Microsoft Excel Tips: Data Entry Shortcuts

Data entry is a time-consuming process for many people. Utilizing effective shortcuts can help streamline the process and make it easier for you to ensure that all the details are entered properly.

Microsoft Excel Tips: Data Entry Shortcuts

Data entry is a time-consuming process for many people. Utilizing effective shortcuts can help streamline the process and make it easier for you to ensure that all the details are entered properly. Are you familiar with these key data entry shortcuts in Microsoft Excel and how they can help make your day easier? Take a look at some of the easiest, most practical strategies.

1. If you want to type in a new entry, you don’t have to delete the existing copy in a cell.

You can simply type over the top of it.

However, if you want to change your existing content, rather than typing over it, you can:

  • Go to the formula bar to edit the content
  • Do in place editing: double click into the cell or press the F2 function key, which will open the cell for editing instead of replacement.

2. Want to delete an entry without changing it? Hit the delete key. The cell will be empty, but it will retain the formatting that you initially placed in the cell.

Want to clear out everything? Go to the Home tab, then click Clear, then click Clear All. This will clear the formatting as well as the current content or clear the formatting regardless of whether there is content in the cell. Being able to quickly delete all the content of a cell can make it easier for you to use that cell for another purpose entirely or to clear out unwanted content from it.

3. Undo/Redo are critical parts of your Microsoft Excel experience. 

Undo is Ctrl + Z: you can type in an entry, change your mind, and hit Ctrl + Z to undo that option completely. Want to redo the last editing or the last thing you did? Use Ctrl + Y. These are also in the quick access toolbar for easy access. If you’re trying to get through a great deal of information or formatting quickly, Undo and Redo can make it much easier for you to complete those tasks quickly and effectively.

4. Basic shortcuts can help streamline the data entry process.

Using the right shortcuts can go a long way toward streamlining your data entry process and making it easier for you to keep up with many of the data entry tasks you need to take care of every day. Whether you want to enter the date or time or you want to be able to duplicate cells with ease, take a look at these important shortcuts.

  • Date: Ctrl + ;
  • Time: Ctrl + :
  • Duplicate the cell immediately above: Ctrl + D
  • Create a line break for heading text without creating a new row: Alt + Enter
  • Add a new worksheet: Shift + F11
  • In-place editing: Expand the formula bar to make it easier to manage long, complex cells. Ctrl + Shift + U will also make sizing easy.

Learning how to use keyboard shortcuts and data entry shortcuts is a critical part of streamlining basic data entry tasks and making the most of your Microsoft Excel experience. Many users find that with these simple shortcuts and strategies, they can improve their overall speed, make it easier to use Microsoft Excel, and put themselves in a position where it genuinely feels like Microsoft Excel is working for them, not the other way around.

Do you need help learning how to use keyboard shortcuts effectively? Are you looking for more strategies that can help you make the most of Microsoft Excel and your daily data entry tasks? We can help. Contact us today to learn more about the strategies that can help improve your efficiency and make you feel more confident as you enter that vital data.