The “Data form”

Excel provides us with a useful tool to help us maintain our “List”.

It helps us to view, add, delete, modify or search records, based on a criteria.

To show the “Data form” we click on “Data” in our menu bar and choose “Form ”

On the left side of the “Data form” we see all our “Fields” from our “List” (max.32).

On the right hand side we see all the “Commands” that we can use.

With the scrollbar in the middle we can scroll through the various “Records” from our database.

Clicking on the “down” and “top” arrows or the “Enter” and “Shift”+” Enter” key on our keyboard, allows us to scroll between the different “Records”.

We can quickly move between “Records” with the “Page Up” and “Page Dn” key on the keyboard, or as previously mentioned, with the scrollbar.

We can move to the first or last “Record” from the database by clicking “Ctrl”+” Page Up” or “Ctrl”+” Page Dn” on the keyboard.

We can move the cursor through the “Fields” by clicking on the “Tab” key for the next “Field”, and clicking on the “Shift”+ “Tab” key for the previous “Field”.

To modify data in a “Record”, we select the “Record” and click in the “Field” that we want to change. Make the changes and click the “Tab” key to confirm the change.

If you made a mistake in typing, you can click the “Restore” button to undo the change.

This can only happen as long as we have not left the “Record”. Once we have left the “Record”, we must return to the original value which was manually entered.

Add and delete “Records” in the “Data Form”

To add a new “Record” in the “Data Form”, we click the “New” button on the right side.

A blank “Record” will appear on the left side, where we enter data.

In the upper “Edit” box, enter your details and click the “Tab” key to move to the next “Field”.

When all “Fields” are completed, click on “New” again if you have more data to enter.

Click “Close” if you wish to stop.

You can delete “Records” from the “Data Form” by first selecting the “Record” and then clicking on the “Delete” button.

A confirmation window will ask if you really want to “Delete” the “Record”.

Please note, once you have deleted the “Record”, there is no way of getting it back.

“Records” found in the “Data Form”

Click on “Search criteria” if you want to set conditions or criteria for comparison and type the criteria in the “Data Form”.
Then click “Find Prev” or “Find Next” if you want to find “Records” that meet the criteria.

We can specify our criteria that use comparison operators such as the greater than sign (>), the less than sign (

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