DATABASE

A database is a collection of organized information.

A database uses table / list to keep data.

Data is made up of fields and records.

Columns serve as fields, rows serve as records.

Sample Database

Invoice Month Sales Person Product Sales Value

A001 Feb John Smith Wooden Chair 4500

A002 Feb Steve Brown Wooden Desk 2300

A003 Feb Mary Davis Metal Chair 3300

A004 Feb John Smith Wooden Chair 3700

A005 Feb Mary Davis Wooden Desk 5400

A006 Mar John Smith Metal Chair 3100

A007 Mar John Cage Wooden Desk 5200

Fields

Records

How to Add a New Record to DB?

The Form button that displays a data form isn't included on the Excel 2010 Ribbon, but you can add this button to the Quick Access toolbar by using the Quick Access Toolbar settings in the Excel Options dialog box. Click the Form button on the Quick Access toolbar.

• Click any cell in the DB list• Click Form (This command is not in the Ribbon)• Click the New button• Type the record• Click the Close button

FORM SHEET

How to Search for the Record?

1. Click any cell in the DB list2. Click Form3. Click the Criteria button4. Type the criteria5. Click the Find Next button to find the next

record6. Click the Find Previous button to find the

previous record7. Click the Close button

How to Edit / Delete the Record?

1. Click any cell in the DB list2. Click Form3. Click the Criteria button4. Type the criteria5. Click the Find Next button to find the

next record6. Edit the record7. Click the Close button

SORTING: Putting data into sequence

Ascending Sort: Arranging data from low to high sequence; 1 to 9, A to Z.

Descending Sort: Arranging data from the high to low sequence; 9 to 1, Z to A.

How to Perform Simple Sort

1. Create a contiguous list with headings specifying the contents of each column.

2. In the column you want to sort by, click any cell containing data.

3. Click the Sort A to Z button in the Sort & Filter group on the Data tab (ascending sort).

OR

Click the Sort Z to A button in the Sort & Filter group on the Data tab (descending sort).

How to Perform Multiple Sort

1. Select or click in the list of data you want to sort.2. Click the Sort button in the Sort & Filter group on the

Data tab.3. From the Sort By drop-down list, select the column by

which you want to sort.4. From the Sort On drop-down list, choose Values.5. From the Order drop-down list, select how you want to

sort the data.6. Click the Add Level button.7. Repeat steps 3 through 5 for the new sorting level8. Click OK.

AUTOFILTERING: Filtering the records by applying simple criteria

In order to activate the basic Excel filter, select the Data tab at the top of your spreadsheet, and from this, select the option Filter.

ADVANCED FILTER: Filtering the records by setting up and defining the criteria range on the worksheet

To define the Criteria Range:1. Use any cell on the worksheet to define the

criteria2. The criteria value is defined below the field

name3. Use a different row for OR criteria4. Use the same row but different column for

AND criteria

* Advanced Filter can be applied to more than 2 criteria.

Applying the Excel Advanced Filter

On the Excel Ribbon's Data tab, click Advanced, to open the Advanced Filter dialog box

• You can choose to filter the list in place, or copy the results to another location.

• Excel should automatically detect the list range. If not, you can select the cells on the worksheet.

• Select the criteria range on the worksheet • If you are copying to a new location, select a starting cell for the

copyNote: If you copy to another location, all cells below the extract range will be cleared when the Advanced Filter is applied.

• Click OK

Simple DB FUNCTIONS

Dfunction(Database, Field, Criteria)

DSUM: Sum up the total value for records that meet the criteria

DAVERAGE: Calculate the average value for records that meet the criteria

DMAX: Find the maximum value for records that meet criteria

DMIN: Find the minimum value for records that meet criteria

DCOUNT: Count the occurrences of records that contain numbers in the specific field that meet the criteria

DCOUNTA: Count the occurrences of records that contain non-blank cell in the specific field that meet the criteria

DGET: Retrieves from a database a single record that matches a given criteria.

Using DB Functions

To use DB Functions, you must click the Function Wizard (fx) button on the Formula bar, click Database in the Select a Category drop-down list box, and then click the function to use — or you can type the Database function directly into the cell.