Let’s Present Once you have arranged your slides, you may want to play your presentation. This is how you will present your slide show to an audience. 1. Click the Start From Beginning command on the Quick Access toolbar to see your presentation. 2. The presentation will appear in full-screen mode. 3. You can advance to the next slide by clicking your mouse or pressing the spacebar on your keyboard. 4. Alternatively, you can use the arrow keys on your keyboard to move forward or backwards through the presentation. 5. Press the Esc key to exit presentation mode. 2.8. Viewing the Presentation Quick Tip You can also press the F5 key at the top of your keyboard to start a presentation. 51 The City School 2023-2024
1. PowerPoint is a computer program that allows you to create and show slides to support a presentation. 2. Slides contain the information you will present to your audience. 3. A theme is a predefined combination of colours, fonts, and effects. 4. PowerPoint allows you to add effects to the text inside of a text box, which is known as WordArt. 5. Slide transition is the visual effect that occurs when you move from one slide to the next. 6. MS PowerPoint allows you to add audio to your presentation such as background music, sound effect or record narration. 7. PowerPoint allows you to insert a video onto a slide and play it during your presentation. 8. Hyperlinks and action buttons allow to link files and other slides within PowerPoint. 9. Hyperlinks have two basic parts: the address of the webpage, email address, or other location they are linking to, and the display text (which can also be a picture or shape). 10. Action buttons are built-in button shapes you can add to a presentation and set to link to another slide, play a sound, or perform a similar action. 11. While viewing the presentation, you can switch between slides through arrow keys on your keyboard, mouse click or by pressing space bar. Let’s Review My Word Bank Microsoft PowerPoint Theme Hyperlink WordArt Presentation Multimedia content Transition Animation Action button 52 The City School 2023-2024
Data Analysis-Application Security Urban Planning Energy Consumption Travelling Delivery Healthcare
Student Learning Outcomes ISTE Student Standard Coverage 1. Familiarize with Excel Interface 2. Manipulate row height and column width to adjust data 3. Insert rows and columns within a data set 4. Format text within data cells 5. Save the worksheet 6. Open an existing worksheet 7. Use functions in Excel to perform different calculations 8. Use autofill tool to replicate the same function on multiple rows 9. Format decimal places within a cell. 10. Create graphs on selected dataset 11. Adjust page layout using margins and orientation for printing purpose 12. Configure printing parameters for printing the sheet (no. of copies, printer type, number of pages and scaling) Empowered Learner Computational Thinker Creative Communicator 1a 1d 5b 5d 6d Spreadsheet Formatting
3.1. Overview 3.2. Adjusting Column Width Excel is a spreadsheet program that allows you to store, organize, and analyze information. The AutoFit feature will allow you to set a column’s width to fit its content automatically. 1. Position the mouse over the column line in the column heading so the white cross becomes a double arrow . 2. Double-click the mouse. The column width will be changed automatically to fit the content. 3. You can also AutoFit the width for several columns at the same time. Simply select the columns you want to AutoFit, then select the AutoFit Column Width command from the Format drop-down menu on the Home tab. 55 The City School 2023-2024
3.3. Adjusting Row Height 1. Position the mouse over the row line so the white cross becomes a double arrow . 2. Click, hold, and drag the mouse to increase or decrease the row height. Release the mouse for the change to take effect. 3. To change the height of multiple rows, select the rows, then select Row Height from Format drop-down menu on Home tab. 3. Enter the row height in the dialog box that appears and click OK for the change to take effect. 56 The City School 2023-2024
Spreadsheet Formatting 3.4. Modifying Rows and Columns Rather than resizing rows and columns individually, you can modify the height and width of every row and column at the same time. This method allows you to set a uniform size for every row and column in your worksheet. In our example, we will set a uniform row height. 1. Locate and click the Select All button just below the formula bar to select every cell in the worksheet. 2. Position the mouse over the row line so the white cross becomes a double arrow . 3. Click, hold, and drag the mouse to increase or decrease the row height. 4. Release the mouse when you are satisfied with the new row height for the worksheet. 57 The City School 2023-2024
3.5. Inserting Rows Within Dataset 1. Select the row heading below where you want the new row to appear. For example, if you want to insert a row between rows 7 and 8, select row 8. 2. Click the Insert command on the Home tab and select Insert Sheet Rows from the drop-down menu. The new row will appear above the selected row (see image on right). 3. When inserting new rows, columns, or cells, you will see the Insert Options button next to the inserted cells. This button allows you to choose how Excel formats these cells. By default, Excel formats inserted rows with the same formatting as the cells in the row above. To access more options, hover your mouse over the Insert Options button, then click the drop-down arrow. 58 The City School 2023-2024
Spreadsheet Formatting 3.6. Inserting Columns Within Dataset 1. Select the column heading to the right of where you want the new column to appear. For example, if you want to insert a column between columns D and E, select column E. 2. Click the Insert command on the Home tab and select Insert Sheet Rows from the drop-down menu. The new row will appear above the selected row (see image on right). Quick Tip When inserting rows and columns, make sure you select the entire row or column by clicking the heading. If you select only a cell in the row or column, the Insert command will only insert a new cell. 59 The City School 2023-2024
3.7. Wrapping Text and Merging Cells Text Wrapping in a Cell Whenever you have too much cell content to be displayed in a single cell, you may decide to wrap the text or merge the cell rather than resize a column. Wrapping the text will automatically modify a cell’s row height, allowing cell contents to be displayed on multiple lines. Merging allows you to combine a cell with adjacent empty cells to create one large cell. 1. Select the cells you want to wrap. In this example, we will select the cells in column D. 2. Select the Wrap Text command on the Home tab. The text in the selected cells will be wrapped. Checkpoint Excel is a spreadsheet program that allows you to store, organize, and analyze information. The AutoFit feature will allow you to set a column’s width to fit its content automatically. 60 The City School 2023-2024
Spreadsheet Formatting Merge and Center In our example below, we’ll merge cell A1 with cells B1:D1 to create a title heading for our worksheet. 1. Select the cell range you want to merge. Select the Merge & Centre command on the Home tab. 2. The selected cells will be merged, and the text will be centred. 61 The City School 2023-2024
3.8. Text Alignment Horizontal Text Alignment Vertical Text Alignment By default, any text entered into your worksheet will be aligned to the bottom-left of a cell, while any numbers will be aligned to the bottom right. Changing the alignment of your cell content allows you to choose how the content is displayed in any cell, which can make your cell content easier to read. In our example below, we will modify the alignment of our title cell to create a more polished look and further distinguish it from the rest of the worksheet. Select the cell(s) you want to modify. Then select one of the three horizontal alignment commands on the Home tab. In our example, we will choose Centre Align. The text will realign. Select the cell(s) you want to modify. Select one of the three vertical alignment commands on the Home tab. In our example, we will choose Middle Align. The text will realign. 62 The City School 2023-2024
Spreadsheet Formatting 3.9. Using Formulas 3.10.Functions in Excel Cell Reference One of the most powerful features in Excel is the ability to calculate numerical information using formulas. Just like a calculator, Excel can add, subtract, multiply, and divide. Excel uses standard operators for formulas, such as a plus sign for addition (+), a minus sign for subtraction (-), an asterisk for multiplication (*) and a forward slash for division (/). All formulas in Excel must begin with an equality sign (=). This is because the cell contains, or is equal to, the formula and the value it calculates. While you can create simple formulas in Excel manually (for example, =2+2 or =5*5), most of the time you will use cell addresses to create a formula. This is known as making a cell reference. Using cell references will ensure that your formulas are always accurate because you can change the value of referenced cells without having to rewrite the formula. A function is a predefined formula that performs calculations using specific values in a particular order. Excel includes many common functions that can be used to quickly find the sum, average, count, maximum value, and minimum value for a range of cells. 63 The City School 2023-2024
SUM The SUM function can be used to find the total of numbers entered in a range of cells. The SUM function follows the following syntax: 1. Move the cell pointer to the cell (E2). Select SUM from the Autosum dropdown menu available in the Functions tab. 2. Now enter the cell range B2:D2 within the two brackets appearing in the (E2) cell. The cell range can also be given by using the mouse. Click on the starting cell (B2) of the range and then drag the mouse to the last cell (D2) of the range, while holding down the mouse button. =SUM (number1, [number2], [number3], ...) 64 The City School 2023-2024
Spreadsheet Formatting 3. Press the enter key. You will then see the result of the function in cell E2. 4. Now follow the same procedure to enter the formula in E3, E4 and E5 cells. The Excel AVERAGE function calculates the average (arithmetic mean) of supplied numbers. The example below, calculates the average sale of the flowers sold in the months of January, Feburary and March. =AVERAGE (number1, [number2], ...) AVERAGE 65 The City School 2023-2024
MIN The Excel MIN function returns the smallest value from a supplied range of cell. The syntax of the function is: Cell E5 of the following spreadsheet shows the Excel Min function, used to retrieve the smallest value from the set of values in cells E2:E4. =MIN(number1, [number2], …) 66 The City School 2023-2024
Spreadsheet Formatting MAX COUNT The Excel MAX function returns the largest value from a supplied range of cells. The syntax of the function is: Cell E5 of the following spreadsheet shows the Excel Min function, used to retrieve the smallest value from the set of values in cells E2:E4. =MAX(number1, [number2], …) Quick Tip Min and Max functions are also available in the Autosum dropdown menu available in the Functions tab. You can use the same SUM function procedure to insert the average function in a cell. The only difference is that you have to select Min or Max function instead of SUM. The COUNT function is used to calculate the number of cells that contain numbers, this function ignores the text values between the cells and only calculates numeric values. The COUNT function has the following syntax: =COUNT (value1, [value2], ...) 67 The City School 2023-2024
1. Click the cell where you want to create the function, in this example, cell B13. 2. Enter formula =COUNT (B3:B12). 3. Another way of using the COUNT function is to enter the formula till =COUNT (and then select the cell ranges manually using the mouse dragging. 4. Press enter and the answer will be 7. 5. COUNT formula ignores the value in B4, B8 and B12 because they are text values. The NOW function in Excel is a formula that displays the current date and time. It is automatically refreshed anytime the workbook is opened or a change is made. NOW =NOW( ) 68 The City School 2023-2024
Spreadsheet Formatting LEN function in Excel can be used to count the number of characters in a text string and able to count letters, numbers, special characters, non-printable characters, and all spaces from an excel cell. In simple words, LEN function is used to calculate the length of a text in an excel cell. The LEN function has the following syntax: Let’s learn how to show fewer decimal places in Excel without changing the number itself. You can also round a number. On the Home tab, in the Number group, click the Decrease Decimal button twice. In this LEN example, we are calculating the length of the given string or text in column 1 and apply the LEN function in column 2, and it will calculate the length of the Names provided in column 1. It is important to note that spaces are also counted as characters. LEN =LEN( ) 3.11. Formatting Decimal Places 69 The City School 2023-2024
3.12. Absolute and Relative Reference Relative Reference is the cell reference. When you copy a cell that has a formula, the formula changes automatically. The change depends on the relative position of rows and columns. For example, type the contents of columns A and B below and in cell C2, type =A2*B2. If you copy the formula A2*B2 to cell C3, it will become A3*B3. If you want to apply decimal places to a range of cell then follow this procedure: 1. Open your Excel spreadsheet that contains the number of cells for which you want to increase the number of decimal places. 2. Click the Home tab at the top of the window. 3. Use your mouse to highlight all of the cells for which you want to increase the number of decimal places. 4. Click the Increase Decimal or Decrease Decimal button in the Number section of the ribbon until your cells are displaying the desired number of decimal places. 70 The City School 2023-2024
Spreadsheet Formatting An absolute reference is used when we want to keep a cell, a row or a column constant when copying a formula. You have to declare it when you create the formula by using the $ (dollar sign). This way you create an absolute reference which doesn’t change when it’s copied or filled. Syntax Description $E$1 Cell reference will not update while copying or filling $E1 Only the row reference will update and the column remains the same E$1 Only column reference will update and row remains same Quick Tip If you want to quickly add an absolute reference to a cell reference in a formula you can do so by pressing the F4 button on your keyboard while your cursor is on that cell reference in the formula. 3.13. Autofill Tool Formulae and functions can be copied to different cells to avoid wasting time on typing them repeatedly. Look at the following worksheet which has been prepared in Microsoft Excel. AutoFill is a function of Excel to automatically fill in the next value in the next cell. To create an AutoFill, you have to hold down the right button on the cell and move the cursor horizontally or vertically then release the button. After releasing the button, the AutoFill value will be automatically filled into the cell. Checkpoint Wrapping automatically modifies a cell’s row height, to fit the content on multiple lines. Merging allows you to combine a cell with adjacent empty cells to create one large cell. 71 The City School 2023-2024
The function =SUM(B2:D2) has been applied to cell E2. This will give the total marks of the first student. To obtain the total marks of the second student, the function =SUM(B3:D3) should be applied. The functions to obtain total marks of the other students, will be in the same format and order. 1. Move the cell pointer to cell E2 where the function has already been applied. Now move the cursor to the lower-right corner of cell E2. You will notice a change to the cell pointer. The pointer will turn into a thick black cross. 2. When you see the black cross, click and drag down the mouse to the last cell (E5) of the range for the function to be applied to. The function will then be applied to the selected cells. Excel provides some predefined AutoFill such as day, month, number etc. Let’s now see how the function that is applied to cell E2 can be copied to cells E3, E4 and E5. 72 The City School 2023-2024
Spreadsheet Formatting Open an Excel sheet and enter any day, month or number and hold down right button and move horizontally or vertically. The next value will be automatically filled in. 3.14.Data Analysis Using Charts Charts allow you to illustrate your workbook data graphically, which makes it easy to visualize comparisons and trends. Excel has several different types of charts, allowing you to choose the one that best fits your data. To use charts effectively, you’ll need to understand how different charts are used. • Column charts use vertical bars to represent data. They can work with many different types of data, but they are most frequently used for comparing information. • Line charts are ideal for showing trends. The data points are connected with lines, making it easy to see whether values are increasing or decreasing over time. They are used when you have data that are connected, and to show trends, for example, average night time temperature in each month of the year. • Pie charts make it easy to compare proportions. Each value is shown as a slice of the pie, so it is easy to see which values make up the percentage of a whole. You might, for example, want to show how a budget had been spent on different items in a particular year. 73 The City School 2023-2024
Inserting Chart in Excel 1. Select the cells you want to chart, including the column titles and row labels. These cells will be the source data for the chart. In our example, we will select cells A1:D6. 2. From the Insert tab, click the desired Chart command. In our example, we will select Column. • Bar charts work just like column charts, but they use horizontal bars instead of vertical bars. Example data might include things like the number of people who preferred each of Chinese takeaways, Indian takeaways and fish and chips. In addition to chart types, you will need to understand how to read a chart. Charts contain several different elements or parts, that can help you interpret the data. 74 The City School 2023-2024
Spreadsheet Formatting 3. Choose the desired chart type from the drop-down menu. The selected chart will be inserted in the worksheet. 4. If you are not sure which type of chart to use, the Recommended Charts command will suggest several different charts based on the source data. Excel allows you to add chart elements such as chart titles, legends, and data labels; to make your chart easier to read. To add a chart element, click the Add Chart Element command on the Design tab, then choose the desired element from the drop-down menu. 75 The City School 2023-2024
Setting Page Orientation Fitting and Scaling 3.16. Getting Worksheet Ready for Print 1. Click the Page Layout tab on the Ribbon. 2. Select the Orientation command, then choose either Portrait or Landscape from the dropdown menu. In some cases, you may need to make small adjustments from the Print pane to fit your workbook content neatly onto a printed page. The Print pane includes several tools to help fit and scale your content, such as scaling and page margins. If some of your content is being cut off by the printer, you can use scaling to fit your workbook to the page automatically. 1. Select the desired option from the Scaling drop-down menu. In our example, we will select Fit Sheet on One Page. 2. The worksheet will be condensed to fit onto a single page. When you are satisfied with the scaling, click Print. The estimated amount of data on the internet created daily will be 463 exabytes* in 2025. * an exabyte is 1,000 bytes to the sixth power. 76 The City School 2023-2024
Spreadsheet Formatting Printing Worksheet 1. Select the File tab. Backstage view will appear. Select Print. The Print pane will appear. 2. Navigate to the Print pane, then select the desired printer. 3. Enter the number of copies you wish to print. 4. Select Print. The Print pane will appear. 5. Click Print. 77 The City School 2023-2024
Let’s Review My Word Bank 1. Excel is a spreadsheet program that allows you to store, organize, and analyze information. 2. The AutoFit feature will allow you to set a column’s width to fit its content automatically. 3. Wrapping the text will automatically modify a cell’s row height, allowing cell contents to be displayed on multiple lines. 4. Merging allows you to combine a cell with adjacent empty cells to create one large cell. 5. Excel manipulates numerical information using formulas. 6. A function is a predefined formula that performs calculations using specific values in a particular order. 7. An absolute reference is used when we want to keep a cell, a row or a column constant when copying a formula. 8. Column charts use vertical bars to represent data 9. Line charts are ideal for showing trends 10. Pie charts make it easy to compare proportions 11. Bar charts use horizontal bars to represent data. 12. Fit Sheet on One Page allows the worksheet to be condensed to fit onto a single page Microsoft Excel Autofit Autofill Cell reference Page orientation Relative reference Function Absolute reference Merge and center Line chart Pie chart Column chart Bar chart 78 The City School 2023-2024
Practical Uses of Databases Online Television Streaming Personal Cloud Storage Finances eCommerce Healthcare Weather Government Organizations Social Media Sports
Student Learning Outcomes ISTE Student Standard Coverage 1. Understand the concept and purpose of database. 2. Create a database through the wizard. 3. Creation of a table. 4. Working with data fields and types. 5. Create a form through the wizard. 6. Modify the form in Design mode. 7. Data entry and modification through the form. 8. Create a report through the wizard. Collecting Information Empowered Learner Computational Thinker Creative Communicator 1a 1d 5b 6d
4.1. Introduction to Databases Database, also called electronic database, is any collection of data, or information, that is specially organized for rapid search and retrieval by a computer. Databases are structured to facilitate the storage, retrieval, modification, and deletion of data in conjunction with various data-processing operations. A database is made up of fields and records. Each item of data or column in a database is called a field. Each row in a database is called a record. Storage Retrieval Modification Deletion 81 The City School 2023-2024
4.2. Getting Started with MS Access Microsoft Access is a database management system (DBMS) from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and software-development tools. Access is an easy-to-use tool for creating business applications either from templates or from scratch. With its rich and intuitive design tools, Access can help in creating appealing and highly functional applications in a minimal amount of time. 82 The City School 2023-2024
Collecting Information Every field in a table has properties and these properties define the field’s characteristics and behaviour. The most important property for a field is its data type. A field’s data type determines what kind of data it can store. MS Access supports different types of data, each with a specific purpose. Here are some of the most common data types you will find used in a typical Microsoft Access database. 1. Quick access toolbar: lets you access common commands no matter which tab is selected. You can customize the commands depending on your preference. 2. Ribbon: contains all of the commands you will need to perform common tasks in Access. It has multiple tabs, each with several groups of commands. 3. Tell me box: works like a search bar to help you quickly find tools or commands you want to use. 4. Microsoft account: from here you can access your Microsoft account information, view your profile and switch accounts. 5. Navigation pane: displays all of the objects contained in your database. The objects are grouped by type. Double-click an object to open it. 6. Documents tab bar: all open objects are displayed in tabs on the document tabs bar. To view an object, click its tab. 7. Record navigation bar: allows you to navigate records one at a time. Click the arrows to navigate through the records. You can jump to a specific record by typing its ID number into the box. 8. Record search box: allows to search for any term in the current object. The first result will be selected automatically. To navigate through additional results, press the Enter key on your keyboard. 4.3. Datatypes in MS Access 83 The City School 2023-2024
Types of Data Description Short Text Text or combinations of text and numbers, including numbers that do not require calculating (e.g. phone numbers). Long Text Lengthy text or combinations of text and numbers. Number Numeric data used in mathematical calculations. Date/Time Date and time values for the years 100 through 9999. Currency Currency values and numeric data used in mathematical calculations involving data with one to four decimal places. AutoNumber A unique sequential (incremented by 1) number or random number assigned by Microsoft Access whenever a new record is added to a table. Yes/No Yes and No values and fields that contain only one of two values (Yes/No, True/False, or On/Off). 4.4. Creating Database in MS Access 1. To create a database from a template, we first need to open MS Access. Select Blank desktop database. 84 The City School 2023-2024
Collecting Information 3. Access will create a new blank database and will open up the table which is also completely blank. 2. After selecting a template related to your requirements, enter a name in the File Name field. You can also specify another location for your file if you want and save it with your relevant name. 85 The City School 2023-2024
4.5. Understanding Tables in MS Access 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 respectively. A field is a way of organizing information by type. Whereas, 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. 86 The City School 2023-2024
Collecting Information 4.6. Creating Tables in MS Access When you create a database, you store your data in tables. You should always start your design of a database by creating all of its tables and then creating any other object. Before you create tables, carefully consider your requirements and determine all the tables that you need. Create the first table that will store the basic contact information concerning the employees as shown in the following table: Field Name Data Type EmployeeID Autonumber FirstName Short Text LastName Short Text Address-1 Short Text Address-2 Short Text City Short Text State Short Text Zip Short Text Phone Short Text Phone Type Short Text Checkpoint Database, also called electronic database, any collection of data, or information Column in a database is called a field. Each row in a database is called a record. 87 The City School 2023-2024
The table can be created in two ways: Creating table through Design View tab 1. Right click Table 1 in the navigation pane and select Design View. 2. Access will prompt you to save the table first. Enter a suitable name for your table. 88 The City School 2023-2024
Collecting Information 3. Once in Design View, enter the field name and its respective data type. Once we type the field name MS Access will automatically assign the short text data type to the field which can be modified as per our requirement from the drop-down menu. 4. Switch to Datasheet View to have look at your table. It is important to save your table at this stage. MS Excel is used to make graphs, charts, histograms and perform complext calculations where as MS Access is database management tool, used to store and manipulate data. Excel vs Access 89 The City School 2023-2024
5. The ID field is created in every table by default. To change the name of the ID field to EmployeeID, click Name and Caption option. You can directly enter table field name from the datasheet view in Access. 1. To add a new field, double click Click to Add button on the table. 2. Once you double click Click to Add, a drop down list will appear, prompting you to select the datatype for your field. For the present example, select Short Text. Creating table through Datasheet View 90 The City School 2023-2024
Collecting Information 3. After selecting the data type, enter the required field name. Enter FirstName as the field name for the given example. 4. After entering the field names, you can now enter records in the table. There are three ways to add a new record to a table: 1. In the Records group on the Home tab, click the New command. Adding Data in Table 91 The City School 2023-2024
2. On the Record Navigation bar at the bottom of the window, click the New record button. 3. Begin typing in the row below your last added record. Access is designed to save records automatically. After you enter a record, you can either select a different record or close the object, and Access will save the record. 1. Select the Home tab, and locate the Records group. 2. Click the Save command. The record will be saved. Saving a Record 92 The City School 2023-2024
Collecting Information Forms in Access are like display cases in stores that make it easier to view or get the items that you want. MS Access is not just a database software, it also gives us the liberty to use it as a software solution for business organizations. In order to fulfil this purpose forms are an essential part where a user can access or enter the relevant records in a database. Since forms are objects through which you or other users can add, edit, or display the data stored in your Access desktop database, the design of your form is an important aspect. There are a few methods you can use to create forms in Access. One of the common and convenient ways to create a form is with a wizard. 1. Open your Database and go to the Create tab. In the Forms group, in the upper righthand corner, you will see the Form Wizard button. Click on that button to launch the Form Wizard 4.7. Creating Forms and Reports in MS Access Forms in Access Creating Forms Every second 60,000 search queries are performed on Google and 1.2 trillion searches per year. 93 The City School 2023-2024
2. On this first screen in the wizard, you can select fields that you want to display on your form, and you can choose from fields between multiple table or a query. Let us assume we want to simply have a quick form that we are going to use for data entry for our employee information. From the Tables/Queries drop-down list, select tblEmployees table. Click on the double arrow to move all the fields at once and click next. 3. After clicking next, the Form Wizard will ask for the layout that we would like for our form. We have the columnar, tabular, datasheet and justified layouts. We will choose the columnar layout here and then click Next. 94 The City School 2023-2024
Collecting Information 4. On the next window, we need to give a title to our form i.e. EmployeeForm. Once you have given your form a title, there will be two more options below by which you can open the form to see what that form looks like, or you can begin entering information into your table. Alternatively, you can choose the option to modify the form’s design. Choose the first option to open the form to view or enter information and click Finish. 5. Take a look at the following image. This is what form looks like. This is a single item form, meaning one record is displayed at a time and further down you can see the navigation buttons , which is telling us that this is displaying the record 1 of 5. If you click on button it will move to the next record. If you want to jump to the very last record in that form or that table, use the button right beside that right arrow that’s the last record button. If you want to add new employee information, press button to add a record. 95 The City School 2023-2024
Reports in Access Reports offer a way to view, format, and summarize the information in your Microsoft Access database. For example, you can create a simple report of phone numbers for all your contacts. 1. Open your Database and go to the Create tab. In the report group, in the upper righthand corner, you will see the Report Wizard button. 2. Click on that button to launch the Report Wizard. 3. On this first screen in the wizard, you can select fields that you want to list on your report, and you can choose from fields from more than one table or a query. Let us assume we want to generate a report of our records which are available in two different tables. This report will consist of employee ID, First name, Last Name, city, phone and StartSalary. First five fields are from tbleEmployee and one field of StartSalary from tblHRData. After adding five fields from tbleEmployee change the table to tblHRData and add StartSalary field. In the next step select the by tblHRData option and click next. 96 The City School 2023-2024
Collecting Information 4. In this window you can sort the fields as per the preference needed for the report and click next, options for sorting these fields are limited to four. 97 The City School 2023-2024
5. There would be a checkbox below these settings indicating Adjust the field width so all fields fit on a page. Keep this option checked as it will automatically adjust all the placement smartly and properly. 6. In the next window name your report as per your preference, below this option you will see an option for preview and modification select the Preview option and click finish. 98 The City School 2023-2024
Collecting Information 7. This would be the output of your report. As you can see the Employee ID heading is somehow left out. This can be fixed using the design view mode. 8. To access the design view mode right click on the tblEmployee Report Tab and click on 2nd last option of design view. From this option, you can resize the fields of First Name and Lastname a little short to adjust Employee ID field like a text box in MS Word. Checkpoint A record is one unit of information. Access forms allow to add, edit, or display the data stored in the Access database. Reports offer a way to view, format, and summarize the information in your Microsoft Access database. 99 The City School 2023-2024
9. Save and close the report and reopen it from the object menu on the left. 100 The City School 2023-2024