More and more people use Microsoft Excel in their work and many get frustrated with inputting data. In this blog I will show you some different techniques for inputting data.

Using the Enter Key

As you enter data into a cell and press the Enter key, by default the next active cell is below the one you just completed.  You then have to navigate to the next cell that you want to enter data in, if it is not the one you are already in.

Did you know that you can change the behaviour of the Enter key?

In Excel 2007  

Click on the Office button and then click on the Excel Options button, see below:

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Click on the Advance menu on the left and In the Editing Options at the top,  change the direction to that you desire, be it RIGHT, UP, or LEFT or just leave as the default of DOWN. Don’t forget to click on the OK button for the changes to take effect.

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In Excel 2010 and 2013

This is very much similar but instead of the Office button you click on the File tab and then click on Options.  Then the rest is the same as with Excel 2007 above.

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Excel 2003 and earlier versions

You can find this by clicking on the Tools on the menu and then selecting Options.  You will find the behaviour key options on the Edit tab.

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Using a Range

All Excel Versions

Another way of enter data is by highlighting a range of cells and this will work for all versions of Excel.

You will see from the picture that the range A1:C7 has been highlighted.  Enter you data by starting at A1, while highlighted and then press the enter key and it go to cell A2 and so on till you enter data in A7, the next cell will be B1.

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Using a Data Form

Using a Data Form eliminates the need to scroll to the right of a spreadsheet and also prevents over typing cells with formulas.

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Excel 2003 and earlier

Open an existing spreadsheet table.  Click in any cell in the table.  Click on the Data menu, and then from the drop down click on Form.  You will now see your table displayed as a form and each row of data is shown as a record on the Form.

Excel 2007, 2010 and 2013

The only way to be able to use a Data form is by adding the Form to the Quick Access toolbar.

Excel 2007 – Click on the Office button and then click on the Excel Options button.

Excel 2010/13 – Click on the File tab and select Options.

Now click on the Customise (Quick Access Toolbar) item on the left and then select All Commands in the Choose Commands from drop down field.

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Screen shot from Excel 2010

From the list of commands scroll down to Form and then click on the Add button in the middle, as this will now add this command to the Quick Access toolbar.  Click on the OK button for the changes to take effect.

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For more information on how you can streamline some of your work, why not call KITT Consultancy and ask for a free audit to be carried on some of your processes.  We can guarantee you save time.

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