DAY 11: EXCEL REVIEW MICROSOFT ACCESS (INTRO) Naman Kohli September 24, 2013

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1 DAY 11: EXCEL REVIEW MICROSOFT ACCESS (INTRO) Naman Kohli September 24,

2 UPCOMING DEADLINES Homework 3 27 th Sep Exam 1 Microsoft Excel 1 st October 2

3 HOMEWORK 3 HELP LIVE Today 7 p.m EXAM REVIEW SESSION Tomorrow Will send a mail regarding the same. 3

4 EXAM 1 MICROSOFT EXCEL Duration 1 hour Section 54 (10-11) Section 56 ( ) Come 15 minutes before the exam. Student ID Card Compulsory for exam 4

5 CELL REFERENCES Relative and Absolute Absolute Row Absolute Column E 3 Row E$3 Column Absolute $E3 Full Absolute $E$3

6 CHART INCLASS EXERCISE Open Sheet Chart Exercise Autofit column width. Create a scatter chart of turkey consumption. Label the horizontal and vertical axis. Add in appropriate title. Try to fit the best trendline possible. Project it forwards 5 periods. 6

7 PIVOT TABLE INCLASS EXERCISE Open Sheet Pivot Table Exercise Create a pivot table of data of full time workers. Add in gender as row label and monthly earnings as values. Add month in sample as column. We will report filter the usual hours worked. Summarize the values by average changing the number format to currency. Create a corresponding pivot chart for the same. 7

8 TO ME Subject ChartExercise 8

9 INTRODUCTION TO DATABASES A computer database is a structured collection of records or data that is stored in a computer system. A database relies upon software to organize the storage of the data and to enable a person or program to extract desired information. The term "database" refers to the collection of related records, and the software should be referred to as the database management system (DBMS); this is sometimes shortened to database manager or database system. Referring to the software as a database is incorrect but not uncommon. 9 CS101

10 BUT REALLY WHAT IS A DATABASE? Databases are used in real life, most of you use them without realizing it WVU Directory uses databases Facebook uses databases MySpace uses databases And many more 10 CS101

11 AN EXAMPLE Lets look at the WVU Directory page. What you see is sometimes called a form it is nothing more than a friendly interface. Say we want to search for all students named John Smith When you hit search it will run a query that looks like this: SELECT * FROM Students WHERE (((Students.FirstName)="John") AND ((Students.LastName)="Smith")) 11 CS101

12 AN EXAMPLE ISOLATING RESULTS WVU has a database somewhere that lists all students, when we do a search we search that database for all students who have a first name John AND a last name Smith. We could either get exactly one result, no results or multiple results. This brings up the question, how do we differentiate between the John Smith that is a Math major and the John Smith that is a Education major in our database? One way could be to use addresses, since we hope everyone has a unique address. But, is there another unique identifier that separates one person from another? 12 CS101

13 AN EXAMPLE SIMPLE DATABASE Student ID FirstName LastName Major A123 John Smith Math B122 Jane Smith Finance In this example we can see why using last name as a unique way to identify students maybe a bad idea. StudentID, FirstName, LastName, Major, are called Fields. Each entry is called a Record, a collection of records make up a Table. A collection of tables make up a database. The Field StudentID has a special name called Primary Key since it uniquely identifies each student, no two students can have the same StudentID. 13 CS101

14 WHAT IS ACCESS? Is a relational database management system from Microsoft which combines the relational Microsoft Jet Database Engine with a graphical user interface. Access is NOT a database it is a database management system. There are numerous other database management systems. 14 CS101

15 ACCESS VS EXCEL When to use Access? When you need a relational database to store your data or you anticipate adding more tables. When you have a large amount of data Rely on external databases to derive and analyze the data you need Need to maintain constant connectivity to an external database Need to regroup data from different tables in a single place with complex queries Have many people working in the database and need strong options to update the data 15 CS101

16 ACCESS VS EXCEL When to use Excel? Require a flat or non relational view of your data Want to run calculations or statistical comparisons on your data Know your data set is manageable (no more than 15,000 rows) 16 CS101

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