Microsoft Office Tutorials and References
In Depth Information
Entering Data via Datasheet view
The Datasheet view of a list uses an Office feature to make a small spreadsheet out of the list
view so you can enter data more quickly. This means you’ll need to have at least one 32-bit
Office Professional product (Word, PowerPoint, Excel, and so on, preferably Office 2007 or 2010)
installed on the computer you are using to access SharePoint before you can work with a list
in Datasheet view. If you try to edit a list in Datasheet view without having an Office product
installed, a dialog box will warn you that the list cannot be displayed (Figure 6.18).
The datasheet
warning dialog box
If you have any Office 2007 (or higher) product installed, the list view will turn into an Access Web
datasheet. (This makes sense in a way, because Access is a database product; it should work with
SharePoint to manage data.) If you don’t, but you do have an Office 2003 product installed, you’ll
get a simple, Excel-like datasheet.
To enable bulk data entry for a list in a datasheet on a machine that has an Office product
installed, click the Datasheet View button in the List ribbon.
As you can see in Figure 6.19, Datasheet view takes the current view you are using on the
content page and makes it into a spreadsheet of data. Note that the only fields available for data
entry are the ones in the view you were using when you clicked Datasheet View. In my example,
the All Items view doesn’t display the Body field, so I can’t ill in the Body field in the Datasheet
view. On the other hand, you can create a standard view that shows only the relevant fields that
you want to ill with data when you enable the Datasheet view.
For demonstration purposes, let’s populate several fields of announcement titles and
categories with the intention to ill in the Body field later. This will create a few list items and give us
enough data in the list to explore more complex views later in the chapter.
The datasheet itself has standard rows and columns, a border across the top containing the
field headings, a border along the left side for selecting rows and indicating a new row, and the
top-left corner of the border for selecting the entire sheet.
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