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In this exercise, you will practice filling data in a variety of ways. If the workbook from section 3.1 is not already open, do the following to open it: 1. Start Excel. 2. Click Office Button Open (in Excel 2007) or File Open (in Excel 2003). 3. Browse to and select the ExcelDB_Ch03_01-09.xls file, and click Open. 4. Click the DataFills worksheet tab. Practice filling worksheet cells by month by clicking cell A2, dragging the fill handle (the small box in the lower right corner of cell A2) to cell A13, and then releasing the mouse button. The months January through December appear. Practice filling worksheet cells by weekday:
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CHAPTER 3 s ENTER DATA
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1. Click cell B2, drag the fill handle to cell B11, and then release the mouse button. 2. Click the Auto Fill Options button, and click Fill Weekdays. The days Monday through Friday appear twice. Practice filling worksheet cells by copying the same value repeatedly: 1. Click cell C2, press and hold the Shift key, and click cell C11. 2. In Excel 2007, click Home (Editing) Fill Down. In Excel 2003, click Edit Fill Down. The number 1 appears ten times. Practice filling worksheet cells by an additive series of one per subsequent cell: 1. Click cell D2, drag the fill handle to cell D12, and then release the mouse button. 2. Click the Auto Fill Options button, and click Fill Series. The numbers 10 through 20 appear. Practice filling worksheet cells by an additive series of 100 per subsequent cell: 1. Click cell E2, press and hold the Shift key, and click cell E11. 2. In Excel 2007, click Home (Editing) Fill Series. In Excel 2003, click Edit Fill Series. 3. In the Step Value box, type 100, and click OK. The numbers 100 through 1,000 appear. Practice filling worksheet cells by an additive series of 500 per subsequent cell, not to exceed 4,000: 1. Click cell F2, press and hold the Shift key, and click cell F11. 2. In Excel 2007, click Home (Editing) Fill Series. In Excel 2003, click Edit Fill Series. 3. In the Step Value box, type 500, and in the Stop Value box, type 4000. 4. Click OK. The numbers 1,000 through 4,000 appear in cells F2 through F8 only. This is because once the number 4,000 is reached, Excel stops filling values in the remaining worksheet cells.
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3.3 Enter Data with a Data Form
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A data form is a simple, convenient way to enter one complete record on a worksheet without scrolling back and forth among records and fields. Many databases use data forms to facilitate entering records, and Excel is no exception. Use a data form when a simple form with a list of field names and boxes in which to enter values is fine for your needs, or you have no more than 32 data fields in each record and you want all of the fields to fit on the screen at one time.
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To create and use a data form, do the following:
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CHAPTER 3 s ENTER DATA
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1. Make sure data field names appear at the top of each worksheet column. 2. Select the data field names. 3. In Excel 2007, add the Form command to the Quick Access Toolbar, and then click the Form command. In Excel 2003, click Data Form.
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s Note For instructions on how to add the Form command to the Quick Access Toolbar, see the instructions
in the sidebar in this section.
4. Follow the onscreen instructions to create the data form. 5. Use the data form controls to add, delete, restore, or find data records.
How To
To create the form, do the following: 1. Before you can use it, the list of data records must have data field names at the top of each column. 2. Select the field names and any existing records under the data field names. 3. In Excel 2007, add the Form command to the Quick Access Toolbar, and then click the Form command. In Excel 2003, click Data Form. The form is shown in Figure 3-2.
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