Microsoft Office Tutorials and References
In Depth Information
Chapter 11: Getting on the Data List
Whoa! Don’t press the Enter key to advance to the next field in a record. If you
do, you’ll insert the new, incomplete record into the database.
Continue entering information for each field and pressing Tab to go to the
next field in the database.
✓ If you notice that you’ve made an error and want to edit an entry in a
field you already passed, press Shift+Tab to return to that field.
✓ To replace the entry, just start typing.
✓ To edit some of the characters in the field, press → or click the I-beam
pointer in the entry to locate the insertion point; then edit the entry
When entering information in a particular field, you can copy the entry made
in that field from the previous record by pressing Ctrl+’ (apostrophe). Press
Ctrl+’, for example, to carry forward the same entry in the State field of each
new record when entering a series of records for people who all live in the
When entering dates in a date field, use a consistent date format that Excel
knows. (For example, enter something like 7/21/98 .) When entering zip codes
that sometimes use leading zeros that you don’t want to disappear from the
entry (such as zip code 00102), format the first field entry with the Special
Zip Code number format (refer to Chapter 3 for details on sorting number
formats). In the case of other numbers that use leading zeros, you can format it
by using the Text format or put an ’ (apostrophe) before the first 0. The
apostrophe tells Excel to treat the number like a text label but doesn’t show up
in the database itself. (The only place you can see the apostrophe is on the
Formula bar when the cell cursor is in the cell with the numeric entry.)
Press the ↓ key when you’ve entered all the information for the new record.
Or, instead of the ↓ key, you can press Enter or click the New button (refer to
Figure 11-2). Excel inserts the new record as the last record in the database
in the worksheet and displays a new blank data form in which you can enter
the next record (see Figure 11-3).
When you finish adding records to the database, press the Esc key or click
the Close button at the bottom of the dialog box to close the data form.
Editing records in the data form
After the database is under way and you’re caught up with entering new
records, you can start using the data form to perform routine maintenance
on the database. For example, you can use the data form to locate a record
you want to change and then make the edits to the particular fields. You can
also use the data form to find a specific record you want to remove and then
delete it from the database.