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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

Airtable how-to Guides. 2

Collapse grouped records. 2

Expanding information.. 3

Expand grouped records. 3

Expand a specific cell 4

Expand an individual record. 6

Download Calendar to Outlook, etc. 7

Filtering. 7

Group by feature. 8

Add Group By. 8

Remove Group By. 9

Keyboard shortcuts. 10

Reviewing Data. 10

Searching. 10

Search within a table. 10

Sorting. 10

 

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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

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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

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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.

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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

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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   Settings. Then click Import & Export on the left hand side of the screen. Click "Select file" from your computer and select the file you downloaded earlier. The file should end in .ics. Choose which calendar to add the imported events to. By default, events will be imported into your primary calendar. Once finished, click "Import".

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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

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Group by feature

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.