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Use Excel As A Database

This document provides instructions for using Excel as a database. It describes how each row of a spreadsheet can represent a record and each column a field. It discusses using the data form to add and edit records in a database, finding and deleting records, sorting data by multiple fields, filtering records using autofilter or custom filters, and extracting filtered records to a new location using advanced filters.

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Pierse Bishop
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© Attribution Non-Commercial (BY-NC)
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Download as PDF, TXT or read online on Scribd
118 views

Use Excel As A Database

This document provides instructions for using Excel as a database. It describes how each row of a spreadsheet can represent a record and each column a field. It discusses using the data form to add and edit records in a database, finding and deleting records, sorting data by multiple fields, filtering records using autofilter or custom filters, and extracting filtered records to a new location using advanced filters.

Uploaded by

Pierse Bishop
Copyright
© Attribution Non-Commercial (BY-NC)
Available Formats
Download as PDF, TXT or read online on Scribd
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Using Excel as a Database

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Using Excel as a Database


You dont need to do anything special to your information to make it a database. When you perform database tasks, such as finding, sorting or subtotaling data, Excel automatically recognizes your information as a database where each row is a record and each column is a field. The column labels in the list are the field names for the database. A database can have empty fields, but cannot contain empty records.

Using the Data Form


When you want to add information to your database, you may find that just adding records to the bottom of the list doesnt carry the formatting through that you would like. An easy way to add information to your database and retain the formatting is to use the Data Form. Open the form by going to the Data menu and select Form.

The left side shows the field names found at the top of each column. The individual information is show in the field boxes. The right side of the form contains the command buttons. These can be used for adding new records, deleting records and editing data. The title bar will display the name of the worksheet.

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Using Excel as a Database


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Adding records To add an additional record using the Data Form: 1. Click New . A blank form is displayed. 2. Type in the data, using [Tab] to move to the next field and [Shift][Tab] to move to the previous field (or use the mouse). 3. After entering all the data for the new record, click on New or press [Enter] to add another record or click Close to return to the worksheet. Finding records To add find a record using the Data Form: 1. Click Criteria . A blank form is displayed. 2. Enter the criteria you wish to use to find one or more records. You can use comparison operators such as greater than (>) and lesser than (<). 3. Press [Enter] to find the first entry in the list that matches your criteria. 4. Use Find Next or Find Prev to find the remaining records meeting the criteria. 5. To start a new search or reset your criteria, click Criteria . Deleting records To delete a record using the Data Form: 1. Use the Find Next or Find Prev buttons to locate the required record. 2. Click Delete . 3. You are asked to confirm the deletion; click on OK to proceed or Cancel if you do not wish to proceed with the deletion. NOTE: This action cannot be undone using Undo. You should always save your file prior to deleting records. If you do make a mistake, you can always close without saving changes. 4. To return to the worksheet, click Close .

Sorting the Data


There are several ways to sort your data. First, you can select the field name of the column you want to sort by and click either Sort Ascending or Sort Descending on the Standard toolbar. This option works great for a quick sort, such as by ZIP code, but you may want to sort by more than just one field, such as by State, then City, then Last Name. 1. To sort the rows into a new order, first place the cell selector in the database. 2. From the Data menu, select Sort. The Sort dialog box is displayed. 3. To change the field being used for sorting, click on the down arrow in the Sort By field. A list of the field names is displayed. 4. Select the column on which you wish to sort the data. By default, the data will be sorted into Ascending order; this means alphabetical (A to Z) order for text and lowest value first for numeric data. If you would like the data sorted in the reverse order, click Descending. It is also possible to select a second field, which will determine the order of items which have the same first key, and a third field to sort items with the same first and second keys. When you have completed specifying the sort order, click OK . Page 2 of 4

Using Excel as a Database


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Filter Records
There may be times you dont want to look at your entire database, but instead wish to view only those records that meet certain criteria. For a quick filter, make sure the cell selector is active in your database. Then go to the Data menu then Filter and select AutoFilter. Drop-list arrows will appear to the right of each field name. Use the drop list to find the criteria you want or create a custom filter. The database will collapse, showing only those records that meet your chosen criteria. Notice that the row heading numbers are now blue and appear to skip. This will indicate to you that a filter is in place and you are viewing only a portion of your database. The other records are hidden. To view all records, click the drop-list arrow and choose (All).

Custom Filter If you chose the (Custom) option in the AutoFilter drop-list, youll see the dialog box below. On the left, choose the comparison operator. The right is for the comparison criteria. You can add a second criteria using the And and Or options. When you select OK , the database will collapse, showing only those records that meet your criteria.

Using Advanced Filters and Extracting Records


There may be times where you need more than two criteria, or you want to extract the records to a new location. Use the Advanced Filter feature to accomplish this. Before you begin, you need to set up a criteria area. Ideally, it is best to put the criteria area to the right of the database. The reason is that you are more likely to add records below the database than you are to add columns. The criteria area must have the exact

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Using Excel as a Database


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headings as in your database, so its best if you just copy and paste the headings to the new location. Now, add the criteria youd like to filter by under the appropriate heading. You may use comparison operators such as greater than and lesser than. 1. Place your cell selector in the database. 2. Go Data!Filter!Advanced Filter. 3. You have the option to filter the list in place (it will act just like the AutoFilter list) or copy the results to another location. 4. The List range is determined by your computer provided your cell selector began in the database. 5. Select your Criteria range. Click the red arrow to the right to collapse the dialog box. Select your criteria range including the headings and criteria. Press the red arrow to expand the box. 6. If you chose to copy the list, youll need to select the first cell of the area where youd like the list to be copied. 7. If you dont want to see duplicate entries that match your criteria, select Unique records only. 8. Click OK to perform the filter or extract. Even though its called and extract, the original entries in your database remain there and only a copy is made. 9. If you filtered the list in place and want to view all the records again, go to Filter! Data!Filter!Show all.

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