2.3 Searching Table with Form
One of the benefits of using Data Entry Form is that you can easily navigate, search and edit the records of a table without ever leaving the Data Form dialog box.
By the end of this lesson, you should be able to use a data form to:
- Search through records of a table
- Navigate through data records
- Delete records of a table
Navigating through Existing Records
Data form can be especially useful for navigating through records if you have a table with many columns. This can save you a lot of scrolling and the process of going back and forth in search of a particular record.
To navigate and edit records using a data form, do the following tasks:
1. Select any cell in the Excel Table.
2. Click on the Form icon in the Quick Access Toolbar.
By default, the form points at the first record of the table.
3. Click Find Next button.
The form displays second record as the next record of your table (figure 1).
4. Click Find Prev button.
This command takes you to the previous record of the table (figure 2). Coming from the second record, the first record is displayed in the data form as the previous record.
5. Use the Scroll bar to navigate through the records of a table one-by-one (figure 3).
Editing a Record in Data Form
In this lesson, we’ll use data form to demonstrate how to edit fields of an Excel table.
To make changes to a record in a data form, do the following tasks:
1. Insert a data form in a table.
2. Use Find Next or Find Prev buttons to go the record you want to edit.
2. Use the Tab key (from keyboard) or mouse to click the very field you want to change its content.
3. Type the new field (Female) over the highlighted field (figure 4).
4. Press the Enter key to send the changes to the table.
Any changes you make to the cell is instantly sent to the table. Restore becomes active and clicking it will also reverse the changes you make.
5. Press the Enter key to send the changes to the table.
Any changes you make to the cell is instantly sent to the table. Restore becomes active and clicking it will also reverse the changes you make (figure 5).
6. Click Restore button.
Deleting a Record
You can locate and delete a specific record from the table by using data entry form. Do the the following tasks to remove a record:
1. Activate your Excel table by clicking any cell.
2. Click Form icon in the Quick Access Toolbar.
3. Navigate to the record you want to delete (figure 6).
Our task is to delete the sixth record. It has an odd Id number (11BAR008).
4. Click the Delete button to remove the record.
Note the warning window prompting you to confirm if the record should be deleted (figure 7).
5. Click OK.