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To select multiple columns, first select a single column, as previously described Press SHIFT and select the column adjacent to it to also select the second column You can move on to select adjacent columns as needed The only way to move a row in a datasheet is to sort the datasheet s contents: you need to create a new view You can create a new view by customizing a list in either Standard or Datasheet View Click Common Tasks, choose Manage this application or workspace, click Site libraries and lists, and then click Customize Assets When the Change Field Order window, shown in Figure 9-6, appears, choose options from the drop-down lists to change the current order You can then position the Asset Type column first in the view and only include the essential information you need, such as the name and value of the equipment
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FIGURE 9-6
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You can change the order of columns in any Office Live list
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CHAPTER 9:
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Tracking Assets and Inventory
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Not only can you change the order of the columns in a datasheet such as Assets, but you can also change the order of the cells within a column You have two options for sorting datasheet column contents: n To sort a single column, click the drop-down arrow just to the right of the column s name, and choose Sort Ascending, Sort Descending, or another option from the list n To sort multiple columns, you need to open the Task Pane and click the Sort button (see Figure 9-7)
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FIGURE 9-7
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The Sort button in the Task Pane lets you reorder column contents
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The Task Pane for datasheets opens to the right of the datasheet and is opened by clicking on the arrow just to the right of the rightmost column Once the Task Pane is open, select the columns you want to sort Then follow these steps:
1 Click the Sort button 2 When the Custom Sort dialog box opens, select the sort options you want 3 Click OK
You need to choose Ascending or Descending order in the Custom Sort dialog box, shown in Figure 9-8 The option you choose depends on the order in which you selected the columns If you want to sort by alphabetical order, and one column is called Asset Name and the other is Asset Type, you would choose Asset Name first, and then choose Asset Type To find Help files that pertain specifically to datasheets, you don t simply enter datasheet in the Help window s search box Enter Access Web Datasheet and do a search Or, better yet, open a datasheet and click the Help link just beneath it
Filtering a Datasheet
Filtering is a way to whittle down the data in a datasheet, so you only see what you want To filter the data, click the down arrow to the right of a column s name Then, choose the criteria from the list The list contains standard items, as well as
FIGURE 9-8
You can sort by multiple criteria to get only the data you want
CHAPTER 9:
Tracking Assets and Inventory
those specific to the column s contents First, the column-specific items appear In a column with items that include Current, Fixed, and Future, you can see these three items at the bottom of the drop-down list Choose Fixed, and all the Fixed items appear at the top of the column Click Custom Filter to display the Custom Filter dialog box, where you can specify your own filtering criteria You can filter for all numbers beginning with 1, for instance You can t apply filters to columns with multiple-text fields or that include filters
Tracking Company Assets
Inventory is merchandise your company purchases or manufactures, and then sells to others Assets are material possessions your business owns and uses to keep the company running Look around your office and you can see all kinds of assets: computers, printers, toner, paper, phones, water coolers, furniture, and much more Assets can also be financial holdings: savings you have in the bank or property you own It s important to keep a list of your assets for taxes, for insurance, and for budgeting if you know what you have on hand already, you can do a better job of planning what you ll need in the future Office Live provides you with two lists for tracking assets: Assets and Asset Requests and they are examined in the following sections
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