Microsoft Office Tutorials and References
In Depth Information
Chapter 11: Getting on the Data List
record and creates a data form. This data form lists the field names down the
left side of the form with the entries for the first record in the appropriate
text boxes next to them. In Figure 11-2, you can see the data form for the new
Employee Data database; it looks kind of like a customized dialog box.
The data form Excel creates includes the entries you made in the first
record. The data form also contains a series of buttons (on the right side)
that you use to add, delete, or find specific records in the database. Right
above the first button (New), the data form lists the number of the record
you’re looking at followed by the total number of records (1 of 1 when you
first create the data form). When creating new entries it will display New
Record above this button instead of the record number.
All the formatting that you assign to the particular entries in the first record is
applied automatically to those fields in subsequent records you enter and is
used in the data form. For example, if your data list contains a telephone field,
you need to enter only the ten digits of the phone number in the Telephone
field of the data form if the initial telephone number entry is formatted in
the first record with the Special Phone Number format. (See Chapter 3 for
details on sorting number formats.) That way, Excel takes a new entry in the
Telephone file, such as 3075550045, for example, and automatically formats it
so that it appears as (307) 555-0045 in the appropriate cell of the data list.
The process for adding records to a data list with the data form is simple.
When you click the New button, Excel displays a blank data form (marked
New Record at the right side of the data form), which you get to fill in.
After you enter the information for the first field, press the Tab key to
advance to the next field in the record.
the data list
in its data