2.1 Adding Form to Quick Access Toolbar
Excel has a hidden data entry form, which allows you to add, edit, delete records and display only those records that meet certain criteria. Forms make your data entry very effective and efficient, especially when you have wide rows and you want to avoid scrolling repeatedly to the right and left in order navigate through your data file.
To access Excel data form you add the Form command to the Quick Access Toolbar (QAT).
In this lesson, you’ll learn how to add a data form to QAT and its various parts, and how to use it to navigate through records of a table.
By the end of this lesson, you should be able to:
- Access Quick Access Toolbar in Excel
- Add data form to Quick Access Toolbar
- Identify the various components of a data form
Accessing Quick Access Toolbar
To to use a data form for any data entry, you first need to add it to the Quick Access Toolbar. Sometimes, the QAT may not be visible to you after you start Excel. To show the QAT each time you want to use it, do the following tasks:
1. Right-click the Home tab or any other tab as shown in figure 1.
2. Click the option Show Quick Access Toolbar Above the Ribbon.
Adding Data Form to Quick Access Toolbar
To show the QAT, do the following tasks:
1. Right-click the Home tab or any other ribbon as shown previously in figure 1.
2. Click Customize Quick Access Toolbar… (figure 2):
3. Select All Commands option from the drop-down list in the Excel Options dialog box as in figure 3:
4. Scroll down the list of commands.
5. Select Form… (figure 4).
6. Click Add >> button (figure 5).
7. Click OK. This adds the Form icon to the Quick Access Toolbar (figure 6).
Components of a Data Form
Components of an Excel data form are shown in figure 7. All other parts are active except the Restore command.
New: This option clears any existing data in the data form and allows you to create a new record.
Delete: It allows you to delete an existing record. For example, if you hit the Delete key in figure 7 it will remove the record for the student with ID 10BBA002.
Restore: If you’re editing an existing entry, you can restore the previous data in the form provided you haven’t clicked New or hit Enter key.
Find Prev: This command locates the previous data record.
Find Next: This command locates the next data record.
Criteria: This command allows you to locate a specific record. For example, if you’re looking for all the records, where the status is regular, you click the Criteria button, enter Regular in the Status field and then click the find button. Detail explanation of Criteria is treated in subsequent tutorials.
Close: It closes the data form.
Scroll Bar: You use the vertical scroll bar to move from record to record in your data file (figure 8).