Use Data Entry Form in Excel

A data entry form is the best way to enter data in a table. But sometimes it’s time consuming to create a form.

While struggling with this problem, I have found there is a default form in Excel which you can use for data entry.

The best part about this form is it’s pre-designed and flexible in use.

data entry form in excel

Before you use this entry form, the first thing you have to do is to activate it.

How To Create a Data Entry From in Excel

How to Activate this Form

In a short while, you will discover that how helpful this tool is.

But, this is hard to believe that there is no listing of this data entry form in the ribbon. So, you have to make it appear before we use it.

And, before you activate this form, you need a table to enter data or at least, headers of the data.

table heading to use data entry form in excel

To activate it, click any of the cells in the table or just select one of the heading cells and use one of the below two methods.

  1. Use keyboard shortcut key Alt + D + O + O.
  2. Add form icon to quick access toolbar.
    1. File -> Options -> Quick Access Toolbar.
    2. Choose Command From -> Commands Not In Ribbon -> From -> Add -> Click OK.
add data form icon on quick access toolbar in excel

After using one of the above options, you will get a form like below. And if you notice, all the headings of your data table automatically captured in the form.

open data entry form in excel

How to use this Form

To use this form you need to learn some basic things which I have mentioned ahead.

1. Create New Entry

To create a new data entry fill all the input boxes with data click on the “New” button.

Now, if you look at the below example you’ll find that there is no input bar for the amount column.

​No, there is no bug. We have a formula in the amount column to multiply the quantity by the price.

That means this form is quite smart to discover the columns where there is no need to input data.

enter data in a table with this data entry form in Excel

2. Navigate Entries

To navigate all the entries which you have entered in your data, you can use the scroll bar or you can use “Find Prev” & “Find Next” buttons.

scroll through entries with this data entry from in Excel

3. Edit Entries

To edit an entry you have to first navigate to that entry by the using method mentioned above.

Once you navigate, you can make the changes in any of the input boxes and after that, just press enter key.

​While editing your entry (before pressing enter or clicking close button), if you want to restore your entry you can do it with restore button.

​It will restore the previous data in all the input boxes.

edit entries with this data entry form in Excel

4. Delete Entries

To delete an entry you have to navigate to that entry and click on the delete button.

A pop window will appear for the confirmation of the deletion and it will instantly delete that entry from your data table.

delete entry using this data entry from in Excel from table

5. Find a Specific Entry

If you are working on a large data, you can use “Criteria” button to find a specific entry.

For example, if you want to find entries from below table which match some specific criteria, just click on criteria button, enter the criteria in the input box and press Enter.

You will get the data entries matching your criteria. You can also use your criteria in more than one input box.

find a specific entry in this excel data entry form with a criteria

6. Close Form

To the close data entry form, just click on the close button and it will disappear.

Important Points

Well, there some important points which you should know to play well with this form.

  1. The maximum number of input boxes you can use in data entry form is 32.
  2. The width of the input box is purely connected with the related column in the worksheet. If your worksheet columns are not sufficiently wide to show values, the same width will reflect in your data form also.
  3. On the other hand, if only one of the columns is over in width, the same width will reflect for all input boxes in data form.
  4. If you have a range with the name of "Database" then there is no need to select any cell from the table. It will always insert data in that table.
  5. While using criteria to pull some specific data, you can use Excel wildcard characters in this form.
  6. While creating data entries if you try to overwrite data in the cell, it will give you an alert message "Cannot extend list or database".


In the end, I just want to say that this data entry form is very useful although it has very few options.

If your requirement is not so high you can use this tool rather than clubbing in some high-grade user-forms.

I hope you found this tool helpful in your work.

Now tell me on this. Have you ever used this form before? Please share your views in the comment section, I’d love to hear from you.


And, please don’t forget to share this tip with your friends.

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