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How to Automate Data Entry in Excel (2 Effective Ways)

This tutorial will illustrate how to automate data entry in Excel. While dealing with endless data it may be nearly impossible to input every data manually. So, automation of data entry may be a solution to this. Our daily work life will be very easy if we can automate the process of data entry. It not only will save time for a user but also will avoid typing the same data again and again.


Download Practice Workbook

You can download the practice workbook from here.


2 Effective Ways to Automate Data Entry in Excel

Throughout this article, we will demonstrate 2 effective ways to automate data entry in Excel. In the first method, we use the Data Validation feature to automate data entry. On the other hand in the second method, we will use Excel table format to automate data entry.


1. Automate Data Entry in Excel Using Data Validation

First and Foremost, we will use Data Validation to automate data entry in Excel. Excel’s Data Validation feature can control what a user can input in a particular cell or cell range. Generally, it restricts a user’s entry. We can use Excel Data Validation in all versions of Microsoft Excel. Using this feature, we can customize the limitation of data entry for a user. To illustrate this method we will use the following dataset.

Automate Data Entry in Excel Using Data Validation

Let’s see the steps to perform this method.

STEPS:

  • To begin with, select cell (B11:B15).
  • In addition, go to the Name Manager box beside the formula tab. Type Fruits in the Name Manager field.

Automate Data Entry in Excel Using Data Validation

  • Furthermore, select cell range (B11:C14). Type fruitprice in the Name Manager field.

Automate Data Entry in Excel Using Data Validation

  • Next, select the cell range (B5:B8).

Automate Data Entry in Excel Using Data Validation

  • Then, go to the Data tab.
  • Afterward, from the ribbon click on the Data Validation drop-down. From the drop-down menu select the option Data Validation.

Automate Data Entry in Excel Using Data Validation

  • A new dialogue box named Data Validation will appear.
  • Moreover, go to the Settings tab in that dialogue box. Select the option List from the Allow drop-down menu.
  • Type the name range value ‘=Fruits’.
  • Now, click on OK.

  • So, we will get a drop-down icon like the following image. It will let us choose data from another data range.

  • After that, select the cell range (C5:C8). Insert The following formula in the formula bar:
=LOOKUP(B5,fruitprice)
  • Press Ctrl + Enter to apply the formula in all the selected cells.

  • Lastly, select any fruit name from the drop-down list in cell B5.
  • As a result, we will get its price automatically in corresponding cell C5.

Read More: How to Restrict Data Entry in Excel Cell (2 Simple Methods)


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2. Apply Excel Table to Automate Data Entry

In the second method, we will apply an Excel Table to automate data entry. Excel tables are the best way to contain data. It comes with many features that make data managing and analyzing easier. To illustrate this method we will use the following dataset. The dataset contains the names of different fruits and their prices. In the last row of the dataset, we can see the Total price of all fruits. We will convert this data range into a table. So, if we add any new record to the table the Total amount will update automatically.

Apply Excel Table to Automate Data Entry

Let’s see the steps to use Excel tables.

STEPS:

  • Firstly, select the entire data range (B4:C9).
  • Secondly, go to the Insert Select the option Table from the ribbon.

Apply Excel Table to Automate Data Entry

  • A new dialogue box named Create Table will appear.
  • Thirdly, don’t forget to check the option ‘My table has headers’.
  • Click on OK.

Apply Excel Table to Automate Data Entry

  • As a result, we get our data range in table format.

  • Now, add a new record in the table in row 6.
  • Finally, we can see that the entry to the total price in cell C10 updates automatically.

Read More: How to Create Data Entry Form in Excel VBA (with Easy Steps)


Conclusion

In conclusion, this tutorial demonstrates 2 effective ways to automate data entry in Excel. Download the practice worksheet contained in this article to put your skills to the test. If you have any questions, please leave a comment in the box below. Our team will try to respond to your message as soon as possible. Keep an eye out for more inventive Microsoft Excel solutions in the future.


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Mukesh Dipto

Mukesh Dipto

Hi there! I am Mukesh Dipto. I graduated with a bachelor's degree in engineering. Currently, I am working as a technical content writer in ExcelDemy. You will find all my articles on Microsoft Excel on this site. Outside of the workplace, my hobbies and interests include sports and meeting new people. I also enjoy sports. My favorite sports are football (to watch and play) and Badminton (play).

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