The document provides 10 hacks for small business owners to more efficiently manage data entry in Microsoft Excel. The hacks include generating unique values in columns, speedily deleting blank cells, hiding specific data, input restrictions with data validation, concatenation, auto-fills using custom lists, configuring menu options, vague searches using wildcards, quick analysis of data, and using IF functions to customize cells based on conditions. The document also promotes hiring a data entry team to help businesses alleviate administrative costs and improve efficiency.

1. 1 0 T I M E - S A V I N G
Excel Data Entry
Hacks for Small
Business Owners

2. Small businesses use the
Microsoft Excel for various
aspects of the business to
run the business smoothly.
But unfortunately, they
know only some of the
basics, when it comes to
entering, analyzing &
merging the data into
excel sheet.
Top
Hacks

3. Here are 10 powerful hacks that will help small businesses in
managing their data accurately & quickly without being
juggled in between huge data silos.
10 Powerful Hacks

4. Here you can make proper use of the advanced filter.
• First, click to choose the column and go to Data->Advanced.
• A pop-up window will appears. As in the screenshot shows, click Copy
to another location, which should be in accord with the second red
rectangular area.
• Then specify the target location by typing the value or clicking the area-
choosing button.
• In this example, the unique age can be generated from Column C and
shown in Column E.
• Don’t forget to choose Unique records only, then click OK.
GENERATE A UNIQUE VALUE IN A
COLUMN
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5. GENERATE A UNIQUE VALUE IN A
COLUMN
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6. Time-saving is the main factor while choosing
the excel shortcuts. In most of the cases, some
default data will be blank because of various
reasons.
• Choose the column, for which you want to use
a filter.
• Go to Data->Filter.
• Then go to downward button it shows, undo
Select All and then pick up the last option,
Blanks.
• All blank cells will show immediately. Go back
to Home and click Delete directly, all of them
will be removed.
SPEEDILY DELETE BLANK CELLS
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7. Hide specific cells so data can be used
but not visible.
• Select desired cells and right click,
then select format cells.
• Under category select custom then
type; into Type box and click OK.
HIDE SPECIFIC DATA
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8. In order to retain the validity of data, sometimes you need to restrict the
input value and offer some tips for further steps.
For example, age in this sheet should be whole numbers and all people
participating in this survey should be house no.18 to 60.
To ensure that data outside of range isn’t entered, go to:
Data->Data Validation->Setting, input the conditions and shift to Input
Message to give prompts like, “Please input number with whole number,
which should range from 18 to 60.”
INPUT RESTRICTION WITH DATA
VALIDATION FUNCTION
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9. INPUT RESTRICTION WITH DATA
VALIDATION FUNCTION
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10. This can be useful when adding two or
more text strings into one. It can put first
and last names together or combine other
elements, which can be beneficial in data
analysis.
For example, using the formula
=Concatenate(B2, " ", C2) joins three
things: a string in cell B2, a space
character and a value in cell C2.
CONCATENATION
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11. Excel has few built-in lists that it uses for auto-filling cells when you
drag that little pointer across.
For eg., you can write Monday in 1st cell, Tuesday in 2nd cell and
select these two and drag that over the next few cells by clicking in the
corner and excel would fill rest of the weekdays in that range.
But what if you do repetitive typing your company products or annual
holidays? Of course you can tell excel to use your own lists for auto-
fills.
Just go to Menu > Tools > Options > Custom Lists and add your own
lists by typing them or pointing to a location where they are.
HACK AUTO-FILLS USING CUSTOM
LISTS
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12. HACK AUTO-FILLS USING CUSTOM
LISTS
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13. One of the smart features of MS Office is that the menus learn what
options you use often and show only them when you click on the menu.
But this gets in the way of being productive if your work involves using
various options all the time. Fortunately you can turn off this feature
and tell Excel (and other office apps) to show Full menus always.
Just go to Menu > Tools > Customize > Options Tab and check
“Always show full menus” option.
TELL EXCEL HOW TO CALCULATE
YOUR FORMULAS
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14. You may know how to activate the speedy search by using the shortcut
Ctrl + F, but there are two main wild cards—Question Mark and
Asterisk—used in Excel spreadsheets to activate a vague search.
This is used when you are not sure about the target result.
Question Mark stands for one character and Asterisk represents one or
more characters.
What if you need to search Question Mark and Asterisk as a target
result? Don’t forget to add a Wave Line in front.
VAGUE SEARCH WITH WILD CARD
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15. VAGUE SEARCH WITH WILD CARD
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16. This may be one of the easiest hacks,
and it's almost never used by most of
the executives.
• Highlight any cells on a
spreadsheet and then click the Quick
Analysis button that appears on the
bottom right of the selected cells.
• From here, Excel will do a raw
analysis of the data using formatting,
charts, totals or tables.
QUICK ANALYSIS
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17. This is a way to display results if certain conditions in the data are met.
It can be used to customize the content of specific cells depending on
certain conditions in other worksheet cells. The form of Excel's IF
function is: =IF(logic_test, value_if true, value_if_false).
If the condition is true, the function can execute an action identified.
These hacks are really very much helpful in reducing the time
consumed in entering data into excel. But if you are not an expert and
not able to imply all these hacks efficiently into your daily routine data
entry work.
IF
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22. Thank
You
F O R Y O U R T I M E