![]() In this case, you would need to repeat each employee’s name and employee number for each device in their possession. The other way to arrange the data in Excel is to allocate one row in the worksheet to each electronic device, but this setup is just as cumbersome, albeit for different reasons. It also wouldn’t be easy to view the data if someone had a lot of equipment, as you would have to set up more columns than would fit comfortably in the Excel window. Because the amount of data stored for each employee would vary, looking for a particular item in the worksheet wouldn’t be easy. If one person had only one piece, then you’d need just two columns. If one person had 15 devices, for example, you’d make 30 such columns. First, you could allocate one row in a worksheet for each employee and dedicate pairs of columns across that row to contain the description and ID for each asset the employee has been assigned. If you were to create this record-keeping system as a list in Excel, you would do so in one of two ways. Each employee may have any number of these assets in their possession, and you need to store a description and an ID number for each electronic device an employee has (you needn’t limit your data to electronic devices, of course). If you click on the Criteria button, you can enter information that will be used by the other search buttons (Find Prev and Find Next) when displaying records.Here’s a real-world situation involving complex data that is a good candidate for being stored and managed in Access rather than in Excel: Let’s say your business needs to maintain records as to which employees have been assigned company assets, such as smartphones, computers, tablets, or video projectors. The Find Prev and Find Next buttons are used to step through your list. Notice that there are several searching buttons located along the right side of the data form. If you click your mouse on the Close button, the data form is removed and you are returned to your worksheet. The buttons at the right side of the data form are used to navigate through the list. ![]() When you press Enter, any changes you make are saved in the record. You can move between entry fields by pressing the Tab key. If a field contains a formula, you cannot enter information in that field it is calculated automatically. The field labels are listed down the left side, and you can input information to the right of these labels. If you want to change the title, simply change the name of the worksheet tab. The title that appears at the top of the data form is taken directly from the name of the worksheet on which the data resides. There are several important items to note when working with data forms. Excel displays the data form from your list.
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