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How to Create an Inspection Form Using the Data Entry Form Feature in Excel

How to Create an Inspection Form Using the Data Entry Form Feature in Excel

This article details how to write or create an inspection form using the data entry option on Microsoft Excel. It is meant for people who prefer digesting information by reading instead of watching a tutorial video. When it comes to data entry, Excel offers many valuable features. One such feature is creating inspection forms for your business.

In this guide, the team at DataMyte Digital Clipboard will show you what the data entry form is all about and how you can use it to create an inspection form via Microsoft Excel.

Why You Need Data Entry Forms

Not everyone needs Microsoft Excel to create an inspection form. But if you’re interested in making one this way, we recommend that you try the data entry form feature on Excel by following this guide. 

When it comes to data entry and creating inspection forms in Excel, there are two common issues that you should be wary about:

  • It can get very tedious. When you enter the data in one cell, you’ll need to go to the next one and enter it manually. In other cases, you need to scroll up and see which column it is and what data you need to enter. If you’re not paying attention, you might get lost in the process and will have to retrace your steps to get back on track.
  • It’s prone to errors. If you have a vast data set that requires 30+ entries, there’s a possibility that you may end up entering the wrong data in a cell. As a result, every output you make will be wrong just because of a single error in your sheet.


Fortunately, the data entry form feature on Excel can help make the process faster, more efficient, and error-free! But before you learn how to create an inspection form via this feature, let’s first show you how it works and what it does. 

Traditional Excel

Every time a user adds a new record, they will have to select the cell in the next empty row; then, they’ll need to go cell by cell to enter data for each column. While this method is excellent, it’s very tedious and is error-prone. 

Data Entry via Excel

A more efficient way of doing data entry, especially when creating an inspection form, is to use the Data Entry Form option. It offers a quicker and easier way to enter data without fear of making mistakes. It’s easier than regular data entry on Excel since it has everything you need to fill out in a single dialog box. 

Data Entry Form in Excel

The first thing you need to keep in mind when creating an inspection form using the data entry form feature in Excel is that it requires a little pre-work. You might notice that on Excel, there isn’t any option to use a data entry form. That’s because you will need to add this feature to the ‘Quick Access’ toolbar before you can use it.

How to Add Data Entry Form To Quick Access Toolbar

Follow the steps below to learn how to add the data entry form option to the Quick Access Toolbar:

  1. Right-click any icon in the Quick Access toolbar.
  2. Select ‘Customize Quick Access Toolbar.’ 
  3. In the ‘Excel Options’ dialog box, click on the ‘All Commands’ option from the drop-down.
  4. Scroll down the list and click on ‘Form.’
  5. Click ‘Add’ and click ‘OK.’


After following these steps, you’ll be able to add the Form icon to the Quick Access Toolbar. Once this icon is now visible in the QAT, you can click any cell in your dataset where you intend to make an entry and click on it.

Parts of the Data Entry Form

A data entry form in Excel features the following buttons:

  • ‘New’ – clears any existing data in your inspection form; allows you to create a new record.
  • ‘Delete’ – deletes a current record
  • ‘Restore’ – restores the previous data in the form.
  • ‘Find Prev’ – finds and restores the previous entry.
  • ‘Find Next’ – finds the next entry.
  • ‘Criteria’ – allows you to find specific records.
  • ‘Close’ – closes the existing form. 
  • ‘Scroll Bar’ – use this to go through the records.


After familiarizing these buttons and what they do, the next step is to review what you can do with a data entry form in Excel. Keep in mind that you’ll need to convert your data into an Excel Table and select particular cells before opening the Data Entry Form option. 

If you fail to select a cell in the Excel table, it will display an error message saying:

“This can’t be applied to the selected range. Select a single cell in a range and try again.”

Create an Inspection Form Using New Data Entry Form

Now that you’re all set, here’s a step-by-step guide on how to use the data entry form option when creating an inspection form in Excel:

  1. Create your inspection form; add all the relevant elements and items you need to check.
  2. Choose and click on any cell in your spreadsheet.
  3. Select and click the Form icon in the QAT. 
  4. Enter the appropriate data in the form fields.
  5. Press the ‘Enter’ key to enter the record in the table and get a new blank form for the next record.


Navigating & Editing Existing Records

One of the advantages of using the data entry form in Excel is that you can easily go through and make changes to the records without leaving the dialog box. This feature is useful if you have a dataset filled with inspection information in many different columns. You can save a lot of time by not having to scroll and go back and forth.

Here’s a step-by-step on how you can navigate and edit the records using a data entry form:

  1. Choose and select any cell in your Excel spreadsheet.
  2. Click the Form icon in the QAT.
  3. To jump to the next entry, click the ‘Find Next’ button and go to the previous entry; click the ‘Find Prev’ button.
  4. Make the changes by editing the chosen entry and hitting the enter button. If you want to revert to the original entry, you can always click the Restore button.
  5. If you want to do it manually, you can also use the scroll bar to go through each entry.


Restricting Data Entry Based on Rules

Sometimes, you would want to restrict data entry based on certain rules. To do so, you can use data validation in cells to check if the data you entered conforms to these rules. For example, if you want to verify that the data column only accepts data during a data entry, create a data validation rule that only allows dates.

Once this is active, any user that enters data that isn’t a date will not be allowed. An error dialog box will then be displayed on the screen.

Here’s a step-by-step walkthrough on how to create rules when doing data entry on your inspection form:

  1. Highlight the cells where you intend to create data validation rules. 
  2. Click on the ‘Data’ tab in the ribbon.
  3. Click on the ‘Data Validation option in the ribbon.
  4. In the Data Validation dialog box, select ‘Date’ from the ‘Allow’ drop-down.
  5. Specify the start and end dates. This date range will be the basis of when entries will be valid. The ones outside this rage would be denied. 
  6. Once everything is set, click ‘OK.’


Great! You now know how to restrict data entry based on rules.

Why Choose DataMyte Digital Clipboard?

While creating an inspection form on Excel is possible, it can be a bit tedious, as shown in the numerous steps you’ll need to go through. Fortunately, there’s a way to simplify this process using one of the world’s leading productivity platforms: introducing the DataMyte Digital Clipboard!

If you want to create awesome workflows, intuitive checklists, or unique inspection forms, DATAMYTE is your new best friend. This solution has been conceived to help thousands of people improve their business activities, and you can count on it as well!

The DataMyte Digital Clipboard will ease your work a lot by allowing you to create inspection forms that are way more convenient and easy to develop than those created from scratch on Excel. You won’t have to waste your time again on tedious workflows and other productivity tools. DataMyte Digital Clipboard has everything you need!

DATAMYTE allows you to create any inspection form or checklist that has ever crossed your mind, so why not give it a shot? You won’t regret it! Check out our website to learn more.



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