Individual Datasheet (IDS) – Desktop

Individual Datasheets – Individual Datasheets are used to enter and view information about individuals in your Progeny database. An Individual Datasheet can contain individual database fields, pedigree database fields, and marker database fields.

Pedigree Datasheets – The Pedigree Datasheet is used to enter and view information about pedigrees in your Progeny database. A Pedigree Datasheet can contain pedigree database fields and marker database fields.

To create and format a datasheet

1. At the top of an Individual Datasheet, click Form Design.
2. On the datasheet toolbar, click the Fields button to open the Fields window.
3. This dialog box contains all the fields (grouped by folder) that you can add to the datasheet. It also lists the System Fields that you can add to the datasheet. For example, if you are creating an individual datasheet, then the dialog box lists all the Individual Data Fields, all the Pedigree Data Fields, and all the Marker Sets that you can add to the datasheet. See image below:
4. If the datasheet is to be a single sheet, (that is, no tabs), then continue to Step 5; otherwise, for each tab that you are adding to the datasheet, on the toolbar, click the Add Tab button to open the Add a tab to the datasheet dialog box, enter a name for the new tab, and then click OK.
   
5. The order of fields when you press tab can be changed by selecting Format > Tab Order from the menu bar, and clicking the fields in the order you would like them to be entered.
6. In the left pane of the Fields window, open the folder that contains the field or fields that you are adding to the datasheet. The list of fields contained in the folder is displayed in the right pane of the Fields window.
7. If applicable, make sure that the correct tab is open and then from the right pane of the Fields window, drag the needed field or fields (CTRL+click to select multiple fields) to the datasheet.

To align multiple fields

1. CTRL+click to select the fields that you are aligning.
2. On the toolbar, click the Style button to open the Style toolbar.
3. On the Style toolbar, click the Alignment button to open a menu with a variety of options for modifying the field alignment. Drag a box around the fields you wish to align, or CTRL+click to select your fields, then select an alignment option.
   

Alignment Button Options

Option	Description
Align Left	From top to bottom, vertically aligns the left edges of the selected fields.
Align Right	From top to bottom, vertically aligns the right edges of the selected fields.
Align Top	From left to right, horizontally aligns the top edges of the selected fields.
Align Bottom	From left to right, horizontally aligns the bottom edges of the selected fields.
Size Horz	Sets the width of all the selected fields to the same width as the first selected field.
Size Vert	Sets the height of all the selected fields to the same height as the first selected field.
Space Horz	Sets the horizontal spacing between all the selected fields to the same as the spacing between the first two selected fields.
Space Vert	Sets the vertical spacing between all the selected fields to same as the spacing between the first two selected fields.

To add static text to a datasheet

Static text is free-standing text that is not tied to any field on a datasheet. You can add static text anywhere on a datasheet.

1. On the toolbar, click the Add Text button.
2. A blank text box with the phrase “Static Text” is displayed on the worksheet.
3. Click on the phrase “Static Text” to select it, and then replace the phrase with the appropriate text.
4. Drag the top, side, or corner handles to resize the text box as needed.
5. Click and hold on the text box and drag it to the desired location on the datasheet.
6. While the text box is highlighted, right-click it and select “Change Font” to change the font or font size.
7. From the Font window, you can change the font of the text as well as the size and color of the text.

To change the font or color of words in a Static Textbox

1. Enter Form Design mode.
2. Select the text in the “Static Text Field” you would like to change.
3. Click Style from the top menu bar.
4. From here, you can change the size and color of the font, as well as the justification, and whether the text is highlighted, italic, or underlined.

To set the properties for all the fields on the datasheet

You can set the same default properties for all the fields on the datasheet and all static text in a single step.

1. On the toolbar, click the Properties button to open the Properties dialog box.
2. If needed, open the Default Settings tab.
3. Set the default values as needed.

Option	Description
Show Grid	Displays a background grid (a set of intersecting lines used to align objects) on the datasheet.
Show Page Breaks	Displays the edges of the print pages in Print Preview mode.
Snap to Grid	When moving a field, aligns (or ‘snaps’) the field to the nearest intersection of lines in the grid, even if the grid is not visible.
Data	Show Border—Shows the border around all fields. Show Field Type—Displays the icon for each field at the top left corner of the field. Data Alignment—The horizontal alignment of the data that is displayed in the fields. Values are Left, Center, and Right.
Heading	Display Heading—Displays the field name as the field heading for each field. Heading Position—The location of the field heading relative to the field. Values are Top, Left, Bottom, and Right. Heading Alignment—The alignment of the field heading relative to the field. Values are Left (aligned with the left edge of the field), Center (centered relative to the field), and Right (aligned with the right edge of the field.
Use the formatting options to format the font color, font type, font size, and font properties (Bold, Italics, or Underline) for the data that is entered into a field and the field headings.

To set the field properties on a field by field basis

You can set the properties for all fields on the datasheet, including static text fields, on a field by field basis.

1. Select the field for which you are setting the properties.
2. On the toolbar, click the Properties button to open the Properties window.
3. If needed, open the Field Properties The field location (including the name of its folder) is displayed in Field Name and you cannot change this value.
4. Set the default values as needed.

Option	Description
General	Show Border – Shows the border around the field. Show Field Type – Displays the icon for the field at the top left corner of the field. Tab Order – The order in which a user tabs through the fields on a datasheet. The default tab order is the order in which you added the fields to the datasheet.
Data	Data Alignment – The horizontal alignment of the data that is displayed in the field. Values are Left, Center, and Right.
Heading	Display Heading – Displays a user-defined value as the heading for the field. Note: Any value that you enter here does not overwrite the database name for the field. It is simply a display value for the field on the datasheet. Heading Position – The location of the field heading relative to the field. Values are Top, Left, Bottom, and Right. Heading Alignment – The alignment of the field heading relative to the field. Values are Left (aligned with the left edge of the field), Center (centered relative to the field), and Right (aligned with the right edge of the field.
Use the formatting options to format the font color, font type, font size, and font properties (Bold, Italics, or Underline) for the data that is entered into the field, the field heading, or any static text on the datasheet.

Working with Tables in a Datasheet

Data entry for most of the fields in a datasheet is very straightforward and is described for each field type in Database Field Types. The tab order for the fields determines the order in which you move through the fields on the datasheet and enter data in them. A variety of options, however, are available for working with table fields in datasheets, including resizing a table, saving and loading table formats, and entering data either directly into the table or creating table datasheets and entering the data into a table through its table datasheet.

To resize a table

When adding a table field to a datasheet, the table is added with a default size (width and height). Resize the window to suit your specific needs.

1. At the top of the datasheet, click Form Design.
2. Click in the table field to select it.
3. Resizing handles will appear on the table.
4. Drag the top, side, or corner handles to resize the table as needed.

To format a table in a datasheet

When adding a table to a datasheet, the order in which the fields (columns) are displayed in the Define the Table Structure pane in the Add New Field dialog box is the order in which the rows are displayed in the table in the datasheet. It is possible to change this order and the new order can be saved as a table format. You can save multiple formats for the same table and load different formats for the same table in different datasheets (but you can only have one format loaded per table per datasheet).

1. In Form Design mode, right-click on the table in the datasheet, and on the context menu that opens, click Show Fields.
   • The Select Fields window opens. This window lists all of the fields in the table and their current order in the table.
2. In the Order column, enter the new order for the table fields.
3. Optionally, to sort the table display, enter the Sort Order for the table fields.
   • For example, to sort the data in the Visit Table in the previous image above by the most recent visit date, in the Sort Order column for Visit Date, enter a “1,” and then select Asc (which indicates Ascending order).
4. Click the Run button to change the order of the table fields in the datasheet.
5. Optionally, to save this new order of rows as a table format, click the Save Fmt button.
   • The Save Table Format window opens.
6. Enter a name for the table format, and if you want to make this format the default format for the table, leave the Make this the default format for this table checkbox selected.
7. Click OK to commit your choice and exit the Save Table Format window.

To load a different format for a table in a datasheet

When adding a table field with multiple formats to a datasheet, the table is added in its default format. You can load a different format for the table.

1. In Form Design mode, right-click on the table in the datasheet, and on the context menu that opens, click Show Fields. The Select Fields window opens. This window lists all of the fields in the table and their current order in the table.
2. Click the Load Format The Load Table Format window opens. This window lists all of the available formats for the table.
   • Select the format that you want to apply to the table, and then click OK. The Load Table Format window closes.
3. Click the Run button to apply the selected format to the table.

To enter data directly into a table in a datasheet

1. At the top of the datasheet, click Data Entry.
2. Right-click in the table, and on the context menu that opens, click Add Row.
   • A new blank row opens for adding data.
3. Click in each table cell of the blank row to add the necessary data.

To create a table datasheet

If you have a table in a datasheet that has a large number of fields in which to enter data, then data entry can become quite cumbersome. To make data entry easier for a large table, you can set up a table datasheet for the table. The table datasheet displays all the fields for a table row in a single view. You do not have to scroll through a table row to add data to each field in the row. You can create a table datasheet from both the Form Design mode and the Data Entry mode.

To create a table datasheet while in Form Design mode

2. Right-click on the table, and on the context menu that opens, click Show Fields.
   • The Select Fields window opens. This window lists all of the fields in the table and their current order in the table.
3. Click the Open TDS button.
4. Select Form Design and then the Fields from the top bar
5. Drag the needed field or fields (CTRL-click to select multiple fields) to the datasheet.
6. Once complete, select Save Fmt from the top bar to save the format

To create a table datasheet in Data Entry mode

1. Right-click on the table, and on the context menu that opens, click Open Table Datasheet.
2. Select Form Design and then the Fields from the top bar.
3. Drag the needed field or fields (CTRL+click to select multiple fields) to the datasheet.
4. Once complete, select Save Fmt from the top bar to save the format

To enter data into a table datasheet

2. In Data Entry mode, right-click on the table, and on the context menu that opens, click Open Data Table Sheet.
   • A blank row in the table datasheet opens.
3. Enter the data in the table row.
4. Click the Save Data button.
5. To add a new data row, click the New Row button.
6. Repeat Steps 2-4 until all the necessary data is added to the table.

Row Select Buttons	Description
	Move to the first row in table datasheet.
	Move to the previous row in table datasheet.
	Move to the next row in table datasheet.
	Move to the last row in table datasheet.

Saving and Loading Datasheet Formats

After you have created a datasheet with a specific format, you can save the format. You can then retrieve this saved format and load it into another datasheet of the same type.

To save a datasheet format

1. Create and format the datasheet as needed.
2. On the toolbar, click the Save Fmt button.
   • The Save Format dialog box opens.
3. Enter a name for the datasheet format, and then do one of the following:
   1. Select a folder.
   2. Click New Folder… and on the Add Format Folder dialog box that opens, do the following:
      1. Enter the name of the new folder in which to save to format.
      2. Select the location for the new folder. The folder can be stored at the root level or it can be a sub-folder of another folder.
4. Click Save on the Save Format dialog box to commit the format and close the Save Format window.

To load a datasheet format

You can a retrieve a saved datasheet format and load it

1. Open the datasheet into which you are loading a saved format.
2. On the toolbar, click the Load Fmt button.
   • The Load Format dialog box opens.

3. Open the folder that contains the datasheet format that you are loading, select the format, and then click Load.
   • The datasheet is refreshed with the loaded format. You can now edit the datasheet, enter data, and so on.

Printing a Datasheet

You can print a datasheet in either portrait or landscape mode. You can always view the page breaks for multiple page datasheets before you print the datasheet.

To print a datasheet

1. Optionally, before you print the datasheet, to view the page breaks on each page, do the following:
2. At the top of the datasheet, click Form Design.
3. On the toolbar, click the Properties button to open the Properties dialog box.
4. If needed, open the Default Settings tab.
5. Select Show Page Breaks.
6. Optionally, right-click on the datasheet and on the context menu that opens, click Print Setup to open the Print Setup dialog box and confirm or modify the printing options as needed.
7. On the datasheet toolbar, click the Print button.

View Video: Edit Questionnaire Datasheet