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1.

Type the Field Names

To create field names for your database, you only need to type a one-line label atop each column in your spreadsheet's database. First, label your spreadsheet with an appropriate title that describes the database you're creating. Use the standard character-formatting tools (see

12 Apply Character Formatting ) to make the title and field names stand out.

61 Center a Heading over Multiple Columns shows you how to center your database title in a wide column across the top of the fields.

2.

Enter the Data

Type the data that falls beneath the field names. Reserve one row for each record in your database. Use the standard data-entry techniques you'd use for any spreadsheet (such as pressing

Tab or

Enter at the end of a value, and so on).

You may enter formulas if you wish. In a database that represents a checkbook register, for example, the

Balance field (column) should be calculated and consist of a running total from your very first deposit that you used to set up the account in the first record.

140 Access an Existing Database for more information.

3.

Request a Data Range

Once you've entered some or all of your database records (you can always add more later), you must define a

data range for the data so that Calc will know which rows and columns hold database data. Select your database rows and columns that will make up your database. If you include the column titles above each column, Calc makes those titles the field names that you can refer to later when accessing the database.

KEY TERM

Data range
A range you define that specifies exactly which rows and columns comprise the records and fields of your database. If you include column title cells, Calc makes those titles the field headings in your database.

Select

Data, Define Range from the menu to display the

Define Database Range dialog box.

4.

Define the Data Range

Type a name for the data range in the

Name text box. Choose a simple name that you associate with this collection of data (don't include any spaces). Click the

Define Database Range dialog box's

More button to display extra options you'll often need to define the data range. If you've included column titles and you want Calc to make them field names, make sure to select the

Contains column labels option. Calc fills in your selected range for you (using absolute addressing with the sheet name preceding the range), but you can change the range if you wish to. The

Shrink button collapses the

Define Database Range dialog box in case you want to look at your sheet once again without closing the dialog box (click

Shrink again to restore the dialog box to its original size).

Click

Add to add the data range to Calc's stored databases. You can define multiple data ranges per sheet, but generally you'll be able to track your data better if you keep each sheet a separate database range. If you ever want to remove a defined data range, display the

Define Database Range dialog box once again but click the

Delete button instead of the

Add or

OK button to remove the data range from Calc's database collection.