Data entry can sometimes be a big part of using Excel.

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With near endless cells, it can be hard for the person inputting data to know where to put what data.

A data entry form can solve this problem and help guide the user to input the correct data in the correct place.

Excel has had VBA user forms for a long time, but they are complicated to set up and not very flexible to change.

In this blog post, we’re going to explore 5 easy ways to create a data entry form for Excel.

Video Tutorial

Excel Tables

We’ve had Excel tables since Excel 2007.

They’re perfect data containers and can be used as a simple data entry form.

Creating a table is easy.

1. Select the range of data including the column headings.
2. Go to the Insert tab in the ribbon.
3. Press the Table button in the Tables section.

We can also use a keyboard shortcut to create a table. The Ctrl + T keyboard shortcut will do the same thing.

Make sure the Create Table dialog box has the My table has headers option checked and press the OK button.

We now have our data inside an Excel table and we can use this to enter new data.

To add new data into our table we can start typing a new entry into the cells directly below the table and the table will absorb the new data.

We can use the Tab key instead of Enter while entering our data. This will cause the active cell cursor to move to the right instead of down so we can add the next value into our record.

When the active cell cursor is in the last cell of the table (lower right cell), pressing the Tab key will create a new empty row in the table ready for the next entry.

This is a perfect and simple data entry form.

Data Entry Form

Excel actually has a hidden data entry form and we can access it by adding the command to the Quick Access Toolbar.

Add the form command to the Quick Access Toolbar.

1. Right click anywhere on the quick quick access toolbar.
2. Select Customize Quick Access Toolbar from the menu options.

This will open up the Excel option menu on the Quick Access Toolbar tab.

1. Select Commands Not in the Ribbon.
2. Select Form from the list of available commands. Press F to jump to the commands starting with F.
3. Press the Add button to add the command into the quick access toolbar.
4. Press the OK button.

We can then open up data entry form for any set of data.

1. Select a cell inside the data which we want to create a data entry form with.
2. Click on the Form icon in the quick access toolbar area.

This will open up a customized data entry form based on the fields in our data.

Microsoft Forms

If we need a simple data entry form, why not use Microsoft Forms?

This form option will require our Excel workbook to be saved into SharePoint or OneDrive.

The form will be in a browser and not in Excel, but we can link the form to an Excel workbook so that all the data goes into our Excel table.

This is a great option if multiple people or people outside our organization need to input data into the Excel workbook.

We need to create a Form for Excel in either SharePoint or OneDrive. The process is the same for both SharePoint or OneDrive.

1. Go to a SharePoint document library or a OneDrive folder where the Excel workbook is going to be saved.
2. Click on New and then choose Forms for Excel.

This will prompt us to name the Excel workbook and open up a new browser tab where we can build our form by adding different types of questions.

We first need to create the Form and this will create the table in our Excel workbook where the data will get populated.

Then we can share the form with anyone we want to input data into Excel.

When a user enters data into the form and presses the submit button, that data will automatically show up into our Excel workbook.

Power Apps

Power Apps is a flexible drag and drop formula based app building platform from Microsoft.

We can certainly use it to create a data entry from for our Excel data.

In fact, if we have a table of data set up, Power Apps will create the app for us based on our data. It can’t be any easier than that.

Sign in to the powerapps.microsoft.com service ➜ go to the Create tab in the navigation pane ➜ select Excel Online.

We’ll then be prompted to sign in to our SharePoint or OneDrive account where our Excel file is saved to select the Excel workbook and table with our data.

This will generate us a fully functional three screen data entry app.

1. We can search and view all the records in our Excel table in a scroll-able gallery.
2. We can view an individual record in our data.
3. We can edit an existing record or add new records.

This is all connected to our Excel table, so any changes or additions from the app will show up in Excel.

Power Automate

Power Automate is a cloud based tool for automating task between apps.

But we can use the button trigger to make an automation that captures user input and adds the data into an Excel table.

We’ll need to have our Excel workbook saved in OneDrive or SharePoint and have a table already setup with the fields we want to populate.

To create our Power Automate data entry form.

1. Go to flow.microsoft.com and sign in.
2. Go to the Create tab.
3. Create an Instant flow.
4. Give the flow a name.
5. Choose the Manually trigger a flow option as the trigger.
6. Press the Create button.

This will open up the Power Automate builder and we can build our automation.

1. Click on the Manually trigger a flow block to expand the trigger’s options. This is where we’ll find the ability to add input fields.
2. Click on the Add an input button. This will give us options to add a few different types of input fields including Text, Yes/No, Files, Email, Number and Dates.
3. Rename the field to something descriptive. This will help the user know what type of data to input when they run this automation.
4. Click on the three ellipses to the right of each field to change the input options. We’ll be able to Add a drop-down list of option, Add a multi-select list of options, Make the field optional or Delete the field from this menu.
5. After we have added all our input fields, we can now add a New step to the automation.

Search for the Excel connector and add the Add a row into a table action. If you’re on an Office 365 business account, use the Excel Online (Business) connectors, otherwise use the Excel Online (OneDrive) connectors.

Now we can set up our Excel Add a row into a table step.

1. Navigate to the Excel file and table where we are going to be adding data.
2. After selecting the table, the fields in that table will appear listed and we can add the appropriate dynamic content from the Manually trigger a flow trigger step.

Now we can run our Flow from the Power Automate service.

1. Go to My flows in the left navigation pane.
2. Go to the My flows tab.
3. Find the flow in the list of available flows and click on the Run button.
4. A side pane will pop up with our inputs and we can enter our data.
5. Click Run flow.

We can also run this from our mobile device with the Power Automate apps.

1. Go to the Buttons section in the app.
2. Press on the flow to run.
3. Enter the data inputs in the form.
4. Press on the DONE button in the top right.

Whichever way we run the flow, a few seconds later the data will appear in our Excel table.

Conclusions

Whether we require a simple form or something more complex and customize-able, there is a solution for our data entry needs.

We can quickly create something inside our workbook or use an external solution that connects to and loads data into Excel.

We can even create forms that people outside our organization can use to populate our spreadsheets.

Let me know in the comments what is your favourite data entry form option.

User Forms Excel Vba

One of the best ways to save time while working on Excel document is to use templates. Templates present a collection of styles and formats which are applied to a spreadsheet so that you don’t have to organize it from scratch. Instead of formatting and adjusting the table and data every time you create a new Excel document, you can just use a pre-made template instead. There are a huge number of free Excel templates available for just about every possible type of spreadsheet we could ever need. No matter if we are creating a spreadsheet to calculate our budget, manage invoices, or track our loans, we can be sure that there is a template for that available somewhere online.

And even if you don’t want to search for something that fits your needs, you can create an Excel template which can be used for your own specific needs or the needs of your team. For example, instead of instructing team members on how they need to do something each time, just send them a pre-made Excel template in order to streamline the process. Standardization is necessary in big companies and small ones alike, because it’s needed for effective time management. That’s why templates are so popular.
Creating your own template is very easy.

Excel For Mac Forms

To create a template, open a regular Excel document, format it to the way you need it to be exactly and then save you work as a template from the drop-down list that appears when you use the “Save as” option.

Excel User Forms Template

The new template is ready can be send it to team member or used by you at any given time.

If you want to use an existing template that comes with Excel, go to Open – From Template – and locate a template that fits your needs. The templates differ from one version of Excel to another, but there are many options in all versions of the Microsoft program.

If you don’t want to create a template from scratch, you can modify an existing template.

And if you can’t find anything you want in Excel, there are plenty of online sources and websites that offer free templates that have been create by a variety of Excel users and shared on the Internet.

Some of the best websites with free templates are:

– http://www.exinfm.com/free_spreadsheets.html – A collection of mostly financial Excel templates for creating balance sheets, cash flow models, valuations and more.

Excel For Mac Form

– http://office.microsoft.com/en-001/templates/excel-templates-FX102832595.aspx This is probably the largest and probably most complete collection of templates on the Internet. There is little something for everybody here – everything from expense reports to calendars, loan calculators, weight loss trackers, accounting templates and much more.

– http://exceltemplates.net/ – A pretty solid directory of Excel templates that includes financial, engineering, family-related, health, household, retirement and many other types of spreadsheets for all types of needs.

– http://www.vertex42.com/ExcelTemplates/ – This is a great resources page that has numerous free templates available for various fields. Find the best Excel mortgage calculators, money management, calendar, invoicing and timesheet templates here.

– http://templates.libreoffice.org/template-center – These templates can be modified further and shared at will. They are in the .ods format, but that format can easily be converted to .xls. The choice of templates is good and you can also contribute your own if you are so inclined.