Introduction

In addition to using a worksheet to calculate values, you can also use it to manage and analyze a list of information, also called a database . For example, you can create an inventory list, a school grade book, or a customer database. You can enter data directly in a worksheet, or you can use a Data Form , which is an on-screen data entry tool, that resembles a paper form. A Data Form lets you easily enter data by filling in blank text boxes. Data entry in a list is further enhanced by features such as a pick list to ensure restricted field entry, and adding data validation rules which will restrict the entry of data into certain fields. If you want to make sure that an order isn't placed for an out of stock item, you can restrict that item's code from entry onto an order form.

Once you've entered your records into the database, you can use the Data Form to display certain records. Instead of scrolling through a long list of data to find a record, you can find it with the Data Form's criteria feature. Once the record is found, you can make your changes to it or delete it. You can also find records in your database that match a certain criteria, such as all clients in a certain zip code, or all students who have an average of B or higher. Sorting data in your list can be accomplished a few ways: one with the sort ascending or descending buttons , the other by using Excel's AutoFilter option. By typing in a set field to sort by, you can pull all the records in your list that contain a matching field.

PivotTables are also available to pull your data together for easier viewing and reporting. The PivotChart Wizard walks you through setting up a PivotTable. Excel has some designed reports that contain layout formatting to give that extra touch to your reports .