Microsoft Office Tutorials and References
In Depth Information
Exhibit 4.2 Data entry with form tool
a particular Name or Age . Next, select the Find Next or Find Prev option, to search
your database. This permits a search of records containing the specific search crite-
ria, for example, the name Greta. By placing Greta in the Name field of the form and
then depressing Find Next , the form will return the relative position of the field name
Greta above the New button 2 of 4: the second record out of four total records. This
is shown in Exhibit 4.3, as well as all of the other fields related to that record. Note
that we could have searched the age field for a specific age, for example 26. Later
in this chapter we will use Filter and Advance Filter to achieve the same end, with
far greater search power.
Validation is another tool in the Data menu that can be quite useful for promot-
ing accurate data entry. It permits you to set a simple condition on values placed
into cells and returns an error message if that condition is not met. For example, if
our database in Exhibit 4.2 is intended for individuals with names between 3 and 10
characters, you are able to set this condition with Validation and return a message if
the condition is not met. Exhibit 4.4 shows how the condition is set: (1) capture the
data range for validation, (2) find the Validation tool in the Data ribbon and Data
Tools group, (3) set the criterion, in this case Text length , but many others are avail-
able, (4) create a message to be displayed when a data input error occurs (a default
message is available), and (5) proceed to enter data.
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