Presentation on theme: "DATABASE A database is a collection of organized information. A database uses table / list to keep data. Data is made up of fields and records. Columns."— Presentation transcript:
DATABASE A database is a collection of organized information. A database uses table / list to keep data. Data is made up of fields and records. Columns serve as fields, rows serve as records.
How to Add a New Record to DB? The Form button that displays a data form isn't included on the Excel 2010 Ribbon, but you can add this button to the Quick Access toolbar by using the Quick Access Toolbar settings in the Excel Options dialog box. Click the Form button on the Quick Access toolbar. Click any cell in the DB list Click Form (This command is not in the Ribbon) Click the New button Type the record Click the Close button
How to Search for the Record? 1.Click any cell in the DB list 2.Click Form 3.Click the Criteria button 4.Type the criteria 5.Click the Find Next button to find the next record 6.Click the Find Previous button to find the previous record 7.Click the Close button
How to Edit / Delete the Record? 1.Click any cell in the DB list 2.Click Form 3.Click the Criteria button 4.Type the criteria 5.Click the Find Next button to find the next record 6.Edit the record 7.Click the Close button
SORTING: Putting data into sequence Ascending Sort: Arranging data from low to high sequence; 1 to 9, A to Z. Descending Sort: Arranging data from the high to low sequence; 9 to 1, Z to A.
How to Perform Simple Sort 1.Create a contiguous list with headings specifying the contents of each column. 2.In the column you want to sort by, click any cell containing data. 3.Click the Sort A to Z button in the Sort & Filter group on the Data tab (ascending sort). OR Click the Sort Z to A button in the Sort & Filter group on the Data tab (descending sort).
How to Perform Multiple Sort 1.Select or click in the list of data you want to sort. 2.Click the Sort button in the Sort & Filter group on the Data tab. 3.From the Sort By drop-down list, select the column by which you want to sort. 4.From the Sort On drop-down list, choose Values. 5.From the Order drop-down list, select how you want to sort the data. 6.Click the Add Level button. 7.Repeat steps 3 through 5 for the new sorting level 8.Click OK.
AUTOFILTERING: Filtering the records by applying simple criteria In order to activate the basic Excel filter, select the Data tab at the top of your spreadsheet, and from this, select the option Filter.
ADVANCED FILTER: Filtering the records by setting up and defining the criteria range on the worksheet To define the Criteria Range: 1.Use any cell on the worksheet to define the criteria 2.The criteria value is defined below the field name 3.Use a different row for OR criteria 4.Use the same row but different column for AND criteria * Advanced Filter can be applied to more than 2 criteria.
Applying the Excel Advanced Filter On the Excel Ribbon's Data tab, click Advanced, to open the Advanced Filter dialog box
You can choose to filter the list in place, or copy the results to another location. Excel should automatically detect the list range. If not, you can select the cells on the worksheet. Select the criteria range on the worksheet If you are copying to a new location, select a starting cell for the copy Note: If you copy to another location, all cells below the extract range will be cleared when the Advanced Filter is applied. Click OK
Simple DB FUNCTIONS Dfunction(Database, Field, Criteria) DSUM: Sum up the total value for records that meet the criteria DAVERAGE: Calculate the average value for records that meet the criteria DMAX: Find the maximum value for records that meet criteria DMIN: Find the minimum value for records that meet criteria DCOUNT: Count the occurrences of records that contain numbers in the specific field that meet the criteria DCOUNTA: Count the occurrences of records that contain non-blank cell in the specific field that meet the criteria DGET: Retrieves from a database a single record that matches a given criteria.
Using DB Functions To use DB Functions, you must click the Function Wizard (fx) button on the Formula bar, click Database in the Select a Category drop-down list box, and then click the function to use — or you can type the Database function directly into the cell.