Microsoft Office Tutorials and References
In Depth Information
THE MULTIPLE LINE FIELD AND DATASHEET VIEW
Assume, for example, that you want to do all your data entry in Datasheet view. Sooner or later you
are going to add the Body field (or some other multiple-line text field) to the Datasheet view. That
might be a problem. When you add the Body field to a view so you can see it in Datasheet view, it
may be read-only.
The interesting thing about multiple-line text fields and Datasheet view is that a datasheet
creates completely blank records when you start on a row. When a multiple-line text field is not set to
allow Append (which allows the field to be edited and added to once it has been saved), the field in
Datasheet view is locked as read-only.
To make it possible to append a Body field in Datasheet view, you must allow Append Changes To
Existing Text in the multiple-line text field’s settings (see “Modifying a List” earlier in this
chapter). To make matters more complicated, you must enable versioning on the list (see “Versioning
Settings” in Chapter 8, “Introduction to Libraries.”).
Versioning is list-wide and causes the list to keep a copy of every change to every list item, which
increases the complexity and size of the list. Consider the ramifications of this just to be able to do bulk
data entry for a multiple-line text field—do the costs outweigh the benefits? However, if this is your
preferred method of data entry or the list is going to have versioning set on it anyway, go ahead.
When Datasheet view is enabled, the buttons in the List ribbon’s Datasheet section are no
longer grayed out. The following buttons become available:
New Row Inserts a new row at the bottom of the datasheet.
Show Task Pane Opens a task pane on the right side of the datasheet for integration
tasks with Excel or Access (even if you don’t have them installed). You can also open
the task pane by clicking the grip bar on the far right side of the Datasheet view. See
Figure 6.22 for an example.