A data entry or input form is just a way to quickly enter
data into a cell or group of cells of a worksheet. It is mostly used when the
Excel spreadsheet is too big or long for the screen. Instead of scrolling to
and fro to enter data into the various columns and rows, you use a data entry form
which relieves you of the scrolling stress.
For example, to insert records in a sales record worksheet
for the month of January which has a column for each day of the month, you will
have move to and fro, but a data entry form makes the data entry process
faster, easier and less stressful.
The Data input Forms option is normally located from the
Quick Access tool bar. But by default, the Data entry Form is hidden and needs
to be called out. When it is called out, the icon resides in the Quick Access
toolbar. The Quick Access toolbar located above the tab bar as shown below.
HOW TO CALL OUT THE
DATA ENTRY FORM ICON AND CUSTOMIZE THE QUICK ACCESS TOOL BAR IN EXCEL
Customizing the Quick Access tool bar helps you to locate
and position several options and commands such as the data form command icon,
which are not available in the MS Excel Quick Access tool bar and tabs by
default. It also allows you to customize each tab and call out tabs like the Developers tab and the Add-Ins tab which are hidden by
default. All these are available in the Excel
Option dialogue box.
To Call Out the Data Input
or Entry Form Icon In any Version of MS Excel:
1. If you are using MS Excel 2007 and lower versions, click the
Office button located in the extreme
top left of the Excel workbook screen. Then click Excel Option which is the last option in the resulting menu list.
If you are
using MS Excel 2010 and later versions, click the File menu or tab and then click Options. This prompts the Excel
2. If you are using MS Excel 2007 and lower versions, click Customize located on the left menu.
If you are using MS Excel 2010 and later version, click the Quick Access tool bar option on the
left section of the dialogue box as shown below. The rest of the steps are the
same for all versions of MS Excel.
3. To add the Data Form option to the Quick Access toolbar,
click the Choose Commands From drop
down arrow and select Commands Not in
the Ribbon from the resulting menu options.
4. Select Form from
the resulting option and click the Add>>
button located in between the second and the third column of the dialogue
box as shown below.
To add or remove any other command to or from the Quick
Access toolbar, Select the command from the Excel Options dialogue box and click the Add>> or the Remove<<
button as the case may be.
5. Click OK to return to exit the dialogue box and return to
6. Next, type a column title for each of the days in the month
of January in separate columns of the worksheet. For example, DAY 1, DAY 2,
DAY3, …, DAY 31.
7. Highlight the column title row, which is normally row 1.
Then click the Data Form icon you just added in the Quick Access tool bar (the
last icon there). A notification dialogue box pops up asking if you would like
to use the highlighted row as your column title. Click OK.
8. This prompts the Data
Form dialogue box showing all the columns you highlighted.
9. Enter values for each of the column title’s text box as
10. Click the New button
to start a new row or click the Delete button
to delete the previous row or data entered as shown below. Click the Close button when you are through.
with the help of MS Excel data form, you can easily add records to a long or
This is the end of part 2 of chapter 7 of this online tutorial series.
Recommended MS Excel Textbook
In the next part (part 3), I will explain how to create a drop down menu list for a column in MS Excel.
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Labels: Microsoft Excel