How to Build a List in Excel 2007
Before starting a project in Excel it is important to be aware of the different types of cursors and the functions of each cursor.
Types of cursors
Select cursor is a thick plus sign – used for selecting cells
Move cursor is a pointer with 4 arrows – used for moving contents of cells
Fill Handle cursor is a thin plus sign – used for smart filling content
Column/Row width adjust cursor is a bar with two arrows – used to adjust height or width of a column or row
Because each cursor has a specific function you need to pay close attention to what your cursor looks like before you click and drag on your spreadsheet. Having the wrong cursor will cause unintended consequences.
Build the Header Row
The Header Row is important because these are the headings you are going to see when you tell Microsoft Word to import information. For example if you want to create a mailing list you will have the Header Rows: First Name, Last Name, Address, City, State, & Zip. You can add additional information to your Header Rows such as email address, phone number etc… without any ill effects. Without a Header Row it will be difficult to tell what type of information is stored in that column.
Starting in the first open cell type in the column headings.
Use the Select Cursor click in cell A1. Type First_Name press the TAB key on the keyboard to move to the next column (cell B1) and type Last_Name, TAB over again and continue typing all the column headings you wish to have in your list.
Once your headings are entered you will want to adjust the width of your column width adjust cursor. Place your cursor between the column headings of each column (Between the letters B and C in the example below) and double click or drag to adjust the width of that column. Be sure to drag out each column to be wide enough to accommodate the information.
Enter the data for the list
Type in the data for your database starting with cell A2. You do not want blank rows between your headings and your data. Again press the TAB key to move to the next column and then press the ENTER key to drop down to the next row when finished with the column. Add your data to each row until complete.
Rename the Sheet Tab
At the bottom of your spreadsheet you will see the default names of Sheet 1, Sheet 2, and Sheet 3. To customize the names of these tabs, right click on the name, this will bring up an option list. Now click on Rename. Type in the name you would like for the sheet tab (‘Addresses’ for example) and press enter. You now have a named tab.
Save the work
After entering all the information in the database click on the Office Button to save your work.
Click on Save.
From the Save As window choose a Save in: location (Address List Folder in the example below) and then choose a File name (AddressList was used in the example below) then press the Save button.
Congratulations you have just made a list that is usable with MS Word! You can now close the file.