Data entry is a time-consuming task that needs an eye for details and excellent typing speed. Keying in the data and getting it organized in the specified format can be a challenging task at times, especially when the data volume is huge. This is where data entry operators adopt some tried and tested tips and tricks that will help them save time. It is all about approaching the data entry task in a smart way that requires less effort without having to compromise the quality.
Data Entry Tips and Tricks for Faster Data Entry Accuracy
Here are some tricks that will help you save time while carrying out data entry jobs. MS Excel is a fabulous tool for organizing data.
Customize the Movement of the Cell Cursor:
Often the cursor position can be distracting for the data entry operators because every time they press the enter key the cursor will go to the cell down the last one while they may need to enter in the next column rather than a row.
Click on the ‘File’ menu.
Choose ‘File Options’ from the ‘File’ menu.
Select ‘Advanced’ from the left-side list. Under the Editing Option, ‘you can click on move selection’. Select ‘Down’ from its drop-down list. Now the users can move the cursor as per their needs.
Data table will make the storage of data easy:
Make use of ‘Data Table’ for storing data as it will enhance the speed and accuracy. It will also enable the data entry operators to have a quick glance of the elements once they are done.
Select the data in the spreadsheet:
Click on the ‘Table’ option in the standard toolbar. You can format the table by adding filters and sort options or can add more than one table in a sheet. The users can assign values in the formula bar and it will perform the same function as in the case of cell references.
Formatting and exporting data is possible at single click in table tools.
Lists and Numbers:
When inputting a number in a cell rather than a date, select the cell and drag downwards to copy the number and not create a linear series so the range is filled with the same number. If you type one number and the next in the series below that and select both numbers before filling and it will create a series of numbers with the same interval between them.
You can create a linear series from a single number by clicking the right mouse button to drag on the fill handle and select ‘Fill Series’
Creating a Series:
Type the starting value in a cell, select the cell and choose Home tab Fill > Series. From the Series In area, select to fill into Rows or Columns. For the Type, select Linear, Growth, Date or Auto Fill. Set the Step Value, the value between sequential numbers and specify the stop value in the Stop Value box. When you press Ok, Excel will enter as many values to complete the series according to the parameters given.
Make your own Drop-Down List:
Maintaining a drop down list will make a smart way to ensure data consistency. Create a range by entering items that you want to pick in drop down list, select the cell where you want drop-down list.
Go to the ‘Data’ option in the standard tool bar. Select ‘Data Tools’ option and then, ‘Data Validation’. Change the setting and create the list by clicking ‘Allow’. You can mention the range on the source box
Use Shortcut Keys:
Using short cut keys will speed up the task of data entry
Tab key: To move the cursor to the next cell.
Shift+Tab key: To return to the previous input cell.
Ctrl+A: To select the entire page.
Ctrl+C: To copy the selected data.
Ctrl+V: To paste the copied data.
Ctrl+Z: Undo the last action.
Ctrl+Shift+Z: To reverse the last undo action.
Alt+Tab can be time-effective switch between all opened windows.
Data entry short cuts are effective in making the data entry jobs fast and more accurate and our well-experienced data entry outsourcing service providers use most of these tips to ensure timely completion of data entry tasks.
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