How to Enter Data in Excel (Step-by-Step)

Entering data is the first and most important skill to learn in Microsoft Excel. In this guide, you will learn how to enter text, numbers, and dates correctly in Excel using simple steps.

What is Data Entry in Excel?

Data entry means typing information into Excel cells. A cell can contain:

• Text (names, labels)

• Numbers (prices, quantities)

• Dates or time

Each piece of data is entered into one cell.

 

How to Enter Text in Excel

Steps:

1. Click on any cell (for example, cell A1).

2. Type text (e.g., Product Name).

3. Press Enter to move to the next row.

How to Enter Numbers in Excel

Steps:

1. Click a cell (e.g., B1).

2. Type a number (e.g., 500).

3. Press Enter.

💡 Excel automatically recognizes numbers and aligns them to the right.

How to Enter Dates in Excel

Excel understands dates automatically.

Example formats:

• 10/01/2025

• 1-Jan-2025

Steps:

1. Click a cell.

2. Type a date.

3. Press Enter.

Using Enter vs Tab Key

• Enter → moves down to the next row

• Tab → moves right to the next column

This helps speed up data entry.

Editing Data in a Cell

To edit existing data:

1. Double-click the cell

OR

2. Select the cell and press F2

3. Edit the text or number

4. Press Enter

Deleting Data from a Cell

• Select the cell

• Press Delete key

⚠️ This removes data but does not delete the cell itself.

Common Beginner Mistakes

• Mixing text and numbers in one cell

• Typing spaces before numbers

• Using incorrect date formats

Avoid these to keep your data clean and usable.

Why Proper Data Entry is Important

• Makes formulas work correctly

• Helps in sorting and filtering data

• Improves accuracy in reports and charts

Conclusion

Learning how to enter data correctly is the foundation of Excel. Once you master text, numbers, and dates, you can easily move on to formulas, formatting, and analysis.