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Create and use data entry form in Excel

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Data entry can be a tedious and repetitive task, but Excel provides a powerful solution to make it faster and more organized: the data entry form. With this feature, you can simplify data input, reduce errors, and streamline workflows, especially when dealing with large datasets. In this guide, we'll show you step-by-step how to create and use a data entry form in Excel, even without prior experience.

Create and use data entry form in Excel

Quickly use the Data Form feature of Kutools for Excel

Excel Form vs. Kutools Advanced Data Form

Create and use data entry form in Excel

Add the Form tool to ribbon

The Data Form feature isn’t directly visible in Excel’s default interface, so you’ll need to add it to the ribbon first. Here’s how:

  1. Click the small dropdown arrow of the "Quick Access Toolbar", and select "More Commands" from the pop-up menu.
    select More Commands from the pop-up menu
  2. In the "Excel Options" dialog box, specify the following operations:
    • Select "All Commands" from the "Choose commands from" dropdown menu.
    • Scroll down the list of command until you see "Form…" and click on it.
    • Click the "Add" button to add the "Form" to the list of QAT commands on the right.
    • At last, click OK button.
      specify the options to add the Form button to ribbon
  3. Now, you can see the "Form" icon is displayed at the "Quick Access Tollbar", see screenshot:
    the Form icon is displayed at the Quick Access Tollbar
 

Use the Data Form

Once the Form tool is added, you can start using it for data entry and management.

  1. Prepare your dataset with column headers in the first row, and then create a table for the data. Select the data range and click "Insert" > "Table", in the dialog box, click "OK".
    create a table for the data
  2. Click anywhere within your table, then, click the "Form" button in the ribbon.
  3. A pop-up form will appear with fields corresponding to your column headers. Click the "New" button and type the information in the appropriate fields one by one.
    type the information in the appropriate fields
  4. Once you’ve finished, press the "Enter" key or click the "New" button again to insert the data to the table and open a blank form for the next record.
    press the Enter key to insert the data to the table
A brief description of what each button is about:
A brief description of Data Form button
  • "New": Create a new record.
  • "Delete": Delete an existing record.
  • "Restore": Restore the original data for an existing entry if you haven’t yet clicked "New" or pressed "Enter". This is useful when editing and needing to undo changes.
  • "Find Prev": Navigate to the previous record in the dataset.
  • "Find Next": Navigate to the next record in the dataset.
  • "Criteria": Enable you to filter and find specific records.
  • "Close": Close the form and return to the worksheet.

Quickly use the Data Form feature of Kutools for Excel

Simplify data entry in Excel with the powerful Data Form feature from Kutools for Excel! Designed for efficiency and ease of use, this tool allows you to quickly input, edit, and manage data in a structured format without the need for complex setups or formulas.

Kutools for Excel offers over 300 advanced features to streamline complex tasks, boosting creativity and efficiency. Integrated with AI capabilities, Kutools automates tasks with precision, making data management effortless. Detailed information of Kutools for Excel...         Free trial...
  1. Click a cell where you want to insert the data below. Then, click "Kutools" > "View" > "Data Form" to open the "Data Form" dialog box.
  2. In the "Data Form" dialog box, click "New" button, and type the information in the appropriate fields one by one.
    type the information in the appropriate fields in the Data Form dialog
  3. Once you’ve finished, click "Apply" button to insert the new record below the cell you selected. See screenshot:
    click Apply button to insert the new record
A brief description of what each button is about:
  • "New": Create a new record.
  • "Apply": The new entered data will be inserted into the table or the changes you make in the Data Form will be synchronized to the original table. .
  • "Undo cell", "Undo entire row": Restore the original data for an existing entry if you haven’t yet clicked "New" or pressed "Enter". This is useful when editing and needing to undo changes.
  • "Previous one", "Next one": Click to show the data in the preview or next row
  • "Previous page", "Next page": Click to show the data of the row in the previous page or next page of the current sheet.
  • "Delete": Delete the current row.
  • "Close": Exit or close the Data Form dialog box.

Excel Form vs. Kutools Advanced Data Form

Excel's built-in Form is useful for basic row-by-row data entry, but Kutools Advanced Data Form provides more convenient controls for working with large or frequently edited datasets. Here are the key differences.

FeatureExcel FormKutools Advanced Data Form
AccessHidden command that must first be added to the Quick Access ToolbarOpen directly from Kutools > View > Advanced Data Form
Wide tablesSupports up to 32 fieldsSupports more than 32 columns
Data scopeWorks with the current range or tableChoose the current data region, a selected range, or the current worksheet
Navigation & editingBrowse records and find matching rowsJump to a specific row, navigate by row or page, and undo changes to a cell or an entire row
Recommendation: Use Excel Form for occasional, basic data entry. If you frequently review or edit large tables, especially those with many columns, Kutools Advanced Data Form is the more practical choice. It is easier to access, gives you more control over the data range, and provides faster navigation and editing tools for working through records efficiently.

Data entry forms simplify data management, reduce errors, and boost productivity. By adding the Form tool to the ribbon, you can easily use Excel's built-in features for efficient data input. For a quicker and more intuitive option, Kutools for Excel offers an enhanced Data Form feature to streamline your workflow. Choose the method that suits you best and start managing your data effortlessly! If you're interested in exploring more Excel tips and tricks, our website offers thousands of tutorials.

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