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Row Select entire datasheet at once FIGURE 9-2
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Choose Edit in Datasheet for a more organized view of inventory and assets
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Perhaps the single biggest benefit of viewing data in datasheet form is the that you can enter new data directly in the datasheet itself, rather than using the New asset or New product item form I added the italics for emphasis because this is such a significant time-saving feature Being able to type directly in the datasheet is far faster and more convenient than having to open a form for each list item you need to add If you re used to working with Excel or Access, you ll take to this feature instantly You might never use the form, unless you need to customize the list information you capture To enter information, open a datasheet by clicking Edit in Datasheet in the Actions menu Simply click in a cell within the datasheet to position the cursor Type the information, and then press ENTER when you finish You can then move on to the next cell For some cells, you can t type information Instead, you have to choose among the options contained in a drop-down list For instance, in the Assets datasheet list shown in Figure 9-3, if you try to type in the Asset Type field, you are prevented
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You can type data in some cells, but others present you with a list of options
How to Do Everything with Microsoft Office Live
from doing so A dialog box appears, telling you to choose one of the options from the drop-down list: Fixed, Current, or Other You can customize fields such as Asset Type by clicking Common Tasks, choosing Modify this application or workspace, clicking Site libraries and lists, and clicking Customize Assets When the Customize Assets window opens, click Asset Type (or another field you want to customize) When the Edit Column window opens, you can delete options or add more specific ones Other fields in the Assets datasheet can t be edited manually at all For instance, the Modified field automatically enters the current date and time You are required to complete all the fields in a row that can be completed manually before you move on to the next row, however The way you view data makes it easier for you to understand and work with it Aside from the data-entry feature just described, another benefit of Datasheet View is visual: the items you record are aligned in neat rows and columns You can also instantly have the datasheet record the totals of any figures you have displayed in a particular column: Click Action and choose Totals, and the totals are displayed immediately beneath each column (see Figure 9-4)
FIGURE 9-4
An Office Live datasheet can instantly calculate totals for you
CHAPTER 9:
Tracking Assets and Inventory
You won t always see Edit in Datasheet in the Actions menu Some list types can t be viewed in Datasheet View These are: discussion board, survey, image gallery, web template library, Web Part Catalog, Data sources, and the Inbox The Assets and Products lists are perfect for viewing in datasheets because of the extensive sorting and filtering functions they provide If your inventory list includes hundreds, or even thousands, of different items and you re looking for one or two individual pieces, you can focus a search to find them quickly, as the next two sections describe To learn more about working with datasheets, and importing and exporting data, open any list in datasheet form Then, scroll down to the bottom of the datasheet and click the highlighted word Help This opens an Access Web Datasheet Help window It s more specific than the usual Office Live Help window
Sorting a Datasheet
You can sort or rearrange the contents of a datasheet in several different ways so you see the information you need the most You can rearrange columns by placing the mouse arrow over the vertical line that separates columns When the pointer turns into a four-headed arrow, click and drag it to the new location The arrow turns into a pointer only when you pass it over the line just beneath the column name not the line above it (see Figure 9-5)
FIGURE 9-5
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