Year: 2020

A header file is a file with extension .h which contains C function declarations and macro definitions to be shared between several source files. There are two types of header files: the files that the programmer writes and the files that comes with your compiler.

You request to use a header file in your program by including it with the C preprocessing directive #include, like you have seen inclusion of stdio.h header file, which comes along with your compiler.

Including a header file is equal to copying the content of the header file but we do not do it because it will be error-prone and it is not a good idea to copy the content of a header file in the source files, especially if we have multiple source files in a program.

A simple practice in C or C++ programs is that we keep all the constants, macros, system wide global variables, and function prototypes in the header files and include that header file wherever it is required.

Include Syntax

Both the user and the system header files are included using the preprocessing directive #include. It has the following two forms:

#include <file>

This form is used for system header files. It searches for a file named ‘file’ in a standard list of system directories. You can prepend directories to this list with the -I option while compiling your source code.

#include “file”

This form is used for header files of your own program. It searches for a file named ‘file’ in the directory containing the current file. You can prepend directories to this list with the -I option while compiling your source code.

Include Operation

The #include directive works by directing the C preprocessor to scan the specified file as input before continuing with the rest of the current source file. The output from the preprocessor contains the output already generated, followed by the output resulting from the included file, followed by the output that comes from the text after the #include directive. For example, if you have a header file header.h as follows −

char *test (void);

and a main program called program.c that uses the header file, like this −

int x;

#include “header.h”

int main (void) {

   puts (test ());

}

the compiler will see the same token stream as it would if program.c read.

int x;

char *test (void);

int main (void) {

   puts (test ());

}

Once-Only Headers

If a header file happens to be included twice, the compiler will process its contents twice and it will result in an error. The standard way to prevent this is to enclose the entire real contents of the file in a conditional, like this −

#ifndef HEADER_FILE

#define HEADER_FILE

the entire header file file

#endif

This construct is commonly known as a wrapper #ifndef. When the header is included again, the conditional will be false, because HEADER_FILE is defined. The preprocessor will skip over the entire contents of the file, and the compiler will not see it twice.

Computed Includes

Sometimes it is necessary to select one of the several different header files to be included into your program. For instance, they might specify configuration parameters to be used on different sorts of operating systems. You could do this with a series of conditionals as follows −

#if SYSTEM_1

   # include “system_1.h”

#elif SYSTEM_2

   # include “system_2.h”

#elif SYSTEM_3

   …

#endif

But as it grows, it becomes tedious, instead the preprocessor offers the ability to use a macro for the header name. This is called a computed include. Instead of writing a header name as the direct argument of #include, you simply put a macro name there −

#define SYSTEM_H “system_1.h”

…

#include SYSTEM_H

SYSTEM_H will be expanded, and the preprocessor will look for system_1.h as if the #include had been written that way originally. SYSTEM_H could be defined by your Makefile with a -D option.

A spreadsheet is a computer application for organization, analysis and storage of data in tabular form. Spreadsheets were developed as computerized analogs of paper accounting worksheets. The program operates on data entered in cells of a table. Each cell may contain either numeric or text data, or the results of formulas that automatically calculate and display a value based on the contents of other cells. A spreadsheet may also refer to one such electronic document.

Spreadsheet users can adjust any stored value and observe the effects on calculated values. This makes the spreadsheet useful for “what-if” analysis since many cases can be rapidly investigated without manual recalculation. Modern spreadsheet software can have multiple interacting sheets, and can display data either as text and numerals, or in graphical form.

Besides performing basic arithmetic and mathematical functions, modern spreadsheets provide built-in functions for common financial and statistical operations. Such calculations as net present value or standard deviation can be applied to tabular data with a pre-programmed function in a formula. Spreadsheet programs also provide conditional expressions, functions to convert between text and numbers, and functions that operate on strings of text.

Spreadsheets have replaced paper-based systems throughout the business world. Although they were first developed for accounting or bookkeeping tasks, they now are used extensively in any context where tabular lists are built, sorted, and shared.

Microsoft Excel

Microsoft Excel is a spreadsheet developed by Microsoft for Windows, macOS, Android and iOS. It features calculation, graphing tools, pivot tables, and a macro programming language called Visual Basic for Applications. It has been a very widely applied spreadsheet for these platforms, especially since version 5 in 1993, and it has replaced Lotus 1-2-3 as the industry standard for spreadsheets. Excel forms part of the Microsoft Office suite of software.

Microsoft Excel has the basic features of all spreadsheets, using a grid of cells arranged in numbered rows and letter-named columns to organize data manipulations like arithmetic operations. It has a battery of supplied functions to answer statistical, engineering and financial needs. In addition, it can display data as line graphs, histograms and charts, and with a very limited three-dimensional graphical display. It allows sectioning of data to view its dependencies on various factors for different perspectives (using pivot tables and the scenario manager). It has a programming aspect, Visual Basic for Applications, allowing the user to employ a wide variety of numerical methods, for example, for solving differential equations of mathematical physics, and then reporting the results back to the spreadsheet. It also has a variety of interactive features allowing user interfaces that can completely hide the spreadsheet from the user, so the spreadsheet presents itself as a so-called application, or decision support system (DSS), via a custom-designed user interface, for example, a stock analyzer, or in general, as a design tool that asks the user questions and provides answers and reports. In a more elaborate realization, an Excel application can automatically poll external databases and measuring instruments using an update schedule, analyze the results, make a Word report or PowerPoint slide show, and e-mail these presentations on a regular basis to a list of participants. Excel was not designed to be used as a database.

Microsoft allows for a number of optional command-line switches to control the manner in which Excel starts.

Uses of Microsoft Excel

MS Excel is used very widely nowadays by everyone because it is very helpful and it helps in saving a lot of time. It is being used for so many years and it gets upgraded every year with new features. The most impressive thing about MS Excel is that it can be used anywhere for any kind of work. For example, it is used for billing, data management, analysis, inventory, finance, business tasks, complex calculations, etc. One can even do mathematical calculations using this and can also store important data in it in the form of charts or spreadsheets.

MS Excel provides security to your files so that no one else can see your files or ruin them. With the help of MS Excel, you can keep your files password protected. MS Excel can be accessed from anywhere and everywhere. You can even work on MS Excel using mobile if you don’t have laptops. There are so many benefits of using MS Excel that it has become an inevitable part of lives of millions of people. MS Excel has numerous tools and features that make one’s work easy and saves one’s time also.

To use MS Excel to the best of its ability one must know its benefits and advantages. Following are the ten best uses of MS Excel:

1. Analyzing and storing data

One of the best uses of MS Excel is that you can analyze larger amounts of data to discover trends. With the help of graphs and charts, you can summarize the data and store it in an organized way so that whenever you want to see that data then you can easily see it. It becomes easier for you to store data and it will definitely save a lot of time for you.

Once the data is stored in a systematic way, it can be used easily for multiple purposes. MS Excel makes it easier to implement various operations on the data through various tools that it possesses.

2. Excel tools make your work easier

There are so many tools of MS Excel that make your work extremely easy and save your time as well. There are wonderful tools for sorting, filtering and searching which all the more make you work easy. If you will combine these tools with tables, pivot tables etc. then you will be able to finish your work in much less time. Multiple elements can be searched easily from large amounts of data to help solve a lot of problems and questions.

3. Data recovery and spreadsheets

Another best use of MS Excel is that if your data gets lost then you can recover it without much inconvenience. Suppose, there is a businessman who has stored his important data in MS Excel and somehow it gets lost or the file gets damaged then he must not worry as with the new MS Excel XML format one can restore the lost or damaged file data.

The next important use is that there are spreadsheets in MS Excel which also makes your work easy and with the help of new Microsoft MS Excel XML format you can reduce the size of the spreadsheet and make things compact easily.

4. Mathematical formulas of MS Excel make things easier

Next best use of MS Excel is that it makes easy for you to solve complex mathematical problems in a much simpler way without much manual effort. There are so many formulas in MS Excel and by using these formulas you can implement lots of operations like finding sum, average, etc. on a large amount of data all at once. Therefore, people use MS Excel whenever they have to solve complex mathematical problems or they need to apply simple mathematical functions on tables containing larger data.

5. Security

The chief use of MS Excel is that it provides security for excel files so people can keep their files safe. All the files of MS Excel can be kept password-protected through visual basic programming or directly within the excel file. People store their important data in the MS Excel so that they can keep their data in an organized way and save their time as well. Almost every person wants his files to be password protected so that no one is able to see them or ruin them so here MS Excel solves this problem very efficiently.

6. Add sophistication to data presentations

Next use of MS Excel is that it helps you in adding more sophistication to your data presentations which means that you can improve the data bars, you can highlight any specific items that you want to highlight and make your data much more presentable easily.

Suppose you have stored data in MS Excel and you want to highlight something that is important so then you can do that through the various features of data presentations available in MS Excel. You can even make the spreadsheets more attractive on which you have stored data.

7. Online access

Another use of MS Excel is that it can be accessed online from anywhere and everywhere which means that you can access it from any device and from any location whenever you want. It provides the facility of working conveniently which means that if you don’t have laptops then you can use mobile and do your work easily without any problem. Therefore, due to the large amount of flexibility that MS Excel provides, people like to work on MS Excel so that they can comfortably work without worrying about their device or location.

8. Keeps data combined at one location

Another interesting use of MS Excel is that you can keep all your data at one location. This will help you in saving your data from getting lost. It will keep all your data in one place and then you will not have to waste your time in searching for the files. So it will save your time and whenever need be, you can look up the categorized and sorted data easily.

9. Helps businessmen in developing future strategy

You can represent data in the form of charts and graphs so it can help in identifying different trends. With the help of MS Excel, trend lines can be extended beyond graph and therefore, it helps one in analyzing the trends and patterns much easier. In business, it is very important to analyze the popularity of goods or the selling pattern that they follow to maximize sales. MS Excel simplifies this task and helps businessmen grow and maximize profits through the same.

10. Manage expenses

MS Excel helps in managing expenses. Suppose if a doctor is earning around 50,000 per month then he will make some expenses as well and if he wants to know how much he is exactly spending per month then he can do it with the help of MS Excel easily. He can write his monthly income as well as expenses in the excel tables and then he can get to know that how much he is spending and he can thus, control his expenses accordingly.

There are a lot of benefits of using MS Excel, which is why it is used worldwide by people for performing so many tasks. It not only saves time but also it makes the work easier. It can almost perform every type of task. For example, you can do mathematical calculations and you can also make graphs as well as charts for storing the data. It becomes easy for the businessman to calculate things and store data in it.

You can store a large amount of data in the MS Excel and analyze it as well. It helps in keeping the data combined in one place so that data does not get lost and one does not waste time in finding a particular data. Due to these factors, it has become such a popular software and we have become habitual of using it.

1. Entering Data

To enter data in Excel, just select a cell and begin typing. You’ll see the text appear both in the cell and in the formula bar above.

To tell Excel to accept the data you’ve typed, press enter. The information will be entered immediately, and the cursor will move down one cell.

You can also press the tab key instead of the enter key. If you press tab, the cursor will move one cell to the right once the information has been entered.

When Excel sees that you are typing into a list, pressing enter at the end of the row will move the cursor down one row and back to the first column.

At any time while you are typing you can press the escape key to cancel. This brings Excel back to the state it was in before you started typing.

When you want to delete information that has already been entered, just select the cells, and press the delete key.

2. Label

Before you edit: You can add data labels to a bar, column, scatter, area, line, waterfall, histograms, or pie chart.

• On your computer, open a spreadsheet in Google Sheets.
• Double-click the chart you want to change.
• At the right, click Customize.
• Click Series.
• Optional: Next to “Apply to,” choose the data series you want to add a label to.
• Click Data labels.
• Optional: Under “Position,” choose where you want the data labels to show.
• Optional: Make changes to the label font.

3. Value on a Spreadsheet

Spreadsheets are useful at home and in business applications. Spreadsheets make it easy to view and exhibit data in a number of manners. Values are one of the primary types of data used in spreadsheets

Values are numbers entered into spreadsheet cells. If a formula or function returns a number into a cell, this data is also a value.

While values are always numerical, there are several categories that can be considered values, such as currency, dates and times and percentages or fractions.

4. Dates

When you combine it with other Google Sheets functions, you can use DATE to produce a wide variety of date formulas. One important use for the function is to ensure that Sheets interprets dates correctly, especially if the entered data isn’t in the most useful format.

The DATE function’s primary use is to display a date that combines elements such as year, month, or day from different locations in the worksheet, and to ensure that dates used in calculations are number data instead of text.

The DATE Function’s Syntax and Arguments

A function’s syntax refers to the layout of the function and includes the function’s name, brackets, and arguments.

The syntax for the DATE function is: = DATE(year, month, day).

• Year – enter the year as a four-digit number (yyyy) or the cell reference to its location in the worksheet.
• Month – enter the month as a two-digit number (mm) or the cell reference to its location in the worksheet.
• Day – enter the day as a two-digit number (dd) or the cell reference to its location in the worksheet.

5. Formulas and Functions

Formula

In Excel, a formula is an expression that operates on values in a range of cells or a cell. For example, =A1+A2+A3, which finds the sum of the range of values from cell A1 to cell A3.

Functions

Functions are predefined formulas in Excel. They eliminate laborious manual entry of formulas while giving them human-friendly names. For example: =SUM(A1:A3). The function sums all the values from A1 to A3.

Five Time-saving Ways to Insert Data into Excel

When analyzing data, there are five common ways of inserting basic Excel formulas. Each strategy comes with its own advantages. Therefore, before diving further into the main formulas, we’ll clarify those methods, so you can create your preferred workflow earlier on.

(i) Simple insertion: Typing a formula inside the cell

Typing a formula in a cell or the formula bar is the most straightforward method of inserting basic Excel formulas. The process usually starts by typing an equal sign, followed by the name of an Excel function.

Excel is quite intelligent in that when you start typing the name of the function, a pop-up function hint will show. It’s from this list you’ll select your preference. However, don’t press the Enter key. Instead, press the Tab key so that you can continue to insert other options. Otherwise, you may find yourself with an invalid name error, often as ‘#NAME?’. To fix it, just re-select the cell, and go to the formula bar to complete your function.

(ii) Using Insert Function Option from Formulas Tab

If you want full control of your functions insertion, using the Excel Insert Function dialogue box is all you ever need. To achieve this, go to the Formulas tab and select the first menu labeled Insert Function. The dialogue box will contain all the functions you need to complete your financial analysis.

(iii) Selecting a Formula from One of the Groups in Formula Tab

This option is for those who want to delve into their favorite functions quickly. To find this menu, navigate to the Formulas tab and select your preferred group. Click to show a sub-menu filled with a list of functions. From there, you can select your preference. However, if you find your preferred group is not on the tab, click on the More Functions option – it’s probably just hidden there.

(iv) Using AutoSum Option

For quick and everyday tasks, the AutoSum function is your go-to option. So, navigate to the Home tab, in the far-right corner, and click the AutoSum option. Then click the caret to show other hidden formulas. This option is also available in the Formulas tab first option after the Insert Function option.

(v) Quick Insert: Use Recently Used Tabs

If you find re-typing your most recent formula a monotonous task, then use the Recently Used menu. It’s on the Formulas tab, a third menu option just next to AutoSum.

6. Cell

In spreadsheet applications, a cell is a box in which you can enter a single piece of data. The data is usually text, a numeric value, or a formula. The entire spreadsheet is composed of rows and columns of cells. A spreadsheet cell is analogous to a field in database management systems.  Individual cells are usually identified by a column letter and a row number.

7. Cell Reference

A cell reference in Excel refers to the value of a different cell or cell range on the current worksheet or a different worksheet within the spreadsheet. A cell reference can be used as a variable in a formula.

8. Format a Worksheet

In Excel, formatting worksheet (or sheet) data is easier than ever. You can use several fast and simple ways to create professional-looking worksheets that display your data effectively. For example, you can use document themes for a uniform look throughout all of your Excel spreadsheets, styles to apply predefined formats, and other manual formatting features to highlight important data.

1. Spreadsheet Templates

In Excel or Google Sheets, a template is a file that is saved with a different file extension and serves as a basis for new files. The template file contains a variety of content and settings that are applied to the new files created from the template.

Content and Formatting in a Template

A template can hold a variety of text features, such as page titles, row and column labels, section headings, and more. Save data, including text and numbers. A template can also house graphics, such as shapes, logos, and images, as well as formulas to be reused in new workbooks.

Fonts, text sizing, and color are formatting options you can save to an Excel template. More formatting options include background fill color, column widths, number and date formats, alignment, and the number of default sheets in a workbook.

2. Charts/Maps in Spreadsheet

Create maps and charts using data collected with your google forms.  You can even publish this map/chart and have it auto update as more people fill out the form.

• Set up a Named Range on your Form Response Sheet (Countries, Vacation Location, etc.)
• Set up your sheet. Type in a list of countries.
• Use the countif formula to count up all the times someone choose that country.
• Now, you can highlight your entire set of data (countries and numbers).
• Choose Insert Chart.
• Choose Map
• You can edit the colors and customize your map by choosing Advanced edit
• You can then publish your chart. You can use the embed code to put it in a website, blog, etc.

3. Analyzing Data in Spreadsheet

To know how to analyze data in excel, you can instantly create different types of charts, including line and column charts, or add miniature graphs. You can also apply a table style, create PivotTables, quickly insert totals, and apply conditional formatting. Analyzing large data sets with Excel makes work easier if you follow a few simple rules:

Select the cells that contain the data you want to analyze.

Click the Quick Analysis button image button that appears to the bottom right of your selected data (or press CRTL + Q).

Selected data with Quick Analysis Lens button visible

In the Quick Analysis gallery, select a tab you want. For example, choose Charts to see your data in a chart.

Pick an option, or just point to each one to see a preview.

You might notice that the options you can choose are not always the same. That is often because the options change based on the type of data you have selected in your workbook.

To understand the best way to analyze data in excel, you might want to know which analysis option is suitable for you. Here we offer you a basic overview of some of the best options to choose from.

• Formatting: Formatting lets you highlight parts of your data by adding things like data bars and colors. This lets you quickly see high and low values, among other things.
• Charts: Charts Excel recommends different charts, based on the type of data you have selected. If you do not see the chart you want, click More Charts.
• Totals: Totals let you calculate the numbers in columns and rows. For example, Running Total inserts a total that grows as you add items to your data. Click the little black arrows on the right and left to see additional options.
• Tables: Tables make it easy to filter and sort your data. If you do not see the table style you want, click More.
• Sparklines: Sparklines are like tiny graphs that you can show alongside your data. They provide a quick way to see trends.

Database management system is a software which is used to manage the database. For example: MySQL, Oracle, etc. are a very popular commercial database which is used in different applications.

DBMS provides an interface to perform various operations like database creation, storing data in it, updating data, creating a table in the database and a lot more.

It provides protection and security to the database. In the case of multiple users, it also maintains data consistency.

DBMS allows users the following tasks:

• Data Definition: It is used for creation, modification, and removal of definition that defines the organization of data in the database.
• Data Updation: It is used for the insertion, modification, and deletion of the actual data in the database.
• Data Retrieval: It is used to retrieve the data from the database which can be used by applications for various purposes.
• User Administration: It is used for registering and monitoring users, maintain data integrity, enforcing data security, dealing with concurrency control, monitoring performance and recovering information corrupted by unexpected failure.

Characteristics of DBMS

• It uses a digital repository established on a server to store and manage the information.
• It can provide a clear and logical view of the process that manipulates data.
• DBMS contains automatic backup and recovery procedures.
• It contains ACID properties which maintain data in a healthy state in case of failure.
• It can reduce the complex relationship between data.
• It is used to support manipulation and processing of data.
• It is used to provide security of data.
• It can view the database from different viewpoints according to the requirements of the user.

Advantages of DBMS

• Controls database redundancy: It can control data redundancy because it stores all the data in one single database file and that recorded data is placed in the database.
• Data sharing: In DBMS, the authorized users of an organization can share the data among multiple users.
• Easily Maintenance: It can be easily maintainable due to the centralized nature of the database system.
• Reduce time: It reduces development time and maintenance need.
• Backup: It provides backup and recovery subsystems which create automatic backup of data from hardware and software failures and restores the data if required.
• multiple user interface: It provides different types of user interfaces like graphical user interfaces, application program interfaces

Disadvantages of DBMS

• Cost of Hardware and Software: It requires a high speed of data processor and large memory size to run DBMS software.
• Size: It occupies a large space of disks and large memory to run them efficiently.
• Complexity: Database system creates additional complexity and requirements.
• Higher impact of failure: Failure is highly impacted the database because in most of the organization, all the data stored in a single database and if the database is damaged due to electric failure or database corruption then the data may be lost forever.

Microsoft Access

Microsoft Access is a database management system (DBMS) from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and software-development tools. It is a member of the Microsoft Office suite of applications, included in the Professional and higher editions or sold separately.

Microsoft Access stores data in its own format based on the Access Jet Database Engine. It can also import or link directly to data stored in other applications and databases.

Software developers, data architects and power users can use Microsoft Access to develop application software. Like other Microsoft Office applications, Access is supported by Visual Basic for Applications (VBA), an object-based programming language that can reference a variety of objects including the legacy DAO (Data Access Objects), ActiveX Data Objects, and many other ActiveX components. Visual objects used in forms and reports expose their methods and properties in the VBA programming environment, and VBA code modules may declare and call Windows operating system operations.

Database

The database is a collection of inter-related data which is used to retrieve, insert and delete the data efficiently. It is also used to organize the data in the form of a table, schema, views, and reports, etc.

For example: The college Database organizes the data about the admin, staff, students and faculty etc.

Using the database, you can easily retrieve, insert, and delete the information.

Microsoft Access is a database application that is a part of the Microsoft Office applications suite. Entering data into Microsoft Access isn’t difficult. Essentially, there are two ways to do that: through a datasheet view or by entering a new record on an Access form.

Datasheet View

Step 1

Double-click the table you’d like to enter data to. Table names are at the bottom of the “Create” choices.

Step 2

Wait for a table with horizontal rows and vertical columns to appear. A row is a record in your table. The left triangle on the far left indicates that the record is selected.

Step 3

Enter a new record by filing out fields right of the asterisk (the rows at the bottom). If you’d like to change the content of a cell, double-click it.

Press Ctrl+S (save the database), and your changes to the table will be saved.

Using a Form

Step 1

Click on the Forms button that is on the left of the dialog box..

Step 2

Double-click the form that corresponds with the table (it should have a similar name).

Step 3

After a new window appears, locate a button to the left of the number of records (located at the bottom of the dialog box). It looks like >*

Creating Database Table

Creating a table

A simple database, such as a contact list, might use only a single table. Many databases, however, use several tables. When you create a new database, you create a new file on your computer that acts as a container for all of the objects in your database, including your tables.

You can create a table by creating a new database, by inserting a table into an existing database, or by importing or linking to a table from another data source — such as a Microsoft Excel workbook, a Microsoft Word document, a text file, or another database. When you create a new, blank database, a new, empty table is automatically inserted for you. You can then enter data in the table to start defining your fields.

Create a new table in a new database

1. Click File > New, and then select Blank desktop database.
2. In the File Name box, type a file name for the new database.
3. To browse to a different location and save the database, click the folder icon.
4. Click Create.

The new database opens, and a new table named Table1 is created and opens in Datasheet view.

Create a new table in an existing database

1. Click File > Open, and click the database if it is listed under Recent. If not, select one of the browse options to locate the database.
2. In the Open dialog box, select the database that you want to open, and then click Open.
3. On the Create tab, in the Tables group, click Table.

A new table is inserted in the database and the table opens in Datasheet view.

Importing or linking to create a table

You can create a table by importing or linking to data that is stored elsewhere. You can import or link to data in an Excel worksheet, a SharePoint list, an XML file, another Access database, a Microsoft Outlook folder, and more.

When you import data, you create a copy of the data in a new table in the current database. Subsequent changes to the source data will have no effect on the imported data, and changes to the imported data do not affect the source data. After you connect to a data source and import its data, you can then use the imported data without connecting to the source. You can change the design of an imported table.

When you link to data, you create a linked table in the current database that represents a live link to the existing information that is stored elsewhere. When you change data in a linked table, you are changing it in the source. Whenever data changes in the source, that change is shown in the linked table. You must be able to connect to the data source whenever you use a linked table. You cannot change the design of a linked table.

Access gives you the ability to work with enormous amounts of data, which means it can be difficult to learn anything about your database just by glancing at it. Sorting and filtering are two tools that let you customize how you organize and view your data, making it more convenient to work with. In this lesson, you’ll learn how to sort and filter records.

Sorting Records

When you sort records, you are putting them into a logical order, with similar data grouped together. As a result, sorted data is often simpler to read and understand than unsorted data. By default, Access sorts records by their ID numbers. However, there are many other ways records can be sorted. For example, the information in a database belonging to a bakery could be sorted in a number of ways:

Orders could be sorted by order date or by the last name of the customers who placed the orders.

Customers could be sorted by name or by the city or zip code where they live.

Products could be sorted by name, category (like pies, cakes, and cupcakes), or price.

You can sort both text and numbers in two ways: in ascending order and descending order. Ascending means going up, so an ascending sort will arrange numbers from smallest to largest and text from A to Z. Descending means going down, or largest to smallest for numbers and Z to A for text. The default ID number sort that appears in your tables is an ascending sort, which is why the lowest ID numbers appear first.

In our example, we will be performing a sort on a table. However, you can sort records in any Access object. The procedure is largely the same.

To sort records:

1. Select a field you want to sort by. In this example, we will sort by customers’ last names.

2. Click the Home tab on the Ribbon, and locate the Sort & Filter group.

3. Sort the field by selecting the Ascending or Descending command.

• Select Ascending to sort text A to Z or to sort numbers from smallest to largest. We will select this in our example because we want the last names to be in A-to-Z order.
• Select Descending to sort text Z to A or to sort numbers from largest to smallest.

4. The table will now be sorted by the selected field

5. To save the new sort, click the Save command on the Quick Access toolbar.

After you save the sort, the records will stay sorted this way until you perform another sort or remove the current one. To remove a sort, click the Remove Sort command.

We query data every day from Google searches to asking Siri for a funny joke. Queries are simply questions against a set of data. They can become very complex, involving multiple tables and millions of records; however, the basic concept is straightforward and not very complex.

A database query is a request for data from a database. Usually the request is to retrieve data; however, data can also be manipulated using queries. The data can come from one or more tables, or even other queries.

Example

As mentioned above, when we ask Siri for a joke, we are posing a question/query to the application. While the query behind the scenes is very complex and will search against many sources, the concept can be made quite simple.

A query starts with the keyword SELECT, no matter the system. This tells the database to go pick something; the details are after the SELECT statement. If we want all jokes, we use the asterisk (*), which tells the database to retrieve everything:

Query Working

Let’s say that you want to order an Americano at Starbucks. You make a request by saying “Can I have an Americano?”. The Barista will understand the meaning of your request and give you the ordered item.

A query works the same way. It gives meaning to the code used in any query language. Be it SQL or anything else, both the user and the database can always exchange information as long as they ‘speak’ the same language.

You may now think that placing a query is the only way to request data. In fact, quite a few database software options let you use other methods. The most popular ones are:

1. Using available parameters

The software, by default, has lists of parameters on their menu. Users can choose one, and the system will then guide you to produce the desired output. It’s easy, but not flexible and offers limited operations.

2. Query by example

The system will show you a set of code with some blank areas, in which you can write and specify the fields and values of your data.

3. Query language

This is what we’ve been talking about. You have to write the queries from scratch whenever you want to manipulate data. This method requires understanding the query language used by your database software. Although it is complex, it gives you full control over your data.

A database report is the formatted result of database queries and contains useful data for decision-making and analysis.

Most good business applications contain a built-in reporting tool; this is simply a front-end interface that calls or runs back-end database queries that are formatted for easy application usage. For example, a banking software application may contain specifically defined reports on all customers with large deposits or reports on monthly loan summaries for all customers.

To extract data, a query must be run with various tools that call at least one query language. Structured Query Language (SQL) is the most popular and well-known query language. Other query languages include:

• Hyper Text Structured Query Language (HTSQL): This language translates hypertext transfer protocol (HTTP) queries to SQL.
• Poliqarp Query Language: This language searches annotated text.
• SPARQL (a recursive acronym for SPARQL Protocol and RDF Query Language): This language is for graphing applications.

Another standard reporting feature is the ability to create output parameters or restrictions. For example, when a user runs a monthly loans summary report, the user first enters the specific month or account type associated with the requested report. Specialized reporting tools not typically available via simple queries may be connected to a database to facilitate additional reporting capabilities. These often offer greater data insight and highlight trends and patterns, and are frequently labeled under the buzzword “business intelligence” (BI).

Steps

1. Open the Navigation pane.
2. Click the table or query on which you want to base your report.
3. Activate the Create tab.
4. Click the Report button in the Reports group. Access creates your report and displays your report in Layout view. You can modify the report.

Application software is a program or group of programs designed for end users. These programs are divided into two classes: system software and application software. While system software consists of low-level programs that interact with computers at a basic level, application software resides above system software and includes applications such as database programs, word processors and spreadsheets. Application software may be bundled with system software or published alone.

Application software may simply be referred to as an application.

Different types of application software include:

• Application Suite: Has multiple applications bundled together. Related functions, features and user interfaces interact with each other.
• Enterprise Software: Addresses an organization’s needs and data flow in a huge distributed environment
• Enterprise Infrastructure Software: Provides capabilities required to support enterprise software systems
• Information Worker Software: Addresses individual needs required to manage and create information for individual projects within departments
• Content Access Software: Used to access content and addresses a desire for published digital content and entertainment
• Educational Software: Provides content intended for use by students
• Media Development Software: Addresses individual needs to generate and print electronic media for others to consume.

Word Processing Software

Word processing software is used to manipulate a text document, such as a resume or a report. You typically enter text by typing, and the software provides tools for copying, deleting and various types of formatting. Some of the functions of word processing software include:

• Creating, editing, saving and printing documents.
• Copying, pasting, moving and deleting text within a document.
• Formatting text, such as font type, bolding, underlining or italicizing.
• Creating and editing tables.
• Inserting elements from other software, such as illustrations or photographs
• Correcting spelling and grammar

Word processing includes a number of tools to format your pages. For example, you can organize your text into columns, add page numbers, insert illustrations, etc. However, word processing does not give you complete control over the look and feel of your document. When design becomes important, you may need to use desktop publishing software to give you more control over the layout of your pages.

Word processing software typically also contains features to make it easier for you to perform repetitive tasks. For example, let’s say you need to send a letter to all your customers regarding a new policy. The letter is the same for all customers except for the name and address at the top of the letter. A mail merge function allows you to produce all the letters using one template document and a table with customer names and addresses in the database.

Text editors shouldn’t be confused with word processing software. While they do also allow you to create, edit and save text documents, they only work on plain text. Text editors don’t use any formatting, such as underlined text or different fonts. Text editors serve a very different purpose from word processing software. They are used to work with files in plain text format, such as source code of computer programs or configuration files of an operating system. An example of a text editor would be Notepad on the Windows platform.