLUMNS
133
ADVANCED FILTER/SORT
316
alignment launcher menu
128
All Access Object”
240
Allow zero Length
275
AMAZING EXCEL 365 TIPS AND TRICKS
210
APPEARANCE OF YOUR REPORT
339
Append Only
276
APPROPRIATE USE OF ABSOLUTE AND RELATIVE REFERENCE
210
APPROPRIATELY ALIGN TEXTS AND NUMBERS INTO ROWS AND COLUMNS
Arithmetic Operators
73
Arranging Worksheet
61
Asking Excel to lead you through the process
98
ASSIGNING FIELDS TO THE DATABASE TABLES
244
Attaching a comment
51
ATTACHING COMMENT TO THE WORKSHEET
51
Auto Number
257
AVERAGE, AVERAGEA, AND AVERAGEIF FOR AVERAGING DATA
111
AVERAGEIF function
112
Avoid using a figure for the column heading or label
16
136
127
B
BASICS METHOD OF ENTERING FORMULAS 76
BEAUTIFYING A WORKSHEET WITH COLOR AND BORDER 144
BEGIN ENTERING AN EXCEL FORMULA
97
BENEFITS OF USING MICROSOFT 365
224
BLANK DATABASE FILE
235
blank workbook.
7
book 1, 2, 3,
13
border preview
154
border style and color
152
BORDERS SHORTCUTS
208
breaks preview
157
BRIEF DESCRIPTION OF NEW EXCEL AND OTHER INDISPENSABLE USED FUNCTION
By drawing the border
151
BYPASSING ORDER OF PRECEDENCE
76
C
Calculated
258
CALCULATION SHORTCUTS
208
Caption
272
Cell address and name range
16
Cell contents
10
Cell name box, Formula bar, and cell content: Cell name box
cell style menu
146
cell that shows a green triangle
90
cell tracer
92
Cell tracer arrows
94
Cell, row, and column
10
10
101
CHANGING APPEARANCE OF THE WORKSHEET
41
Checking a comment
52
checking worksheet fitness on a page
157
clear contents
59
CLEAR SHORTCUTS
209
Columns/Rows adjustment
299
combination pattern
25
COMPARING WORKBOOK AND WORKSHEET 13
COMPARISON OF SWITCH AND IFS FUNCTION
107
Comparison Operator
74
CONCAT FOR MERGING TEXT STRINGS
103
CONCAT function
103
Concat Operator
74
CONDITION FORMATTING FOR SPECIFIC DATA WHICH NEED UNIQUE ATTENTION
Conditional formatting
174
Contacts
248
CONTROLLING THE WORKSHEET INSIDE A WORKBOOK
60
Copying a worksheet
62
COPYING EXCEL FORMULAS TO THE OTHER CELL 88
COUNTIF function
102
COUNTING DATA ITEM WITH “COUNT” AND “COUNTIF” FUNCTION
102
CREATING A NEW PIVOT TABLE FROM THE BEGINNING 197
CREATING A PROFESSIONAL REPORT
333
CREATING AN EXCEL WORKBOOK FROM THE SCRATCH AND PRESET TEMPLATE 6
CREATING AN IMPRESSIVE WORKSHEET FOR EFFECTIVE READING
127
CREATING AN INDEX
284
Creating Query with Query Design
317
Creating Query with Query Wizard
318
Criteria
326
currency
30
Currency
257
CUSTOMIZING ONE’S CELL STYLE
147
D
DATA COMPUTATION WITH FORMULAS AND FUNCTIONS 69
DATA EDITING SHORTCUTS
209
Data entering by switching to Datasheet view 293
Data entering with the help of a Form.
293
Data mismatch
341
DATA SELECTION SHORTCUTS
206
DATA TABLE TECHNIQUE ANALYSIS
187
DATA TYPE
256
DATA TYPE FOR ENTERING FIELDS257
data validation
34
Data validation guide
34
DATABASE FILE
235
DATABASE FILE FROM THE PREFORMATTED TEMPLATE 237
Database table
230
DATABASE TABLES RELATIONSHIP 286
Datasheet view
254
DATE CRITERIA
327
date format
21
Decimal places
271
decimal point
30
decimal switch up and down button.
31
Default Value
273
Deleting a comment
54
Deleting a worksheet
63
Deleting cell contents
59
delimiters
217
Design Grid
321
Design View
253
DESIGNING A DATABASE
242
DIFFERENCES BETWEEN EXCEL 365 AND OFFLINE 4
DIGGING DEEP INTO FUNCTIONS
95
DIVERSE WAYS OF ENTERING CELL FOR FORMULAS
80
DOCUMENT ACCESSIBILITY
5
DOCUMENT SAVING METHOD
4
Doing away with empty rows, columns, and cells at the middle of your data entry
drag the fill handle
25
draw border or draw border grid
151
E
edit mode
38
Edit mode restriction
Edit relationship
39
291
16
174
Editing a comment
53
EDITING WORKSHEET CONTENTS
38
Enforce referential integrity
290
Ensure to close all opening parentheses within the formula
78
Enter, Ready or Edit mode
10
ENTERING A CELL RANGE
81
ENTERING A FIELD INTO A BLANK DATABASE FILE 258
ENTERING CELL REFERENCE VIA CLICKING80
ENTERING DATA IN A WORKSHEET
13
Entering data into the form you created 301
ENTERING DATA WITH THE HELP OF A FORM
300
ENTERING EXCEL DATE AND TIME
21
ENTERING EXCEL FIGURES
20
ENTERING EXCEL TEXTS
18
Entering headers and footers on the page 167
ENTERING SPECIFIC LIST AND SERIAL DATA QUICKLY WITH AUTO-FILL COMMAND
error button (yellow exclamation mark
90
error checker menu
91
ESSENTIAL EXCEL 365 SHORTCUTS CODES 204
ESSENTIAL TECHNIQUES OF ENTERING DATA
15
EXAMINING EACH FIELD PROPERTIES SETTINGS 268
Excel 365
1
EXCEL 365 (ONLINE EXCEL)
4
EXCEL 365 AND MICROSOFT OFFICE
1
Excel Ribbon
9
Excel workbook:
9
Excel worksheet
9
Extracting lookup wizard from another database table:
276
extraction pattern
27
F
FEATURES AND VERSION UPDATE
4
FIELD PROPERTIES
266
Field size
268
Fields
230
FILE SHORTCUTS
209
fill tab
155
FILTER BY FIELD CONTENT
311
Filter by Form
314
FILTER BY SELECTION
314
FILTERING A DATA LIST
180
Filtering And Querying Table Format For Number range operators
Filtering Table Format For Text range operators 313
FINDING AN OBJECT WITH THE PANE
240
first column
43
first-row header
181
Format
269
Format as table” menu
149
format cell
155
FORMATTING EXCEL NUMBERS, DATES, AND TIMES
29
FORMATTING PIVOT TABLE AND IMPROVING ITS LAYOUT 199
FORMATTING SHORTCUTS
207
Formula bar
10
FORMULATING ARGUMENT IN FUNCTIONS 95
freeze pane button
42
freeze the first row and first column
43
freeze top row
43
Freezing
41
Freezing and Hiding a field
295
FREEZING ROWS AND COLUMNS
41
Function library
98
313
G
GOAL SEEK COMMAND ESTIMATION ANALYSIS
Grandtotal
202
184
H
HANDLING THE DATA LISTS
177
HIDING ROWS AND COLUMNS
45
Hiding your worksheet
67
HORIZONTAL ALIGNMENT(SIDE TO SIDE ALIGNMENT):
Hyperlink
258
127
I
IDENTIFY AND RECTIFYING ERROR IN EXCEL FORMULAS 89
23
IF FOR PERFECT CONDITION ANALYSIS
109
IF function
109
IFS function
107
IFS FUNCTION COMPARES TO IF AND NESTED IF WHEN TESTING MULTIPLE CONDITION
ignore the error
17
IME Mode/IME Sentence Mode:
276
IMPORTANCE OF A PRIMARY KEY
263
IMPORTING A DATABASE TABLE
251
Indexed
275
INDISPENSABLE FUNCTION
101
Input Mask
271
Insert Function
98
Insert function button
10
Insert number into the cell without formatting 79
insert page break
163
insert sheet rows
141
INSERTING AND DELETING ROWS AND COLUMNS 139
Inserting page break
163
INSERTING RECOMMENDED PIVOT TABLE 194
ISOLATING DATA WITH LEFT, MID, AND RIGHT FUNCTIONS
121
Issues
248
L
LARGE AND SMALL FOR NUMERICAL VALUE COMPARISON.
LARGE AND SMALL function
124
Large Number
257
Layout Modification
339
Layout Report
201
LEN FOR DEFINING CHARACTER LENGTHS 123
LEN function
123
Line, columns, or win/loss
172
little red triangle
52
Loan amount
184
long date format
33
Lookup wizards
258
124
M
Managing cell range name
84
Many-to-many relationship
287
margin modification
340
MAXIMUM AND MINIMUM FOR OBTAINING HIGHEST AND LOWEST VALUE
MAXIMUM AND MINIMUM function
110
merge and center
132
MERGING AND CENTER-SPECIFIC TEXT ACROSS OTHER CELLS 131
METHODS OF ENTERING DATA
14
Microsoft 365
224, 225
MICROSOFT OFFICE 365 APPLICATION
1
Microsoft website.
2, 226
MORE HORIZONTAL ALIGNMENT OPTION
128
more Number formats
29
MORE VERTICAL ALIGNMENT OPTION 130
MOVING A FIELD
265
Moving amidst worksheet
60
Moving and copying cell contents via dragging 59
Moving and copying the cell contents
57
MOVING HERE AND THERE WITHIN A WORKSHEET 39
MOVING, COPYING, AND DELETING CELL CONTENTS
57
Multiple field index
285
My table has headers
149
N
NAVIGATING ACROSS A WORKSHEET
205
NAVIGATING WITHIN A WORKSHEET SHORTCUTS 204
NAVIGATION PANE
238
NESTED IF function
108
NETWORKDAY AND TODAY FOR DAY ASCERTAINING
NETWORKDAY function with holiday
115
NETWORKDAYS function
115
New Comment button.
52
New Values
273
Number
257
Number tab
30
Numbering worksheet page
165
NUMERIC CRITERIA
326
115
O
110
107
OFFER A COMPELLING AND CHARMING WORKSHEET
offline preset template
7
OLE object
258
ONE VARIABLE DATA TABLE ANALYSIS
187
One-to-many relationship
287
One-to-one relationship
287
online templates
8
OPEN CREATE DIALOG BOX SHORTCUTS
205
OPENING DATABASE TABLE
253
OPENING QUERIES AND SWITCHING VIEW 319
OPERATORS OF EXCEL FORMULAS
73
Order of Precedence
75
165
P
page layout
157
Parameter of sorting
308
paste special
213
paste special option
119
Payment (Monthly)=
184
Payment period (Monthly
184
PAYMENT SYSTEM
4
perfect color
155
PERFECT TRANSPOSITION
214
PIVOT TABLE DATA ANALYSIS
194
Pivot table style
199
pivot table template
195
PMT FOR CALCULATING THE PERIOD OF THE LOAN PAYMENT
113
PMT function
113
Pointing at the data during calculation
15
POINTING TO FORMULAS RESULT IN FORMULA
71
POWERFUL TOOLS FOR ANALYZING DATA 172
PREVENTING OTHERS FROM INTERFERING WITH YOUR WORKSHEET
Print area menu
158
PRINTING PORTION OF THE WORKSHEET 158
PRINTING WORKSHEET IN LANDSCAPE FORMAT 160
Protecting a worksheet
64
Putting worksheet data to the center of the page 168
Q
QUERY DESIGN WINDOW
321
Quick style menu
150
QUICKLY COMBINING DATA WITH FLASH FILL COMMAND 25
QUICKLY EXTRACTING DATA WITH FLASH FILL COMMAND27
R
RECOGNISING ROWS, COLUMNS, AND CELLS
11
Recommended Pivot table button
195
Records
230
RECTIFYING ERROR AS IT APPEARS
90
RECTIFYING ERROR VIA TRACING CELL REFERENCES
92
RECTIFYING WITH ERROR CHECKER91
Reference Operator
73
RELATING ACCURATELY WITH THE PAGE BREAK 161
Relative referencing
210
Relative to Absolute reference
211
removing a table from the window
289
removing all tables from the window
289
Removing filtering effects
184
RENAMING AND DELETING A FIELDS
265
Renaming worksheet:
61
report Layout and Orientation
336
Report wizard
333
Reports
234
RIBBON SHORTCUTS
206
ROWS AND COLUMNS HEADINGS TO REPEAT ON EVERY PAGE
ROWS AND COLUMNS SHORTCUTS205
RUNNING A QUERY
328
169
S
SAVING YOUR QUERY
327
scope of the name
82
Scroll bar
10
Searching for a comment
53
Selecting a block of cell that next to one another 55
Selecting a single cell
55
64
Selecting a worksheet
62
Selecting columns
56
Selecting non-adjacent
56
Selecting rows
56
Selecting the whole worksheet
57
Self-Customized lookup wizard
276
SETTING DATA VALIDATION GUIDE
34
Sheet 1, 2, 3,
13
short date format
33
Short Text
257
SHORTCUTS AND CONTROL KEYS
342
Show Date Picker:
276
Shuttle Bar to open/close
239
SIGNIFICANCE OF ONLINE EXCEL
4
Smart tags
275
Sorting
308
SORTING A DATA LIST
177
SORTING A DATABASE FIELD
308
Sorting a single column
177
Sorting multiple columns
179
SPEAK NEW LIFE TO WORKSHEET WITH EXCEL CELL STYLE FORMATTING
SPLASHING COLOR ON THE WORKSHEET 155
split button
44
Splitting
44
SPLITTING ROWS AND COLUMNS
44
Status bar
10
STRUCTURING A WORTHWHILE WORKSHEET
127
Summary Total Query Function
331
T
tab color
63
Table pane
321
Tasks
248
Text Align
275
TEXT CRITERIA
327
Text Format
276
text sits between A6 and B6,
19
TEXT TO COLUMN COMMANDS
215
TEXTJOIN
105
The AVERAGE function
111
The find command
304
The Forms
232
The LEFT function
121
The MID function
122
The NETWORKDAY function without holiday
116
The number should not be enclosed with a quotation sign
77
THE PRIMARY KEY FIELD
263
The RIGHT function
122
The switch function
106
THE TERM “MICROSOFT 365”
224
The TODAY function
116
the vertical heading menu
131
TIPS AND TRICKS EXPOSURE FOR ENTERING DATA IN A DATASHEET
295
to check over each formula,
89
to switch the current view
256
TOGETHERNESS AND COLLABORATION
5
Top & Bottom rule, Data bar, Area chart,
175
Tracing dependent
93
Tracing precedent
92
Traditional Access
225
TRADITONAL EXCEL( EXCEL 2016 & 2019) 4
TWO VARIABLE DATA TABLE ANALYSIS
191
Typing the function and argument into the formula bar or the concerned cell: 97
U
UNDERSTANDING EXCEL FORMULAS
69
UNDERSTANDING EXCEL WINDOW INTERFACE
9
UNDERSTANDING OFFICE 365 APPLICATION
1
UNDERSTANDING ORDER OF EXCEL OPERATOR PRECEDENCE
UNDERSTANDING SPARKLINE FEATURE
172
Unhide
49
unhide the first or A column
50
unhide the first row
47
unhide the worksheet
67
Unicode Expression
275
unprotect the sheet
66
75
145
UPPER, PROPER AND LOWER FUNCTION 116
Users
248
USING ANOTHER WORKSHEET CELL CONTENTS IN FORMULAS 86
USING CELL RANGE NAME RATHER THAN CELL REFERENCES
81
USING CELL REFERENCE IN FORMULAS
69
Using down arrow and tab key for quick auto command 78
USING EXCEL HELP TO ENTER ARGUMENT FOR EACH FUNCTION 96
USING EXCEL PRESET CELL STYLE 145
USING PASTE SPECIAL COMMANDS
212
USING TABLE STYLE FORMATTING 149
UTILIZE QUICK ANALYSIS TOOL (QAT)
218
V
Validation Rule
273
Validation text
274
VARIOUS WAYS OF SELECTING CELLS IN A SHEET 55
VERTICAL ALIGNMENT(TOP TO BOTTOM ALIGNMENT)129
Viewing the page break position
161
W
Way of Inserting percent, currency, and other symbols with numbers 15
WHAT IS AN ACCESS DATABASE
229
WHAT TO DO BEFORE PRINTING A WORKSHEET
156
WHEN TO INDEX AND WHICH FIELD IS TO BE INDEXED
283
WORKING WITH THE WORKSHEET
38
Worksheet shifting button
10
worksheet tab
62
worksheet tab.
63
Y
yellow rhombus
Yes/No
257
17