Data Entry Forms

  • If your spreadsheet is too big to manage, and you constantly have to scroll back and forward just to enter data, then a Data Form could make your life easier. To see what a Data Form is, we’ll construct a simple spreadsheet
    • Enter January in Cell A1 of a new spreadsheet

    • AutoFill the rest of the months to December

    • Now, highlight the columns A1 to L1 (click on the letter A and drag to letter L)
    • On the Home menu from Excel 2007, locate the Cells panel
    • On the Cells panel, click the Format item
    • From the Format menu, click Width
    • Enter a value of say 20 for the Column Width, and click OK
    • Some of your months should disappear from the spreadsheet
  • The problem is, if you have to enter data under each month, you’d have to scroll across to complete the row. And then scroll back again to start a new row. Instead of doing this, we’ll create a Data Form. You then enter data in the form to complete a row on your spreadsheet. No more scrolling back and forth! Type any number you like in cell A2, under January. Then type a number in cell B2 for February. Now highlight the columns A to L again. This is so that Excel 2007 will know which are the column headings and which is the data.
  • Click the Form item you have just added to the Quick Access toolbar:

    2007 menu or 2010 menu

  • You should then see this:

Just continue your data entry by filling the data and add new data in new line using button.

If you have existing records, you will see a form for each record. If your spreadsheet is new, you’ll see a blank form with your labels.

While the Excel data form may not make data entry fun, it does reduce the time it takes me to enter the data.

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