Use the Built-in Data Form in Excel to View and Filter All Fields for a Record

If you want to view all of the fields associated for a single Excel data record, you can use the built-in Data Form. Now, you can see, edit and filter up to 32 fields for a single record in a compact data form.

You don't have to create this data form - Excel builds it automatically. However, if you use Excel 2007 you will need to add the FORM Control to your Quick Access Toolbar. This control is one of the "Commands Not On the Ribbon."

As you will see in the video, I do not recommend entering new records using the Data Form. I prefer to employ data validation using drop-down pick lists and this is not available on a data form.

I invite you to visit my online shopping website - http://shop.thecompanyrocks.com - to view all of my videos and to check out the resources that I offer.

Sincerely,

Danny Rocks
The Company Rocks

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• Criteria
• Data Validation
• Fields and Records in Data Set
• Filter Data
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[SacDigiScrap]

I thought that I would have to learn to create a searchable data form for Excel until I saw this. I had no idea that a search form feature was already built into newer versions of Excel. Thank you so much for the awesome tutorial!

[DannyRocksExcels]

@SacDigiScrap

My Pleasure. I love it when my viewers get an "A-Ha! Moment."

Thank you for adding your comments to this video.

Danny Rocks

The Company Rocks

[trucker1234able]

danny, tried to download your excel keyboard shortcuts from webex but nothing happened. Is the video on your website?

[DannyRocksExcels]

@trucker1234able

Contact me directly via email - and I will send you a direct link to download that extended length video on webex.

YouTube is funny w/ emails in responses - you will find my contact info on my Channel Page.

[Jimboatwork]

Great video! Very informative. You said you wouldn't use forms for adding data because of lack of pull downs and things. What would the best way to do that be that would be in some form that only shows one row? Or is there one?

Thanks a bunch,

Jimbo

[DannyRocksExcels]

@Jimboatwork

Hi Jimbo - Thanks. I am pleased that you enjoyed my video.

To create a form that would incorporate Drop-down menus and validation you would need to create a UserForm in Excel. The best way to do this is to use VBA (Visual Basic for Applications) to create the UserForm.

Danny Rocks

The Company Rocks

[DannyRocksExcels]

My pleasure.

Yes, when I first started to use Excel 2007, I was frustrated that so many tools (Data Form, Close All, etc.) were not available. The trick is to customize the Quick Access Toolbar - or, in Excel 2010, the Ribbon - to include these Commands found on the "Commands Not on the Ribbon" filter in Excel Options.

Danny Rocks

The Company Rocks

[sweetmamajr]

Thanks, I couldn't find data form either!

[DannyRocksExcels]

@todaslasmujeres

My pleasure! You made my day. I always strive to include some shortcut or alternative approach to solving the problem when I create my video tutorials.

Danny Rocks

The Company Rocks

[todaslasmujeres]

I learned one good trick in tis video, thank you.