Even though data entry is considered an easy task, you still need to learn many skills how to improve data entry accuracy to achieve good work performance and personal development. So don’t miss the opportunity to learn the secrets of fast data entry!
1. Use data tables to quickly enter data.
Data entry staff will use Excel spreadsheets for data entry. Data tables are a powerful tool to assist in this process. However, many people don’t know how to fully utilize Excel’s features, and therefore don’t know how to use data tables effectively; some may not even know they exist.
So, if you choose data tables as a quick data entry method, how would you use them? By exploring the main uses of this method, we will understand the purpose of using it. With data tables, you’ll achieve optimized data storage. This tool ensures data is stored accurately and at a fast speed. Additionally, data tables allow you to quickly view data as it’s processed.
2. Customize the mouse cursor movement for faster data entry.
When using Excel spreadsheets, the way the mouse cursor works is completely different from Word, resulting in more inconveniences. Specifically, every time we press the Enter key to move to the next cell/column, the cursor jumps to the last cell of the spreadsheet. This distracts data entry personnel because they have to spend time searching for the cursor and clicking back to the desired entry point.
If this problem isn’t resolved, the large volume of data to be entered, which can be visually confusing, will cause significant inconvenience for the user. However, with the right approach, you can overcome this issue and make your data entry process faster.
Turn on your computer, go to any spreadsheet, and try following instructions to see if it works. I guarantee you’ll be delighted with this new discovery!
- Click on the File menu item in the spreadsheet toolbar.
- Find and select the “File Options” option.
Next, select Advanced from the new list that appears from File Options, on the left-hand side.
- Click on Editing Options, select Move Selection, and then select the Down command.
Completing this process will allow you or any data entry clerk to move the mouse cursor precisely as desired, saving you time.
3. Select the data within the spreadsheet.
To quickly select data, follow these simple steps: On the toolbar, find the Table category. Here you can fully customize the table format as you wish by adding data filters and arranging options to prioritize the elements you want to appear in. Alternatively, the Table section allows you to create multiple tables on the same sheet for convenient data entry and viewing.
Additionally, data entry personnel can assign values with the same calculation formula to the formula bar; when this is done, the formula bar will simultaneously perform the same calculation and data entry functions as the original data cell.
4. Use keyboard shortcuts for faster operation.
Keyboard shortcuts are ways we can shorten processes using the alphanumeric keys on a keyboard. Therefore, shortcuts have a very positive impact on the task performance of data entry staff because they can quickly increase efficiency and productivity, and ensure that data entry results are as accurate as meticulous manual entry.
Given the specific nature of data entry work, there are keyboard shortcuts that employees will frequently use, including:
| No. | Key | Function, purpose |
| 1 | Tab | Used to move the mouse cursor to the next cell. |
| 2 | Shift + Tab | Return to the cell where you previously entered data. |
| 3 | Ctrl + A | Select the entire worksheet |
| 4 | Ctrl + C | Copy the selected data from the bolding operation or Ctrl + A. |
| 5 | Ctrl + V | Paste the copied data from the Ctrl + C operation. |
| 6 | Ctrl + Z | Go back to the action you performed just before. |
| 7 | Ctrl + Shift + Z | This helps you revert to the last action you performed but haven’t undone. |
5. Read all the data again after it has been entered.
Whether it’s data entry or any other task, whether complex or simple, no one can guarantee that errors won’t occur during the process, right? Every profession requires responsibility, meticulousness, and accuracy, but for data entry specifically, accuracy is paramount.
There are many types of data entry, from text-based data entry to numerical data entry. Most of it is done through copying, but copying data also presents its own challenges. A data entry clerk will have to deal with many different types of data and a significant amount of it every day. The process is easy because it doesn’t require creativity or advanced expertise, but the difficulty lies in its specific nature.
Just imagine, from morning till night, day after day, we have to deal with data and documents; mistakes are almost inevitable. And if you’re not highly focused and alert, you can’t guarantee the absolute accuracy of your work.
Therefore, if you’re going to be careful, you need to be extremely careful. To ensure absolute efficiency in your work, in addition to significantly improved performance, data entry staff must check and compare previously entered data to promptly verify its accuracy.
Proofreading isn’t just about checking if the numbers match or if the content is correct with the original data; it’s also about checking for grammatical errors, spelling mistakes, punctuation, etc. Several tools are available to automatically proofread and correct spelling errors. You can explore and use them to further simplify your proofreading work and save time while ensuring efficiency.
6. Here are a few more tips on how to improve data entry accuracy in Excel spreadsheets.
How to quickly enter basic numbers in an Excel spreadsheet?
Normally, we enter numbers into Excel spreadsheets by manually typing each number into each cell. Having to carefully check for missing data and ensuring no digits or letters are misspelled wastes a lot of time. So, have you ever wondered if we could simplify this process?
Of course it exists, and if you’re someone who enjoys searching for tips and tricks, you should definitely look for this. Many sources tell you how to do it, but here, Phuong will show you how in the easiest-to-understand way possible.
First, if you want to quickly enter number sequences into a spreadsheet, enter the first two numbers. For example, if you need to enter a sequence from 1 to 10 with a rule that each number differs by only one digit, you would enter the first two numbers of the sequence as 1 and 2. Apply the same method to other number strings. Enter them horizontally or vertically depending on how you want the number strings to appear.
Next, click on the two cells containing those values and move the mouse cursor to the bottom right corner. You will see the cursor change to a plus sign; at that point, the mouse cursor becomes a control button. Press and hold the left mouse button and drag the cursor to the desired number of cells where you want to enter data.
Entering time data
Consecutive numbers representing the day, month, and year can also be entered quickly using a trick or technique for fast data entry that Phuong will share below.
First, enter the date in the first cell. Then, similar to how you enter basic numbers, move your mouse to the bottom right corner of the cell and drag until you have filled all the cells. This will change the date value. Now, select Auto Fill Options. This allows you to choose which data to fill in the cell: month or year, instead of the default date.
Secrets to quickly inputting data from complex number sequences
Basic numbers and dates can be entered into data cells quickly. But what about more complex number sequences? Can you apply the same data entry techniques, and if so, how?
Here, we’ll apply this to sequences with geometric progressions:
- Enter the first number of the string into the cell, select that cell, move the mouse cursor to the bottom corner of the cell, and right-click.
- Drag the plus-shaped button in the direction you want to enter the string – horizontally or downwards.
- Release the mouse after dragging it all the way to the cell where you want to enter data. A menu will then appear; select “Series” to open this dialog box.
- In the newly opened dialog box (Series), click Type and select Growth. A Step Value field will appear where you can enter the multiplier.
Finally, click OK to complete the command setup.
Therefore, there are many techniques you can use to simplify data entry tasks, transforming complex processes into simpler ones. This offers many benefits, but requires proficiency in computer skills. With the data entry speed tips I’ve shared above, you can easily learn and apply them to your work.