MBA-FA –IT Application for Manager Sem-1 –Unit2

MS Word

When you use a computer program to create, edit, and format text
documents, you are performing a task known as Word Processing.
Microsoft Word is one of the most sophisticated word- processing
programs available. By using Word, it is easy to efficiently create a wide
range of business and personal documents, from the simplest letter to the
most complex report. Word includes many desktop publishing features
that you can use to enhance the appearance of documents so that they are
visually appealing and easy to read.
MS Word is an application program that allows you to create letters, reports,
newsletters, tables, form letters, brochures, and Web pages. Using Word you
can add pictures, tables, and charts to your documents. You can also check
spelling and grammar.

You can use Word to:

 Create professional-looking documents that incorporate
impressive graphics.
 Give documents a consistent look by applying styles and themes
that control the font, size, color, and effects of text and the page
background.
 Store and reuse pre-formatted elements such as cover pages and
sidebars.
 Create personalized mailings to multiple recipients without
repetitive typing.
 Make information in long documents accessible by compiling
tables of contents, indexes, and bibliographies.
 Coauthor documents with team members.
MBA-FA –IT Application for Manager Sem-1 –Unit2

 Safeguard documents by controlling who can

make changes and the types of changes that can be made,
as well as by removing personal and confidential
information.

MAIN FEATURES OF MS WORD

– You can create documents fast, using built-in and custom templates.
– You can easily manage large documents using various features, like the ability
to create table of contents, index, and cross references.
– With the help of mail merge, you can quickly create merge documents like
mass mailings or mailing labels.
– You can easily create and format tables using the features like AutoFormat.
– AutoCorrect and AutoFormat features rectify typographical errors
automatically and allow you to use predefined shortcuts and typing patterns to
quickly format your documents.
– The print zoom facility scales a document on different paper sizes, and allows
you to print out multiple pages on a single sheet of paper.
– The nested tables feature supports putting one table inside another table.
– The picture bullets make it easy to insert tiny pictures before each item in a
list.
– Collect and paste lets you copy more than one item to the clipboard at a time.
You can collect information from many sources and paste it into one place.
– By putting your word documents on the Web server, you can share your
information with other people.
– The multilingual features of Word allows to type different languages in the
same document.
MBA-FA –IT Application for Manager Sem-1 –Unit2

Moving with KeyBoard

The following keyboard commands, used for moving
around your document, also move the insertion point:

Keystroke Where the Insertion Point Moves

Forward one character

Back one character

Up one line

Down one line

MBA-FA –IT Application for Manager Sem-1 –Unit2

PageUp To the previous screen

PageDow To the next screen

n
Home To the beginning of the current line

End To the end of the current line

You can move word by word or paragraph by

paragraph. You would have to hold down the Ctrl key
while pressing an arrow key, which moves the
insertion point as described here:

Key Where the Insertion Point Moves

Combination

Ctrl + To the next word

Ctrl + To the previous word

Ctrl + To the start of the previous paragraph

Formatting Text and document

The appearance of your documents helps to convey
their message. Microsoft Wordcan help you develop
professional-looking documents whose appearance is
appropriate to their contents. You can easily format words
MBA-FA –IT Application for Manager Sem-1 –Unit2

and paragraphs so that key points stand out and the structure
of your document is clear. You can also change the look of
major elements within a document by applying predefined
sets of formatting called styles, andyou can change the look
of selected text by applying predefined combinations called
text effects. In addition, you can change the fonts, colors,
and effects throughout a document with one click by
applying a theme.

Applying styles to text

You don’t have to know much about character and

paragraph formatting to be able to format your documents
in ways that will make them easier to read and more
professional looking. With a couple of mouse clicks, you
can easily change the look of words, phrases, and
paragraphs by using styles. More importantly, you can
structure a document by apply- ing styles that are linked to
outline levels. In doing so, you build
a document outline that is reflected
in the Navigation pane and can be
used to create a table of contents.
MBA-FA –IT Application for Manager Sem-1 –Unit2

Figure - The Styles gallery in a new, blank document based on the

Normal template.

Styles can include character formatting (such as font, size, and color),
paragraph formatting (such as line spacing and outline level), or a
combination of both. Styles are stored in the template that is attached to
a document. By default, blank new documents are based on the Normal
template. The Normal template includes a standard selection of styles that
fit the basic needs of most documents. These styles include nine heading
levels, various text styles including those for multiple levels of
bulleted and numbered lists, index and table of contents
entry styles, and many specialized styles such as those for
hyperlinks, quotations, placeholders, captions, and other
elements.
MBA-FA –IT Application for Manager Sem-1 –Unit2

By default, Word makes the most common predefined styles available in

the Styles gallery on the Home tab.
Styles can be used for multiple purposes: to affect the
appearance of the content, to build a document outline,
and to tag content as a certain type so that you can easily
locate it.

Figure 42- Heading styles define a document’s outline.

Styles stored in a template are usually based on the

Normal style and use only the default body and heading
fonts associated with the document’s theme, so they all go
together well. For this reason, formatting document content
by using styles produces a harmonious ef- fect. After you
apply styles from the current style set, you can easily change
the look of the entire document by switching to a different
style set, which associates different formatting rules with
the same styles. So if you have applied the Heading 1 style
to a paragraph, you can change its formatting simply by
MBA-FA –IT Application for Manager Sem-1 –Unit2

changing the style set.

Style sets are available from the Document Formatting menu on the
Design tab.

Figure - Pointing to a style set in the gallery

displays a live preview of the effects of applying
that style set to the entire document.

Changing a document’s theme

Every document you create is based on a template, and the look of

the template is con- trolled by a theme. The theme is a combination
of coordinated colors, fonts, and effects that visually convey a
certain tone. To change the look of a document, you can apply a
different theme by clicking the Themes button in the Document
Formatting group on the Design tab, and then making a selection in
the Themes galleryIf you like the background elements of one theme
but not the colors or fonts, you can mix and match theme elements.
First apply the theme that most closely resembles the look you want,
and then select colors and fonts from the Theme Colors and Theme
Fonts galleries in the Document Formatting group.
In addition to colors and fonts, you can control more
subtle elements such as paragraph spacing and visual
effects that are associated with a theme.
If you create a combination of theme elements that you would like
to be able to use with other documents, you can save the combination
as a new theme. By saving the theme in the default Document
Themes folder, you make the theme available in the Themes gallery.
However, you don’t have to store custom themes in the Document
Themes folder; you can store them anywhere on your hard disk, on
removable media, or in a network location. To use a theme that is
stored in a different location, click Browse For Themes at the bottom
of the Themes menu, locate the theme you want in the Choose
Theme Or Themed Document dialog box, and then click Open to
apply that theme to the current document.
By default, Word applies the Office theme to all new, blank
documents. In Word, the Office theme uses a primarily blue palette,
the Calibri font for body text, and Calibri Light for headings. You
can make a different theme the default by applying the theme you
want and then clicking Set As Default in the Document Formatting
group.

Manually changing the look of characters

Wordmakes changing the look of content in a styled document
almost effortless. But styles and themes can’t do everything. To be
able to precisely control the look of your text, you need to know how
to manually change individual elements.
When you enter text in a document, it is displayed in a specific
font. By default, the font used for text in a new blank document is 11-
point Calibri, but you can change the font of any element at any time.

The available fonts vary from one computer to another, depending on

the programs installed. Common fonts include Arial, Verdana, and
Times New Roman.
You can vary the look of a font by changing the following attributes:

▪ Size Almost every font comes in a range of sizes, which are

measured in points from the top of letters that have parts that stick
up (ascenders), such as h, to the bottom of letters that have parts
that drop down (descenders), such as p. A point is approxi- mately
1/72 of an inch (about 0.04 centimeters).
▪ Style Almost every font has a range of font styles. The most

common are regular (or plain), italic, bold, and bold italic.
▪ Effects Fonts can be enhanced by applying effects, such as

underlining, small capital letters (small caps), or shadows.

▪ Color A palette of coordinated colors is available, and you can

also specify custom colors.

▪ Character spacing You can alter the spacing between characters
 by pushing them apart or squeezing them together.

Although some attributes might cancel each other out, they are
usually cumulative. For ex- ample, you might use a bold font style in
various sizes and various shades of green to make words stand out in
a newsletter. Collectively, the font and its attributes are called
character formatting.
You apply character formatting from one of three locations:

Mini Toolbar Several common formatting buttons are

available on the Mini Toolbar that appears when you select
text.

The Mini Toolbar appears

temporarily when you select
text, becomes transparent
when you move the pointer
away from the selected text,
and then disappears entirely.

Mini toolbar for

Formatting

▪ Font group on the Home tab-

This group includes
 buttons for changing the font and most of the font
attributes you are likely to use.
▪
▪Font dialog box- Less-commonly applied attributes
such as small caps and special underlining are available from the Font dialog
box, which you display by clicking the
Font dialog box launcher.

In addition to applying character formatting to change the look of

characters, you can apply predefined text effects to a selection to add
more zing. Clicking the Text Effects And Typography button in the Font
group on the Home tab displays a gallery of effects matched to the current
theme colors.
You can apply any predefined effect in the gallery to selected text, or you
can click options below the gallery and define a custom effect.
These effects are dramatic, so you’ll probably want to restrict their use to
document titles and similar elements to which you want to draw particular
attention.
Manually changing the look of paragraphs
 A paragraph is created by entering text and then pressing the Enter
key. A paragraph can contain one word, one sentence, or multiple
sentences. You can change the look of a para- graph by changing its
indentation, alignment, and line spacing, as well as the space before and
after it. You can also put borders around it and shade its background.
Collectively, the settings you use to vary the look of a paragraph are called
paragraph formatting.
In Word, you don’t define the width of paragraphs and the length of
pages by defining the area occupied by the text; instead you define the size
of the white space—the left, right, top, and bottom margins—around the
text. You click the Margins button in the Page Setup group on the Page
Layout tab to define these margins, either for the whole document or for
sections of the document.
Although the left and right margins are set for a whole document or
section, you can vary the position of the paragraphs between the margins.
The quickest way to indent a paragraph from the left is to click the
Increase Indent button; clicking the Decrease Indent button has the
opposite effect.

Another way to control the indentation of lines is by dragging markers

on the horizontal ruler to indicate where each line of text starts and ends.
You can set four individual indent markers for each paragraph:
 First Line Indent The paragraph’s first line of text begins at this
marker.
 Hanging Indent The paragraph’s second and
subsequent lines of text begin at this marker at
 the left end of the ruler.
 Left Indent The left side of the paragraph aligns with this marker.
 Right Indent The paragraph text wraps when it
reaches this marker at the right end of the ruler.

You display the horizontal and vertical rulers by

selecting the Ruler check box in the Show group on
the View tab.

Figure You can manually change a paragraph’s indentation

by moving the indent markers on the horizontal ruler
Setting a right indent indicates where the lines in a paragraph should end, but
sometimes you might want to specify where only one line should end. For
example, you might want to break a title after a specific word to make it look
balanced on the page. You can end an individual line by inserting a text
wrapping break (more commonly known as a line break). After positioning
the cursor where you want the break to occur, click the Breaks button in the
Page Setup group on the Page Layout tab, and then click Text Wrapping.
Word indi- cates the line break with a bent arrow (visible when hidden
formatting symbols are shown). Inserting a line break does not start a new
paragraph, so when you apply paragraph for- matting to a line of text that
ends with a line break, the formatting is applied to the entire paragraph, not
only to that line.

KEYBOARD SHORTCUT Press Shift+Enter to insert a line break.

You can also determine the positioning of a paragraph between the left
and right margins by changing its alignment. There are four paragraph
alignment options:
▪ Align Left Aligns each line of the paragraph at the left margin, with

a ragged right edge

KEYBOARD SHORTCUT Press Ctrl+L to left-align a paragraph.
▪ Center Aligns the center of each line in the paragraph between the

left and right margins, with ragged left and right edges
KEYBOARD SHORTCUT Press Ctrl+E to center-align a
paragraph.
▪ Align Right Aligns each line of the paragraph at the right margin,

with a ragged left edge

KEYBOARD SHORTCUT Press Ctrl+R to right-align a paragraph.
▪ Justify Aligns each line between the margins and modifies the

spacing within the line to create even left and right edges
 KEYBOARD SHORTCUT Press Ctrl+J to justify a paragraph.

TAB
You can align lines of text in different locations across the page by
using tab stops. The easiest way to set tab stops is to use the
horizontal ruler. By default, Word sets left-aligned tab stops every
half inch (1.27 centimeters). To set a custom tab stop, start by
clicking the Tab button located at the left end of the ruler until the
type of tab stop you want appears.

Figure The tab options.

You have the following options:

▪ Left Tab Aligns the left end of the text with the tab stop
▪ Center Tab Aligns the center of the text with the
tab stop
▪ Right Tab Aligns the right end of the text with the tab stop
▪ Decimal Tab Aligns the decimal point in the
text (usually a numeric value) with the tab stop
▪ Bar Tab Draws a vertical line at
the position of the tab stop

Figure You can

specify the alignment
and tab leader for
each tab.
After selecting the type of tab stop you want to set, simply click the ruler
where you want the tab stop to be. Word then removes any default tab
stops to the left of the one you set.
To change the position of an existing custom tab stop, drag it to the
left or right on the ruler. To delete a custom tab stop, drag it away from
the ruler. Or, if you find it too difficult to “grab” the tab stops on the ruler,
you can set, clear, align, and format tab stops from the Tab dialog box,
which you open by clicking the Tabs button at the bottom of the
Paragraph dialog box. You might also work from this dialog box if you
want to use tab leaders—visible marks such as dots or dashes connecting
the text before the tab with the text after it. For example, tab leaders are
useful in a table of contents to carry the eye from the text to the page
number.

To align the text to the right of the cursor with the next tab stop, press
the Tab key. The text is then aligned on the tab stop according to its
type. For example, if you set a center tab stop, pressing Tab moves the
text so that its center is aligned with the tab stop.
To make it obvious where one
paragraph ends and another begins, you
can add space between them. There are
several methods for adjusting paragraph
spacing within a
document:
o o
o
oTo set the spacing for all paragraphs in a document, choose from the
o
o
Paragraph Spacing options in the Document Formatting group on the Design
o
tab. o
o
o
o o
 To set the spacing for only spacing of
paragraphs, adjust the Spacing
Before and Spacing After settings
in the Paragraph group on the
Page Layout tab.
o To make a quick adjustment to
selected
paragraphs, click the paragraph
spacing commands on the Line And
Paragraph Spacing menu that is
available in the Paragraph group Figure You can set
on the Home tab. internal line spacing
When you want to make or add or remove
external space from
several adjustments to the
this menu.
alignment, indentation, and

selected paragraphs, it is
sometimes quicker to use
the Paragraph dialog box
than to click buttons and
drag markers. Clicking
the Paragraph
 dialog box launcher on either
the Home tab or the Page
Layout tab opens the
Paragraph dialog box.

You can do a lot with the

options in the Paragraph
dialog box, but to make a
paragraph really stand out,
you might want to put a border
around it or shade its
background. (For real drama,
you can do both.) Clicking the
Border arrow in the Paragraph
group on the Home tab
displays

a menu of border options. You can select a predefined border from the
Borders menu, or click Borders And Shading at the bottom of the menu to
display the Borders And Shading dialog box, in which you can select the
style, color, width, and location of the border.
You can customize many aspects of the border. By clicking Options
you can set the specific distance
between the paragraph text and border.
.
Applying Borders and Shading
To enhance the appearance of the text in a paragraph, you can quickly
add a border and shading to selected text. When you add a border, you
can specify what sides you want to include or exclude. For example, you
can add a border on just the top and the
 bottom and leave the sides open. Shading colors the background behind the
selected text or paragraph. If you

want to customize borders and shading by changing line style, color, and
width preferences, you can make changes in the Borders and Shading dialog
box.

Apply a Border
 Select the paragraph text you want to format.
 Click the Home tab.
 Click the Borders and
Shading button arrow, and then click
to select the border commands to add or remove a border.

Apply Paragraph Shading

 Select the paragraph text you want to format.
 Click the Home tab.
 Click the Shading button arrow, and then
click to select the shading color you want to
apply to the selected text.

5.5.2 Apply Paragraph Shading and

Borders
1. Select the paragraph text you want to format.

2. Click the Home tab.

3. Click the Borders and Shading button arrow, and
then click Borders and Shading.
4. Click the Borders tab.
 5. Click to select the type of Setting you want for your border.
6. Click to select the
type of Style.
7. Apply any other
options you want.
8. Look in the
preview box to see
the new border.
9. Click the Shading tab.
10. Click to select the
shading fill color
you want to apply to
your table.
11. Apply any other
options you want.
12. Look in the
preview box to see
the new shading
color.
13. Click OK.
Figure Border and Shading Dialog

Creating and modifying lists

Lists are paragraphs that start with a character and are formatted with
a hanging indent so that the characters stand out on the left end of
each list item. Fortunately, Word takes care of the formatting of lists
for you. You simply indicate the type of list you want to create. When
the order of items is not important—for example, for a list of people
or supplies a bulleted list is the best choice. And when the order is
important—for example, for the steps in a procedure—you will
 probably want to create a numbered list.

You can format an existing set of paragraphs as a list or create the list
as you enter information into the document.
To format a new list item as you enter content, start the paragraph as
follows:

▪ Bulleted list Enter * (an asterisk) at the beginning of a paragraph, and

then press the Spacebar or the Tab key before entering the list item text.
▪ Numbered list Enter 1. (the number 1 followed by a period) at
the beginning of a paragraph, and then press the Spacebar or the Tab
key before entering the list
item text.

When you start a list in this fashion, Word automatically formats it

3
as a bulleted or num- bered list. When you press Enter to start a new item,
Word continues the formatting to the new paragraph. Typing items and
pressing Enter adds subsequent bulleted or numbered items. To end the
list, press Enter twice; or click the Bullets arrow or Numbering arrow in
the Paragraph group on the Home tab, and then in the library, click None.

If you want to create a list that has multiple levels, start off by creating
the list in the usual way. Then when you want the next list item to be a
level lower (indented more), press the Tab key at the beginning of that
paragraph, before you enter the lower-level list item text. If you want the
next list item to be a level higher (indented less), press Shift+Tab at the
begin- ning
of the paragraph. In the case of a bulleted list, Word changes the bullet
character for each item level. In the case of a numbered list, Word changes
the type of numbering used, based on a predefined numbering scheme.
If you create a set of
paragraphs containing a series of
items and then decide you want to
urn the
 set into a list, you can select the paragraphs and then click the Bullets,
Numbering, or Multilevel List button in the Paragraph group on the
Home tab.
After you create a list, you can modify, format, and customize the list
as follows:
▪ You can move items around in a list, insert new items, or delete

unwanted items. If the list is numbered, Word automatically updates

the numbers.
▪ You can modify the indentation of the list by dragging the indent
markers on the horizontal ruler. You can change both the overall
indentation of the list and the rela- tionship of the first line to the
other lines.
Create a multilevel list

A multilevel list shows the list items at different levels rather than at
one level.

You can pick a multilevel list style from the gallery, or you can
create a new multilevel list style.

Choose a multilevel list style from the gallery

1. Click where you want to begin 3. Click a multilevel list style

your list. in the gallery of styles.
2. On the Home tab, in the 4. Type your list. Press the
Paragraph group, click the TAB key or SHIFT+TAB
arrow next to Multilevel List. to change levels.
 Create a new multilevel list style to add to the gallery

If the multilevel list styles in the gallery aren't what

you are looking for, you can create and define a new
multilevel list style. You can use your new list style
each time you begin a new multilevel list in a
document. The new list style is added automatically to
the gallery of list styles.

Defining new styles

What is the difference between the Define New Multilevel

List and Define New List Style commands? The Define New
Multilevel List command is convenient for creating and saving a list
style that you won't ever change or that you will use in a single document.
You can use the Define New List Style command to change the style
design you created. If you use the Define New List Style command to
define a new list style and then you make changes to the style, every
instance of that list style is updated in the document.

Advance the numbering manually in a list

Certain numbered lists — for example, legal lists — require the

ability to change a number manually and for Word to correctly change the
numbers that follow. You can use the Set Numbering Value option to
change a number manually while Word renumbers the list that follows.

1. Right-click the number in the list that you want to change.

2. Click Set Numbering Value and then do one of the following:
 o Click Start new list and change the value of the selected number
in the Set value to box.
o Click Continue from previous list, select the Advance value
(skip numbers) check box, and then change the value of the
selected number in the Set value to box that corresponds to the
level of the number that you selected.

Controlling what appears on each page

When a document includes more content than will fit between its top
and bottom margins, Word creates a new page by inserting a soft page
break (a page break that moves if the preceding content changes). If
you want to break a page in a place other than where Word would
normally break it, you can insert a manual page break in one of three
ways:
▪ Click Page Break in the Pages group on the Insert tab.
▪ Click Breaks in the Page Setup group on the

Page Layout tab, and then click Page.

▪ Press Ctrl+Enter.

If a paragraph breaks so that most of it appears on one page but

its last line appears at the top of the next page, the line is called a
widow. If a paragraph breaks so that its first line ap- pears at the
bottom of one page and the rest of the paragraph appears on the next
page, the line is called an orphan. These single lines of text can make
a document hard to read, so by default, Word specifies that a
minimum of two lines should appear at the top and bot- tom of each
page. As with so many other aspects of the program, however, you
have con- trol over this setting. On the Line And Page Breaks page
of the Paragraph dialog box, you can specify whether widows and
orphans are controlled or permitted. You can also change the
following options:
▪ Keep with next This option controls whether Word will break

a page between the paragraph and the following paragraph.

▪ Keep lines together This option controls

whether Word will break a page within the

paragraph.
▪ Page break before This option controls

whether Word will break a page before the

paragraph.
Formatting selected text in columns automatically inserts section
breaks.
You insert a section break by clicking Breaks in the Page Setup group
on the Page Layout tab and then selecting from the following section
types:
▪ Next Page Starts the following section on the next page
▪ Continuous Starts a new section without affecting page breaks
▪ Even Page Starts the following section on the next even-numbered
page
▪ Odd Page Starts the following section on the next odd-numbered
page When hidden formatting marks are displayed, a section break
6
appears in Print Layout view as a double-dotted line from the preceding
paragraph mark to the margin, with the words Section Break and the
type of section break in the middle of the line.

Presenting information in columns

By default, Microsoft Worddisplays text in one column that
spans the width of the page between the left and right margins. You
can specify that text be displayed in two, three, or more columns to
29
create layouts like those used in newspapers and magazines. When
you format text to flow in columns, the text fills the first column on
each page and then moves to the top of the next column. When all
the columns on one page are full, the text moves to the next page.
You can manually indicate where you want the text within each
column to
end.

The Columns gallery in the Page

Setup group on the Page Layout tab
displays several standard options for
dividing text into columns. You can
choose one, two, or three columns of
equal width or two columns of
unequal width. If the standard options
don’t suit your needs, you

Figure The Columns gallery

displays the predefined column
options.

30
 can specify the number and width of columns. The number of columns is limited by the width and margins
of the page. Each column must be at least a half inch (or 0.27 centimeter) wide. No matter how you set
up the columns initially, you can change the layout or column widths at any time.

Key Board Short Cuts

Ctrl + To the start of the next paragraph

Ctrl + PageUp To the previous browse object

Ctrl + PageDown To the next browse object

Ctrl + Home To the beginning of the document

Ctrl + End To the end of the document

Shift + F5 To the last place you changed in your document.

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 Mail Merge Step by Step
Mail Merge is a handy feature that incorporates data from both Microsoft Word and Microsoft Excel and
allows you to create multiple documents at once, such as letters, saving you the time and effort of retyping
the same letter over and over. Here is an example of how to use it to create a letter thanking people who
donated to a particular fund.

1.) Gathering Your Data

 The first thing you do is create an Excel spreadsheet, creating a header for each field such as First
Name, Last Name, Address, City, State, and Postal Code
(NOTE: It’s important to not refer to the postal code as a zip code, but more about that later).
 The field headers (ie first name, last name) are labeled separately so that you can filter them
alphabetically if you need to.
 You can also add additional headers, such as a donation amount. Be sure to label it something you’ll
remember. If you are using dollar amounts, change the type of number it is under ‘Number’ at the very
top to ‘Text’ for every dollar entry and manually type the dollar sign otherwise the dollar sign ($) will
not show up in your letter.

32
2.) Prepare your letter in Microsoft Word. When creating a letter, it’s a good idea to insert a placeholder where
the information from the mail merge will be placed, ie [Address], [Amount].

3.) Under “Mailings” in Microsoft Word click on ‘Start Mail Merge’ and click on ‘Step by Step Mail Merge
Wizard.’

33
 A window will appear to the right of your document that
says ‘Select Document type.’ In this instance leave it on
‘Letters.’
 At the bottom click on Next: Starting Document.
 The next step will read ‘Select Starting Document.’ If you currently
have the letter you created leave the selection ‘Use the Current
Document’ selected.

34
  Next, click ‘Select Recipients’ at the bottom. You will see ‘Use an
Existing List’ the ability to browse for your list.

 Click on the ‘browse’ button and find your list on your computer that
you typed up in Excel.

 Once you find your document click open and a box will show up that says ‘Select table.’ If you only had
one tab on your spreadsheet click okay.

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 You will then see the data you had typed. You can also choose to leave off certain names if you want to. Click
okay.

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 The table will close and then the dialog box on the right will say
‘Currently Your Recipients Are Selected From:’ and will give the title of
your excel spreadsheet document.
 At the bottom of the dialog box click ‘write your letter.’

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  From there you can start adding your fields from your spreadsheet.
Highlight the placeholder marked [Address] and then click on
Address block. The spreadsheet will pull in your data from your
spreadsheet.

 If you did not write ‘postal code’ and wrote ‘zip code’ instead you can click on ‘match fields’ and find the
field that matches ‘postal code’ instead. Be sure to cycle through your address list to make sure your addresses
are correct. Click okay.

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 Highlight the greeting line placeholder and replace it with the ‘Greeting Line’ under Write Your Letter. You
can also filter it to where it only lists their first name.

 For the other fields such as ‘amount’ you can highlight amount and go to ‘More items.’ Then, go down to
‘amount’ and select it.

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 Next go to ‘preview your letters.’ From there the database

information will have populated your letter. You should be able to
cycle through the information you typed to make sure that your
addresses and amounts are correct.
 If you’re satisfied, click on

 It will give you the option to click on ‘print current record’ or you
can print all of the letters from your database.

 It’s important to thoroughly look over all your letters to make sure there
aren’t any typos or problems with formatting, especially on the letter itself.

You can use the mail merge to create letters, mailing labels, emails, name badges, or
etc. This can also work on saving it to a PDF if you’ve got a PDF converter, such as
Primo PDF.

Macros –A little known tool in Microsoft Word – allow you to automate

frequently used formatting settings. Macros are especially useful when you find yourself
making the same formatting changes over and over again to multiple documents. Rather
than repeat all of those steps every single time, a macro allows you to record the steps
and then execute all of them at once using a single button or keyboard command.

Macro is a series of commands and instructions that you combine together as a single command to
complete a task automatically.

Follow the below methods to create a macro in Word document -

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Method 1: Record a macro using the Button option
Microsoft Word has the ability to record and run macros to improve the efficiency of the document.

Step 1: Open the new or an existing Word document.

Step 2: Click on the View tab on the Ribbon and click on the drop-down icon associated with
the Macros in the Macros section.

Step 3: Click on the Record Macro from the drop-down menu.

Step 4: A Record Macro dialog box will appear on the screen in which do the following -

1. Enter the Name for the macro in the Macro name text field.
2. To use the same macro for the further document, click on the All Documents
(Normal.dotm) option from the Store macro in drop-down menu.

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Click on the Button icon in the Assign macro to section to run your macro.

Step 5: A Word Options window will appear on the screen with highlighted Quick Access Toolbar at
the left pane.

1. Click on the new macro name (Normal.NewMacros.MyMacro) on the left side of the screen.
2. Click on the Add button to add the macro on the Quick Access Toolbar at the right side of the
screen.
3. Click on the Modify button, as shown in the below screenshot.

Step 6: Select macro that you want to record from the Modify Button dialog box, type the Display name, and
click on the OK button

Step 7: Click on the OK button at the Word options window.

Step 8: Now, click on the View tab and click on the Macros drop-down menu. Click on the Stop
Recording Macro from the drop-down menu.
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Now, you can see that recorded macro will appear on the Quick Access Toolbar.

Method 2: Record a macro using keyboard option

Follow the below steps to record a macro using keyboard option -

Step 1: Open the new or an existing Word document.

Step 2: Go to the View tab -> Macros and select Record Macro from the drop-down menu.

Step 3: A Record Macro dialog box will appear on the screen in which do the following –

1. Enter the Name for the macro.

2. To use the same macro for the further document, click on the All Documents
(Normal.dotm) option from the Store macro drop-down menu.
3. Click on the Keyboard icon in the Assign macro to section to run your macro.

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Step 4: A Customize Keyboard dialog box will appear on the screen. Press any combination of shortcut keys in
the Press new shortcut key dialog box. Click on the Assign button.

Step 5: Once you click on the Assign button, Pressed combination of keys will appear in the current key text box.
Click on the Close button, as shown in the below screenshot.

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Step 6: Perform the action that you want to record.

Step 7: Click on the View tab on the Ribbon and select on the Stop Recording from the Macros drop-
down menu.

Run a macro
1. Go to View -> Macros and select View Macros from the drop-down menu.

MS EXCEL

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What is Microsoft Excel?

Microsoft Excel is a spreadsheet program used to record and analyze numerical and
statistical data. Microsoft Excel provides multiple features to perform various operations like
calculations, pivot tables, graph tools, macro programming, etc. It is compatible with
multiple OS like Windows, macOS, Android and iOS.
A Excel spreadsheet can be understood as a collection of columns and rows that form a
table. Alphabetical letters are usually assigned to columns, and numbers are usually assigned
to rows. The point where a column and a row meet is called a cell. The address of a cell is
given by the letter representing the column and the number representing a row.

Why Should I Learn Microsoft Excel?

We all deal with numbers in one way or the other. We all have daily expenses which we pay
for from the monthly income that we earn. For one to spend wisely, they will need to know
their income vs. expenditure. Microsoft Excel comes in handy when we want to record,
analyze and store such numeric data. Let’s illustrate this using the following image.

Where can I get Microsoft Excel?

There are number of ways in which you can get Microsoft Excel. You can buy it from a
hardware computer shop that also sells software. Microsoft Excel is part of the Microsoft
Office suite of programs. Alternatively, you can download it from the Microsoft website but
you will have to buy the license key.

In this Microsoft Excel tutorial, we are going to cover the following topics about MS Excel.

 How to Open Microsoft Excel?

 Understanding the Ribbon
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 Understanding the worksheet
 Customization Microsoft Excel Environment
 Important Excel shortcuts

How to Open Microsoft Excel?

Running Excel is not different from running any other Windows program. If you are running
Windows with a GUI like (Windows XP, Vista, and 7) follow the following steps.

 Click on start menu

 Point to all programs
 Point to Microsoft Excel
 Click on Microsoft Excel

Alternatively, you can also open it from the start menu if it has been added there. You can
also open it from the desktop shortcut if you have created one.

For this tutorial, we will be working with Windows 8.1 and Microsoft Excel 2013. Follow
the following steps to run Excel on Windows 8.1

 Click on start menu

 Search for Excel N.B. even before you even typing, all programs starting with what
you have typed will be listed.
 Click on Microsoft Excel

The following image shows you how to do this

Understanding the Ribbon

The ribbon provides shortcuts to commands in Excel. A command is an action that the user
performs. An example of a command is creating a new document, printing a documenting,
etc. The image below shows the ribbon used in Excel 2013.
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Ribbon components explained

Ribbon start button – it is used to access commands i.e. creating new documents, saving
existing work, printing, accessing the options for customizing Excel, etc.

Ribbon tabs – the tabs are used to group similar commands together. The home tab is used
for basic commands such as formatting the data to make it more presentable, sorting and
finding specific data within the spreadsheet.

Ribbon bar – the bars are used to group similar commands together. As an example, the
Alignment ribbon bar is used to group all the commands that are used to align data together.

Understanding the worksheet (Rows and Columns, Sheets,

Workbooks)
A worksheet is a collection of rows and columns. When a row and a column meet, they
form a cell. Cells are used to record data. Each cell is uniquely identified using a cell
address. Columns are usually labelled with letters while rows are usually numbers.

A workbook is a collection of worksheets. By default, a workbook has three cells in Excel.

You can delete or add more sheets to suit your requirements. By default, the sheets are
named Sheet1, Sheet2 and so on and so forth. You can rename the sheet names to more
meaningful names i.e. Daily Expenses, Monthly Budget, etc.

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Customization Microsoft Excel Environment

Personally I like the black colour, so my excel theme looks blackish. Your favourite colour
could be blue, and you too can make your theme colour look blue-like. If you are not a
programmer, you may not want to include ribbon tabs i.e. developer. All this is made
possible via customizations. In this sub-section, we are going to look at;

 Customization the ribbon

 Setting the colour theme
 Settings for formulas
 Proofing settings
 Save settings

Customization of ribbon

The above image shows the default ribbon in Excel 2013. Let’s start with customization the
ribbon, suppose you do not wish to see some of the tabs on the ribbon, or you would like to
add some tabs that are missing such as the developer tab. You can use the options window to
achieve this.

 Click on the ribbon start button

 Select options from the drop down menu. You should be able to see an Excel Options
dialog window
 Select the customize ribbon option from the left-hand side panel as shown below

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 On your right-hand side, remove the check marks from the tabs that you do not wish
to see on the ribbon. For this example, we have removed Page Layout, Review, and
View tab.
 Click on the “OK” button when you are done.

Your ribbon will look as follows

Adding custom tabs to the ribbon

You can also add your own tab, give it a custom name and assign commands to it. Let’s add
a tab to the ribbon with the text

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1. Right click on the ribbon and select Customize the Ribbon. The dialogue window
shown above will appear
2. Click on new tab button as illustrated in the animated image below
3. Select the newly created tab
4. Click on Rename button
5. Give it a name of Gur
6. Select the New Group (Custom) under Gur tab as shown in the image below
7. Click on Rename button and give it a name of My Commands
8. Let’s now add commands to my ribbon bar
9. The commands are listed on the middle panel
10. Select All chart types command and click on Add button
11. Click on OK

Your ribbon will look as follows

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Setting the colour theme

To set the color-theme for your Excel sheet you have to go to Excel ribbon, and click on à
File àOption command. It will open a window where you have to follow the following steps.

1. The general tab on the left-hand panel will be selected by default.

2. Look for colour scheme under General options for working with Excel
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3. Click on the colour scheme drop-down list and select the desired colour
4. Click on OK button

Settings for formulas

This option allows you to define how Excel behaves when you are working with
formulas. You can use it to set options i.e. autocomplete when entering formulas, change the
cell referencing style and use numbers for both columns and rows and other options.

If you want to activate an option, click on its check box. If you want to deactivate an option,
remove the mark from the checkbox. You can this option from the Options dialogue window
under formulas tab from the left-hand side panel

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Proofing settings

This option manipulates the entered text entered into excel. It allows setting options such
as the dictionary language that should be used when checking for wrong spellings,
suggestions from the dictionary, etc. You can this option from the options dialogue window
under the proofing tab from the left-hand side panel

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Save settings

This option allows you to define the default file format when saving files, enable auto
recovery in case your computer goes off before you could save your work, etc. You can
use this option from the Options dialogue window under save tab from the left-hand side
panel

Important Excel shortcuts

Ctrl + P used to open the print dialogue window

Ctrl + N creates a new workbook

Ctrl + S saves the current workbook

Ctrl + C copy contents of current select

Ctrl + V paste data from the clipboard

SHIFT + F3 displays the function insert dialog window

SHIFT + F11 Creates a new worksheet

F2 Check formula and cell range covered

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MS POWER POINT
MS PowerPoint is a program that is included in the Microsoft Office suite. It is used to make presentations for personal
and professional purposes.
PowerPoint (PPT) is a powerful, easy-to-use presentation graphics software program that allows you to create
professional-looking electronic slide shows.
The image given below shows the main page of MS PowerPoint, where a person lands when the program is opened on
a computer system:

open MS PowerPoint
Follow the steps below to open MS PowerPoint on a personal computer:

1. Click on the start button

2. Then choose “All Programs”
3. Next step is to select “MS Office”
4. Under MS Office, click on the “MS PowerPoint”

A blank presentation is open on the screen. According to the requirement, a person can modify the template for a
presentation and start using the program.
PowerPoint presentation or PPT?
A combination of various slides depicting a graphical and visual interpretation of data, to present information in a
more creative and interactive manner is called a PowerPoint presentation or PPT.
Slide Show
When all the slides of a PowerPoint presentation are set in series and then presented to a group of people, where each
slide appears one after the other, is a set pattern, this is known as a PowerPoint slide show.
Element Added in Slide
The following elements can be added to a Powerpoint slide:

1. Clip Art
2. Graphs
3. Tables
4. Photographs
5. Charts

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6. Media Clips
7. Videos

All these elements are mainly used to enhance presentation skills and make the slide more interactive

Features of MS PowerPoint

PowerPoint includes all of the features you need to produce professional-looking

presentations. When you create a PowerPoint presentation, it is made up of a series
of slides. The slides contain the information you want to communicate with your
audience. This information can include text, pictures, charts, video, and sound.

Before you begin adding information to slides, you'll need to know the basics of
working with slides

Slide basics

Every PowerPoint presentation is composed of a series of slides. To begin creating a

slide show, you'll need to know the basics of working with slides. You'll need to feel
comfortable with tasks such as inserting a new slide, changing the layout of a
slide, arranging existing slides, changing slide view, and adding notes to a slide.

There are other features that are available in MS PowerPoint which can customise and optimise a presentation. The
same have been discussed below.

Slide Layout
Multiple options and layouts are available based on which a presentation can be created. This option is available under
the “Home” section and one can select from the multiple layout options provided.

The image below shows the different slide layout options which are available for use:

MS PowerPoint - Slide Layout

Insert – Clipart, Video, Audio, etc.

Under the “Insert” category, multiple options are available where one can choose what feature they want to insert in
their presentation. This may include images, audio, video, header, footer, symbols, shapes, etc.

MS PowerPoint - Features of Microsoft PowerPoint Presentation

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Slide Design
MS PowerPoint has various themes using which background colour and designs or textures can be added to a slide.
This makes the presentation more colourful and attracts the attention of the people looking at it.

This feature can be added using the “Design” category mentioned on the homepage of MS PowerPoint. Although there
are existing design templates available, in case someone wants to add some new texture or colour, the option to
customise the design is also available. Apart from this, slide designs can also be downloaded online.

Animations
During the slide show, the slides appear on the screen one after the other. In case, one wants to add some animations to
the way in which a slide presents itself, they can refer to the “Animations” category.

MS PowerPoint - Animations

Apart from all these options; font size, font style, font colour, word art, date and time, etc. can also be added to a PPT.

Uses of PowerPoint Presentation

PowerPoint presentations are useful for both personal and professional usage. Given
below are a few of the major fields where PPT is extremely useful:

Education – With e-learning and smart classes being chosen as a common mode of
education today, PowerPoint presentations can help in making education more interactive
and attract students towards the modified version of studying
Marketing – In the field of marketing, PowerPoint presentations can be extremely
important. Using graphs and charts, numbers can be shown more evidently and clearly
which may be ignored by the viewer if being read
Business – To invite investors or to show the increase or decrease in profits, MS
PowerPoint can be used
Creating Resumes – Digital resumes can be formed using MS PowerPoint. Different
patterns, photograph, etc. can be added to the resume
Depicting Growth – Since both graphics and text can be added in a presentation,
depicting the growth of a company, business, student’s marks, etc. is easier using PPT

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About slide views
It's important to be able to access the different slide views and use them for various
tasks. The slide view commands are located on the bottom-right of the PowerPoint
window in Normal view.

Normal view: This is the default view where you create and edit your slides. You can
also move slides in the Slides tab in the pane on the left.

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Slide Sorter view: In this view, miniature slides are arranged on the screen. You can
drag and drop slides to easily reorder them and to see more slides at one time. This is a
good view to use to confirm that you have all the needed slides and that none have
been deleted.

Reading view: This view fills most of the computer screen with a preview of your
presentation. Unlike Slide Show view, it includes easily accessible buttons for
navigation, located at the bottom-right.

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Slide Show view: This view completely fills the computer screen and is what the
audience will see when they view the presentation. Slide Show view has an additional
menu that appears when you hover over it, allowing you to navigate slides and access
other features you can use during a presentation.

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Use the keys on your keyboard—including the arrow keys, Page Up and Page Down
keys, spacebar, and Enter key—to move through the slides in Slide Show view. Press
the Esc key to end the slide show.

To view an outline of your presentation:

The Outline tab shows your slide text in outline form. This allows you to quickly edit
your slide text and view the contents of multiple slides at once.

1. Click the Outline tab in the left pane.

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2. An outline of your slide text appears.

3. Type directly in the pane to make changes to your text.

To organize slides into sections:

You can organize your slides into sections to make your presentation easier to
navigate. Sections can be collapsed or expanded in the left pane and named for easy
reference. In this example, we will add two sections: one for dogs that are available
for adoption, and another for cats and other pets.
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1. Select the slide you want to begin your first section.
2. From the Home tab, click the Section command.
3. Choose Add Section from the drop-down menu.

4. An Untitled Section appears in the left pane.

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5. To rename the section while it is still selected, click

the Section command, then choose Rename Section from the drop-down
menu.

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6. Enter your new section name in the dialog box. Click Rename.

7. Repeat to add as many sections as you want.

8. In the left pane, click the arrow next to a section name to collapse or
expand it.

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Adding notes to slides

PowerPoint gives you the ability to add notes to your slides—often called speaker
notes—to help you deliver or prepare for your presentation. You can enter and view
your speaker notes using the Notes pane or the Notes Page view.

To use the Notes pane:

1. Locate the Notes pane at the bottom of the screen, directly below
the Slide pane.
2. Click and drag the edge of the pane to make it larger or smaller.

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3. Type your notes in the Notes pane.

To use Notes Page view:

1. Go to the View tab.
2. Click the Notes Page command in the Presentation Views group.

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3. Type your notes in the text box, or use the scroll bar to review your
slides.

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MS ACCESS

What is Microsoft Access?

Microsoft Access is a Database Management System offered by Microsoft. It uses the
Microsoft Jet Database Engine and comes as a part of the Microsoft Office suite of
application.

Microsoft Access offers the functionality of a database and the programming capabilities to
create easy to navigate screens (forms). It helps you analyze large amounts of information,
and manage data efficiently.
Database File:
It is a file which stores the entire database. The database file is saved to your hard drive or
other storage devices.

Datatypes:
Datatypes are the properties of each field. Every field has one datatype like text, number,
date, etc.

Table
 A Table is an object which stores data in Row & Column format to store data.
 A Table is usually related to other tables in the database file.
 Each column must have Unique name
 We can also define Primary Key in a table.

Query
 Queries answer a question by selecting and sorting and filtering data based on search
criteria.
 Queries show a selection of data based on criteria (limitations) you provide.
 Queries can pull from one or more related Tables and other Queries.
 Types of Query can be SELECT, INSERT, UPDATE, DELETE.

Form
 A form is a database object that you can use to create a user interface for a database
application.
 Forms help you to display live data from the table. It mainly used to ease the process
of data entry or editing.

Report
 A report is an object in desktop databases primarily used for formatting, calculating,
printing, and summarizing selected data.

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 You can even customize the report’s look and feel.

Macros
Macros are mini computer programming constructs. They allow you to set up commands and
processes in your forms, like, searching, moving to another record, or running a formula.

Modules:
Modules are procedures(functions) which you can write using Visual Basic for
Applications (VBA).

Microsoft Access Data Types

MS Access common data types are listed below:

Type of
Description Size
Data
Text, including numbers which does not need calculation. (e.g.,
Short Text Up to 255 characters.
Mobile numbers).
Long Text This data type is used for lengthy text or alphanumeric data. Maximum 63, 999 charact

Number Numeric data type used for storing mathematical calculations. 1, 2, 4, 8, and 16 bytes.
Date/Time Store Date/time for the years 100 through 9999. 8 bytes.
It allows you to store currency values and numeric data with
Currency 8 bytes.
one to four decimal places.
Auto Assign a unique number or assigned by Microsoft Access when Four bytes (16 bytes if it is
Number any new record is created. Usually used as the primary key Replication ID).
Yes/No It only stores logical values Yes and No. 1 bit
It stores files, such as digital photos. Multiple files can be Up to 2
Attachment
attached per record. GB Data can be stored.
OLE objects can store audio, video, other Binary Large Up to 2
OLE objects
Objects. GB data can be stored.
Each part of a Hyperlink d
Text or combinations of text and numbers stored. That text is
Hyperlink allows you to store a maxi
used as hyperlink address.
characters.
Helps you to create an expression that uses data from one or You can create an expressi
Calculated
more fields. uses data from one or mor

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Differences between Access and Excel

Microsoft Access and Excel are very similar yet very different. Here, are some important
difference points between both of them-
Access Excel
Deals with text, numbers, files and all kinds of
Microsoft Excel generally deals with numerical data
data
Lots of worksheets or documents are a store with
All the data is stored one time, in one place.
similar, repeated data.
Helps you to build highly functional data
Only the primary data entry screen is available.
entry forms and report templates.
Users will be able to enter the data more Data accuracy and speed is not much because of the
efficiently and accurately. format.

Advantages of MS Access
Now in this MS Access Tutorial, we will learn the pros/benefits for using MS Access
application:

 Access offers a fully functional, relational database management system in minutes.

 Easy to import data from multiple sources into Access
 You can easily customize Access according to personal and company needs
 Microsoft Access online works well with many of the development languages that
work on Windows OS
 It is robust and flexible, and it can perform any challenging office or industrial
database tasks.
 MS-Access allows you to link to data in its existing location and use it for viewing,
updating, querying, and reporting.
 Allows you to create tables, queries, forms, and reports, and connect with the help of
Macros
 Macros in Access is a simple programming construct with which you can use to add
functionality to your database.
 Microsoft Access online can perform heterogeneous joins between various data sets
stored across different platforms

Disadvantages of MS Access
Here, are the cons for using MS Access

 Microsoft Access database is useful for small-to-medium business sectors. However,

it is not useful for large-sized organizations
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 Lacks robustness compared to dbms systems like MS SQL Server or Oracle
 All the information from your database is saved into one file. This can slow down
reports, queries, and forms
 Technical limit is 255 concurrent users. However, the real-world limit is only 10 to 80
(depending on the type of application which you are using)
 It requires a lot more learning and training compares with other Microsoft programs

How to Start Microsoft Access

Note: We assume you have the latest Microsoft Access installed which comes bundled with
Microsoft Office 365 package.

There are two ways to Start MS Access.

1. From Windows, ‘Start’ button.

2. From Desktop, Right Click> ‘New’ option.

Option 1) From Windows, Start button.

Step 1) Click on the ‘Windows’ icon.
You will find the list of installed programs.

Step 2) Find Access icon.

Check and click on Access Icon.

Step 3) Check the window.

MS Access Application window will appear.

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Steps 4) Press ‘Esc’.

Result: This will open the MS Access windows application.

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Option 2) From Desktop, ‘New’ option.
Step 1) Right Click from Desktop and Click ‘New’

Step 2) Click on ‘Microsoft Access Database Option’

Step 3) Below MS Access Application window will appear

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Step 4) Press ‘Esc’

Result: This will open the MS Access windows application

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How to Create a Database

Before we create a Database, lets quickly understand the holistic picture of what Database is,
with particular reference to MS Access.

Let’s, start with a few real-life Microsoft Access databases example:

 We have Bookcase where Books resides,

 We have i-pods where we have a collection of music & cases are countless.

Similarly, we have MS Access Database is a kind of home for all your Tables, Queries,
Forms, Reports, etc. in MS Access which are interlinked.

Technically, Database store the data in a well-organized manner for easy access and
retrieval.

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There are two ways to create Database in SQL Access:

1. Create Database from Template

2. Create a Blank Database

Let’s go into the detail of each:

Create Database from Template

 There are many situations where we need to start with some readymade database
template for given requirements.
 MS Access provides many ready to use templates for such types of databases
requirements where the data structure is already defined.
 You can keep customizing the template structure further as per our requirement.
 MS Access Databases example includes Contacts, Student, Time tracking, etc.

Steps to create Database from Template

Step 1) With MS Access application open, Click on File.

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Result: The below window will appear. All the Database templates are displayed below.

Step 2) We can select any template by clicking on it. Click on Contact Template for further
reverence.

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Step 3) File name box will appear with the default file name.

Step 4) Enter the new Name.

Step 5) Click on ‘Create.’

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Result: Contact Database created and below window will appear.

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Step 6) Optionally, you can click on any of the objects from left navigation pane and open
that object for further references and work.

For, E.g., Clicking on ‘Contact Detail’ form will open ‘Contact Detail’ form as displayed
below.

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Create a Blank Database
Step 1) With MS Access application open, Click on File > New

Step 2) Click on ‘Blank Database.’

Step 3) File name box will appear with the default file name.

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Step 4) Enter the new name.

Step 5) Click on ‘Create.’

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Result: Database created and below window will appear.

How to Create Table

The first step in this Microsoft Access tutorial to store data in the database is creating a
Table where data will reside. Post creation of the table, we can keep inserting the rows in the
table.

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There are two ways to create Database in MS Access

1. Create a Table from Design View

2. Create a Table from Datasheet View

Create Table – Datasheet View

Step 1) First Click Create tab. Then from Tables group, click Table.

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Step 2) System will display the default table created with ‘Table1’ name.

Step 3) To Rename Column, double click on Column Header and enter the new column
Name.

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Note that the Data type of Course_ID is ‘AutoNumber.‘ Hence this is also the Unique Key
of the table.

Step 4) You can Add Column by clicking on any category from the ‘Add & Delete’ group.
Alternatively, you can also add a column by clicking on ‘Click to Add’

For Example, click on ‘Short Text’ from the ‘Add & Delete’ group.

Step 5) Column will be added with the default name as ‘Field1.’

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Step 6) Click on Header and rename as ‘COURSE_NAME.’

Step 7) Press ‘Ctrl + S’ and Enter the new table name to save the table.

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Step 8) You can also save new Name, Caption and Short description for any Column by
clicking on ‘Name and Caption.’ Click on it

Step 9) Dialog Box will appear. Add the following and Click on ‘OK’

 ‘Name’ – This is the actual name of the column.

 ‘Caption’ – This is the user view name of the column.
 ‘Description’ – This is the short description of the column name.

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Result: Name, Caption, and Description now exist.

Create Table – Design View

Step 1) First Click Create tab. Then from Tables group, click Table.

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Step 2) Table Dialog box appears. For each Field enter Filed Name, Data
Type and Description.

Steps 3) To Add Course_ID as Primary Key, select it and Click on ‘Primary Key.’
Course_Id will be Preceded by KEY ICON as shown below:

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Steps 4) Press ‘Ctrl+S.’ Enter the Table Name and Click OK

Result:

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How to Switch views between Datasheet and Design
Now in this MS Access tutorial, we will learn how to switch views between Datasheet and
Design:

To switch views, between the datasheet (spreadsheet view) and the design view, click
the ‘View’ button in the top-left hand corner of the Access Ribbon (shown in the
Home/Help/Design Tabs). And Click on the View you need to display.

For Example: Let’s Assume You want to switch to the newly created table ‘Course_strength’
from ‘Design view’ to ‘Data Sheet’ View.

Step 1) Click on Datasheet View

Result:

MS Access- Adding Data

 You have created tables Course and Course_Strength.
 There are two ways to add data. One is Datasheet view and other from Form. We will
learn to add data from Datasheet view in this section.
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 There is no need to save the data manually. Once you click other rows, Access
automatically saves the data.
 The only thing you need to take care while adding data is, you should enter the correct
data type, i.e., if Column is defined as Number we can add only number and not text.

Let’s add some data in your table by opening the Access database you have created earlier.

Step 1) Select the ‘Course’ table

Steps 2) Select the Datasheet view option in the ribbon and add some data by entering the
values in It. Updated Data will be Autosaved.

Now let’s say You want to delete 4th row with ‘My SQL’ as Course name.

Step 3) Select the row by clicking on the leftmost column and Right Click on the row. The
options menu will appear with the ‘Delete Record’ Option

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Step 4) Popup Window will appear to confirm the deletion of the record. Click ‘OK’

Result:

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Summarizing views:
Datasheet View:

Displays in the view, which allows you to enter raw data into your database table.

Design view:

Displays the view, which allows you to enter fields, data types, and descriptions into your
database table.

Forms in MS Access
 A form is a database object that you can use to create a user interface for a database
application.
 It mainly used to ease the process of data entry or editing.
 Data in a form can be selected from one or more tables.
 Forms can also be used to control access to data, like which fields or rows of data are
visible to which users.
 Forms have a Form View.
 Help you to display live data with easy creation of new data.

To understand form lets first create two new Record in Contact Table (from the prebuilt
Contact Database discussed here)

Step 1) Select the ‘Contact’ table from Left Navigation.

Step 2) Create two rows by entering some relevant data in two rows.

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create Form, and then we will see how forms can be leverage for easy display, editing, and
creation of new data.

How to Create a form

There are four primary ways to create the form as mentioned below:

 Form Wizard
 Form
 Multiple Item
 Split Form

Let’s have a look at each option to create the form, one by one:

1. Create using Form Wizard

This option allows the user to create the form with the wizard and select the column from the
available list of column form in legacy Select window format.

Step 1) Click on ‘Form Wizard.’

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Step 2) System will display below the screen.

Step 3) Select the columns which you want to be there in final form.

Result: ID is selected

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Step 4) Keep selecting all required column as explained in Step 3 above and then click
‘Next.’

Step 5) Layout selection box will appear which allows the user to select the different type of
form layout. Click ‘NEXT’

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Step 6) Enter the name of the form as “Contact_Form” and click ‘Finish.’

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Result: Contact_Form now exist with all column displayed which are there in step 4 in the
Selected column list.

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2. Create using Form
It is the simplest way to create the form which will:

 By default, populate all the column from the selected table in ‘form view,’
 The user can delete non-required column manually

Step 1) Select the table for which we want to create the form and click on ‘Form.’

Step 2) Below window will appear.

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Step 3) Right-click on any cell which we don’t want to be part of final forms and click on
‘Delete.’

Result: ‘Fax Number‘ field does not exist now.

Step 4) Press ‘Ctrl+S’ and enter new Form Name as ‘Contact_Form2’. Click ‘OK’.

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Result: New form with the name as ‘Contact_Form2’ exists under the “Forms” section.

3. Create form by ‘Multiple Item.’

It is another type wherein All the records already created will be displayed in Form with an
option to Add new record.

Step 1) From the ‘Create’ tab. Click on ‘More forms’ and select ‘Multiple Items.’

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Result: Below Multiple lines, the window will appear

Step 2) Press ‘Ctrl+S’. Enter the new form name and click ‘OK.’

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Result: New Form with the name as ‘Contact_Form_Multiple_Item’ exists under the
“Forms” section.

4. Create form by ‘Split from’.

It is a mix of simple form and split form in a way that this form provides the view of Form
and datasheet in a split window.

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Whatever the user enters in Form is visible directly in Datasheet view immediately and vice
versa.

Step 1) From the ‘Create’ tab, click on ‘More forms’ and select ‘Split Form.’

Result: Below window will appear with the Form and data sheet together.

Step 2) Press ‘Ctrl+S’ and enter the new form name. Click ‘OK.’

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Result: New Form with the name as ‘Contact_Form_Split’ exists under the “Forms” section.

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Edit the existing record via Form.

 One of the features of forms is that we can edit the values and data directly from the
form.
 It is more user-friendly because as compared to row format in the table, forms have
better visibility of selected fields and the user can do the direct updates.
 These values updated from forms will also be reflected in original tables immediately.

Let’s have a look at how to edit value from the form:

Step 1) Click on ‘Contact_Form’

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Step 2) Update some values on ‘Contact_Form’ value

Step 3) Double Click on ‘Contact’ table.

Result: Updated value is present in the original table record.

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Add a record to a Form.

 Forms also give the flexibility to Add records.
 Again, this is a user-friendly and appealing way of adding records as compared to
adding records in a row form.
 Here, we will take the Microsoft Access databases example of Split from
‘Contact_Form_Split’ created above.

Step 1) Open ‘Contact_Form_Split’

Step 2) To Add record, click on ‘New (blank) Record Icon.’

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Result: New record window appear in:

1. Form View and

2. Datasheet View.

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Step 3) Manually fill the data from Form. Note that in split form all data will be
automatically reflected in below data sheet as well.

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Step 4) Double Click on ‘Contact’ table.

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Result: New Record updated to ‘Contact’ Table added from Form

‘Contact_Form_Multiple_Item’

Report
 A report is an object in MS Access that is designed for formatting, calculating and
printing selected data in an organized way.
 It contains information from tables and also information that are there in the report
design.
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 Reports are helpful as they allow you to present all information of your database in an
easy-to-read format.

Let’s take an MS Access databases example of ‘Contact’ DB default report – ‘Phone Book.’

Step 1) Click on ‘Phone Book’ under ‘Report’ section. The system will open the inbuilt
‘Phone Book’ report.

It will display Contact Name, Home, Business and Mobile name displayed

for each record present.

Step 2) Now suppose that we want to edit the report Heading from ‘Home’ to ‘Home
Number.’ Right click and click on ‘Design View.’

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The system will open the Report in Design view.

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Step 3) Edit the name you want to update and Press ‘Ctrl+S’.

Step 4) Double click ‘Phone book’ under reports

Result: Label is updated from ‘Home’ to ‘Home Phone.’

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Macro
 Macro in MS Access is a time-saving feature that allows you to add functionality or
automate simple tasks.
 Steps that are of frequently used can be automated using a macro
 It can add a quick and easy approach to link all other objects together to create a
simple database application.

Let take an Microsoft Access databases example of ‘Contact’ DB default Macro –

‘AutoExec.’

Step 1) Click on ‘AutoExec’ under ‘Report’ section. The system will open the inbuilt
‘Welcome’ Macro. It will display Welcome note and other data related to contacts Database
which has its code into default ‘AutoExec’ Macro

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Step 2) If you want to see the code behind this macro right click.

Result:

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Module
 It is a collection of user-defined functions, declarations, statements, and procedures
that are stored together as a unit.
 It perhaps a standalone object having functions that you can call from anywhere in
your Access database.

MS Access databases example from ‘Contact’ DB

Step 1) Click on ‘modMapping’

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Result:

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Summary
 Microsoft Access is a Database Management System offered by Microsoft.
 Allows you to create tables, queries, forms, and reports, and connect with the help of
Macros
 MS-Access will enable you to link to data in its existing location and use it for
viewing, updating, querying, and reporting.
 Access consists of four main database objects: Tables, Queries, Forms, and Reports.
 There are two ways to create Database in SQL Access:
 Create Database from Template
 Create a Blank Database
 There are two ways to create Database in MS Access
 Create a Table from Design View
 Create a Table from Datasheet View
 You can switch between the datasheet and the design view by just clicking the ‘View’
button in the top-left hand corner of the Access program.
 A form can be created using Form Wizard, Form, Multiple Item, Split Form
 Macro in MS Access database is a time-saving feature that allows you to add
functionality or automate simple tasks.
 A report is an object in MS Access that is designed for formatting, calculating and
printing selected data in an organized way.
 A Module is a collection of user-defined functions, declarations, statements, and
procedures that are stored together as a unit.

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