Time-Saving Data Entry Tips and Tricks

Time flies. So, it’s crucial to take initiatives for making things faster and easier. However, we’re all surrounded by an artificial intelligence-driven world, which is replicating workforce. Its penetration in data entry operations is obvious.  But, one thing can increase the value of a data entry specialist, which is having expertise in saving time and reducing errors. 

Here in this blog, you’re going to explore some proven techniques of data entry that many data inputting service providers follow, which actually prove time-saviours.  

Data Entry Tips and Tricks for Fast Inputting

  1. Start Using Keyboard Shortcuts

A list of shortcut keys is there that can be used to make inputting records effortless. Let’s say, you can copy and paste records using Ctrl+C and Ctrl+V, remove by clicking Ctrl+X and undo using Ctrl+Z. Likewise, there are multiple shortcut keys options that you can use, such as:  

  • Tab key: To jump to the next cell. 
  • Shift+Tab key: To get back to the last input cell.
  • Ctrl+A: To select the pan page.
  • Ctrl+Shift+Z: To undo the last undo action.
  • Alt+Tab: to switch between all opened windows.

2. AutoCorrect and AutoFill

AutoCorrect refers to fixing errors automatically. These options can make it way easier to complete a massive task of data entry in an Excel file or Worksheet. These functions smoothly work for automatically filling up repetitive entries.   

  • In order to create a linear series from a single number, you just right-click and drag the mouse to the alternative.  
  • Then, move to the alternative called fill series.  

AutoFill is meant for automatically filling in the word. You can use it this way:  

  • Select a cell. 
  • Bring the cursor to the bottom right-hand corner of the cell. It will turn black plus sign. 
  • Press and hold the left mouse button. 
  • Now, start dragging the plus sign over the next cells. Drag it to the cell where you want up to.  The series will be automatically filled in them. 

3. Templates

These days, advanced algorithms are available in Google Worksheet. So, you can create data entry templates with pre-defined fields. Also, you can customize formatting so that you can have consistent and accurate records.     

4. Data Validation for Quality Entries

For any kind of data records such as phone verification, the quality should be infallible to draw their benefits. Therefore, you should try data validation rules so that erroneous data won’t be there. To execute, you should follow these steps: 

  • Go to the selected cell.
  • Move the cursor over Data menu, and then, select data validation from the Data Tools group. 
  • Open the Settings, and select the list in the Allow box. 
  • Move to the Source box, input your list values and use commas to separate them.
  • Then, you can tailor the message in the Input Message tab (which will be popped up when the entry does not meet the requisite criteria). 
  • Once written, click the Show input message checkbox so that the user can be guided when he or she selects or hovers over the selected cells. 
  • You can also select the Error Alert button to tailor the error message. 
  • Finally, click OK to execute validation rule for accurate records.

5. Introduce Batch Processing 

Here, batch stands for a group of datasets that are input together in clusters. You can segment the groups of datasets in batches to minimize toggling between various spreadsheets. This is how you can save time and spend it more on the cycle of quality data management

  • It benefits in selecting a specific range and sum up all values in rows and columns using Alt+.
  • To delete values, you can press Ctrl+ G in order to open the “Go To” dialog box. Select blanks, object, comment, last cells or any other options, and simply click “Go to”. 

Likewise, you can use multiple functions, like extraction, de-duplication, etc. to cleanse & optimize data entries in batches. 

6. Pattern Recognition via Flash Fill in Excel

Like a Google Sheet, MS Excel provides an incredible option called the Flash Fill. It significantly recognizes patterns, as happens in data mining, that you follow and fill in the selected rows or columns. This powerful tool proves the most helpful one in data cleansing and transformation. 

Let’s say, you want to add values in a row. Here is how this function works.

  • You just add all values manually in the first row of a table. 
  • When you move to the next cell, it will automatically show you the faded results.
  • You just enter and see the magic of this Flash Fill tool. 

7. Data Import

Data import is a common practice that is a must-to-do for optimizing, cleansing, and standardizing datasets. Instead of manually typing and creating a database, you can import it. The following steps can help you beat challenges in importing data from any file: 

  • Move to the Data menu in your Excel file. 
  • Hover over the “Get External Data”  
  • Click “From Text”.
  • Locate the path in the search box and select the file.  
  • Double-Check Before Submission

Despite employing any data entry software, you must take a moment to check for any error before finally submitting the sheet. This can save you from a massive blunder. 

8. Optical Character Recognition (OCR)

There might be some hard copies that are crucial for you. In this case also, you cannot import because that records are not available digitally. Here, optical character recognition can benefit. With it, you have to create a scanned copy of those records. Certainly, it will be done by filming the hard copies using a scanner. It will create a PDF. You can integrate an OCR software or run scripts to extract them for conversion. This is how, you can save hours in typing. 

Bonus Tips

You should keep your workspace streamlined for the next level of processing. This kind of systematic approach eliminates the possibility of errors and hence, saves hours for you.  Another thing is to regulate practicing quality maintenance using shortcuts, importing, and other aforementioned tips and tricks. Practice can make you perfect in speedy entries and attaining accuracy.  


Data entry can be a time-saving if done wisely and using tips and tricks. In other words, you can introduce shortcuts, digital importing, flash fill, and data validation option for it. These all tips will help you manage your record inputting tasks effectively.