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CKNOWLEDGEMENT

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wwaallkk ooff lliiffee,, aa ppeerrssoonn iiss eexxppeecctteedd ttoo bbee aabbllee ttoo uussee ccoommppuutteerrss.. AA

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bbrreeaadd && bbuutttteerr rreeqquuiirreemmeenntt ooff CCHHAARRTTEERREEDD AACCCCOOUUNNTTIINNGG ttooddaayy..HHeennccee,, tthheekknnoowwlleeddggeeaaccqquuiirreeddbbyy tthheessttuuddeenntt tthhrroouugghh tthheessttuuddyyooff

tthheessuubbjjeeccttIINNFFOORRMMAATTIIOONNTTEECCHHNNOOLLOOGGYYwwiillllbbeevveerryyhheellppffuulliinntthhee

lloonnggrruunn..

This is a project depicting views on the various computer concepts,

which have been taught to us as a part of Information Technology

Course. I have opted for these topics, as these are some of those

topics, which help in extracting out our creativity and blending it with

our knowledge of accounts seemed to me.

First of all, I would like express my immense gratitude towards Mr.

Shashank Saxena and Mr. Satish Bhatia our ITT instructors who

suggested us the relevant topics and took all the pains for us to make

the course comprehendible for us.

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INDEX

P RTUCUL RS

COMPUTER FUNDAMENTALS

MS WORD

MS EXCEL

TALLY

MS ACCESS

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COMPUTER

FUND MENT LS

A computer is an electronic device- a flexible machine that canmanipulate data. It is a programmable machine. The two principalcharacteristics of computer are: It responds to a specific set of instructions in a well-defined

manner.It can execute a prerecorded list of instructions (a program).

Modern computers are electronic and digital. The actual machinery --wires, transistors, and circuits -- is called hardware; the instructionsand data are called software.All general-purpose computers requirethe following hardware components:

Memory: Enables a computer to store, at least temporarily, dataand programs.

Memory

PRIMARY MEMORY SECONDARY MEMORY

(Internal memory) (External memory)

RAM ROM(RANDOM ACCESS (READ ONLYMEMORY) MEMORY)

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Mass storage Device: Allows a computer to permanentlyretain large amounts of data. Common mass storage devicesinclude disk drives and tape drives.

Input Device : Usually a keyboard and mouse, the input

device is the conduit through which data and instructions entera computer.

Output Device :A display screen, printer, or other device thatenables us to see what the computer has accomplished. Outputcan be meaningful information or gibberish, and it can appear ina variety of forms- as binary numbers, as characters, aspictures, and as printed pages.

Central Processing Unit (CPU):The heart of the computer,this is the component that actually executes instructions.

Central

ProcessingUnit

Output Device(Monitor)

Input Devices

(Keyboard, Mouse)

Computers use binary digits using a base 2 number system. A binarydigit commonly called a bit. Where:-

1 BYTE =8 BITS

1 KILOBYTE (KB)=1024 BYTES

1 MEGABYTE (MB)=1024 KB

1 GIGABYTE (GB)=1024MB

1 TERRABYTE (TB)=1024GB

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Hardware: - The term hardware refers to the physical parts of thecomputer. Computer hardware is versatile-but it does depend on thecomputer program you use.

Software: -Software is the set of instructions (also called a program)that guides the hardware through its job. Software constitutes the

logical programs that handle the different components of your PC andhelp them to interact with one another in hassle-free manner.

Software has three types:

System software: computer needs system software to function.System software integrates the computers hardware componentsand provides tools for day to day maintenance tasks . Example :MS-DOS, UNIX, MICROSOFT

WINDOWS 98, SYSTEM 7 ETC.

Application software: Application software turns the computerinto a tool for a specific task, such as writing. Not all applicationprograms will prove useful to us. Some application programs arespecial purpose program, which perform a specific task for a singleprofession. Example: MS WORD, MS EXCEL, TALLY ETC.

Utility software: These are the software used to make systemwork efficiently and progressively these software are Antivirus

Software and System Management Software

Data: Computers transform the data into information. Data is the rawmaterial, information is the processed data. A useful model describesthe relationship between data and information which is system model.

People: Knowledgeable people are called power users. Computerprofessionals have taken intermediate and advanced courses aboutcomputers.

Procedures: Procedures are the steps we must follow to accomplisha computer related task. Part of the users computer literacy is knowncommon procedures. Examples, ATM, VCR, etc

Characteristics of a computer: -

Relevant

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Timely AccurateConciseComplete

Classification of Computer: -

Super ComputersMainframe ComputersMini Computer WorkstationMicro Computer

Historical Perspective: -

First Generation ComputerSecond Generation ComputerThird Generation ComputerFourth Generation Computer

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Microsoft word

Before the development of personal computers and word processing

software, documents were on typewriters. Early word processors

consisted of two parts: an editor and a formatter. For example, we

could see the code in the text that would make it bold or underline,

but the text wouldnt appear bold or underlined until we printed it on

paper. In other words, it was difficult to visualize the final document.

Later word processors, such as the popular WordPerfect 5.1,

combined the editor and formatter and concealed the codes so that

they were not visible on the screen (although the user had the option

of revealing the code when desired). For example, bold or underlined

words appeared on the screen in different colors, page document, as

it would appear, before us actually printed it; however, we could not

view it in this format while editing.

Today most word processors combine the editor and the formatter in

such a way that the page would appear on the screen in a similarfashion as it would be printed. Two such most popular word

processors are WordPerfect and Microsoft Word. In Word the

formatting codes are completely hidden; WordPerfect allows the user

to view the codes if desired.

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FEATURES OF WORD PROCESSORS :-

Word Wrap: This function allows us to type continuously without

thinking about where one line will end and the next one begins.

Unlike a typewriter, which requires us to press a return bar or key

to advance to the beginning of a new line, a word processor does

this automatically. As we approach the end of a line, the computer

determines whether the word we are typing is extending beyond

the margin; if so, it hunts backward until it finds a separator- a

space or a hyphen. It then moves the block of text following the

separator in the next line. When we want to begin the new

paragraph, we simply press the Enter key.

Deleting Text: Word processor allows us to make corrections by

deleting characters, words, or larger blocks of text which we want

to delete. The Delete key and Backspace keys are used for this

purpose.

Inserting Text: In word processor, we can simply move to the

insertion point to the proper place and insert the omitted letter; all

other characters will move to the right to make room for it. We can

insert as many characters as we like, including complete words

and sentences.

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Moving and copying Text: It permits us to move a block of text of

any size. Without deleting or retyping, we can move a sentence, a

paragraph or an entire section of text from one location to another.

We can also copy a block of text so that it appears in two or more

locations without retyping.

Spell Check: We can even check our spellings. The computer

underlines the word if it is not available in its dictionary. We can

then correct it ourselves or ask the computer to help us find the

correct spelling. Or, we may ignore it if the word is correct but not

recognized by the computer.

Alignment:We can align the text in various ways. We can indent

the first line of the paragraph or the entire paragraph. We can

create a hanging indent, where all lines of a paragraph are

indented except the first one. We can also create lists with bullets

or numbered lists besides each item. Text can be automatically

centered by a word processor. It can also be justified at either the

right or the left margin; or it can be full justified so that both right

and left margins are even. We can also create multiple columns

with shorter lines in newspapers and magazines.

Tables: With word processor, we can create an attractive table

customized to our needs. We can adjust the size and number of

rows and columns, the styles of separator lines and borders, the

justification of the text within the table, and other features.

File Management: To enable us to organize and store our

documents the word processor includes ways to save text in a file

and to load text from a file. There is some flexibility in the load and

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the save operations, which enables we to save or load a document

in a different format in case we want to use it on a different word

processor.

Loading Word

To load word we follow the steps as under:

1. Click on Startbutton in the left hand corner of the taskbar.

2. Select the Programs menu.

3. Select Microsoft Office.4. Select Microsoft Word.

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The Word Screen

There are three basic areas on the Word Screen: the bars on

the top of the screen, the document window and the bar below the

document window.

Formatting Toolbar Ruler

Standard Toolbar

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Title Bar Menu Bar

Mail Merge

Mail merge is the term used for merging a list of names andaddresses with a standard letter to create personalized letters. It

s a very useful technique whenever you want to send the same

letter to several people.

Mail merge consists of two parts:-

Main document

Data source

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Main documentis that part where the matter or text is written.

Data source is the document that contains the data to be

merged into the main document .

CREATING A MAIL MERGE

Step 1:

Open a blank document.

Click on mailing tab present on the standard tool bar as shown below.

Step 2:

Then click on start a mail merge optionpresent in mailing tab. From

here choose any of the options present there. For example choose

letters options.

Step 3 :

After choosing the above option then click on select recipientsoption

present just besides start mail merge option. Here click on type a new

list, which will show a dialogue box named as new address list.

From here choose the required fields (i.e. the details given there) by

clicking on customize columnsoptions. Remove all those fields

which are not required and delete step by step (Repeat the step as

per requirement and finally press OK button) as shown below:

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Step 4:

Give the relevant information in the appropriate boxes for all the

persons by clicking on the new entry button, respectively and finally

press close button. Then save the above data by any name and press

ok button.

Step 5:

Then on the blank document which you had chosen earlier write aletter or type your matter.

Step 6:

Then place the insertion point at the position where you want very first

field. Then again click on mailings option from where choose insert

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merge fieldoption. From here select the required field. This step can

be repeated again by changing the position of your cursor.

STEP 7:

Finally preview the result. After this click on finish & mergeoption

from here choose edit individual document option as shown below:

After this a dialogue box will be shown from where choose the

required field.

Ultimately after completing the process the result will be shown on

the screen.

Macro

A Macro is a single instruction that performs several different

commands in a sequence determined by the user, and is triggered

when we run it. Most tasks that we perform on a regular basis can be

made into macros.

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We create a macro by recording a series of actions or by writing the

instructions in a special format. Since the sequence of actions is

important, we need to plan the macro carefully before we record it.

Commands used to record, run and modify macros are located on the

Tools menu.

RECORDING A MACRO

To record a macro, we simply type the keystrokes and select the

commands we want the macro to execute. As we record the macro,

each action is translated into programming code, which we can later

view and modify.Steps to record a Macro:

To begin recording, we select Toolsoption on the MenuBar.

1.We click on Macrosfrom the drop down menu.

2.From the Macrosub menu select Record a New Macro.

Recording a Macro

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3. We type the name of our Macro under the head Macro Name

and click OK.

4.We may also assign the Macro to a toolbar or shortcut keys.

5. To assign it to Toolbar we click on ToolbarsthenOK and

select Commands tab. From under the commands head, we

click on the Macro we want to record and then click Close to

start recording.

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6. And to assign a Macro to a shortcut key, we click on Keyboard,

thenOK, then we select the Macro we are recording and type

the shortcut key we want to assign under the head Press new

shortcut keyand then click Assign.

7. We select commands as we would normally do.

8. After finishing, we click on Stopbutton on the Stop Recording

toolbar. The stop recording toolbar appears when we are

recording a macro.

Stop recording button

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RUNNING A MACRO

After we have created a Macro, to perform the similar type of task

once again we can simply run our Macro.

1. To run a Macro, we simply click on ToolsMenu. Select Macros

from the drop down menu and then Macros.

2. We select the Macro we want to run and click Run. We see

that the work has been done on the click of a button.

3. If we had assigned a shortcut key to the Macro, we just need topress that particular shortcut key and our work is done.

4. If we had assigned the Macro to a toolbar, an icon appears on

the screen clicking on which we can run the Macro.

To delete aMacro

To run a Macro

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DELETING A MACRO

We can delete a Macro if it is not required any more. To delete a

Macro:

1.We ToolsMacrosMacros.

2.Select the Macro that has to be deleted.

3.Click on the Delete button.

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QUITTING WORD

To close Word, we select Exitfrom the FileMenu or click the Close

button.

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Microsoft excel

Microsoft Excel is a spreadsheet program that gives us support for

XML and new features that make it easier to analyze and share

information. A spreadsheet uses the idea of a large sheet of paper

into which numbers are entered. A spreadsheet is a highly interactive

computer program that consists of a collection of rows and columns

that are displayed on screen in a scrollable window. The intersection

of each row and column is called a cell. A cell can hold a number, atext string or a formula that performs a calculation using one or other

cells. The page or spreadsheet as it is known, is a grid, referenced

by letters horizontally and numbers vertically. Each square or cell is

referenced by a letter and a number, A1 being the top left column.

Excel also allows for multiple sheets, so a spreadsheet could be split

over several pages, say one page for input, one page for calculations

and another for output. This collection of pages is known as a

Workbook.

Worksheet is a grid made up of horizontal rows and vertical columns.

The worksheet contains 8192 rows and 256 columns. Each

intersection of a row and a column forms a cell, in which data can be

stored.

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FEATURES OF MS EXCEL :-

Microsoft Excel is developed on the GUI concept. It is the most

comprehensive spreadsheet. The features of Microsoft Excel are

listed below:

Worksheet and Graphics: This feature includes extremely

powerful calculating features. It is also possible to present

graphical data using Excel 2003.

Data lists and Databases: Several useful functions are available

for working with data that are listed in a tabular form. Functions

are also available for evaluating values, combining data and so on.

Data exchange with other applications: Excel takes advantage

of the Window Environment which applies to the DDE (Dynamic

Data Exchange) and OLE (Object Linking and Embedding)

concepts within Excel and between Excel and other window

applications.

Workbooks: Excel works with a consistent file concept. All data is

gathered in workbooks. These workbooks store current status of

the workspace, along with all currently opened files and the

settings selected for them.

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Loading excel

To load excel we follow the steps as under:

1. Click on Startbutton in the left hand corner.

2. Select the Programs menu.

3. Select Microsoft Office.

4. Select Microsoft Excel.

On starting Excel, a blank workbook is opened. This workbook has

several worksheets and by default, sheet1 is selected. Excel provides

options in the menu and the user can select the appropriate options

to perform an operation.

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Cell referencing

Cell referencing is the method by which we refer to a cell or a series

of cells in a formula. A reference identifies a cell or a range of cells

on a worksheet and tells Microsoft Excel where to look for the values

or data we want to use in a formula. With references, we can usedata contained in different parts of a worksheet in one formula or use

the value from one cell in several formulas. We can also refer to cells

on other sheets in the same workbook or to other workbooks.

References to cells in other workbooks are called links.

Cell Referencing can be done in following ways:

Referencing cells in the same worksheet

It is possible to use cell references on the same worksheet.To

reference the value stored in a single cell, enter its coordinates as a

function argument. For example, to have the data in cell G4 (here 10)

appear in another cell (here G7), enter =G4 into the cell G7 as shown

below. As a result of this the value appearing in the cell G4 will

appear in the cell G7 as well and whenever we alter the value in the

cell G4 the value in the cell G7 will automatically change.

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Then, for example, we want to add the data in different cells we use

the = sign and click on the different cells the values of which have to

be added using the + sign after each referring each cell.

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Referencing cells in different worksheets in the same workbook

We can use cell referencing to refer to cells which are on different

worksheets in the same workbook. For this we put the = sign on the

cell on the cell on which we want the data and switch over to the

sheet from which the data is required. We place the pointer on that

particular cell the data of which we wish to enter into the other sheet

and press Enter.

If we want to put in a formula we can use this method. Cell

Referencing is very useful while using formula. For example, we

want to calculate 5% commission on sales; we put = sign and click on

the cell on which the figure of sales is written and then we use the

formula as shown below. While putting the formula if we had not

used cell referencing; if the figure of sales changes we will have to

edit our formula every single time which becomes very cumbersome.

But by using cell referencing our work becomes much easier. Once,

we put the formula using cell referencing, as soon as the figure of

sale changes the commission changes automatically. When we put

the formula using cell referencing the name of the sheet and its cell

numbers appears in the formula bar in place of the figure required

and on pressing the Enter key the result appears on the particular

cell.

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For this, while referring to another workbook we write the name of the

workbook in square brackets and then mention the name of the sheet

and the cell number and press enter. The total sales i.e. sales plus

commission appears on the cell. Every time a workbook is opened

that contains cell references (or links) to other workbooks you will be

prompted as to whether you want to update these links.

Excel uses three types of cell references to create formulas:

1. Relative Cell References

2. Absolute Cell References

3. Mixed Cell References

Relative Cell References

This is the most widely used type of cell reference in formulas.

Relative cell references are basic cell references that adjust and

change when copied or when using Autofill. Cell references in

spreadsheet are relative by default. This means that they a

relationship to other cells. When the formula containing relative

references (eg. A2, B2) is copied to a different cell; it maintains its

relative reference. The formula recognizes where the cells it refers to

are, in relation to its own cell, and changes the cell references in the

formula to keep the same positional relationship.

For example, formula = A2*B2 is placed in cell C2 (the cost multiplied

by the number bought gives the amount of money received.)

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The formula is then copied from cell C2 to cell C3.

The following process happens:

The formula recognizes that it has been placed in a different cell (C3).

It looks at the relative positions of all the cells involved in the

original formula in cell C2 (i.e. cell A2 was two cells to the left of

C2; cell B2 was one cell to the left of C2)

To maintain the relative positions of the cells, it changes its

formula to reference the cell two to its left and the cell immediately

to its left.

Because it has been moved from C2 to C3, these cells change to

A3 and B3 and the formula becomes = A3*B3.

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Finally, the formula from cell C2 is copied to cell C4. The formula

changes to A4*B4, once again referencing the same two relative

cells, as in the original formula.

Absolute Cell Reference

An absolute cell reference is one that refers to a constant cell and

therefore overrides relative referencing. Absolute cell referencing is

particularly useful for formula that are being copied from one cell to

another and are required to reference a constant cell. Inserting a

dollar ($) sign infront of the cell reference (eg. $A$2) will make that

cell absolute and ensure that the formula always references it.

For example, The cost is always the same but the number bought

changes. The money in column references the cost and the number

bought. It needs to refer just one (constant) cost cell (A2) and to

eight different number bought cells (B2 to B9). The picture below

shows the formula in cell C2, which needs to reference cell A2 and

cell B2.

The cost (A2) can be an absolute reference ($A$2), but the number

bought cells need to remain relative. Now, as shown below, the

formula has been copied from cell C2 to cell C3. It now needs to

reference cell A2 and cell B3. Here, the absolute referenced cost cell

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(A2) has remained the same but the number bought cell has retained

its relative reference.

If the formula in the cell C2 is again copied in the cell C4; the

absolute cell A2 remains the same but the cell B2 changes to cell B4,

keeping its relative reference.

Summary of absolute cell reference uses:

$A1

Allows the row reference to

change, but not the column

reference.

A$1

Allows the column reference

to change, but not the row

reference.

$A$1Allows neither the column nor

the row reference to change.

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Pivot table

Accountants have long known the value of Pivot Tables. But they're a

great data analysis tool for management, too. Pivot Tables allow you

to create multidimensional data views by dragging and dropping

column headings to move data around.

To begin, you first need raw data to work with. PivotTables are

especially well-suited for taking enormous amounts of data and

summarizing that data into useful reports.

1. We click on Data

option on the Menu

Bar.2. Select Pivot Tablesand Pivot Chart Report.

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In the example below, the marketing department for a company

has tabulated the results of four different types of marketing

campaigns, which were conducted in different locations during

different months of the year.

It's important to note that as presented, the data is not easy to read.

We can easily make a few obvious observations pertaining to this raw

data. For example, we see an October marketing direct mail

campaign conducted in the Atlanta market resulted in 455 redeemed

coupons. However, in its current format we cannot see summary

statistics at a glance, such as the overall success of direct mail

campaigns, October marketing efforts, or Atlanta marketing efforts.

This is where Pivot Tables can help.

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The PivotTable Wizard :-

To create a PivotTable, place the cursor anywhere in the data area

(assuming the data is contiguous), and then start the PivotTable

wizard from the data menu as shown below.

The Pivot Table wizard walks us through the process of creating an

initial Pivot Table. While there are many advanced options available

to us, in this example, we will simply click the Finish button to create

a quick Pivot Table. The results are that Excel creates a blank

PivotTable, and the user must then drag and drop the various fields

from the Pivot Table field list onto the appropriate column, row, or

data section.

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Dragging and Dropping Data :-

As we drag and drop these items, the resulting report is displayed "on

the fly." Presented below are examples of possible reports that could

be viewed with this data through the Pivot Table format.

Example Reports :-

The report in the diagram below shows the total resulting sales for

each marketing campaign for each of the two months marketing

campaigns were conducted.

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The report in the diagram below shows the profit for each marketing

campaign for each of the two months marketing campaigns were

conducted.

In the similar manner, other pivot tables such as cost and quantity

redeemed can also be generated. We can also filter this information

according to our requirements i.e. we can select the city or the month

or the campaign for which the information is required. This makes

our task easy and simplifies the data.

For example, if we want to view the profit of New York City only, we

will click the arrow the arrow beside city option and select New York

and the details of only New York City are displayed.

We click on this arrow to select the city

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PivotTables just might be the single most powerful tool in Excel for

financial reporting, budgeting, and data analysis.

tally

Introduction

The topic is interpreted as either an accounting package accessible

through a windowing interface or one that runs on Microsoft Windows

operating system.. Either way, Tally fits the description.

Tally is a versatile accounting package and is also based on

window interface.

All screens in Tally are viewed as windows possessing the

following

A title bar that displays the name of application.A tally icon to the left that pulls down the menu comprising restore,

move, size, minimize and maximize menu items

Three small buttons to the right that activates minimize, maximize

and closure of the window.

These menu items and buttons are invoked through the usual

shortcut keys and hot keys as any other window application.

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Advantages :-

Unencrypted form of files.

Easy exit to Operating System.

Back up facility.

Reliability.

Accepted worldwide.

Automatic preparation of Ledger, Trail Balance and Balance

Sheet.

Disadvantages :-

Inadequate control on automatic entries.

Non-provision for freezing of entered data.

Doesnt support formats of all the softwares.

Inability to add or delete fields.

CRE TING NEW COMP NY

After opening Tally, press Alt+ F3 key. The following list is

displayed

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Select CREATE COMPANY option from it or press C.

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Then we presented with the following screen wherein we can fill in

the details of the company we want to create.

CRE TING DIFFERENT Ledger

CCOUNTS

Go to the main GATEWAY OF TALLY.

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The following form appears in which the details have to be filled in

to create a ledger account

In the form the following details have to be filled in:

NAME: Specify the name of the ledger here.

UNDER:Specify the name of the group under which the ledger is

to be created.

CURRENCY OF LEDGER:Maintain foreign currency accounts

only if you want its balance in that currency.

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MAINTAIN BILL WISE DETAILS:Once you type the opening

balance, you will receive a Sub- Screen asking for bill-wise details

if you have opted to maintain balances on a BILL-BY-BILL basis.

T llys VOUCHER TyPEs

The right side of the screen displays a list of vouchers that may be

utilized for entries.

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Payments Voucher

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RECEIPTS VOUCHER

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S LES VOUCHER

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CONTR VOUCHER

JOURN L voucher

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PR CTIC L EX MPLE

Best & Co. is running a business from 1-04-2007 and keeps his

books of accounts in Tally with accounts only. Following are the

details:

DATES PARTICULARS

1-04-2007 Received cash as capital for Rs 200000

2-04-2007 Cash deposited in I.O.B for Rs 1000002-04-2007 Credit purchases from Charles Co. as per Inv No. 12

for Rs 75300.

2-04-2007 Credit purchases from James Co. as per Invoice No.

253 for Rs 50500.

3-04-2007 Credit purchases from Donold Co. as per Invoice No.

325 for Rs 60000.

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4-04-2007 Purchase Return to Charles Co.- Rs 10000.

4-04-2007 Purchase Return to Donold Co.- Rs 25000.

5-04-2007 Cash Purchases from Victor Co. for Rs 35600.

5-04-2007 Credit Sales to James Traders as per Invoice No. 1

Rs 125000.

5-04-2007 Credit sales to Victor TradersRs 25000, Inv No. 2.

5-04-2007 Credit sales to Smith TradersRs 75000, Inv No. 3.

6-04-2007 Cash sales as per Inv No. 4 for Rs 100000.

6-04-2007 Returns from Victor Traders- Rs 25000

7-04-2007 Returns from Smith Traders- Rs 15000

10-04-2007 Stationary purchased from Wilson Co.Rs 2000 oncredit

Depreciation @ 10% on furniture.

MS CCESS

T BLE

A table is a collection of data about a specific topic, such as students

or contacts. Using a separate table for each topic means that you

store that data only once, which makes your database more efficient,

and reduces data-entry errors.

Tables organize data into columns (called fields) and rows (called

records).

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3. Define each of the fields in your table.

Under the Field Name column, enter the categories of

your table.

Under Data Type column, enter the type you want for you

categories.

The attribute of a variable or field that determines what

kind of data it can hold. For example, in a Microsoft

Access database, the Text and Memo field data types

allow the field to store either text or numbers, but the

Number data type will allow the field to store numbers

only. Number data type fields store numerical data that

will be used in mathematical calculations. Use the

Currency data type to display or calculate currency

values. Other data types are Date/Time, Yes/No, Auto

Number, and OLE object (Picture).

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Under the Description column, enter the text that

describes what your field is. (This field is optional).

For our tutorial enter the following items:

QUERIES

INTRODUCTION :-

A query in access is a way of getting at the information stored in a

database. You specify the criteria for the information you want to see

and ask ACCESS to retrieve it. Most query returns a datasheet called

a RECORDSET or DYNASET containing the appropriate information.

There may arise situations where we require information relating to a

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specific condition or we need to change the selected data in various

ways. Queries are used for this purpose.

SELECT QUERIES:-

This is the most commonly used type of query. This query is used to

select the necessary fields from a table based on certain criteria and

to display the results in the data sheet view. The select query can

also be used to query records from more than a single table.

STEPS FOR CREATION OF SELECT QUERY:-

In the database window click the queries tab and then

click new. In the new query dialogue box click design view

and then click ok.

Double click the name of each object you want to add to the

query, and the click close.

Add fields to the query by dragging the field names from the

field list to the design grid. For more information on how to add

fields, click.

Refine your query by entering criteria, adding a sort order,

creating calculated fields, computing the sum, average, count,

or another type of total on the data it retrieves, or otherwise

modifying the querys design.

To save the query, click savebutton on the toolbar, enter a

name that follows Microsoft access object-naming rules, and

then click ok.

To see the results of the query, click run(!) button on the toolbar

otherwise select query run.

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CROSS TAB QUERY:-

This type of query should be used only for specific purposes such as

to group data into categories and display values in a spreadsheet like

format with summary totals. These queries can also be used to

compare values and obtain summary data.

STEPS FOR CREATION OF CROSSTAB QUERY:-

Crosstab queries allow us to create cross-tabulate data in a row

by column manner.

Comments with the query design window and select the tables

that have to be used.

Select query Crosstab

Select the appropriate row and column heading in the crosstab

cell which should contain a group by in its total cell. In place of

a field name, we can use expressions to group values together.

Choose value in the crosstab cell for the field that needs to be

summarized. Then in the total cell for the field choose the type

of summary required.

Check not shown in the crosstab cell for those fields to group

by additional fields without displaying them in the results.Click on the query view toolbar button to view the results.

UPDATE QUERY:-

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Update query makes global changes to a group of records in one or

more tables. Update queries allow us to change records or group of

records very quickly.

STEPS FOR CREATION OF UPDATE QUERY:-

Create a query, selecting the tables or queries that include the

records yiou want to update and the fields you want to use for

setting criteria.

In query design view click the arrow next to the query type on

the toolbar and then click update query. Drag from the field list

to query design grid the fields you want to update or you want

to specify criteria for.

In the update to cell for the fields you want to update type the

expression or value you want to use to change the fields.

To see the list of records that will be updated click view on the

toolbar.

APPEND QUERY:-

An append query adds a group of records from one or more tables to

the end of one or more tables. These queries are specially useful for

adding old records to the end of the table.

STEPS FOR CREATION OF APPEND QUERY:-

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Select query Append query from the menu. An append

dialogue box appears on the screen.

Skip the next step if the table chosen is from the same

database, else if it is to be appended to a table in a different

database, click on another database, press tab, and specify the

drive, folder, and name of that database.

Choose the target table from the dropdown list of tables and

click ok.

Add tables and set criteria to select the records that have to be

appended in the query design window.Click on the query view toolbar button or select view datasheet

view to preview the changes.

Return to the query design window to run the append query and

then click on the run toolbar button.

DELETE QUERY:-

Delete queries allow us to delete a group of records that meet

specific search criteria in bulk. The procedures for setting up a delete

query depend on whether we are deleting records from a single table

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or from multiple tables that are involved in a one to many

relationships.