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Excel Data Entry and Update Form

Thanks to Dave Peterson, who created the first version of the data entry form.

Excel Data Entry Form Overview
Data Entry Form Workbook Setup
Enter New Data
Navigate Through Stored Records
Select a Specific Record
Update a Record
Start a New Record
The Update Code
Change Field Names
Add New Fields
Update the Navigation Code for New Fields
Watch the Excel Data Entry Form Customize Video
Download the Excel Data Entry Form
Excel Data Entry Forms Tutorials

Excel Data Entry and Update Form Overview

With this Excel data entry form, you can enter or update records on the data entry worksheet (named Input). The form's features help you enter your data quickly and accurately:

  • Drop down lists, created with data validation, help users enter the correct information.
  • Make some fields mandatory, so users can't leave them blank.
  • Click a button, to save the record and clear the data entry cells.
  • Use navigation buttons to see the saved data
  • Select a specific record to view or update.

    excel data entry form

Data Entry Form Workbook Setup

There are 3 worksheets used in the data entry and data storage process:

  • Input - the data entry sheet. This can be protected, so users are only able to enter data in the unlocked cells. In the sample file, the sheet is protected, with no password.
  • PartsData - the database sheet. This can be hidden, so users don't accidentally delete the data or change the layout
  • LookupLists - item lists used for data validation drop down lists.

Enter New Data

To enter a record:

  1. Go to the data entry worksheet (named Input)
  2. Type a value in each mandatory data entry cell, or select from a drop down list
  3. The Price calculation is based on a VLOOKUP formula, and the Total formula multiplies the quantity by the price.
  4. Click the Add button, to copy the record to the database of stored records, located on the PartsData sheet.
  5. If mandatory fields are not filled in, a warning message will appear, and the record is not added to the database.
  6. If the Order ID is already in the database, you'll see a warning.
  7. If all the mandatory fields have been filled in, the data entry cells are automatically cleared, so you're ready to enter another new record.

    select from drop down

Navigate Through Stored Records

To see the records that are stored on the database sheet, use the Navigation buttons.

Click the navigation buttons to go to:

  • First record |<
  • Previous record <
  • Next record >
  • Last record >|

Or, type a record number in the yellow cell, to view that record number

data entry form navigation

Select a Specific Record

Instead of scrolling through all the records, you can select a specific record, based on its ID number. In the sample workbook, the Order number is used as the ID number.

  1. Select the yellow cell under the "Select Order ID" heading.
  2. Click the drop down arrow, and select an ID number in the list

    select data entry record

Update a Record

While you are viewing a record, you can change its data, then click the Update button to copy those changes to the database.

For example, if you discovered that there was an error in the order quantity, you could change it. The Total formula on the Input sheet would automatically recalculate, to show the revised amount.

When you're finished changing the record, click the Update button, and the revised data will appear in that record on the database sheet.

Note: If the Order ID is not in the database, you'll see a warning message, that asks if you want to add as a new record.

Start a New Record

You can also add a "New" button to the data entry form. This feature has been added the Version 2 sample file, which has Add, Update, New and Delete buttons

In this version, 3 named ranges were added:

  1. DataEntryClear -- cells D5:D8 on the Input sheet, where data is typed or selected from drop down lists
  2. data entry range to be cleared

  3. IDNum -- Cell D5 on the Input sheet, where the Order ID is entered
  4. id number

  5. NextID -- Cell H1 on the LookupLists sheet, which calculates the next available ID number, using the following formula:

    calculate next id number

The New button runs a macro that clears the DataEntryClear range, and puts the next available ID number in the IDNum cell.

click the new button

The Update Code

Before updating the database record, the Update code checks to see of all the mandatory data entry cells are filled in. If they arenít, a message appears, and the code stops running. This prevents you from accidentally overwriting an existing record with blank cells.

If all the data entry cells are filled in, the Update code:

  • puts the current date and time in the selected record's row of the database
  • adds the User Name from the Excel application
  • copies the revised data to the database
  • clears the data entry cells on the Input sheet

Change Field Names

After you download the sample Excel data entry form workbook, you can customize it by changing the field names, to match your data.

  1. On the data entry sheet, select a cell with a field name that you want to change
  2. Type a new name for the field

    change field names

  3. Switch to the Database worksheet
  4. Make the same change to the field name in the column headings.

change database fields

Add New Fields

If you need more fields that are in the sample Excel data entry workbook, you can add as many new fields as you need (up to the column limit in your version of Excel).

  1. On the data dntry sheet, unhide columns E:F. These contain markers and formulas, to control which fields are mandatory, and which are optional

    copy formula down

  2. Select a label cell, and the 3 cells to the right, where you want to insert the new field. The new field will be inserted directed above the selected cells.
  3. Right-click on one of the selected cells, and click Insert.
  4. In the Insert window, select Shift Cells Down, and click OK

    insert cells

  5. In column F, use the Fill Handle, to copy the formula from the row above.

    copy formula

  6. If the new row copies the data validation from the row above, you can change it, to use a different list as the source. Or, clear the data validation, so users can type any value into the cell.

    clear data validation

  7. On the PartsData sheet, insert a new column, between the same two fields where you added the new field on the Input sheet. In this example, the new field is inserted between the Part and Location columns.

    add field column

  8. Add more fields, if you need them, and hide columns E:F when you're finished.

Update the Navigation Code for New Fields

If you add new fields, you'll need to change the range of cells that are copied, when the navigation arrows are clicked on the worksheet.

  1. To view the code for a navigation button, right-click on it, and click Assign Macro
  2. In the Assign Macro dialog box, click Edit.
  3. Scroll to the top of the module, and change constant that stores the number of data entry cells -- lCellsDE. In the screen shot below, there is a new field, so the 6 will be changed to 7.
  4. NOTE: In some versions of the workbook, the constants are not shown at the top, and you will have to change the column numbers in the code on the Input sheet module, modData and modViewData.

    • On modViewData and the Input sheet module, look for code that is copying data from the historyWks sheet, e.g.:

    historyWks.Range(historyWks.Cells(lRecRow, 3), historyWks.Cells(lRecRow, 6)).Copy

    • Change those number from 3 and 6, if necessary, to copy that data that you want to paste onto the Input sheet when viewing a record. Make sure that you don't paste over the formulas on the Input sheet!
    • On modData, change the code that copies data to hostoryWks, if necessary. Look for the lines where the starting column for the paste are shown:

    .Cells(nextRow, 3).PasteSpecial Paste:=xlPasteValues, Transpose:=True

Watch the Excel Data Entry Form Customize Video

To see a quick overview of how you can customize the Excel Data Entry Form, you can watch this short video.

Download the Excel Data Entry Form

There are 3 versions that you can download:

  1. Version 1 has Add and Update buttons, so you can view, edit and add records. You can download a copy of the Data Entry Form and customize it to suit your data. The file is in Excel 2003 format, and is zipped. After you unzip the file and open it, enable macros, so you can use the worksheet buttons.
  2. Version 2 has Add, Update, New and Delete buttons, so you can view, edit, add, start new, and delete records. Checks database for Order ID, to prevent duplicates. Use this one with caution, because the deleted records are gone forever! You can read the details on this version, and download the Data Entry Form With Delete Button.
  3. Version 3 has two data entry areas, and data is copied to and from these cells by using links on other worksheets. You can expand on this sample file, using the same technique to add more data entry ranges, and fields in your database sheet.

Excel Data Entry Forms Tutorials

1. Forms -- Survey Form with Option Buttons
2. Forms -- Excel Data Entry Worksheet Form
3. Forms -- Print Selected Items in Order Form
4. Forms -- Excel Data Entry and Update Form


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Last updated: February 24, 2015 3:39 PM