Reporting Requirements Airtable How to Guide
Reporting Requirements Airtable How-to Guides
This page is to be used to get tips on how to navigate Airtable.
Table of Contents
Download Calendar to Outlook, etc.
Collapse all cells at once
Collapse grouped records
By default, most tables/sheets in the Reporting Requirements webpage are collapsed. You can only collapse cells if they are organized as a group.
If you want to collapse cells individually, double click anywhere in the “OSDE Division” grouping to collapse that division's grouping of reports.
Figure 1: Picture showing how to collapse individual OSDE Divisions reports
If you have expanded one or many OSDE Divisions, you can collapse them all at once by first clicking on the “Grouped by 1 field” button.
Figure 2: Picture indicating that reports are grouped by OSDE Division
Then press the “Collapse all” button. Once pressed all expanded cells will collapse.
Figure 3: Picture showing how to collapse all
Expand
Expand grouped records
By default, most tables/sheets in the Reporting Requirements webpage are collapsed. You can only expand cells if they are organized as a group.
If you want to expand cells individually, can double click anywhere in the “OSDE Division” grouping to expand that division grouping of reports.
Figure 4: Picture showing how to expand individual OSDE Divisions reports
If you have collapsed one or many OSDE Divisions, you can expand them all at once by first clicking on the “Grouped by 1 field” button.
Figure 5: Picture indicating that reports are grouped by OSDE Division
To expand all cells at once, press the “Expand all” button.
Figure 6: Picture showing how to expand all
Expand a specific cell
Expand information using Keyboard Shortcuts:
Although you can resize any column by clicking and dragging the right side of a column,
Vs 
Figure 7: Picture showing how to resize columns
You can expand any individual box or cell to show its contents in greater detail. When any cell is selected (it will have a blue border), you can use a keyboard shortcut to expand it.
Press the “Shift” and “Space” keys at the same time to open an expanded version of the cell. The expanded box can be dragged across the screen and placed where you see fix. If you click anywhere aside from on the expanded text box, it will disappear and you will have to re-expand the information again.
Figure 8: Picture with text cut off Figure 9: Picture of showing expanded text
While the expanded text box is open, you can use your keyboards arrow keys to navigate up, down, left, and right to review the other cells.
Expand cells without using Keyboard Shortcuts
You can expand any individual cell to show its contents in greater detail. When any cell is selected look for the diagonal up and down arrow in either the top right side of the cell to open an expanded text box.
Figure 10: Picture of showing how to expand a cell
The expanded box can be dragged across the screen and placed where you see fix. If you click anywhere aside from on the expanded text box, it will disappear and you will have to re-expand the information again.
While the expanded text box is open, you can use your keyboards arrow keys to navigate up, down, left, and right to review the other cells.
Expand an individual record
Each record (or row) can be expanded to show all of the information related to that record vertically rather than horizontally. When viewing a record in this view, the information will show as a pop-up within your screen so you can review it as a full-size page.
Click on the “diagonal up and down arrows” on the far left-hand side of the row to view the expanded record. Alternatively, you can use the “space bar” as a keyboard shortcut anywhere in the row to expand the record.
Figure 11: Picture of expand record button Figure 12: Picture of the expanded record
To go to the next record, use “CRTL” + “SHIFT” + “.” Keyboard shortcut or click the “up” or “down” arrow at the top of the pop-up to move to the next record.
Figure 13: Next record button on the screen
Download Calendar to Outlook, etc.
To download the Reporting Requirements calendar to your personal calendar, in the “Calendar View”, click the 3 dots towards the left-hand side of the screen. A dropdown list will appear. Click on “Download iCal” to download the calendar.
Figure 15: Picture showing how to download
A “Prepping iCal for download…” pop-up will appear at the bottom left-hand side of the screen. When the download is complete, click the .ics file to include the Reporting Requirements calendar to your outlook, etc. calendar.
Figure 16: Pictures showing a successful download
If you use Google Calendar, in the top right, click Settings 
Filtering
To filter, click the “filter” button at the top of the screen. You can then click the “add filter” button to select the column name that needs the filter applied and the type of filter to be applied.
Figure 17: Picture of the filter button
Add Group By
To use the group by feature, click the “Group” button at the top of your screen.
Figure 18: Picture of the group by button
To group by a column name, click the “Pick a field to group by” then select the column name you would like to group by.
Figure 19: Pick a field to group by button
You can group by more than one column by clicking the “Pick another field to group by” button.
Figure 20: Pick another field to group by button
Remove Group By
By default, many tables/sheets in the Reporting Requirements webpage are already organized by a specific column name.
Figure 21: Picture indicating that reports are grouped by OSDE Division
You can remove or update the group by function by clicking on the “Grouped by 1 field” button at the top of the page then clicking the “X” to remove it.
Figure 22: Picture showing group by button
Click the link to Airtable for a complete list of keyboard shortcuts.
Review Data
There are two ways you can review the data via Airtable:
-
Use the Airtable just as you would a normal spreadsheet created in Microsoft Excel, Google Sheets, or Apple Pages.
- To expand a cell using the keyboard, click here to follow the guide.
- To expand a cell using on-screen tools, click here to follow this guide.
- To review the data vertically, click here to follow this guide.
Search
Search within a table
To search for something in Airtable, click the magnifying glass on the far right-hand side of the screen, under the word “Blocks”. Alternatively, you can press the "CRTL" and "F" keys on your keyboard to use a keyboard shortcut.
Figure 23: Search within a table button
To sort, click the “Sort” button at the top of the screen. You can then click “Pick a field to sort by”. You can choose to have sort go from “A to Z” or “Z to A”. For column names with numbers “A to Z” would be Smallest to Largest and “Z to A” would be Largest to Smallest.
Figure 24: Picture of sort button 1 Figure 25: Picture of sort A-Z or Z-A
For Questions: Contact the Office of Data and Information Systems at StudentDataInfo@sde.ok.gov or call 405-521-3020.
