Unit 4 MS Excel Chapter 4

Chapter 4
DATA FORMS AND PRINTING
Prepared by
Board of Studies, ICAI
100hrs Information Technology Training
Section 1: Data Forms

Learning Objectives
Learn about database
concepts, using forms,
sorting and filtering in Excel,
Importing external data etc
Database Concepts
A database is
a collection of
related records
or similar fields
arranged in the
tabulated
format.
A telephone directory, for

example, is a printout of a
computer database whose fields
include last name, first name,
100hrs Information Technology Trainingmiddle initial, address,
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Database Concepts in
Excel
Blank rows
Signal the end of a database. Dont leave a blank row
between column headings and data records. DO leave a blank
row after all records and before totals, averages, or other
summary rows.
Field names
These must be the tops of columns, each be in a single cell
and unique within a worksheet. Be consistent: Label every,
column.
Forms
Data forms
provide an
easy way to
enter or search
for data.
User can
change the
contents of a
field by editing
the text box
next to the
field name.
Forms
The contents of
calculated
fields are
displayed
without a text
box, because
user cant edit
them.
However, if
user changes a
value that a
calculated field
is based on,
Using Data Forms

To find Data
Forms, click
on the Office
button in the
top left of
Excel. From the
menu, click on
Excel options
at the bottom:
Using Data Forms

When user
clicks the Excel
Options button,
user'll see this
dialogue box
popping up: ->
Using Data Forms

Click the
Customizatio
n button on the
left. The idea is
that user can
place any
items user like
on the Quick
Access toolbar
at the top of
Excel 2007.
Using Data Forms

User can pick one
from the list, and
then click the
Add button in the
middle.
To add the Data
Form option to
the Quick Access
Toolbar, click the
drop down list
where it says
Choose
Commands
From. User
should see this
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Using Data Forms

Click on
Commands
Not in the
Ribbon. The
list box will
change ->
Using Data Forms

From the
Commands Not
in the Ribbon
list, select
Form. Now
click the Add
button in the
Middle. The list
box on the
right will then
look something
like this one ->
Using Data Forms

When user
click OK on the
Excel Options
dialogue box,
user'll be
returned to
Excel 2007.
Look at the
Quick Access
toolbar, and
user should
see new item:
Adding records in a Form

To add a new
record to user list
using a data
form, click on a
New command on
the form dialog
box.
Deleting records in a Form

To delete a record
from your list
using a data
form, click on a
form icon on the
quick access
toolbar.
Excel opens the
data form. You
can see the first
record in the list.
Use the Find
Next and Find
When you delete a record using a data
Prev buttons to
form, the deletion is permanent and it
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Searching for records in a

Form
To search for
records with
the Data Form:
1. Open the
data form if it
is not already
open.
2. Click the
Criteria button
to open the
Criteria form.

Form
3. Enter the
search criteria
for one or more
fields in the
text box
controls.
Excel joins two
criteria with
AND, so it will
only find
records that
meet both
criteria. You

Form
For advanced
searching, use a
filter. To erase the
search criteria,
click tile Criteria
button again.
Click the Clear
button to delete
the criteria, and
then click the
Form button to
return to the
form.

Form
4. Click Find
Next to find
the first record
that meets the
criteria. Use
Find Next and
Find Prev to
view the
records that
meet the
search criteria.
Sorting Data
You can sort data by
text (A to Z or Z to
A), numbers
(smallest to largest
or largest to
smallest), and dates
and times (oldest to
newest and newest
to oldest) in one or
more columns.
Most sort operations
are column sorts,
but you can also
sort by rows.
Sorting Data
1. Select any
cell within the
database.
2. From the data
ribbon, choose
-Sort.
3. Select the
column to sort by
from the Sort By
dropdown list
(click the Options
button to set any
special sorting
options for text
date or case
sensitivity).
Issues about Sorting

1. Unhide rows and columns before you sort
2. Enter column headings in only one row
3. Check to see if the values returned by a
formula have changed.
4. Sort Orders
Numbers are sorted from the smallest
negative number to the largest positive
number.
Dates are sorted from the earliest date to the
latest date.
Alphanumeric text is sorted left to right,
character by character. For example, if a cell
contains the text "A100," Excel places the cell
after a cell that contains the entry "A1" and
before a cell that contains the entry "A11."
Filter
A filter is
used to
select
records that
meet a
specific
criterion and
temporarily
hide all the
other
records. User
can enter
Filter
1. Filters enable displaying specific data

subsets
from a long table.
2. Filters are easier to use compared to
creating formulas to show the same
data.
3. Use multiple or custom
filters to quickly drill down to the exact
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Filter
You can also filter by more than one
column. Filters are additive, which means
that each additional filter is based on the
current filter and further reduces the
subset of data.
Using AutoFilter, you can create three types
of filters: by a list values, by a format, or by
criteria. Each of these filter types is
mutually exclusive for each range of cells
or column table. For example, you can filter
by cell color or by a list of numbers, but not
Issues about Filter

1. For best results, do not mix storage formats,
such as text and number or number and date,
in the same column because only one type of
filter command is available for each column.
2. If there is a mix of storage formats, the
command that is displayed is the storage
format that occurs the most.
AutoFilter Option
AutoFilter includes several options:
Sort Ascending / Sort Descending
Color (where available)
Custom
Using Auto Filter

To have Excel set
up an AutoFilter,
select any cell in
the database and
choose Data:
Filter.
Click the
dropdown arrow
that appears next
to each field
name to access
the fields criteria
list.
Importing External Data

To import an
XML file, Click
on the From
XML Data
Import ->

Select the file
to be imported,
In this example
the existing
Order details
file is imported.

Choose the XML
table in
existing
worksheet ->

The XML file is
imported as
shown here ->
Section 2: Pivot tables

Learning Objectives
Learn how to build a PivotTable report.
Change the layout of a PivotTable.
Find the PivotTable fields.
Understand the PivotTable Field List.
Printing in Ms-Excel
Pivot tables
Pivot tables are a powerful tool for data
analysis. A pivot table summarizes the
columns of information in a database in
relationship to each other.
Enable quick reviews of what if
scenarios.
Allows you to manipulate data
without risking losing it or messing
it up.
Extract meaningful information from
your spreadsheet.
Pivot tables
Create PivotTables
using the PivotTable
and PivotChart
Report Wizard.
Review Source data

Before you start to work with a PivotTable report, take
a look at your Excel worksheet to make sure it is well
prepared for the report. When you create a PivotTable
report, each column of your source data becomes a
field that you can use in the report. Fields summarize
multiple rows of information from the source data.
The names of the fields for the report come from the
column titles in your source data. Be sure that you
have names for each column across the first row of
the worksheet in the source data.
Review Source data

The remaining rows below the headings should
contain similar items in the same column. For
example, text should be in one column, numbers in
another column, and dates in another column. In
other words, a column that contains numbers should
not contain text, and so on.
Finally, there should be no empty columns within the
data that you are using for the PivotTable report. We
also recommend that there be no empty rows; for
example, blank rows that are used to separate one
block of data from another should be removed.
Review Source data

When the data is ready, place the cursor anywhere in the
data. That will include all the worksheet data in the report.
Or select just the data you want to use in the report.
Then, on the Insert tab, in the Tables group, click
PivotTable, and then click PivotTable again. The Create
PivotTable dialog box opens.
Select a table or range is already selected for you. The
Table/Range box shows the range of the selected data.
New Worksheet is also selected for you as the place
where the report will be placed (you can click Existing
Worksheet if you don't want the report placed in a new
worksheet).
Pivot table dialog box

The layout
area for the
PivotTable
report.
The
PivotTable
Field List.
PivotTable Basics
On one side is the layout area ready for the

PivotTable report, and on the other side is the
PivotTable Field List. This list shows the column
titles from the source data. As mentioned earlier,
each title is a field: Month, Subject, Student and so
on.
You create a PivotTable report by moving any of the
fields to the layout area for the PivotTable report. You
do this either by selecting the check box
next to the
PivotTable Report
Now you are ready to build the
PivotTable report. The fields you
select for the report depend on
what you want to know.
When you select a field, Excel
places it in a default area of the
layout for you. You can move the
field to another area if you want
to. For example, if you want a
field to be in the column area
instead of the row area.
Pivot table report after

reporting
Now you want
to look at
specific details.
Adventure Works sells
products ranging from
water bottles to road
bikes and vests. You'd
like to see the sales
amounts for road bikes
only. Then you'd like to
see which road bikes
sold the most. And then
you want to see how
selected road bikes sold
during a certain period
of time. You can see
exactly what you want
by filtering the
PivotTable report data.
Printing in Excel
Excel supports numerous print

configuration options:
1. Page margins
2. Column and row headings
3. Date and time information
Configure printing options from the

Page Setup group in the Page Layout
tab of the ribbon.
Printing in Excel
Printing in Excel
Printing in Excel
Printing in Excel
Printing Repeating header

1. Launch the
Page Setup
Dialogue
Box.
2. At the Sheet
tabs, specify
the rows to
be repeated.
$1:$4
specifies
Rows 1 to 4
3. Press OK.
Question
1. ___ can be used to enlarge or reduce
printed worksheet.
2. ___ is a collection of related records.
3. ____is used to select records that
meet a specific criterion and
temporarily hide all the other records.
User can enter criteria to set the filter.
4. When you delete a record using a
data form, the deletion is ____.
Answer
1. Scaling can be used to enlarge or
reduce printed worksheet.
2. Database is a collection of related
records.
3. Filter is used to select records that
meet a specific criterion and
temporarily hide all the other records.
User can enter criteria to set the filter.
4. When you delete a record using a
data form, the deletion is permanent.

Unit 4 MS Excel Chapter 4

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Chapter 4

DATA FORMS AND PRINTING

100hrs Information Technology Training

Board of Studies, ICAI

Section 1: Data Forms

100hrs Information Technology Training

Board of Studies, ICAI

A telephone directory, for

Board of Studies, ICAI

Board of Studies, ICAI

Board of Studies, ICAI

Using Data Forms

100hrs Information Technology Training

Board of Studies, ICAI

Using Data Forms

100hrs Information Technology Training

Board of Studies, ICAI

Using Data Forms

Board of Studies, ICAI

Using Data Forms

Board of Studies, ICAI

Using Data Forms

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Board of Studies, ICAI

Using Data Forms

Board of Studies, ICAI

Using Data Forms

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Adding records in a Form

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Deleting records in a Form

Searching for records in a

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Searching for records in a

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Searching for records in a

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Searching for records in a

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Issues about Sorting

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1. Filters enable displaying specific data

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Issues about Filter

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Using Auto Filter

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Importing External Data

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Importing External Data

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