MANONMANIAM SUNDARANAR UNIVERSITY

DIRECTORATE OF DISTANCE & CONTINUING EDUCATION

TIRUNELVELI 627012, TAMIL NADU

B.C.A. - I YEAR

DJA1B - OFFICE AUTOMATION

(From the academic year 2016-17)

Most Student friendly University - Strive to Study and Learn to Excel

For more information visit: http://www.msuniv.ac.in

 B.C.A. – I YEAR
DJA1B : OFFICE AUTOMATION

SYLLABUS

Unit I - Microsoft Word 2010

Introducing the Microsoft Office 2010 User interface – Microsoft Office 2010 features.
New features in Word 2010 – Starting Microsoft Word 2010 – Creating a new blank word
document – Applying Basic formatting: - changing the font and font size – applying the Bold,
Italic and Underline styles – changing the text color – Aligning the text – Applying Bulleted
and Numbered lists – Using Cut, Copy and Paste Commands – Using Find, Replace and Go
To Commands – Printing a Word document – Opening an existing word document – Closing
a word document – Exiting Microsoft Word.
Unit II – Working with Tables
Working with Tables: – Adding a table to a document – Adding Columns and Rows –
Merging the Cells in a table – Adding a table Border – Inserting Headers and Footers –
Inserting Footnotes and Endnotes – Performing Spelling and Grammar check – Marking a
document as Final
Unit III – Microsoft Excel 2010
New features in Excel 2010 – Creating a New Blank Excel Workbook – Saving an Excel
Workbook – Adding Data to Cells – Inserting and deleting Cells, Rows, Columns and
Worksheet – Renaming a Worksheet – Opening an existing Excel Workbook – Printing a
Worksheet – Closing an Excel Worksheet – Exiting Microsoft Excel – Working with Chart –
Working with Formula anf Functions.
Unit IV – Microsoft PowerPoint 2010
New features in PowerPoint 2010 – Creating a Blank Presentation – Saving Presentation –
Adding and Removing Slides – Opening an Existing Presentation - Closing Presentation –
Exiting Microsoft PowerPoint.
Unit V – Microsoft Access
Introduction to tables in Microsoft Access 2010:- creating a table – Saving a table – Working
with fields in a table – Entering records in a table –Introducing query types – Creating a
Query – Saving a Query.
Reference Books:
1. Kogent Learning Solutions inc., Office 2010 in Simple Steps, Dreamtech Press,
Edition 2011. (For Unit I to IV)
2. Kogent Learning Solutions inc., Access 2010 in Simle Steps, Dreamtech Press,
Edition 2011. (For Unit V)

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UNIT I - MICROSOFT WORD 2010

Introducing the Microsoft Office 2010 User interface – Microsoft Office 2010 features.
New features in Word 2010 – Starting Microsoft Word 2010 – Creating a new blank word
document – Applying Basic formatting: - changing the font and font size – applying the Bold,
Italic and Underline styles – changing the text color – Aligning the text – Applying Bulleted
and Numbered lists – Using Cut, Copy and Paste Commands – Using Find, Replace and Go
To Commands – Printing a Word document – Opening an existing word document – Closing
a word document – Exiting Microsoft Word.

Microsoft Word
Microsoft Office suite is a collection of applications, which can be used to create, edit, and
review documents, spreadsheets, and presentations .The most popular applications included
in MS Office suite are Word, Excel, PowerPoint, and Outlook. Using the applications in MS
Office suite, you can easily create documents and compose letters, create spreadsheets and
manipulate the numerical data stored in them; create and deliver presentations; and compose,
send, or receive emails.

Introducting the Microsoft Office 2010 User interface

Word 2010 is a bit different from earlier versions, so even if you've used Word before you
should take some time to familiarize yourself with the interface. The toolbars are similar to
those in Word 2007, and they include the Ribbon and the Quick Access toolbar. Unlike
Word 2007, commands such as Open and Print are housed in Backstage view, which
replaces the Microsoft Office button.

The Ribbon
The new tabbed Ribbon system was introduced in Word 2007 to replace traditional
menus. The Ribbon contains all of the commands you'll need in order to perform common
tasks. It contains multiple tabs, each with several groups of commands, and you can add
your own tabs that contain your favorite commands. Some groups have an arrow in the
bottom-right corner that you can click to see even more commands.

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Word 2010 is a word processor that allows you to create various types of documents such as
letters, papers, flyers, and faxes.
To minimize and maximize the Ribbon:

The Ribbon is designed to be easy to use and responsive to your current task; however, you
can choose to minimize it if it's taking up too much screen space.

1. Click the arrow in the upper-right corner of the Ribbon to minimize it.

2. To maximize the Ribbon, click the arrow again.

When the Ribbon is minimized, you can make it reappear by clicking on a tab. However, the
Ribbon will disappear again when you're not using it.
To customize the Ribbon:
You can customize the Ribbon by creating your own tabs with the commands you want.
Commands are always housed within a group, and you can create as many groups as you

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want in order to keep your tab organized. If you want, you can even add commands to any of
the default tabs, as long as you create a custom group in the tab.
1. Right-click the Ribbon and select Customize the Ribbon. A dialog box will
appear.

2. Click New Tab. A new tab will be created with a new group inside it.
3. Make sure the new group is selected.
4. Select a command from the list on the left, then click Add. You can also drag
commands directly into a group.
5. When you are done adding commands, click OK.

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 If you don't see the command you want, click the Choose commands from: drop-
down box, then select All Commands.

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BACKSTAGE VIEW

Backstage view gives you various options for saving, opening, printing, and sharing your
files. It's similar to the Microsoft Office button menu from Word 2007 and the File
menu from earlier versions of Word. However, instead of just a menu it's a full-page view,
which makes it easier to work with.

To get to Backstage view:

1. Click the File tab.

2. You can choose an option on the left side of the page.

3. To get back to your document, click any tab on the Ribbon.

Click the buttons in the interactive below to learn about the different things you can do in
Backstage view.

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The Quick Access toolbar

The Quick Access toolbar, located above the Ribbon, lets you access common commands no
matter which tab you're on. By default, it shows the Save, Undo, and Repeat commands.
You can add other commands to make it more convenient for you.

To add commands to the Quick Access toolbar:

1. Click the drop-down arrow to the right of the Quick Access toolbar.
2. Select the command you want to add from the drop-down menu. It will appear
in the Quick Access toolbar.

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The Ruler

The Ruler is located at the top and to the left of your document. It makes it easier to adjust
your document with precision. If you want, you can hide the Ruler to free up more screen
space.

To hide or view the Ruler:

1. Click the View Ruler icon over the scrollbar to hide the ruler.
2. To show the ruler, click the View Ruler icon again.

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New Features in Word 2010
Word 2010 has introduced several features:
 Image compression and cropping
 Plenty of new text effects
 New Navigation pane
 Mark as Final command
Image compression and cropping:
Compress an image to save disk space and crop the unwanted portions of an image,
respectively.
New text effects:
Word 2010 has introduced several new text effects, such as Shadow, Reflection, and
Glow that allow you to enhance the appreance of the text.
The New Navigation pane:
In a word document, you can use the Navigation pane to navigate from one
heading to another. In addition, you can use the navigation ane to drag and drop or move
headings, along with their contents, to new locations within a document.
The Mark as Final command:
In a word document, you may not want anybody to make any sort of
unintended changes to that document. In such a cases, you can use the Mark as Final
command.
Creating and opening documents
Word files are called documents. When you start a new project in Word, you'll need
to create a new document, which can either be blank or from a template.
To create a new blank document:
1. Click the File tab. This takes you to Backstage view.
2. Select New.

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 3. Select Blank document under Available Templates. It will be highlighted by default.

4. Click Create. A new blank document appears in the Word window.

To save time, you can create your document from a template, which you can select from
the New Document pane.
To open an existing document:
1. Click the File tab. This takes you to Backstage view.
2. Select Open. The Open dialog box appears.

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 3. Select your document, and then click Open.
If you've opened a file recently, you can also access it from the Recent Documents list.
Just click on the File tab and select Recent.

Applying Basic Formatting

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 Formatted text can emphasize important information and help organize your
document. In Word, you have several options for adjusting the font of your text,
including size, color, and inserting special symbols. You can also adjust
the alignment of the text to change how it is displayed on the page.
To change the font size:
1. Select the text you want to modify.
2. Click the drop-down arrow next to the Font Size box on the Home tab. A
drop-down menu appears.
3. Select the desired font size from the menu. Alternatively, you can type the
value you want and then press Enteron your keyboard.

To change the font:

1. Select the text you want to modify.
2. Click the drop-down arrow next to the Font box on the Home tab.
The Font drop-down menu appears.
3. Move the mouse pointer over the various fonts. A live preview of the font will
appear in the document.

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 4. Select the font you want to use. The font will change in the document.
To change the font color:
1. Select the text you want to modify.
2. Click the Font Color drop-down arrow on the Home tab. The Font
Color menu appears.
3. Move the mouse pointer over the various font colors. A live preview of the
color will appear in the document.

4. Select the font color you want to use. The font color will change in the
document.

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To highlight text:
1. From the Home tab, click the Text Highlight Color drop-down arrow.
The Highlight Color menu appears.

2. Select the desired highlight color.

3. Select the text you want to modify. It will then be highlighted.

4. To switch back to the normal cursor, click the Text Highlight

Color command.

To use the bold, italic, and underline commands:

1. Select the text you want to modify.
2. Click the Bold, Italic, or Underline command in the Font group on the Home
tab.

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To change text case:
1. Select the text you want to modify.
2. Click the Change Case command in the Font group on the Home tab.
3. Select the desired case option from the list.

To change text alignment:

1. Select the text you want to modify.
2. Select one of the four alignment options from the Paragraph group on
the Home tab.
o Align Text Left: Aligns all selected text to the left margin
o Center: Aligns text an equal distance from the left and right margins
o Align Text Right: Aligns all selected text to the right margin
o Justify: Aligns text equally on both sides and lines up equally to the right
and left margins; used by many newspapers and magazines

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Using bulleted and numbered lists
Bulleted and numbered lists can be used in your documents to format, arrange,
and emphasize text. In this lesson, you will learn how to modify existing bullets,
insert new bulleted and numbered lists, select symbols as bullets, and
format multilevel lists.
When you want to organize lists in Word, you can format them as either
bulleted or numbered lists. Word offers a variety of bullet options that allow you to
customize your lists to suit your needs.
To create a list:
1. Select the text you want to format as a list.
2. Click the Bullets or Numbering drop-down arrow on the Home tab.

3. Select the bullet or numbering style you want to use, and it will appear in the
document.

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 4. To remove numbers or bullets from a list, select the list, then click
the Bullets or Numbering commands.
Multilevel lists
Multilevel lists allow you to create an outline with multiple levels. In fact, you can
turn any bulleted or numbered list into a multilevel list by placing the insertion point at
the beginning of a line and pressing the Tab key to change the level for that line. You
can then use the Multilevel List command to choose the types of bullets or numbering
that are used.

To create a multilevel list:

1. Select the text you want to format as a multilevel list.
2. Click the Multilevel List command on the Home tab.

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 3. Click the bullet or numbering style you want to use. It will appear in the
document.
4. Position your cursor at the end of a list item, then press the Enter key to add an
item to the list.
To remove numbers or bullets from a list, select the list, then click
the Bullets or Numbering commands.
To copy and paste text:
1. Select the text you want to copy.
2. Click the Copy command on the Home tab. You can also right-click your
document and select Copy.

3. Place your insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. The text will appear.
To cut and paste text:
1. Select the text you want to copy.
2. Click the Cut command on the Home tab. You can also right-click the
document and select Cut.

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 3. Place your insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. The text will appear.
You can also cut, copy, and paste by right-clicking the document and choosing the desired
action from the drop-down menu. When you use this method to paste, you can choose from
three options that determine how text will be formatted: Keep Source Formatting, Merge
Formatting, and Keep Text Only. You can move the mouse over each icon to see what it
will look like before clicking it.

To drag and drop text:

1. Select the text you want to copy.
2. Click and drag the text to the location where you want it to appear. The cursor will
have a rectangle under it to indicate that you are moving text.

3. Release the mouse button, and the text will appear.

Finding and replacing text

When you're working with longer documents, it can be difficult and time consuming
to locate a specific word or phrase. Word can automatically search your document using
the Find feature, and it even allows you to change words or phrases using Replace.

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To find text:
1. From the Home tab, click the Find command. The navigation pane will
appear on the left side of the screen.

2. Type the text you want to find in the field at the top of the navigation pane.
3. If the text is found in the document, it will be highlighted in yellow, and a preview will
appear in the navigation pane.
4. If the text appears more than once, you can click the arrows on the navigation pane to
step through the results. You can also click the result previews on the navigation pane
to jump to the location of a result in your document.

5. When you close the navigation pane, the highlighting will disappear.

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To replace text:

1. From the Home tab, click the Replace command. The Find and
Replace dialog box will appear.

2. Type the text you want to find in the Find what field.
3. Type the text you want to replace it with in the Replace with field.
4. Click Find Next and then Replace to replace text. You can also click Replace
All to replace all instances within the document.

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UNIT II - WORKING WITH TABLES
Working with Tables: – Adding a table to a document – Adding Columns and Rows –
Merging the Cells in a table – Adding a table Border – Inserting Headers and Footers –
Inserting Footnotes and Endnotes – Performing Spelling and Grammar check – Marking a
document as Final
Introduction

A table is a grid of cells arranged in rows and columns. Tables can be customized
and are useful for various tasks such as presenting text information and numerical
data.
Inserting and modifying tables
In Word, tables are useful for organizing and presenting data. You can create
a blank table, convert text to a table, and apply a variety of styles and formats to
existing tables.
To insert a blank table:
1. Place your insertion point in the document where you want the table to appear.
2. Select the Insert tab.
3. Click the Table command.
4. Hover your mouse over the diagram squares to select the number
of columns and rows in the table.

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 5. Click your mouse, and the table appears in the document.
6. You can now place the insertion point anywhere in the table to add text.
To add a row above an existing row:
1. Place the insertion point in a row below the location where you want to add a
row.

2. Right-click the mouse. A menu appears.

3. Select Insert Insert Rows Above.

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 4. A new row appears above the insertion point.

You can also add rows below the insertion point. Follow the same steps, but
select Insert Rows Below from the menu.
To add a column:
1. Place the insertion point in a column adjacent to the location where you want
the new column to appear.
2. Right-click the mouse. A menu will appear.

3. Select Insert Insert Columns to the Left or Insert Columns to the Right.
A new column appears.

To delete a row or column:

1. Select the row or column.
2. Right-click your mouse. A menu will appear.
3. Select Delete Cells.

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 4. Select Delete entire row or Delete entire column, then click OK.

Working with Headers and Footers

Introduction

You can make your document look professional and polished by utilizing the header
and footer sections. The header is a section of the document that appears in the top
margin, while the footer is a section of the document that appears in the bottom
margin. Headers and footers generally contain information such as the page number,
date, and document name.

In this lesson, you will learn how to insert and edit headers and footers.
Headers and footers

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 Headers and footers can help keep longer documents organized and make them easier
to read. Text entered in the header or footer will appear on each page of the document.
To insert a header or footer:
1. Select the Insert tab.
2. Click either the Header or Footer command. A drop-down menu will appear.
3. From the drop-down menu, select Blank to insert a blank header or footer, or
choose one of the built-in options.

4. The Design tab will appear on the Ribbon, and the header or footer will appear
in the document.
5. Type the desired information into the header or footer.

6. When you're finished, click Close Header and Footer in the Design tab, or hit
the Esc key.
After you close the header or footer, it will still be visible, but it will be locked. To
edit it again, just double-click anywhere on the header or footer, and it will become
unlocked.
To insert the date or time into a header or footer:

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 1. Double-click anywhere on the header or footer to unlock it. The Design tab
will appear.
2. From the Design tab, click the Date & Time command.

3. Select a date format in the dialog box that appears.

4. Place a check mark in the Update Automatically box if you would like it to
always reflect the current date. Otherwise, it will not change when the
document is opened at a later date.
5. Click OK. The date and time now appears in the document.

Checking spelling and grammar

To make your document appear professional, you'll want to make sure it is free
from spelling and grammar errors. Word has several options for checking your

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 spelling. You can run a spelling and grammar check, or you can allow Word to check
your spelling automatically as you type.
To run a spelling and grammar check:
1. Go to the Review tab.
2. Click on the Spelling & Grammar command.

3. The Spelling and Grammar dialog box will open. For each error in your
document, Word will try to offer one or more suggestions. You can select a
suggestion and click Change to correct the error.

4. If no suggestions are given, you can manually type the correct spelling.

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Ignoring "errors"
The spelling and grammar check is not always correct. Particularly with grammar,
there are many errors Word will not notice. There are also times when the spelling and
grammar check will say something's an error when it's actually not. This often happens
with people's names, which may not be in the dictionary.
If Word says something is an error, you can choose not to change it. Depending on
whether it's a spelling or grammar error, you can choose from several options:
For spelling "errors"
 Ignore Once: This will skip the word without changing it.
 Ignore All: This will skip the word without changing it, and it will also skip all
other instances of this word in the document.
 Add to Dictionary: This adds the word to the dictionary so it will never come
up as an error. Make sure the word is spelled correctly before choosing this
option.
For grammar "errors"
 Ignore Once: This will skip the "error" without changing it.
 Ignore Rule: This will skip this "error" and all other instances that relate to
this grammar rule.
 Next Sentence: This skips the sentence without changing it and leaves it
marked as an error. This means it will still show up if you do another spelling
and grammar check later on.
Automatic spelling and grammar checking
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 By default, Word automatically checks your document for spelling and
grammar errors, so you may not even need to run a separate spelling and grammar
check. These errors are indicated by colored wavy lines.
 The red line indicates a misspelled word.
 The green line indicates a grammatical error.
 The blue line indicates a contextual spelling error. This feature is turned off by
default.

A contextual spelling error occurs when the wrong word is used but the word is
spelled correctly. For example, if you write Deer Mr. Theodore at the beginning
of a letter, deer is a contextual spelling error because dear should have been
used. Deer is spelled correctly, but it is used incorrectly in this letter.
To use the spelling check feature:
1. Right-click the underlined word. A menu will appear.
2. Click the correct spelling of the word from the listed suggestions.
3. The corrected word will appear in the document.

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 You can choose to Ignore an underlined word, add it to the dictionary, or go to
the Spelling dialog box for more options.
To use the grammar check feature:
1. Right-click the underlined word or phrase. A menu will appear.
2. Click the correct phrase from the listed suggestions.
3. The corrected phrase will appear in the document.

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UNIT III – MICROSOFT EXCEL 2010

New features in Excel 2010 – Creating a New Blank Excel Workbook – Saving an Excel
Workbook – Adding Data to Cells – Inserting and deleting Cells, Rows, Columns and
Worksheet – Renaming a Worksheet – Opening an existing Excel Workbook – Printing a
Worksheet – Closing an Excel Worksheet – Exiting Microsoft Excel – Working with Chart –
Working with Formula and Functions.

Introduction

Excel is a spreadsheet program that allows you to store, organize, and analyze
information. In this lesson, you will learn your way around the Excel 2010
environment, including the new Backstage view, which replaces the Microsoft Office
button menu from Excel 2007.
We will show you how to use and modify the Ribbon and the Quick Access toolbar,
as well as how to create new workbooks and open existing ones. After this lesson,
you will be ready to get started on your first workbook.
Creating and opening workbooks
Excel files are called workbooks. Each workbook holds one or moreworksheets (also
known as spreadsheets).
To create a new blank workbook:
1. Click the File tab. This takes you to Backstage view.
2. Select New.
3. Select Blank workbook under Available Templates. It will be highlighted by
default.
4. Click Create. A new blank workbook appears in the Excel window.

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 To save time, you can create your document from a template, which you can
select under Available Templates. We'll talk more about this in a later lesson.
To open an existing workbook:
1. Click the File tab. This takes you to Backstage view.
2. Select Open. The Open dialog box appears.

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 3. Select your desired workbook, then click Open.
If you have opened the existing workbook recently, it may be easier to
choose Recent from the File tabinstead of Open to search for your workbook.

Introduction to cells and cell content

Cells are the basic building blocks of a worksheet. They can contain a variety of
content such as text, formatting attributes, formulas, and functions. To work with
cells, you'll need to know how to select them, insert content, and delete cells and cell
content.
The cell
Each rectangle in a worksheet is called a cell. A cell is the intersection of a row and
a column.

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 Each cell has a name, or a cell address based on which column and row it intersects.
The cell address of a selected cell appears in the name box. Here, you can see
that C5 is selected.

You can also select multiple cells at the same time. A group of cells is known as a cell
range. Rather than a single cell address, you will refer to a cell range using the cell
addresses of the first and last cells in the cell range, separated by acolon. For example,
a cell range that included cells A1, A2, A3, A4, and A5 would be written as A1:A5.

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 If the columns in your spreadsheet are labeled with numbers instead of letters,
you'll need to change the default reference style for Excel.
To select a cell:
1. Click a cell to select it. When a cell is selected, you will notice that

the borders of the cell appear bold and the column

heading and row heading of the cell are highlighted.
2. Release your mouse. The cell will stay selected until you click another cell in
the worksheet.
You can also navigate your worksheet and select a cell by using the arrow keys on
your keyboard.
To select multiple cells:
1. Click and drag your mouse until all of the adjoining cells you want are
highlighted.

2. Release your mouse. The cells will stay selected until you click another cell in
the worksheet.

Cell content
Each cell can contain its own text, formatting, comments, formulas, and functions.
 Text
Cells can contain letters, numbers, and dates.
 Formatting attributes
Cells can contain formatting attributes that change the way letters, numbers, and
dates are displayed. For example, dates can be formatted as MM/DD/YYYY or
M/D/YYYY.
 Comments
Cells can contain comments from multiple reviewers.

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 Formulas and functions
Cells can contain formulas and functions that calculate cell values. For
example, SUM(cell 1, cell 2...) is a formula that can add the values in multiple
cells.
To insert content:
1. Click a cell to select it.
2. Enter content into the selected cell using your keyboard. The content appears in
the cell and in the formula bar. You can also enter or edit cell content from
the formula bar.

To delete content within cells:

1. Select the cells containing content you want to delete.
2. Click the Clear command on the Ribbon. A dialog box will appear.
3. Select Clear Contents.

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 You can also use your keyboard's Backspace key to delete content from a single
cell or the Delete key to delete content from multiple cells.
To delete cells:
1. Select the cells you want to delete.
2. Choose the Delete command from the Ribbon.

There's an important difference between deleting the content of a

cell and deleting the cell itself. If you delete the cell, by default the cells
underneath it will shift up and replace the deleted cell.

To copy and paste cell content:

1. Select the cells you want to copy.
2. Click the Copy command. The border of the selected cells will change
appearance.
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 3. Select the cell or cells where you want to paste the content.
4. Click the Paste command. The copied content will be entered into the
highlighted cells.

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To cut and paste cell content:
1. Select the cells you want to cut.
2. Click the Cut command. The border of the selected cells will change
appearance.

3. Select the cells where you want to paste the content.

4. Click the Paste command. The cut content will be removed from the original
cells and entered into the highlighted cells.

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To access more paste options:
There are more Paste options you can access from the drop-down menu on
the Paste command. These options may be convenient to advanced users who are
working with cells that contain formulas or formatting.

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To access formatting commands by right-clicking:
1. Select the cells you want to format.
2. Right-click the selected cells. A dialog box will appear where you can easily
access many commands on the Ribbon.

To drag and drop cells:

1. Select the cells you want to move.
2. Position your mouse on one of the outside edges of the selected cells. The

mouse changes from a white cross to a black cross with 4 arrows .

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 3. Click and drag the cells to the new location.
4. Release your mouse, and the cells will be dropped there.

To use the fill handle to fill cells:

1. Select the cell or cells containing the content you want to use. You can fill cell
content either vertically or horizontally.
2. Position your mouse over the fill handle so the white cross becomes
a black cross .

3. Click and drag the fill handle until all of the cells you want to fill
are highlighted.
4. Release the mouse, and your cells will be filled.

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Modifying Columns, Rows, and Cells
Introduction

When you open a new blank workbook, the cells are set to a default size. You have
the ability to modify cells, as well as to insert and delete columns, rows, and cells as
needed. In this lesson, you will learn how to change row height and column width,
insert and delete rows and columns, wrap text in a cell, and merge cells.
Working with columns, rows, and cells
By default, every row and column of a new workbook is set to the
sameheight and width. Excel allows you to modify column width and row height in
different ways.
To modify column width:
1. Position your mouse over the column line in the column heading so the white
cross becomes a double arrow .

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 2. Click and drag the column to the right to increase column width or to the left
to decrease column width.

3. Release the mouse. The column width will be changed in your spreadsheet.

If you see pound signs (#######) in a cell, it means the column is not wide
enough to display the cell content. Simply increase the column width to show the
cell content.
To set column width with a specific measurement:
1. Select the columns you want to modify.
2. Click the Format command on the Home tab. The format drop-down menu
appears.
3. Select Column Width.

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 4. The Column Width dialog box appears. Enter a specific measurement.

5. Click OK. The width of each selected column will be changed in your
worksheet.
Select AutoFit Column Width from the format drop-down menu, and Excel will
automatically adjust each selected column so all of the text will fit.
To modify row height:
1. Position the cursor over the row line so the white cross becomes a double
arrow .

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 2. Click and drag the row downward to increase row height or upward to
decrease height.

3. Release the mouse. The height of each selected row will be changed in your
worksheet.

To set row height with a specific measurement:

1. Select the rows you want to modify.
2. Click the Format command on the Home tab. The format drop-down menu
appears.
3. Select Row Height.

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 4. The Row Height dialog box appears. Enter a specific measurement.

5. Click OK. The selected rows heights will be changed in your spreadsheet.
Select AutoFit Row Height from the format drop-down menu, and Excel will
automatically adjust each selected row so all of the text will fit.
To insert rows:
1. Select the row below where you want the new row to appear.

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 2. Click the Insert command on the Home tab.

3. The new row appears in your worksheet.

When inserting new rows, columns, or cells, you will see the Insert

Options button by the inserted cells. This button allows you to choose how
Excel formats them. By default, Excel formats inserted rows with the same

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 formatting as the cells in the row above them. To access more options, hover your
mouse over the Insert Options button and click the drop-down arrow that appears.

To insert columns:
1. Select the column to the right of where you want the new column to appear.
For example, if you want to insert a column between A and B, select column
B.

2. Click the Insert command on the Home tab.

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 3. The new column appears in your worksheet.

By default, Excel formats inserted columns with the same formatting as the
column to the left of them. To access more options, hover your mouse over
the Insert Options button and click the drop-down arrow that appears.

When inserting rows and columns, make sure to select the row or column by
clicking its heading so all of the cells in that row or column are selected. If you
select just a cell in the row or column, only a new cell will be inserted.
To delete rows:
1. Select the rows you want to delete.

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 2. Click the Delete command on the Home tab.

3. The rows are deleted from your worksheet.

To delete columns:
1. Select the columns you want to delete.

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 2. Click the Delete command on the Home tab.

3. The columns are deleted from your worksheet.

Wrapping text and merging cells

If a cell contains more text than can be displayed, you can choose to wrap the text
within the cell or merge the cell with empty adjoining cells. Wrap text to make it
display on multiple lines of the cell. Merge cells to combine adjoining cells into one
larger cell.
To wrap text:
1. Select the cells with text that you want to wrap.

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 2. Select the Wrap Text command on the Home tab.

3. The text in the selected cells will be wrapped in your worksheet.

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 If you change your mind, reclick the Wrap Text command to unwrap the text.
To merge cells using the Merge & Center command:
1. Select the cells you want to merge.

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 2. Select the Merge & Center command on the Home tab.

3. The selected cells will be merged, and the text will be centered.

Saving workbooks
When you create a new workbook in Excel, you'll need to know how tosave it to
access and edit it later. Excel allows you to save your documents in several ways.
To use the Save As command:
Save As allows you to choose a name and location for your workbook. Use it if you
are saving a workbook for the first time or if you want to save a different version of a
workbook while keeping the original.

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 1. Click the File tab.
2. Select Save As.

3. The Save As dialog box will appear. Select the location where you want to
save the workbook.
4. Enter a name for the workbook, then click Save.

If you are using Windows 7, you will most likely want to save files to
your Documents library. For other versions of Windows, you will most likely

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 want to save files to the My Documents folder. For more information, check out
our lessons on Windows 7 and Windows XP.
To use the Save command:
1. Click the Save command on the Quick Access toolbar.

2. The workbook will be saved in its current location with the same file name.

To save as an Excel 97-2003 workbook:

You can share your workbooks with anyone using Excel 2010 or 2007 because they
use the same file format. However, earlier versions of Excel use a different file
format, so if you want to share your workbook with someone using an earlier version
of Excel you will need to save it as an Excel 97-2003 workbook.
1. Click the File tab.
2. Select Save As.
3. In the Save as type drop-down menu, select Excel 97-2003 Workbook.

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 4. Select the location where you want to save the file.
5. Enter a name for the file, then click Save.
To save as a PDF:
Saving your workbook as an Adobe Acrobat Document—which is called a PDF
file—can be especially useful when your recipients do not have Excel. A PDF will
make it possible for recipients to view the content from your workbook, but they will
not be able to edit anything.
Click the File tab.
1. Select Save As.
2. In the Save as type drop-down menu, select PDF.

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 3. Select the location where you want to save the file.
4. Enter a name for the file, then click Save.
Introduction to worksheets
When you open an Excel workbook, there are three worksheets by default. The
default names on the worksheet tabs are Sheet1, Sheet2, and Sheet3. To organize your
workbook and make it easier to navigate, you can rename and even color code the
worksheet tabs. Additionally, you can insert, delete, move, and copy worksheets.
To rename worksheets:
1. Right-click the worksheet tab you want to rename. The worksheet menu
appears.
2. Select Rename.

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 3. The text is now highlighted by a black box. Type the name of your worksheet.

4. Click anywhere outside the tab. The worksheet is renamed.

To insert new worksheets:

Click the Insert Worksheet icon. A new worksheet will appear.

You can change the setting for the default number of worksheets that appear in
Excel workbooks. To access this setting, go into Backstage view and
click Options.
To delete worksheets:
Worksheets can be deleted from a workbook, including those containing data.

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 1. Select the worksheets you want to delete.
2. Right-click one of the selected worksheets. The worksheet menu appears.
3. Select Delete. The selected worksheets will be deleted from your workbook.

To copy a worksheet:
1. Right-click the worksheet you want to copy. The worksheet menu appears.
2. Select Move or Copy.

3. The Move or Copy dialog box appears. Check the Create a copy box.

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 4. Click OK. Your worksheet is copied. It will have the same title as your
original worksheet, but the title will include a version number, such
as January (2).

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UNIT IV – MICROSOFT POWERPOINT 2010
New features in PowerPoint 2010 – Creating a Blank Presentation – Saving Presentation –
Adding and Removing Slides – Opening an Existing Presentation - Closing Presentation –
Exiting Microsoft PowerPoint.

Introduction

PowerPoint 2010 is a presentation software that allows you to create dynamic slide
presentations that can include animation, narration, images, and videos. In this lesson,
you will learn your way around the PowerPoint 2010 environment, including getting
to know the new Backstage view.
We will also show you how to use and modify the Ribbon and the Quick Access
toolbar, in addition to learning how to create new presentations and open existing
files.
Working with your PowerPoint environment
The Ribbon and Quick Access toolbar are where you will find the commands you
need to perform common tasks in PowerPoint. If you are familiar with PowerPoint
2007, you will find that the main difference in the PowerPoint 2010 Ribbon is that
commands such as Open and Print are now housed in Backstage view.
The Ribbon
The Ribbon contains multiple tabs, each with several groups of commands. Some
tabs, like Drawing Tools or Table Tools, may appear only when you are working
with certain items like images or tables. In addition, you can add your own customized
tabs that contain your favorite commands.

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 Certain programs, such as Adobe Acrobat Reader, may install additional tabs to
the Ribbon. These tabs are called add-ins.
To customize the Ribbon:
You can customize the Ribbon by creating your own tabs that house your desired
commands. Commands are always housed within a group, and you can create as many
groups as you need to keep your tabs organized. You can even add commands to any
of the default tabs, as long as you create a custom group within the tab.
1. Right-click the Ribbon, and select Customize the Ribbon. A dialog box will
appear.

2. Click New Tab. A new tab will be created with a new group inside it.
3. Make sure the new group is selected.
4. Select a command from the list on the left, then click Add. You can also drag
commands directly into a group.
5. When you are done adding commands, click OK.

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 If you do not see the command you want, click on the Choose commands drop-
down box and select All Commands.

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To minimize and maximize the Ribbon:
The Ribbon is designed to be easy to use and responsive to your current task; however,
if you find it is taking up too much of your screen space, you can minimize it.
1. Click the arrow in the upper-right corner of the Ribbon to minimize it.

2. To maximize the Ribbon, click the arrow again.

Creating and opening presentations
PowerPoint files are called presentations. When you start a new project in
PowerPoint, you'll need to create a new presentation. You'll also need to know how
to open an existing presentation.
To create a new blank presentation:
1. Click the File tab. This takes you to Backstage view.
2. Select New.
3. Select Blank presentation under Available Templates and Themes. It will
be highlighted by default.
4. Click Create. A new blank presentation appears in the PowerPoint window.

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 To save time, you can create your presentation from an Office.com template,
which you can also select under Available Templates and Themes.
To open an existing presentation:
1. Click the File tab. This takes you to Backstage view.
2. Select Open. The Open dialog box appears.

3. Select your desired presentation, then click Open.

If you have opened the existing presentation recently, it may be easier to
choose Recent from the File tabinstead of Open to search for your presentation.

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Working with slides
To insert a new slide:
1. From the Home tab, click the bottom half of the New Slide command to open
the menu of slide layout options.

2. Select the slide you want to insert.

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 3. A new slide will be added your presentation.
To instantly add a slide that uses the same layout as the one you have selected,
click the top half of the New Slide command.

To copy and paste a slide:

1. On the Slides tab in the left pane, select the slide you want to copy.
2. Click the Copy command on the Home tab. You can also right-click your
selection and choose Copy.

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 3. In the left pane, click just below a slide—or between two slides—to choose the
location where you want the copy to appear. A horizontal insertion point will
mark the location.

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 4. Click the Paste command on the Home tab. You can also right-click and
choose Paste. The copied slide will appear.

To select multiple slides, press and hold Ctrl on your keyboard and click the slides
you want to select.
To duplicate a slide:
An alternative to copying and pasting, duplicating slides copies the selected slide
and—in one step—pastes it directly underneath. This feature does not allow you to
choose the location of the copied slide, nor does it offer Paste Options for advanced
users, so it's more convenient for quickly inserting similar slides.
1. Select the slide you want to duplicate.
2. Click the New Slide command.
3. Choose Duplicate Selected Slides from the drop-down menu.

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 4. A copy of the selected slide appears underneath the original.

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To delete a slide:
1. Select the slide you want to delete.
2. Press the Delete or Backspace key on your keyboard.
To move a slide:
1. Select the slide you want to move.
2. Click, hold, and drag your mouse to a new location. A horizontal insertion
point will mark the location.

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 3. Release the mouse button. The slide will appear in the new location.
Text basics
If you're new to PowerPoint, you'll need to learn the basics of working with text so
you can add and arrange text on your slides. You'll need to know how
to insert, delete, move, and format text, as well as how to use text boxes.
To insert text:
1. Click the placeholder or text box where you want to insert text.
2. The insertion point appears.

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 3. Type directly into the placeholder or text box.

To delete text:
1. Place the insertion point next to the text you want to delete.
2. Press the Backspace key on your keyboard to delete text to the left of the
insertion point.

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 3. Press the Delete key on your keyboard to delete text to the right of the
insertion point.
To select text:
1. Place the insertion point next to the text you want to select.
2. Click the mouse button. While holding it down, drag the mouse over the text.
3. Release the mouse. The text will be selected. A highlighted box will appear
over the selected text.

To copy and paste text:

1. Select the text you want to copy.
2. Click the Copy command on the Home tab. You can also right-click your
selection and choose Copy.

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 3. Place your insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. The text will appear.

To cut and paste text:

1. Select the text you want to cut.
2. Click the Cut command on the Home tab. You can also right-click your
selection and choose Cut.

3. Place your insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. The text will reappear.
Presenting Slide Show
Once your slide show is completed, you will need to learn how to present it to an audience.
PowerPoint offers several tools and features that can help make your presentation smooth,
engaging, and professional.
To present your slide show, you'll need to know how to start it. PowerPoint allows you
to start your slide show from the first slide or from any slide within the slide show.
Once your slide show has started, you'll need to know how to advance through the
slides.

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To start a slide show:
1. Select the Slide Show tab.
2. Click the From Beginning command in the Start Slide Show group to start
the slide show with the first slide.

You can also start the slide show from the slide you prefer by selecting the slide
and clicking on From Current Slide from the Start Slide Show group. This option
is convenient if you only want to view or present certain slides.
Another option for starting the slide show is to select Slide Show view at the
bottom of the window.

To advance and reverse slides:

1. Hover your mouse over the bottom-left of the screen. A menu will appear.
2. Click the right arrow to advance slides and the left arrow to reverse slides.

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 You can also use the arrow keys on your keyboard to advance and reverse slides.
To stop or end a slide show:
To end a slide show, hover and select the menu box options command and click End
Show. You can also press the Esckey at the top left of your keyboard to end the show.

Saving presentations
When you create a new presentation in PowerPoint, you'll need to know how to save it
in order to access and edit it later. PowerPoint allows you to save your presentations in
several ways.
To use the Save As command:
Save As allows you to choose a name and location for your presentation. It's useful if
you've first created a presentation or if you want to save a different version of a
presentation while keeping the original.
1. Click the File tab.
2. Select Save As.

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 3. The Save As dialog box will appear. Select the location where you want to
save the presentation.
4. Enter a name for the presentation, then click Save.

To use the Save command:

1. Click the Save command on the Quick Access toolbar.

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 2. The presentation will be saved in its current location with the same file name.
If you are saving for the first time and select Save, the Save As dialog box will
appear.

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UNIT V – MICROSOFT ACCESS 2010
Introduction to tables in Microsoft Access 2010:- creating a table – Saving a table – Working
with fields in a table – Entering records in a table –Introducing query types – Creating a
Query – Saving a Query.

Introduction to Databases
Access 2010 is a database creation and management program. To understand Access, you
must first understand databases.
What is a database?
A database is a collection of data that is stored in a computer system. Databases
allow their users to enter, access, and analyze their data quickly and easily. They’re
such a useful tool that you see them all the time. Ever waited while a doctor’s
receptionist entered your personal information into a computer, or watched a store
employee use a computer to see whether an item was in stock? Then you’ve seen a
database in action.
The easiest way to understand a database is to think of it as a collection of lists.
Think about one of the databases we mentioned above: the database of patient
information at a doctor’s office. What lists are contained in a database like this? Well, to
start with, there’s a list of patient names. Then there’s a list of past appointments, a list
with medical history for each patient, a list of contact information, and so on.
This is true of all databases, from the simplest to the most complex. For instance,
if you like to bake you might decide to keep a database containing the types of cookies
you know how to make and the friends you give these cookies to. This is one of the
simplest databases imaginable. It contains two lists: a list of your friends, and a list of
cookies.

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 However, if you were a professional baker you would have many more lists to keep
track of: a list of customers, a list of products sold, a list of prices, a list of orders ... it
goes on and on. The more lists you add, the more complex the database will be.
Why use a database?
If a database is essentially a collection of lists stored in tables and you can build tables
in Excel, why do you need a real database in the first place? While Excel is great at
storing and organizing numbers, Access is far stronger at handling non-numerical data,
like names and descriptions. Non-numerical data plays a significant role in almost any
database, and it's important to be able to sort and analyze it.
However, the thing that really sets databases apart from any other way of storing data
is connectivity. We call a database like the ones you’ll work with in Access
a relational database. A relational database is able to understand how lists and the
objects within them relate to one another. To explore this idea, let's go back to the
simple database with two lists: names of your friends, and the types of cookies you
know how to make. You decide to create a third list to keep track of the batches of
cookies you make and who they’re for. Because you're only making cookies you know
the recipe for and you're only going to give them to your friends, this new list will get
all of its information from the lists you made earlier.

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 See how the third list uses words that appeared in the first two lists? A database is
capable of understanding that theDad and Oatmeal cookies in the Batches list are the
same things as the Dad and Oatmeal in the first two lists. This relationship seems
obvious, and a person would understand it right away. However, an Excel workbook
wouldn’t.
Excel would treat all of these things as distinct and unrelated pieces of information. In
Excel, you'd have to enter every single piece of information about a person or type of
cookie each time you mentioned it because that database wouldn't be relational like an
Access database. Simply put, relational databases can recognize what a human can: If
the same words appear in multiple lists, they refer to the same thing.
The fact that relational databases can handle information this way allows you
to enter, search, and analyze data in more than one table at a time. All of these things
would be difficult to do in Excel, but in Access even complicated tasks can be
simplified and made fairly user friendly.

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 In Access, lists are a little more complex than the ones you write on paper. Access
stores its lists of data in tables, which allow you to store even more detailed
information. In the table below, the People list in the amateur baker’s database has
been expanded to include other relevant information about the baker’s friends.

If you are familiar with other programs in the Microsoft Office suite, this might remind
you a lot of Excel, which allows you to organize data in a similar way. In fact, you
could build a similar table in Excel.
Databases in Access 2010 are composed of four objects: tables, queries, forms, and reports.
Together, these objects allow you to enter, store, analyze, and compile your data however you
want.
The Access objects
Tables, queries, forms, and reports are the framework for any database you create in
Access. Understanding how each of these objects works will help you create a
database that will be useful and help you retrieve the information you need.

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Tables
By this point, you should already understand that a database is a collection of data
organized into many connected lists. In Access, all data is stored in tables, which put
tables at the heart of any database.
You might already know that tables are organized into vertical columns and
horizontal rows.

In Access, rows and columns are referred to as records and fields. A field is more
than just a column; it’s a way of organizing information by the type of data it is. Every
piece of information within a field is of the same type. For example, every entry in a
field called First Name would be a name, and every entry in field called Street
Address would be an address.

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 Likewise, a record is more than just a row; it’s a unit of information. Every cell in a
given row is part of that row’s record.

Notice how each record spans several fields. Even though the information in each
record is organized into fields, it belongs with the other information in that record. See
the number at the left of each row? That’s the ID number that identifies each record.
The ID number for a record refers to every piece of information contained in that row.

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 Tables are good for storing closely related information. Let's say you own a bakery
and have a database that includes a table with your customers' names and
information—their phone numbers, home addresses, and email addresses. Because
these pieces of information are all details about your customers, you’d include them in
the same table. Each customer would be represented by a unique record, and each
type of information about customers would be stored in its own field. If you decided to
add any more information—say, a customer's birthday—you would simply create a
new field within the same table.
Forms, queries, and reports
Although tables store all of your data, the other three objects—forms, queries,
and reports—offer you ways to work with it. Each of these objects interacts with
the records stored in your database's tables.
Forms
Forms are used for entering, modifying, and viewing records. You probably have had
to fill out forms on many occasions, like when visiting a doctor's office, applying for a
job, or registering for school. The reason forms are used so often is that they're an easy
way to guide people into entering data correctly. When you enter information into a
form in Access, the data goes exactly where the database designer wants it to go: into
one or more related tables.

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 Forms make entering data easier. Working with extensive tables can be confusing, and
when you have connected tables you might need to work with more than one at a time
to enter a set of data. However, with forms it's possible to enter data into multiple
tables at once, all in one place. Database designers can even set restrictions on
individual form components to ensure all of the needed data is entered in the correct
format. All in all, forms help keep data consistent and organized, which is essential for
an accurate and powerful database.
Queries
Queries are a way of searching for and compiling data from one or more tables.
Running a query is like asking a detailed question of your database. When you build a
query in Access, you are defining specific search conditions to find exactly the data
you want.
Queries are far more powerful than the simple searches you might carry out within a
table. While a search would be able to help you find the name of one customer at your
business, you could run a query to find the name and phone number of every customer
who's made a purchase within the past week. A well-designed query can give
information you might not be able to find out just by looking through the data in your
tables.

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Reports
Reports offer you the ability to present your data in print. If you've ever received a
computer printout of a class schedule or a printed invoice of a purchase, you've seen a
database report. Reports are useful because they allow you to present components of
your database in an easy-to-read format. You can even customize a report's appearance
to make it visually appealing. Access offers you the ability to create a report from
any table or query.

Getting Started in Access

Whenever you're learning a new program, it's important to familiarize yourself with
the program window and the tools within it. Working with Access is no different.
Knowing your way around the Access environment will make learning and using
Access much easier.
In this lesson, you will familiarize yourself with the Access environment, including
theRibbon, Backstage view, Navigation pane, Document Tabs bar, and Record
Navigation bar. You will also learn how to navigate with a navigation form, if your
database includes one.

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Getting to know Access 2010
If you are familiar with Access 2007, you'll notice that there are not too many changes
to the 2010 interface other than the addition ofBackstage view.
However, if you are new to Access, you will first need to take some time to familiarize
yourself with the Access environment.
Click the buttons in the interactive below to learn how to navigate the Access
window.
Working with your Access environment
The Ribbon and Quick Access toolbar are where you will find the commands you
will use to perform common tasks in Access. If you are familiar with Access 2007, you
will find that the main difference in the Access 2010 Ribbon is that commands such
as Open and Print are now housed in Backstage view.
The Ribbon
The Ribbon contains multiple tabs, each with several groups of commands. Some
tabs, like Form Layout Tools andTable Tools, may appear only when you are
working with certain objects like forms and tables. These tabs are calledcontextual
tabs, and they are highlighted in a contrasting color to distinguish them from normal
tabs.

To minimize and maximize the Ribbon:

The Ribbon is designed to be easy to use and responsive to your current task; however,
if you feel that it's taking up too much of your screen space you can minimize it.
1. Click the arrow in the upper-right corner of the Ribbon to minimize it.

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 2. To maximize the Ribbon, click the arrow again.
When the Ribbon is minimized, you can make it reappear by clicking a tab.
However, the Ribbon will disappear again when you are not using it.
The Quick Access toolbar
The Quick Access toolbar is located above the Ribbon, and it lets you access common
commands no matter which tab you are on. By default, it shows the Save, Undo,
and Repeat commands. If you'd like, you can customize it byadding additional
commands.

Note that the Save command only saves the current open object. In addition,
the Undo command will not undo certain actions, like adding a record. Pay close
attention to your information when using the Undocommand to make sure it has
the desired effect.
Backstage view
Backstage view gives you various options for opening, saving, printing, and viewing
more information about your database. It is similar to the Office Button Menu from

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 Access 2007 and the File Menu from earlier versions of Access. However, unlike
these menus, it is a full-page view, which makes it easier to work with.
To get to Backstage view:
1. Click the File tab.

2. You can choose an option on the left side of the page.

3. To get back to your database objects, click any tab on the Ribbon.
Click the buttons in the interactive below to learn about the different things you
can do in Backstage view.

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The Navigation pane
The Navigation pane is a list containing every object in your database. For easier
viewing, the objects are organized into groups by type. You can open, rename,
and delete objects using the Navigation pane.

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To minimize and Maximize the Navigation pane:
The Navigation pane is designed to help you manage all of your objects, but if you feel
that it takes up too much of your screen space you can minimize it.
1. Click the double arrow in the upper-right corner of the Navigation pane to
minimize it.

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 2. To make the Navigation pane visible again, click the double arrow to
maximize it.
If you would like to make the Navigation pane smaller without fully minimizing it,
you can resize it. Simplyclick and drag the right border of the Navigation pane.
When it is the desired size, release your mouse.
Working with Tables
While there are four types of database objects in Access 2010, tables are arguably
the most important. Even when you're using forms, queries, and reports, you're still
working with tables because that's where your data is stored. Tables are at the
heart of any database, so it's important to understand how to use them.
Table basics
If you're new to Microsoft Access, you'll need to learn the basics of working with
tables so you can open, navigate, add information, and edit them.
To open an existing table:
1. Open your database, and locate the Navigation pane.
2. In the Navigation pane, locate the table you want to open. Tables are marked
with the icon.
3. Double-click the name of the table. It will open and appear as a tab in
the Document Tabs bar.

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Understanding tables
All tables are composed of horizontal rows and vertical columns, with small
rectangles called cells in the places where rows and columns intersect. In Access, rows
and columns are referred to as records and fields.

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 A field is a way of organizing information by type. Think of the field name as a
question, and every cell within that field as a response to that question.

A record is one unit of information. Every cell on a given row is part of that row's
record. Each record has its own ID number. Within a table, each ID number is unique
to its record and refers to all of the information within that record. The ID number for
a record cannot be changed.

Each cell of data in your table is part of both a field and a record. For instance, if you
had a table of names and contact information, each person would be represented by a
record, and each piece of information about each person—name, phone number,
address, and so on—would be contained within a distinct field on that record's row.
Click the buttons in the interactive below to learn how to navigate a table.

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Navigating within tables
To navigate records in a table, you can use the up and down arrow keys, scroll up
and down, or use the arrows in the record navigation bar located at the bottom of
your table. You can also find any record in the currently open table by searching for it
using the record search box. Simply place your cursor in the search box, type any
word that appears in the record you want to find, and press Enter. To view additional
records that match your search, press Enter again.

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 To navigate between fields, you can use the left and right arrow keys or scroll left
and right.
Adding records and entering data
Entering data into tables in Access is similar to entering data in Excel. To work with
records, you'll have to enter data into cells.
To add a new record:
There are three ways to add a new record to a table:
 In the Records group on the Home tab, click the New command.

 On the Record Navigation bar at the bottom of the window, click the New
Record button.

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  Simply begin typing in the row below your last added record.

Occasionally when you enter information into a record, a window will pop up to
tell you the information you've entered is invalid. This means the field you're
working with has a validation rule, which is a rule about the type of data that can
appear in that field. Click OK, then follow the instructions in the pop-up window
tore-enter your data.

To save a record:
1. Select the Home tab, and locate the Records group.
2. Click the Save command.

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Editing records
To quickly edit any record within a table, simply click it and type your changes.
However, Access also offers you the ability to find and replace a word within
multiple records, as well as to delete records entirely.
To replace a word within a record:
You can edit multiple occurrences of the same word by using Find and Replace,
which searches for a term and replaces it with another term.
1. Select the Home tab, and locate the Find group.
2. Select the Replace command. The Find and Replace dialog box will appear.

3. Click the Find What: box, and type the word you want to find.

4. Click the Replace With: box, and type the word you want to replace the
original word.

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 5. Click the Look In: drop-down arrow to select the area you want to search.
o Select Current Field to limit your search to the currently selected field.
o Select Current Document to search the entire table.

6. Click the Match: drop-down arrow to select how closely you'd like results to
match your search.
o Select Any Part of Field to search for your search term in any part of a
cell.
o Select Whole Field to search only for cells that match your search term
exactly.
o Select Beginning of Field to search only for cells that start with your
search term.

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 7. Click Find Next to find the next occurrence of your search term.

8. Click Replace to replace the original word with the new one.

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 While you can use Replace All to replace every instance of a term, replacing them
one at a time allows you to be absolutely certain you edit only the data you want.
Replacing data unintentionally can have a negative impact on your database.

To delete a record:
1. Select the entire record by clicking the gray border at the left side of the
record.

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 2. Select the Home tab, and locate the Records group.
3. Click the Delete command. The record will be permanently deleted.

The ID numbers assigned to records stay the same even after you delete a record.
For example, if you delete the 34th record in a table, the sequence of record ID
numbers will read ...32, 33, 35, 36... rather than ...32, 33,34, 35, 36...

Designing a Query
What are queries?
Queries are a way of searching for and compiling data from one or more tables.
Running a query is like asking a detailed question of your database. When you build a

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 query in Access, you are defining specific search conditions to find exactly the data
you want.
How are queries used?
Queries are far more powerful than the simple searches or filters you might use to find
data within a table. This is because queries can draw their information
from multiple tables. For example, while you could use a search in the customers
table to find the name of one customer at your business or a filter on the orders table
to view only orders placed within the past week, neither would let you view both
customers and orders at once. However, you could easily run a query to find the name
and phone number of every customer who's made a purchase within the past week. A
well-designed query can give information you might not be able to find out simply by
examining the data in your tables.
When you run a query, the results are presented to you in a table, but when you design
one you use a different view. This is called Query Design view, and it lets you see
how your query is put together.
Click the buttons in the interactive below to learn how to navigate the Query
Design view.
One-table queries
Let's familiarize ourselves with the query-building process by building
the simplest query possible: a one-table query.
We'll run a query on the Customers table of our bakery database. Let's say our bakery
is having a special event, and we want to invite our customers who live nearby because
they are the most likely to come. This means we need to see a list of all of the
customers who live close by — and only those customers.
If you think this sounds a little like applying a filter, you're right. A one-table query is
actually just an advanced filterapplied to a table.
To apply a simple one-table query:
1. Select the Create tab on the Ribbon, and locate the Queries group.
2. Select the Query Design command.

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 3. Access will switch to Query Design view. In the Show Table dialog box that
appears, select the table you want to run a query on. Click Add, then
click Close. We are running a query about our customers, so we'll add the
Customers table.

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 4. The selected table will appear as a small window in the Object Relationship
pane. In the table window, double-click the field names you want to include in
your query. They will be added to the design grid in the bottom part of the
screen.
In our example, we want to mail invitations to customers who live in a certain
area, so we'll include the First Name, Last Name, Street
Address, City, State, and Zip Code fields. We aren't planning on calling or
emailing our customers, so we don't have to include the Phone
Number or Email fields.

5. Set the search criteria by clicking the cell in the Criteria: row of
each field you want to filter. Typing criteria into more than one field in the
Criteria: row will set your query to include only results that meet all of the
criteria. If you want to set multiple criteria but don't need the records shown in
your results to meet them all, type the first criteria in the Criteria: row and
additional criteria in the Or: row and the rows beneath it.

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 For this one-table query, we'll use very simple search criteria.
o We want to find our customers who live in a city called Raleigh, so in
our City field, we'll type "Raleigh". Typing "Raleigh" in quotation
marks will retrieve all records with an exact match for Raleigh in the City
field.
o Some customers who live in the suburbs live fairly close, and we'd like to
invite them as well. We'll add their zip code, 27513, as another criteria.
Because we want to find customers who either live in Raleigh or in the
27513 zip code, we'll type "27513" in the or: row of the Zip Code field.

6. After you have set your criteria, run the query by clicking the Run command
on the Query Tools Design tab.

7. The query results will be displayed in the query's Datasheet view, which looks
like a table. If you want, save your query by clicking the Save command in the

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 Quick Access toolbar. When prompted to name it, type the desired name, then
click OK.

Creating a multi-table query

Now that we've planned our query, we're ready to design and run it. If you have
created written plans for your query, be sure to reference them often throughout the
query design process.
To create a multi-table query:
1. Select the Query Design Command from the Create tab on the Ribbon.

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 2. In the Show Table dialog box that appears, select each table you want to
include in your query, then click Add. After you've added all of the tables you
want, click Close. When we planned our query, we decided we needed
information from the Customers and Orders table, so we'll add them.

3. The tables will appear in the Object Relationship pane, which is linked by
a join line. Double-click the thin section of the join line between two tables to
edit its join direction.

4. The Join Properties dialog box will appear. Select an option to choose the
direction of your join.

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 o Choose option 2: for a left-to-right join. In our query, the left table is
the Customers table, so choosing this would mean all of the customers
who met our location criteria—whether or not they had placed an order—
would be included in our results. We don't want to choose this option for
our query.
o Choose option 3: for a right-to-left query. Because our right table is
our Orders table, selecting this option will let us work with records
for all of the orders and only the customers who've placed orders. We'll
choose this option for our query because this is exactly the data we want to
see.

5. In the table windows, double-click the field names you want to include in your
query. They will be added to the design grid in the bottom part of the screen.

In our example, we'll include most of the fields from

the Customers table: First Name, Last Name,
Address, City, State, Zip Code, and Phone Number. We'll also
include the ID number from the Orders table.

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 6. Set field criteria by entering the desired criteria in the criteria row of each
field. We want to set two criteria:
o First, to find customers who do not live in Raleigh, we'll type Not In
("Raleigh") in the City field.
o Second, to find customers who have a phone number beginning with the
area code 919, we'll type Like ("919*") in the Phone Number field.

7. After you have set your criteria, run the query by clicking the Run command
on the Query Tools Design tab.

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 8. The query results will be displayed in the query's Datasheet view, which looks
like a table. If you want, save your query by clicking the Save command on the
Quick Access toolbar. When prompted to name it, type the desired name, then
click OK.

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To sort objects in the Navigation pane:
By default, your objects are sorted by type, with the tables in one group, the forms in
another, and so on. However, if you want you can sort the objects in the Navigation
pane into groups of your choosing.
1. Click the drop-down arrow to the right of the words All Access Objects.

2. In the drop-down menu, select the desired sort.

o Select Custom to create a custom group for sorting the objects. After
applying the sort, drag the desired objects to the new group.
o Select Object Type to group the objects by type. This is the default setting.
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 o Select Tables and Related Views to group forms, queries, and reports
together with the tables they refer to.
o Select Created Date or Modified Date to sort the objects from most to
least recently created or modified.

3. The objects in the Navigation pane will now be sorted to reflect your choice.

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 To further customize the appearance of the Navigation pane, you can minimize
groups of objects you don't want to see. Simply click the upward double arrow
next to the name of the group. To restore the group to its full size, click the
downward double arrow .

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Databases with navigation forms
Some databases include a navigation form that opens automatically when the
database is opened. Navigation forms are designed to be a user-friendly replacement
for the Navigation pane. They contain tabs that allow you to view and work with
common forms, queries, and reports. Having your frequently used objects available to
you in one place lets you access them quickly and easily.
To open an object from a navigation form, simply click its tab. The object will be
displayed within the navigation form. Once an object is open, you can work with it as
you normally would.

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 Generally, navigation forms include only the objects a typical user will need to work
with fairly regularly, which is why your navigation form may not include every single
form, query, or report. This makes it easier to navigate the database. By hiding tables
and rarely used forms, queries, and reports, it also reduces the chance of the database
being damaged by users accidentally editing or deleting necessary data.
For this reason, it's important to ask your database designer or administrator before
you work with objects that are not available in your navigation form. Once you have
the go-ahead, you can simply maximize the Navigation pane and open the objects
from there.

Prepared by
Dr. M. Sivajothi
Associate Professor of Computer Science
Sri Parasakthi College for Women, Courttalam.

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