How-To: Use a Data Form in Microsoft Excel 2002

Curriculum Area: English/ Mathematics/ Studies of Society and Environment/ Science 

Grade Level: Yrs 2 and up

Application: Microsoft Excel 2002

Tip: Use an Excel data form to input information into a spreadsheet then sort and filter the data.

Description: An Excel data form is an excellent and convenient way to input information into a spreadsheet, especially when a group of students will be entering data into the same spreadsheet. Once the information is entered, you and your students can manipulate the data by sorting and filtering it as you study and interpret the facts.

How To:
  1. First, plan out a list of information that you and your students would like to keep track of that fits into a curriculum area, or try starting with a list all about your students (a good icebreaker at the beginning of the school year). The following steps explain how to create a list of student information.
  2. Start Excel 2002 and make sure a new spreadsheet is open.
  3. Type a title across the top of the spreadsheet (cell A1). Then press ENTER a few times to skip some lines before you begin your data form.
  4. Type the titles (called fields) for your list across the row. These fields should be categories of information about each record, such as First Name, Last Name, and so on.
  5. After you have typed all of the fields for your list, click on one of the new field names, and then select Form from the Data menu.
  6. When asked whether you want the first row of the selection or list to be used as labels and not data, click OK. You will now see all your fields in an input form, just waiting for you to start entering information.

    Use a Data Form in Microsoft Excel 2002
  7. Type the first person's information (called a record), making sure to press TAB to move from box to box. Be careful not to press ENTER until you are finished typing all the information for the first student. The ENTER key will place the information back on the spreadsheet, below the field names (headings) and will then bring up another blank form so you can enter data for the next person.
  8. Continue entering data for each student in your class. You might want to have the students enter their own data if they are old enough to do the typing and spelling.
  9. After all data is entered, click Close, and save your file.
  10. Sort your list by one of the fields such as "Favourite Movie" by first clicking within the column you would like to sort by, and then clicking either the Sort Ascending button (A to Z or low to high) or Sort Descending button (Z to A or high to low). Try sorting your list in other ways too so you can find out things such as who has the most siblings.
  11. To view only the records that match a certain criterion, click a cell within your list, then on the Data menu, click Filter and then AutoFilter. With AutoFilter turned on, a drop-down arrow appears next to each field name in your list. Select an item from one of the filters. For example, view only those students born in a certain state or those students that have more than one sibling and more than one pet (two filters are used in this last example).
More Ideas:
  • Sorting and filtering data allows you and your students to interpret data and understand the relationships as well. Try using these tools when you need to evaluate lists pertaining to science and other curriculum areas.
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