EASIEST Excel Data Entry Form in 2024 | No VBA Required

[@MyOnlineTrainingHub]

❓What’s the biggest data entry challenge you’ve faced? Learn Excel with my courses: bit.ly/mforms24courses

[@bentonbolt3769]

I have a production line that I need to add several lines of quality check data on a production run- I don’t really want to restart the form from the beginning for each line of data and can never really know how many lines of data will be added, each line normally has four checkpoints. currently I start with a new template excel every production change, that template will have 5-25 lines of data and every time is saved as a new spreadsheet… I want to have a form that allows entry on a tablet, based on product, pulls info to show qb the specs and stores all the data in one form… Pondering what I may be able to make happen with forms…

[@MyOnlineTrainingHub]

Sounds like you may be able to use Forms to capture this data and write it to a single Excel file that you can then analyse as required. Hope it's useful for you.

[@PattiAllen-i4g]

Trying to reduce redundancy by pulling quality test results from an ongoing excel sheet to populate a Certificate of Analysis form with the most recent test results. That way the test results are entered once, automatically completing my CofA.

[@scotolivera8207]

Google Forms really shines here because you can spice it up with some neat tricks using app scripts.

[@VirtualArcades]

I am interested in this. Headed to the Internet research zone. :)

[@GeertDelmulle]

Good stuff! Forms are becoming really good en well integrated... Thanks for another great video!

[@MyOnlineTrainingHub]

Thanks for watching, Geert!

[@alyshalynn]

Still waiting for the ability to populate a form’s drop-down lists using data in lists/tables and without using Power Apps!

[@MyOnlineTrainingHub]

Yeah, that would be good.

[@VirtualArcades]

Solid stuff as usual. As an IT Pro, I find this helpful.

[@MyOnlineTrainingHub]

Awesome, thank you!

[@DieTabbi]

nice video. never understand why I should use ms forms. It seems so limeted specially for data entry.

[@MyOnlineTrainingHub]

The benefit of using forms for data entry is that the user doesn't need to open Excel or have access to the file or other people's data inputs.

[@RobotMegaPower]

Thanks a lot for the information, I'm using Excel for my trading stats

[@MyOnlineTrainingHub]

Glad you found it helpful!

[@Meraxeshandler]

You can't use them to replace user forms though if you're attempting to use a barcode scanner. Microsoft forms is still the LEAST robust forms tool

[@MyOnlineTrainingHub]

Yeah, there's a few limitations like that.

[@vladimirfilipovic5879]

Is it possible for one user to fill out the form multiple times and make multiple entries? I was considering using it as a database entry form, where someone with access to the form could add data and then add more data at a later time. Thank you so much for your videos! Over the time I've learned so much from them and was able to level up my excel skills.

[@MyOnlineTrainingHub]

Yes, you can complete the forms multiple times.

[@DJPGB]

I like your tutorials. However, it would be nice to give us a warning whenever your topic includes features not available on the macOS version of Excel 365. That would save us from the stress of searching for features that are not there. Is this one available for macOS?

[@MyOnlineTrainingHub]

This is an online feature available at office.forms.com of from the Microsoft App Store as mentioned at the beginning of the video. You can access both of these on a Mac.

[@Shahmeermalik]

Hi Ma'am, I love your video tutorials! Could you kindly explain how to easily copy shared (by someone) OneDrive folder names into Excel? I would greatly appreciate your help. Thank you!

[@jackcurl2005]

very nice introductory video!

[@MyOnlineTrainingHub]

Glad you liked it!

[@chrism9037]

Awesome Mynda!

[@MyOnlineTrainingHub]

Cheers, Chris!

[@oxnardmontalvo7749]

That is an amazing feature. And thanks for the introduction video. Question: can I export the results in a file, that cannot be edited later? I want to do this: build a form for onboarding and let HR and IT select how the user needs to be configured and what kind of software etc he will need. Basically a checklist. Once it has been setup, I want to export the file and hand it over to several teams, so everyone can pick up their parts and complete the tasks.it's crucial that the details cannot be changed or accidently altered. (e.g. unticking a certain software that needs to be insatlled).

[@MyOnlineTrainingHub]

Yes, you can export the form responses to another file using Power Query. You can then protect that file so other users can't edit it.

[@oxnardmontalvo7749]

@@MyOnlineTrainingHub Thank you so much Mynda, for your quick and neverending support. You are truly a Rockstar!!!

[@anthonygikuri]

Thank you for sharing. Some observations: Capturing details through QR code possible? Pull function? Calculation functions cf Kobo form!!!!!

[@MyOnlineTrainingHub]

I guess you could create a pre-filled link and create a QR code for it. Not sure what you're referring to with pull function as I'm not familiar with Kobo forms.

[@trinawidders3535]

Great video, you are always so clear and concise. Cute hair too 😊. I am wondering about using this for inventory for garment decorating industry somehow. For example adding and removing items from inventory. Also could it work as a quote request form?

[@MyOnlineTrainingHub]

It could certainly add items to an inventory, but not remove them.

[@1970heroab]

That tool is great... but one thing I can not make righr: How to collect data to be collected as numbers that I can use directry in build in charts as resusts ? Now I get numbers as text. At this type they are useless because without any conversion they can not give basic ansswers in charts.

[@MyOnlineTrainingHub]

If you import the data from the form spreadsheet with Power Query, you can convert them to numbers there. That said, I don't have this issue anymore. as shown in the video. You just need to set the field as a number.

[@1970heroab]

​@@MyOnlineTrainingHub ... but Forms have bult-in charts which I want to share to all respondents as additional info without any conversions or required actions

[@foland2619]

Good video. Thanks

[@MyOnlineTrainingHub]

Glad you liked it!

[@Leibnitz1993]

Thanks for this. Just want to clarify if the Query tab on the Excel file is already a default or you created it yourself?

[@MyOnlineTrainingHub]

It's available on the data tab in all versions of Excel from 2016 onward. For earlier versions it was a free add-in.

[@samanthaashcroft4414]

Is this a beta/preview option, as it's not showing on my M365 desktop

[@Bridsworth]

Might be disabled by your company. That seems to be the case for me.

[@MyOnlineTrainingHub]

It's available from forms.office.com or via the Microsoft App Store.

[@Bridsworth]

@@MyOnlineTrainingHub App store is also disabled by company policy :(

[@lcorcoran56]

Can you create dependent drop-down lists in forms? I currently use MS Access forms with three levels of drop-down lists. I use these forms to measure progress by tracking the project number, WBS code (work breakdown structure), a list of deliverables for each project, and the number of hours worked. The selectable items are stored in a table that can be updated. When you select a project, you should only see the deliverables for that specific project. Is this possible in Forms?

[@MyOnlineTrainingHub]

You can use branching to present the next question based on the answer to the previous question, so in a way, yes. But it can't extract data from a spreadsheet to populate the form in real time.

[@lcorcoran56]

@@MyOnlineTrainingHub That's a pity, it would have been a nice feature, to have the dropdowns linked to a table. I think the branching would be just to much work, as we deal with hundreds of deliverables across multiple disciplines and projects. So it seems I'll have to stick with using Access. I've tried to convert the Access form into a web link without success. Anyway, thank you very much for your quick response!

[@hoang16191]

only one thing, why don't allow upload question? Everyone can use upload question freely on google form but for Microsoft form, it is only available for business only!!

[@MyOnlineTrainingHub]

You can upload questions using the conversion tool that allows you to convert PDFs and Word documents to Forms.

[@hoang16191]

@@MyOnlineTrainingHub I mean upload file. 😁

[@hoang16191]

@@MyOnlineTrainingHub oh sorry. I mean upload file.

[@MyOnlineTrainingHub]

Yes, you can allow respondents to upload files.

[@tarekelsabaa]

Does forms allow dynamic dropdown lists? e.g. If I choose a specific org from dropdown list 1, can dropdown list 2 show ONLY the departments under that org?

[@MyOnlineTrainingHub]

Yes, you can use branching, so after selecting an item from list 1, you can branch them to the next question for the departments for the org they choose in list 1.

[@msmith3090]

Can you use Forms to start an approval flow?

[@MyOnlineTrainingHub]

Yes. You could also connect it to Power Automate to automate the approval process.

[@rosemarygrundy3539]

Where does the Excel file have to be saved to? Can I keep the file on my PC or on a 3rd party file system such as Dropbox? Or does it have to be in something like One Drive or Sharepoint?

[@MyOnlineTrainingHub]

The file will be in OneDrive/SharePoint, but you can sync OneDrive to your PC and access it from there if you prefer.

[@rosemarygrundy3539]

@@MyOnlineTrainingHub thanks Mynda

[@othmar61]

Unfortunately Forms are not yet usefull for planning purposes. That means instead of just asking the users to enter data they can at least see what data already exists, and then enter new data. Or using Forms for validation existing data would be nice as well. (Or did I miss something?)

[@MyOnlineTrainingHub]

Users can edit their own entries as shown at the end, but they can't access the file containing all the data unless you give them permission to do so. You could build a report interface to the data if that helps.

[@eduardosandoval2144]

Excelente!

[@MyOnlineTrainingHub]

Glad you like them!

[@DanielMurrayDanie]

Can I start a form with an existing excel file with data

[@MyOnlineTrainingHub]

Yes, I think they introduced this feature recently from Excel Online. i.e. open the existing file in Excel Online and Insert the Form there.

[@LaloinLondon]

Can the data be validated at the time the user fills the form? For instance, reject dates earlier than 1st Jan 2020.

[@MyOnlineTrainingHub]

No, no data validation on dates.

[@LaloinLondon]

@@MyOnlineTrainingHub Thanks

[@VeliMark-e7v]

Can I add pictures? Want use for a site inspection form. Is this possible?

[@MyOnlineTrainingHub]

You can allow files to be uploaded, so yes, you could add pictures.

[@VeliMark-e7v]

Thanks for the reply

[@johnfromireland7551]

You say you can use Power Query to connect to the Form's data yet there is no "Forms" Connector option. You mean connect to Excel - not "Forms"?

[@MyOnlineTrainingHub]

Yes, connect Power Query to the data in the table that the form builds.

[@johnfromireland7551]

@@MyOnlineTrainingHub Great, Thanks!

[@naumanafzal6600]

I desire that user "outside my organization" uploads a file while using forms, is it possible in MS Forms?

[@MyOnlineTrainingHub]

Yes.

[@UTJK.]

No desktop version, right?

[@MyOnlineTrainingHub]

Yes, this is the desktop version 😉

[@MyOnlineTrainingHub]

Correction, I was thinking of a different video 🤦‍♀️ It's available in forms.office.com and Excel Online and there will be a desktop version (there used to be), but it's not available yet.

[@ST_LRussell]

Any way to show existing preset data (eg names, topics) on an MS Form, as well as collect data (eg grades, for topics against each name) back to an Excel file? Could be an ideal UI for complex spreadsheets... quicker and more secure than VBA Forms, Dialogue boxes etc.? Great videos btw. Thanks!

[@MyOnlineTrainingHub]

You could do this as a prefilled form.

[@pakhari3128]

I wish there was a way to enter coordinates

[@MyOnlineTrainingHub]

You could use a text/numeric field for this.

[@kumardigvijaymishra5945]

I like VBA, more than PowerPoint.

[@MyOnlineTrainingHub]

Hmm, they're not mutually exclusive, but ok.

[@kumardigvijaymishra5945]

@@MyOnlineTrainingHub Knowing VBA means a lot can be achieved with the trinity - Word, Excel and Access.

[@bumpersmith]

Seems like Microsoft is just catching up to Google Forms.

[@MyOnlineTrainingHub]

Yes, like Google Sheets is catching up to Excel 🤔 It seems no IP is safe in the tech wars. Let's not forget that before Excel there was Lotus 1-2-3 and before that VisiCalc. Let them continue because we users are the winners.

[@drinno8900]

Mac excel doesn’t have forms

[@MyOnlineTrainingHub]

Forms are an online tool available on all operating systems. You access them through Forms.Office.com.