Using Data Forms

A data form is used to allow easy manipulation of information in an Excel data list. While a list is small--for instance, when it fits on one screen--it is easier to enter or change information directly. When you start getting a larger number of records, then you may find using a data form to be easier.

A data form is a dialog box that displays one complete record from your list at a time. Excel considers a record to be a single row in your data list, so a data form basically extracts the information from a row, uses the field labels from the first row of the list, and displays the information so you can understand it easier. To utilize a data form, follow these two simple steps:

1. Select a cell (any cell) within your data list.
2. Choose the Form option from the Data menu. Excel displays the data form from your list. (Click here to see a related figure.)

The above steps won't work with Excel 2007, however. The reason is that the Form option is not available on any of the ribbon tabs. To use the form capabilities of Excel, you'll need to add the option to the Quick Launch Toolbar by following these steps:

1. Click the Office button and then click Excel Options. The Excel Options dialog box appears.
2. At the left side of the dialog box, click Customize. (Click here to see a related figure.)
3. Using the Choose Commands From drop-down list, choose Commands Not in the Ribbon.
4. Scroll through the list of commands and select the Form command.
5. Click the Add button. The Form command now appears at the right side of the dialog box.
6. Click OK. The Form command now appears on the Quick Access Toolbar.

You can now use a data form in Excel 2007 by selecting any cell within your data list and clicking the Form icon on the Quick Access Toolbar. A data form, similar to those used in earlier versions of Excel, appears.

There are several important items to note when working with data forms. The title that appears at the top of the data form is taken directly from the name of the worksheet on which the data resides. If you want to change the title, simply change the name of the worksheet tab.

The field labels are listed down the left side, and you can input information to the right of these labels. If a field contains a formula, you cannot enter information in that field; it is calculated automatically.

You can move between entry fields by pressing the Tab key. When you press Enter, any changes you make are saved in the record. The buttons at the right side of the data form are used to navigate through the list. If you click your mouse on the Close button, the data form is removed and you are returned to your worksheet.

Notice that there are several searching buttons located along the right side of the data form. The Find Prev and Find Next buttons are used to step through your list. If you click on the Criteria button, you can enter information that will be used by the other search buttons (Find Prev and Find Next) when displaying records.