Excel is a very familiar tool for students and office workers today. Most formulas and spreadsheets can be created using this tool. However, not everyone knows how to quickly enter data in Excel. In this article, VAStaff will give you tips for data entry on how to enter data faster in Excel.
Enter basic numbers quickly in Excel.
To quickly enter data in Excel, you need to know how to quickly enter basic number sequences. To do this, you need to enter the first two numbers in the sequence.
For example, if you want to enter a sequence of numbers from 1 to 10, separated by 1 unit, you would enter the first two values as 1 and the next value as 2. You can also enter a sequence of consecutive numbers separated by 2, 3 units, etc., for example, 2 4 6 8… or 1 3 5 7 9…, you would also enter the first two values in two consecutive cells. To do this simply and efficiently, follow the instructions below:
Step 1: Enter the initial values vertically in the two input fields if you want to enter a string of numbers vertically, and enter the initial values horizontally if you want to enter a string of numbers horizontally.
Step 2: Select the two cells where you entered the values, then move the mouse cursor to the bottom right corner so that the cursor changes to a plus sign (+) control button.
Step 3: Press and hold the left mouse button and drag the cursor to the end of the cell where you entered the initial two values, horizontally or vertically.
The above is a method for quick data entry in Excel, applicable when entering basic numbers.
How to quickly enter dates in Excel
Not only can you quickly enter basic numbers, but you can also enter dates faster if you know the right method. The steps to enter dates faster include:
Step 1: Enter the day, month, and year into the first cell.
Step 2: Move the mouse cursor to the bottom right corner of the selected cell until the cursor changes to a plus sign (+). This step is quite similar to how you would enter basic data faster.
Step 3: Press and hold the left mouse button and drag the cursor to the end of the cell where you want to enter the data. As you drag, the date value will change. You can select Auto Fill Options to choose to fill data by date instead of just the day as default.
How to quickly enter monetary amounts in Excel
As an office worker, especially an accountant, you will frequently work with numbers. Handling numbers in the hundreds, millions, or billions of dong simultaneously can sometimes be a headache. Traditionally, entering many numbers into each cell at once is extremely time-consuming. This can even lead to errors, such as missing or extra zeros, if you’re not careful. So, what’s the quickest way to enter these numbers in Excel?
How can you quickly enter monetary amounts while avoiding errors? It’s very simple. Just follow these steps:
Step 1: Highlight the rows and columns where you need to enter the amount.
Step 2: Right-click and select Format Cell.
Step 3: Click on the Number tab. Select Custom in the Category tab. In the Type tab, enter the desired amount format, for example: tens, thousands – 0.000, hundreds – 000.000, millions: 0.000.000,…
Step 4: Enter the amount into the table (the number of digits you enter corresponds to the number of leading zeros). For example: for the tens digit, enter the first digit; for the thousands digit, enter the first two digits; and so on for the remaining digits.
Advanced data entry using add-in-a-tool software – The best data entry method for businesses.
If you work in the logistics industry, then entering data related to material names, product codes, etc., is probably a very familiar task.
However, during data entry, you can’t possibly remember all the codes; you have to keep looking at the information as you type. This makes data entry very time-consuming. To make data entry simpler and faster, you can enter data and search simultaneously. The Add-in-a-tool function will help you solve this problem.
Advanced data entry using add-in-a-tool software – The best data entry method for businesses.
Advanced data entry using Add-in-a-tool software.
Step 1: Create the necessary definition and input tables.
- The definition table functions as a condition to help you quickly reference data entry.
- An input table is a table that retrieves data from a definition table and fills it with that data.
Step 2: Create an input area using the Add-in-a-tool.
- Quickly scan the data area that needs to be entered.
- Go to the A-tools menu and select Advanced data entry. After selecting it, the computer will display a window asking if you want to configure multiple ranges. Select “Agree” to configure multiple columns.
Step 3: The quick data entry window appears.
- Input areas: A – the tool will automatically create quick input areas on the input table.
- Data source: Select and scan data from the definition table.
- Select the column for the return value in the input table.
- Select “Add” to create a quick entry list.
Step 4: Use the quick data entry feature in Excel.
The formula allows you to enter data into multiple cells at once, enabling faster data entry.
Formulas for entering data into multiple cells at once. One thing to note is that Excel’s function to enter formulas into multiple cells at once only works if the data in the selected cells is identical. Here are the steps:
Step 1: Select multiple cells where you want data to be entered at the same time by holding down the Ctrl key.
Step 2: In the last cell, click inside the cell and edit the data you want.
Step 3: Press Ctrl + Enter. This will change the content of all the selected cells to match the first cell you edited in Step 2.
Enter data quickly with dropdown lists.
The final quick data entry method in Excel that FSI wants to share with you is using a dropdown list. Using a dropdown list allows you to enter data quickly instead of having to enter data into each cell in a field. To use a dropdown list, follow the detailed instructions below:
Step 1: Create a table and create the list you need to use with a dropdown list.
Step 2: Highlight the column or row where you want to use the dropdown list (for example, the class column, the gender column).
Step 3: On the menu bar, select Data – Data Validation
Step 4: The Data Validation dialogue box will appear. In the Settings tab, select List in the Allow tab. Then, enter the content you want to appear in the dropdown list (Note: each entry should be separated by a comma), for example: Female, Male. Then select OK.
Step 5: Click on the row you selected in the dropdown list (an arrow will appear next to it). Simply click on it to select the data you want. This method saves you a lot of time. You no longer need to manually enter data into each cell in the traditional way; now you can quickly and easily enter data in Excel.
Above are 6 ways to quickly enter data in Excel that you can refer to. Hopefully, with these tips, your data entry work will become easier and more efficient.