Module Three: Setting up your data in Excel

Rows in an Excel database are referred to as records, the columns are known as fields. Each field needs a heading to identify to identify the data it contains. These headings are called field names.

• Field names are used to ensure that the data for each record is entered in the same sequence.
• Make sure that all the data in a column is entered using the same format. If you start entering numbers as digits (such as 10 or 20) keep it up. Don't change part way through and begin entering numbers as words (such as ten or twenty). Be consistent.
• Do not leave blank columns in the table.

Excel determines the boundaries of your data by looking for continuous cells of data. Do not leave any blank rows when entering your data or Excel will think your data has ended at that point.

Data errors, caused by incorrect data entry, are the source of many problems related to data management. If the data is entered correctly in the beginning, the program is more likely to return the results you want.