asp.net barcode generator Sorting One of the first things most people want to do with a database is put the records in Microsoft Office

Printing QR Code JIS X 0510 in Microsoft Office Sorting One of the first things most people want to do with a database is put the records

Sorting One of the first things most people want to do with a database is put the records
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in a specific order That s called sorting the database If you need to put a name and address list in alphabetical order by the Last Name field, or if you need to put a list of merchandise
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CHAPTER 12: Building and Maintaining List Databases
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in alphabetically ordered groups by Product Type and also in numerical order by Product Number, Excel provides tools for sorting a database on one or more fields
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Filtering The process of viewing only certain records that meet a set of criteria is
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known as filtering For example, if you have a list of customers and need to see only those who are in a certain state or who have a certain representative assigned to them, you can filter for records accordingly say, for all the records with PA in the State field, or Bob Smith in the Sales Rep field
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Each row is a record
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Each column is a field and the column labels are the field names
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Logical layout is the key to an effective database
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How to Do Everything with Microsoft Office 2003
Relational vs Flat File Databases
The Office 2003 suite provides two different types of database tools Access, which is a relational database, allows you to set up multiple database tables that can be related to each other by one or more common fields, such as a table that lists customers, and another table that lists customer credit limits The two tables with this customer data in them can be linked by the common Customer Name or Customer Number field, and reports can then be created that draw data from both tables Excel, which is a flat file database, allows you to build as many databases as you want, but each one is an island Flat file databases can t be linked to each other, even if there s a great deal of overlap in the information stored within them
Excel List Database Requirements
As simple as Excel is to use in building and maintaining a database, it does have some rules If you don t follow them, your ability to sort, filter, and report on your data will be compromised:
Always set up your database horizontally The field names (column heading) should be
in the first row of the database (though not necessarily the first row of the worksheet)
You can have only one row of field names If you need more than 256 fields (the total
number of columns available in a single worksheet), you need to use Access instead of Excel to store your data
Leave no blank rows within the database Any blank rows can make sorting difficult,
because blank rows can prevent the entire database being sorted
Use consistent spelling If you re entering a list of employees and the departments they
work in, and some of the Department fields contain Acctg and others have Accounting, a sort by department won t work properly
Break the records into as many fields as possible The more fields you have, the more
sorting and filtering options you ll have
Building a List
With the rules for database setup in mind, you re ready to build the list The building process consists of two steps: setting up the column headings (which are the field names) and entering the records To begin entering the records into your list, simply click in the first cell of the first blank row under your columns headings and start typing the data for the first record When you get to the end of the first record, press ENTER, then press HOME This keyboard progression will take you to the first cell in the next row, where you can begin entering the second record in your
CHAPTER 12: Building and Maintaining List Databases
Freeze Your Database Field Names
As you re entering records, you will eventually reach a point where if you go to the next row, the column headings will no longer show onscreen This can be confusing for you as you continue to enter records The answer Keep your column headings onscreen by freezing the row that contains them Select the row beneath your column headings and choose Window | Freeze Panes The column headings (your field names) will now remain onscreen no matter how many rows of data you enter
database Remember, it s not important that you enter your records in a particular order You can always sort them later, by any field in the database To speed your data entry, Excel s AutoComplete feature will try to guess what you re going to enter into cells in each field, based on previous entries in the same field For example, if you re entering a list of employees and the Job Title field contains Coordinator, simply typing Co will signal AutoComplete to fill the field with Coordinator If you also have Consultant in one or more of the cells in that same column/field, the guess won t be triggered until you type Con or Coo Once the guess appears, if it s correct, press TAB to accept it and move to the next field If it s not correct, ignore it and keep typing the desired entry
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