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Chapter 13. Analyzing Data with Lists > Basic List Operations

Basic List Operations

After you've converted the range to a list, you can start working with the data. Here's a quick look at some basic list operations:

  • Adding a new record at the bottom of the list— Below the last record in the list you'll see an asterisk (*) in the first field. This is the new record symbol, and it means that you can use this row to add a new record to the list.

    NOTE

    As soon as you start entering data in the new record, Excel displays a dialog box to tell you that it has inserted a row. You can avoid being pestered by this obvious bit of news by clicking the Do Not Display This Dialog Again check box.


  • Adding a new record anywhere in the list— Select any cell in a record below which you want to add the new record. In the List toolbar, choose List, Insert, Row. Excel inserts a blank row above the selected cell into which you can enter the new data.

  • Deleting a record— Select any cell in the record you want to delete. In the List toolbar, choose List, Delete, Row.

  • Working with a record using a data form— Choose Data, Form (or, on the List toolbar, choose List, Form). This displays the list's data form, which is a dialog box that enables you to add, edit, delete, and find list records quickly (see Figure 13.3). To add a record to the list, click New and enter the data in the blank fields. To edit a record, use the scroll bar to select it and then edit the fields. To delete a record, use the scroll bar to select it, click Delete, and then click OK to confirm the deletion.

    Figure 13.3. The data form for the accounts-receivable list.

  • Finding a record using criteria— Display the data form, click Criteria, and then enter the criteria you want to use in the corresponding field. For example, if you want to find a record where the Invoice Amount field is greater than $1,000, enter >1000 in the data form's Invoice Amount box. Use the Find Prev and Find Next buttons to scroll through the records that match the criteria.


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