MS-Excel and MS-Access: Detailed Step-by-Step Procedures

& Expected Outputs

Reference: Exercise 5.pdf (Experiment No: 5) — aim & algorithm used as the basis for
these procedures.

MS-Excel

1. Student data — Filtering

Sample dataset (place in A1:C11 with headers):

FirstName LastName Score (out of 100)

John Smith 85

Alice Johnson 78

Maria Garcia 92

David Lee 67

Priya Patel 55

Omar Khan 49

Li Wang 70

Sara Ahmed 60

Tom Brown 80

Nina Das 73

Procedure (AutoFilter method):

1. Select any cell in the data range (A1:C11).

2. On the Ribbon: Data → Filter (or press Ctrl+Shift+L). Filter dropdowns appear on
headers.
3. Click the Score dropdown → Number Filters → Greater Than... → enter 79 → OK.

Expected output (rows visible after filter on Score > 79):

John Smith — 85
Maria Garcia — 92
Tom Brown — 80

Procedure (Filter for scores between 50 and 70 inclusive):

4. Click the Score dropdown → Number Filters → Between...

5. Enter Lower bound = 50 and Upper bound = 70 → OK (this includes 50 and 70).

Expected output (rows visible after filter on Score between 50 and 70):

David Lee — 67
Priya Patel — 55
Li Wang — 70
Sara Ahmed — 60

Alternate method (helper column):

In column D (D2) use: =AND(C2>79) (or =AND(C2>=50,C2<=70) for the between filter). Fill
down and filter by TRUE.

2. Sales data — Pivot Table (Total & Average by Region)

Sample dataset (place in A1:D13):

Date Salesman Region Sales (Rs)

2025-01-02 Ramesh North 12000

2025-01-05 Sita South 15000

2025-01-07 Amit East 9000

2025-01-10 Rahul West 20000

2025-01-12 Priya North 18000

2025-01-15 Sita South 14000

2025-01-20 Amit East 11000

2025-01-22 Rahul West 16000

2025-01-25 Ramesh North 13000

2025-01-27 Priya East 7000

2025-02-01 Sita South 17000

2025-02-02 Rahul West 15000

Steps to create the PivotTable:

6. Select the entire table A1:D13.

7. Insert → PivotTable → choose 'New Worksheet' → OK.
8. In PivotTable Fields: drag 'Region' to Rows.
9. Drag 'Sales (Rs)' to Values twice.
10. Click the first 'Sum of Sales (Rs)' → Value Field Settings → Sum → OK.
11. Click the second 'Sales (Rs)' → Value Field Settings → Average → OK.
12. Format numbers: right-click a value → Number Format → Currency (2 decimals) → OK.

Expected PivotTable output (based on sample data):

RegionSum of Sales (Rs) Average of Sales (Rs)

East 27,000.00 9,000.00
North 43,000.00 14,333.33
South 46,000.00 15,333.33
West 51,000.00 17,000.00
Grand Total 167,000.00

3. Month vs Sales — Live Chart (auto-updating)

Sample dataset (place in A1:B7):

Month Sales (Rs)

Jan 12000

Feb 15000

Mar 13000

Apr 18000

May 17000

Jun 20000

Steps to create a live (auto-expanding) chart:

13. Select A1:B7 and press Ctrl+T (Insert → Table) to convert the range to an Excel Table.
Confirm 'My table has headers'.
14. With any cell inside the table selected, Insert → Charts → choose Line or Column
(recommended: Line) → OK.
15. Because the chart is built on the Table, when you add a new row (e.g., Jul + value) the
Table expands and the chart updates automatically.
16. Optional: Add slicers (Table → Insert Slicer) or format axes from Chart Tools for
readability.

Expected behaviour / output:

A line (or column) chart that plots months on the X-axis and Sales values on the Y-axis.
Adding new month rows extends the table and the chart updates automatically.

4. S.no | Student Name | Total Marks — Bar Diagram

Sample dataset (place in A1:C7):

S.no Student Name Total Marks

1 John Smith 450

2 Alice Johnson 480

3 Maria Garcia 425

4 David Lee 401

5 Priya Patel 470

6 Omar Khan 389

Steps to create a bar chart:

17. Select the Student Name and Total Marks columns (B1:C7).
18. Insert → Charts → Bar Chart → Clustered Bar (or Column → Clustered Column).
19. Add chart title: Chart Elements → Chart Title. Add data labels: Chart Elements → Data
Labels.
20. Format axes and sort data if you want bars ordered (largest to smallest): sort the table
by Total Marks.

Expected output:

A bar diagram where each student's name is on the vertical axis and the length of the bar
shows their Total Marks. Data labels display numeric totals on bars.
MS-Access

1. Create a Student table (with computed Total & Average & Result)
Table design (Design View):

Field Name Data Type / Notes

RollNumber AutoNumber (Primary Key)

StudentName Short Text

Class Short Text or Number

Subject1 Number

Subject2 Number

Subject3 Number

Subject4 Number

TotalMarks Calculated field or query expression

(optional)

AverageMarks Calculated field or query expression

(optional)

Result Short Text (Pass/Fail) — typically set by

query

Steps (Create table in Design View):

21. Open MS-Access → Create → Table Design.

22. Add fields listed above. Set 'RollNumber' as Primary Key (Right-click → Primary Key).
23. Set field properties: Field Size for Number fields, Format if needed, Validation Rules if
required.
24. Save the table as 'StudentMarks'.

Query to calculate Total, Average and Result (SQL view):

SELECT RollNumber,
StudentName,
Class,
Nz([Subject1],0) + Nz([Subject2],0) + Nz([Subject3],0) +
Nz([Subject4],0) AS TotalMarks,
(Nz([Subject1],0) + Nz([Subject2],0) + Nz([Subject3],0) +
Nz([Subject4],0))/4 AS AverageMarks,
 IIf(((Nz([Subject1],0) + Nz([Subject2],0) + Nz([Subject3],0) +
Nz([Subject4],0))/4) >= 40, 'Pass', 'Fail') AS Result
FROM StudentMarks;

Sample records (table contents):

RollNumb StudentNa Class S1 S2 S3 S4

er me

101 John 10 85 78 90 82
Smith

102 Alice 10 55 60 48 70
Johnson

103 Omar 10 35 40 30 28
Khan

Expected query output (Total, Average, Result):

101 | John Smith | 10 | 335 | 83.75 | Pass

102 | Alice Johnson | 10 | 233 | 58.25 | Pass
103 | Omar Khan | 10 | 133 | 33.25 | Fail

2. Personal Information table + Form + Report

Table design (Create → Table Design):

Field Name Data Type / Notes

PersonID AutoNumber (PK)

FirstName Short Text

MiddleName Short Text

LastName Short Text

Nationality Short Text

Gender Short Text or Lookup

TemporaryAddress Long Text

PermanentAddress Long Text

Phone Short Text

Email Short Text

Steps to create a Form:

25. Create → Form Wizard → choose 'PersonalInfo' table → select fields → Next.
26. Choose layout (Columnar recommended) → Next → Choose style → Finish.
27. Open in Design View to rearrange controls, set tab order or validation.

Steps to create a Report:

28. Create → Report Wizard → select 'PersonalInfo' table → pick fields → Next.
29. Optional: group by Nationality or Gender → Next → choose sort order → Next → layout &
style → Finish.
30. Open Report in Design View to adjust headers/footers or formatting, then Print
Preview.

Example record (for testing form/report):

Priya | K. | (LastName) | Indian | Female | Temporary: 12 Park St, Bangalore | Permanent:

24 Main Rd, Mumbai

3. Inventory table
Table design (Create → Table Design):

Field Name Data Type / Notes

ProductID AutoNumber (Primary Key)

ProductName Short Text

Quantity Number (Long Integer)

UnitPrice Currency

Useful query: Stock value per product and total inventory value (SQL):

SELECT ProductID, ProductName, Quantity, UnitPrice,

[Quantity]*[UnitPrice] AS StockValue
FROM Inventory;

SELECT Sum([Quantity]*[UnitPrice]) AS TotalInventoryValue FROM

Inventory;

Sample data and expected output:

ProductID ProductName Quantity UnitPrice

1 Stapler 50 150.00

2 Notebook 200 30.00

3 Pen 500 10.00

Expected StockValue results:

Stapler | 50 | 150.00 | StockValue = 7,500.00

Notebook | 200 | 30.00 | StockValue = 6,000.00
Pen | 500 | 10.00 | StockValue = 5,000.00
Total inventory value = 18,500.00

Notes
• These procedures follow the aim and algorithm described in the uploaded Exercise 5.pdf.
For the Excel chart steps: Exercise 5 suggests using different chart types (Line, XY, Bar and
Pie) — the instructions above cover how to create those charts and make them live (auto-
updating) where applicable.