Adding large amounts of text in one column

Hi, I have a simple spreadsheet consisting of travel destinations, addresses, contact numbers, etc, on MS Office 2008.

In one column, I want to add a description, i.e. a large amount of text (up to several paragraphs) for each destination.

Each description will relate to only one row, so I've looked into text boxes as way of adding this long text, but can't figure out how to assign each one to the relevant cell. I've looked at several tutorials on how to 'lock' text boxes, but it's not working for me, I end up with the cell designation replacing the text in the text box.

Is there another way to do this without changing the row height? I'd also want the text to remain with that cell if I insert new rows.

I eventually want to be able to export the spreadsheet data into a database I have added to my website and vice-versa, so any solution for this question needs to bear that in mind.

Thanks

Hi, thanks for the welcome!

I have attached the sample workbook - it is the column labelled 'Summary' where I want the text to appear.

I can't remember/find the tutorial but I think it was for something different anyway, not what I need.

I should clarify: For each row in the 'Summary' column, I want to add a large amount of text, without having to expanding the row height.
The text for each row needs to be fixed in the row, so for example, the summary for West Withy Farm Holiday Cottages (row 4) STAYS in the West With row,
even when I insert new rows. I don't need to see all the text in the normal spreadsheet view, of course, but I do need to be able to click within the
'Summary' cell and see/edit it - or something like that.

Hope that makes sense.

By the way, I checked in my profile and it does say which version I am on, plus I mentioned it in my post - It's MS Office V8.


Thanks for any further help :-)
Regards

Sara

You could use a UserForm to enter/edit/delete/update your data.
The attached is just your data retrieved into a form.
You could expand on this concept (replace the retrieved data label with textboxes).
I have only quickly put this together to demo the retrieve.
If of interest I would have time later this week to give a complete form.
torachan.

AliGW - apologies, I meant Version 2008! Yes, I have a Microsoft 365 subscription and this is what it says under Product Information. Sorry for the confusion :-)

Torachan - thank you - I will take a look at your suggestion and let you know if it might work for me.

Thanks to both for your support.

Sara :-)

AliGW - I have update the profile

Torachan - I've had a quick look - it looks great, thanks so much for putting that together for me.

As you will realise, I have no knowledge of VBA so I couldn't do this myself - well, I COULD with a lot of learning, but this is not my priority for now :-)
If you are saying you can do this for me, that is very kind - but the full spreadsheet has many more columns plus it is a work in progress and I am still adding and deleting columns/categories etc. I'm also worried about 'managing' it afterwards. Maybe I'm overthinking it?!

I did wonder whether I could add ALL the text for every destination into a Word doc and somehow link the description cells to the right place in the Word doc. That might work, although I wouldn't be able to transport/upload all the data to my website. That may be a compromise I'd have to consider if there isn't a simple solution that I could manage with my limited knowledge.

I do appreciate everyone's time in helping - this is the first forum for tech issues which has actually responded quickly AND with relevant comments!

It is better to embark on a userform approach when you have a finalised layout for your data sheet.
The app does not become a patchwork of compromised alterations and the coding can be omptomised for efficiency.
I will keep a lookout for any future postings if you want to pursue it.

Hi again torachan,

I would very much like to take this forward if you feel it would work for me.

I have finalised the layout for the data sheet and I have attached a sample sheet - can we work with this?

The majority of data will be in text form, except:

'Website (Primary)' and 'Website (Secondary)' will be urls
'Image (Primary)' will obviously be an image - 900 x 600 pixels

There will also be 2 types of GPS Coordinates - I don't know if there's another option than text for this type of data.

The 'description' field will be free-form text, including url links - would there be a limit to the size of this text? Ideally not, but I need 1000 words minimum.

If you need any more info, let me know.

Can I just check I understand everything? If I am correct, you are very kindly going to put together a userform which I will be able to attach to my data sheet and use, without my having any VBA knowledge?

Many thanks, torachan, and I look forward to hearing back.

Regards
Sara

Give me a couple of days.
I will write the code at low level (you will virtually be able to read what it is doing).
When tweaked and finished I will annotate the code so that anyone you know that uses macros will understand it.
Initially I will use the first three columns of data in comboboxes as cascading filters to make searches more meaningful.
torachan.

No problem, torachan - again, my thanks.

Regards
Sara

Give the attached a trial then I can modify to suit.
It is in its own folder as the photos are contained there also as you upload.
I am unsure as to the nature of photo you wish to attach - the present size is as per a club membership app that I developed in the past.
Remember to 'Clear' form before entering data to 'Add' a new entry.
The first three comboboxes filter down the first three columns when you search for existing.
On the face of the four comboboxes are four textboxes these can be typed in when adding new.
OR you can make the choices in the first three by selecting from the combos then enter new name in fourth text box.
Remember - Good filtering relies on consistent data entry (use of identically spelling).
torachan.

Hi torachan,

Thank you so much for this - I'll give it a trial as soon as possible, probably this weekend as I have work commitments today and tomorrow.

Don't worry about the filtering, I am an editor and consistent spelling/data is a strong point. It's just excel where I'm rubbish!! :-)

I will let you know as soon as possible.

Kind regards
Sara

@Mr_Excell_Ensie,
Thank you for the advice, this is very much work in progress at the moment.
At this stage of development I would not be considering unique ID's until the OP finalises layout.
There is sufficient uniqueness using cascading comboboxes at the moment to perform filters and this method can be extended as required.
Then again if I was developing this as a database app. the engine would dictate the structure.
torachan.

I get your point, but still I disagree.

Shaping owned data to fit it into your own logic, if it doesnt fit; make it fit.
Thats why i given the advice, so in future she will be aware.

Because without guidance shaping this table into usable content in the cloud, is going to give her headache.

Hi Torachan,

Before my feedback on your sample user form, I have to apologise because I don’t think I have given enough information.

I should have explained that I already have the website running, with a plug-in directory also in place. The directory already has a few entries, which were input manually.

I can’t add the url here, but the website is called Going Cosmic – it may help to have a look?

With regards to feedback on the sample user form:

1. I’m looking for a way which allows me to write in the ‘description’ column as if I was writing in a Word Doc, i.e. with line/breaks, and which would enable me to do some formatting in advance, including adding hyperlinks within the text.
The sample doesn’t allow me to write in the way specified, for example, when I hit return it tabs me onto the next field. Can this be amended or not possible?

2. Images – I’m looking to link images in my laptop to the relevant row, so that they could be uploaded at the same time as the other data. Sorry if that is not the right expression. Maybe I should say I want to 'point' to the relevant image for each row/destination.
The images will be in a specific library/file on my laptop, all labelled and resized. I don’t need the actual image to be embedded, although if the user form can do this, great. The images will all be 900 x 600 pixels and up to 500KB file size.
If I am importing data to the website directory, would the embedded image in the user form also be imported? This is what I am looking for, ideally. I don’t have Photoshop, I resize using Paint.

Other feedback:

• Can the user form select a number of records at a time? At the moment you have to complete all the drop-down fields to bring up a record. I’d want to select multiple records based on maybe just one or two fields and then be able to click ‘next’ for next record.
• Not every cell in the data sheet will be populated e.g. the ‘type’ may not be needed in all cases. Not sure how that affects things, but better let you know.

Over to you, Torachan – apologies again if I didn’t give enough info. Please let me know your thoughts and if it is still worth working on this!

Regards
Sara

Thanks to Mr_Excell_Ensie for the input, sorry, no good at using quotes here!

Sorry, Excel is not an appropriate way forward, it is a number cruncher not a database.
To interact with your site you should be looking at something like 'Trackvia' or 'Zoho'.
both have the facility to draw on Excel data.
good luck.
torachan.

For quick referencing using unique numbering, Excel is by far the greatest tool to shape data anyway one wants.

She should create a table in excel, using these techniques and then she's able to convert data to fit into either Sharepoint or Access.

With that kind of data-set she just needs some help from her web-techie to integrate it into her website.

This is not over-engineered, its just with her type of data-harvesting its going to spin out of control without a system.
(See this scaled up a hundred times, due to succesful growth of her website, and the need for a system will be obvious.)

Thanks, Torachan, appreciate the directness.
Sara

Originally Posted by Mr_Excell_Ensie

For quick referencing using unique numbering, Excel is by far the greatest tool to shape data anyway one wants.

She should create a table in excel, using these techniques and then she's able to convert data to fit into either Sharepoint or Access.

With that kind of data-set she just needs some help from her web-techie to integrate it into her website.

This is not over-engineered, its just with her type of data-harvesting its going to spin out of control without a system.
(See this scaled up a hundred times, due to succesful growth of her website, and the need for a system will be obvious.)

Hi Mr_Excell_Ensie, apologies, I didn't see the notification for this comment from you.

You are quite right in what you say and I think you understand my situation. That's exactly the point - as the website grows, the data may become unmanageable without the right system, although I calculate there will not be more than 3000 records/rows in the end.

It's a new project which is not yet generating an income so there are no real funds to invest in either specialist help or a tailored system.

All I was trying to do was to make the most of what is already available in excel, so when I eventually DO 'upgrade' to a tailored system, the data is as well organised as it can be. I'll definitely look into Access/Sharepoint as a next step.

Thank you so much for your input too, I found it very positive.
Regards
Sara