Using Data Entry Forms in Microsoft Excel 2007

If you've used earlier versions of Microsoft Excel, you may be wondering what happened to the the data entry form with Excel 2007 and above. Not to worry, Microsoft Excel 2007 data forms are alive and well, if not well hidden. Once you know where to look, you'll be back entering your data the easy way - with Microsoft Excel data forms.

What are Microsoft Excel 2007 Data Forms?

Data forms in Excel are simple, graphical forms that allow you to enter data by filling in fields. Instead of going into the cells of the spreadsheet, you use a form. This is particularly helpful when the spreadsheet is wide. Rather than tabbing and scrolling over, the data form groups the fields into one easy-to-read screen. Using data forms in Excel is also useful when other users must enter data into your sheet because formulas are less likely to be typed over inadvertently.

Locating Data Forms in Microsoft Excel 2007

Where is the data form command in Excel 2007? You'd think it might be located in the Data tab of the Excel Ribbon, wouldn't you? Try as you might, the data form command is nowhere to be found. It's one of those commands that didn't make the cut for a starring role in the Ribbon. In order to use data forms in Excel 2007 or above, you will need to customize the Quick Access Toolbar and add it.

This isn't difficult to do, but it's not something most people figure out by accident. Here's what to do:

• Click the tiny dropdown arrow to the right of the Quick Access Toolbar followed by More Commands.

• In the "Choose commands from" section, choose All Commands.

• Scroll through the list until you find Form.

• Highlight Form and click Add.

• Click OK.

This puts a Form icon into the Quick Access Toolbar.

Entering Data with Microsoft Excel 2007 Data Forms

Now, any time you want to use Excel data forms to enter data, simply select a cell in your spreadsheet and click the Form icon. The form will appear with all of your header labels appearing as field labels alongside blank fields where you'll enter the corresponding data. A series of buttons allow you to create new entries, scroll through current entries, and set criteria. You can use the Excel data form to edit current data as well as add new data.

Creating and using Excel data forms is a simple matter of clicking the Form command. Once you've placed the Form command in the Quick Access Toolbar, you're always a single click away from data entry forms in Excel.