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Computer & Office Skills

Data entry and office automation

Accurate data entry, spreadsheets that check what is typed in, forms, templates and the shortcuts that save repeated work.

Suits: Job seekers and office staff

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Duration, fees and batch timings are quoted by the head office or your centre.

Students at computers in a classroom while a teacher helps one of them

3 study books in this course

  • Data Entry and Office Automation
  • MS Excel
  • Typing
Lessons
25
Practice questions
95
Free ebooks
0

About the course

What the data entry course is about

Data entry is more than fast typing: it is getting the right figure into the right cell, every time, and being able to prove it. The course starts with source documents and checking, then moves to the spreadsheet tools that stop mistakes before they happen.

Automation here means the everyday time-savers: drop-down lists, templates, mail merge, autofill, flash fill and keyboard shortcuts, plus the habits of naming, filing and backing up that keep an office running.

All computer & office skills courses

What you will practise

Drawn from the lessons of the study books below.

  1. 01

    Check entries against the source document and fix errors systematically

  2. 02

    Set up tables with data validation, drop-down lists and conditional formatting

  3. 03

    Use find and replace, remove duplicates and text to columns to clean a list

  4. 04

    Build templates and run a mail merge

  5. 05

    Save repeated work with shortcuts, autofill and flash fill

  6. 06

    Name, organise and back up files, and handle other people’s data responsibly

What you will learn

3 subjects, 25 lessons

Every lesson of the study books that come with this course in the student portal, with the key points of each lesson and exercises to try. Your centre gives you the syllabus, the duration and the fee.

Subject 1 of 3

Data Entry and Office Automation

Build accurate, fast data entry habits: check source documents, organise files, use spreadsheet tables, validation, cleaning tools, forms, templates and mail merge, save time with shortcuts and macros, handle PDFs, and protect personal data.

  • 11 lessons
  • About 42 min of reading
  • 40 practice questions
  • 25 key terms
  1. 1Accuracy Before Speed4 min read · 5 key points · 3 exercises

    Key points

    • Data entry means copying information correctly from a source into a system, and later decisions depend on it.
    • Accuracy comes first; speed grows with regular practice.
    • Accuracy % = correct entries divided by total entries, multiplied by 100.
    • Good posture, home-row typing and the number pad improve both comfort and speed.
    • Common errors are transposition, omission, duplication and misreading.

    Try this

    1. Type a paragraph of about 100 words from a newspaper, note the time taken, and calculate your WPM and your accuracy percentage.
    2. Copy 20 ten-digit phone numbers from a handwritten list into a spreadsheet, then check each one against the list with your finger on the line.
    3. Write down three transposition errors that could happen in a bill amount and what harm each could cause.
  2. 2Source Documents and Verification4 min read · 5 key points · 3 exercises

    Key points

    • A source document is the original paper or file; type what it says and do not guess.
    • Count the batch before and after so the number of records matches.
    • Unclear, missing or obviously wrong items are reported, not invented or silently changed.
    • Verification methods include double entry, visual checks, control totals, record counts and spot checks.
    • Marking entered papers gives a trail of what is finished.

    Try this

    1. Make a small control total exercise: write 10 bill amounts on paper, add them by hand, enter them in a spreadsheet and compare the sum.
    2. Ask a friend to deliberately change two digits in your sheet, then find the errors using only a control total and a visual check.
    3. Write a short checklist of five things you will do before starting a new batch of forms.
  3. 3Naming and Organising Files3 min read · 5 key points · 3 exercises

    Key points

    • Clear names and folders save time and prevent working on the wrong version.
    • Dates written year-month-day make files sort in order.
    • Use consistent patterns, avoid spaces and special characters, and use version numbers instead of "final".
    • Keep one obvious home for each file and move old versions to an archive.
    • Save early and often with Ctrl + S.

    Try this

    1. Create a folder structure for a small shop (purchases, sales, bills, staff) and give five sample files proper names.
    2. Take ten badly named files from your computer and rename them using one consistent pattern.
    3. Write a one-paragraph naming rule for a group of five people so that everyone saves files the same way.
  4. 4Spreadsheets for Data Entry: Tables and Layout4 min read · 5 key points · 3 exercises

    Key points

    • Use one row per record and one column per field, with a single header row.
    • Keep one value per cell, no merged cells in the data area, and one data type per column.
    • Enter dates as real dates and set the display format, instead of typing them as text.
    • Converting a range into a table gives filters and automatic extension.
    • Identifiers such as phone numbers and codes with leading zeros should be formatted as text.

    Try this

    1. Build a sheet of 15 students with columns for roll number, name, class, phone number and date of admission, following all the rules above.
    2. Take a messy sheet where name and class are in one cell and split it into two proper columns by hand, then note how this makes sorting possible.
    3. Practise Tab, Enter, Ctrl + Arrow, Ctrl + Home and F2 on a sheet of 50 rows until you do not need the mouse.
  5. 5Data Validation, Drop-downs, Freeze Panes and Conditional Formatting4 min read · 5 key points · 3 exercises

    Key points

    • Data validation restricts what a cell accepts and can show an input message and an error alert.
    • Drop-down lists remove spelling variations by letting users pick from a fixed set.
    • Freeze panes keeps headers visible while scrolling through long data.
    • Conditional formatting highlights blanks, duplicates and values that need attention.
    • Together they prevent and reveal mistakes while typing.

    Try this

    1. Create a sheet with a Class drop-down (6 to 12), a Fee Status drop-down and a 10-character rule for a mobile number column, then test each rule with a wrong entry.
    2. Freeze the header row on a sheet with 100 rows and scroll down to confirm the header stays visible.
    3. Use conditional formatting to highlight duplicate roll numbers, then type one duplicate on purpose to see it work.
  6. 6Cleaning Data: Find and Replace, Duplicates, Text to Columns, Flash Fill4 min read · 5 key points · 3 exercises

    Key points

    • Clean data on a copy of the original so you can go back.
    • Find and Replace fixes spelling variations, but check the options before replacing all.
    • Remove Duplicates needs the right key columns and a check that rows are not real repeats.
    • Text to Columns splits one cell into several using a separator.
    • Autofill and Flash Fill save typing but their results must be checked.

    Try this

    1. Prepare a list of 20 names with five deliberate duplicates and spelling variations, then clean it using Find and Replace and Remove Duplicates.
    2. Type 10 entries in the form "Name, Class, City" in one column and split them using Text to Columns.
    3. Use Autofill to create a series of dates for one week, and Flash Fill to pull first names from full names.
  7. 7Forms, Templates and Mail Merge4 min read · 5 key points · 3 exercises

    Key points

    • Online forms send answers straight to a sheet, removing a typing step and reducing mistakes.
    • Good forms ask only what is needed, use choice questions and are tested before sharing.
    • Templates keep documents consistent and save time.
    • Mail merge combines a main document with merge fields and a data source with one row per person.
    • Clean the data and preview a few records before a full merge.

    Try this

    1. Design a short form on paper for a school event registration with five questions, choosing the best question type for each.
    2. Create a fee receipt template with fixed headings and a formula for the total, and save it as a master copy.
    3. Make a data sheet of five students and write a letter with merge fields, then check that each merged letter shows the right details.
  8. 8Shortcuts and Repetitive-Task Automation4 min read · 5 key points · 3 exercises

    Key points

    • Keyboard shortcuts keep hands on the keyboard and save time across the day.
    • Autofill, Flash Fill and formulas remove repeated typing and the errors that go with it.
    • A macro records a fixed series of steps and replays them on demand.
    • Run macros only from trusted sources and test them on a copy.
    • Templates and checklists reduce repetition in daily work.

    Try this

    1. Make a card of ten shortcuts you do not yet use and practise them for one week, ticking each when it becomes automatic.
    2. List five tasks you repeat in your daily computer work and mark which could be handled by a template, a formula or a macro.
    3. If your program has a macro recorder, record a simple macro that formats a header row (bold, fill colour, column width), and run it on a copy of a sheet.
  9. 9PDF and Scanning Basics3 min read · 5 key points · 3 exercises

    Key points

    • A PDF keeps a document looking the same on any device.
    • A scanned PDF is a picture, and OCR turns it into searchable text that must be proofread.
    • Good scans are straight, clean, legible and named clearly.
    • Common PDF tasks are merging, splitting, rotating, compressing, form filling and password protection.
    • Copy text from real-text PDFs instead of retyping when possible.

    Try this

    1. Scan or photograph three pages of a book, combine them into one PDF and name it correctly.
    2. Check a scanned page for readability, and note what you would change (light, angle, resolution) if it were not clear.
    3. Practise merging two PDFs and extracting one page from a PDF using any tool available to you.
  10. 10Confidentiality, Backups and Data Protection4 min read · 5 key points · 3 exercises

    Key points

    • Data entry staff handle personal data and must protect it; check current law and workplace rules.
    • Use data only for the task, share it only with authorised people, and do not copy it to personal devices.
    • Strong, unshared passwords and care about phishing protect accounts.
    • The 3-2-1 backup rule is three copies, two storage types and one copy in a different place.
    • Report mistakes and security problems immediately.

    Try this

    1. Write a short confidentiality checklist of seven points that a new data entry worker should follow on day one.
    2. Check how you back up your own important files, and write down what you would do to reach the 3-2-1 rule.
    3. Look at three emails in your inbox and decide which could be phishing and why.
  11. 11A Workflow Project: From Paper to Report4 min read · 5 key points · 3 exercises

    Key points

    • A good workflow follows plan, build, enter, verify, clean, report and protect.
    • Validation, drop-downs and conditional formatting are built before entering, not after.
    • Verification uses record counts, spot checks and control totals.
    • Reports should show only the data the reader needs.
    • A short reflection after each project helps you improve.

    Try this

    1. Carry out the library project with 20 made-up students and keep a note of every error you found and how you found it.
    2. Prepare a PDF summary with the books issued per class, and name it correctly.
    3. Swap your sheet with a friend and check each other for errors using the verification methods.
Glossary: 25 key terms of Data Entry and Office Automation
Data entry
Typing information from a source, such as a form or bill, into a computer system.
Source document
The original paper or file from which data is entered.
Accuracy
The share of entries that are correct, usually written as a percentage.
WPM
Words per minute, a measure of typing speed where a word is counted as five keystrokes.
KDPH
Key depressions per hour, a measure of speed in numeric data entry.
Transposition error
A mistake in which digits or letters are swapped, such as 4,512 typed as 4,152.
Verification
Checking entered data against the source to find mistakes.
Control total
A total worked out separately, used to check that the entered data adds up the same.
Record
One complete item of information, such as one student or one bill, usually one row.
Field
One detail of a record, such as name or amount, usually one column.
Data validation
A rule that limits what values a cell will accept.
Drop-down list
A cell feature that lets the user pick from a fixed set of values.
Freeze panes
A feature that keeps chosen rows or columns visible while scrolling.
Conditional formatting
Automatic change of a cell's look based on its value.
Duplicate
A record that appears more than once in the data.
Text to Columns
A feature that splits one cell into several using a separator.
Autofill
A feature that copies a value or continues a series by dragging the fill handle.
Flash Fill
A feature that detects a pattern from an example and fills the rest automatically.
Template
A ready-made document with fixed parts already set up for repeated use.
Mail merge
Joining a main document with a data list to create many personalised copies.
Macro
A saved series of steps that a program can repeat on demand.
OCR
Optical character recognition, which turns text in images or scans into editable text.
Personal data
Information that identifies a person, such as name, phone number, address or ID.
Backup
An extra copy of data kept so it can be recovered after loss or damage.
Phishing
A trick using fake emails or messages to get passwords or personal details.

Subject 2 of 3

MS Excel

Work with cells, ranges and formulas in Microsoft Excel, use functions such as SUM, IF, VLOOKUP and XLOOKUP, and sort, filter, chart and print your data.

  • 7 lessons
  • About 27 min of reading
  • 35 practice questions
  • 25 key terms
  1. 1Getting Started with Excel4 min read · 5 key points · 3 exercises

    Key points

    • A workbook (.xlsx) contains worksheets made of columns, rows and cells.
    • A cell address is the column letter followed by the row number, such as B4.
    • A range such as A1:C5 uses a colon to mean "from A1 to C5".
    • Text aligns left and numbers align right by default; ##### means the column is too narrow.
    • The fill handle continues series such as Jan, Feb, Mar.

    Try this

    1. Create a workbook with the headings Roll No, Name and Class in A1:C1, enter details for eight students, click a few cells to read their addresses in the Name Box, and save the file as Class Register.
    2. On a new sheet, use the fill handle to fill Jan to Dec down column A starting at A2 and Mon to Sun across row 1 starting at B1, then type 1 and 2 in two cells, select both and drag to continue the series up to 20.
    3. Type ten full names in column A and the first name of the first person in column B, press Enter so the cell below is selected and press Ctrl+E to let Flash Fill complete the column, then enter today's date with Ctrl+; and fix any ##### by double-clicking the column border.
  2. 2Formatting Cells and Worksheets3 min read · 5 key points · 3 exercises

    Key points

    • Formatting changes how a value looks, not the value itself.
    • Ctrl+1 opens Format Cells, where you can choose formats such as Currency with the ₹ symbol.
    • Gridlines do not print by default; use Borders for tables you will print.
    • Wrap Text, Merge & Center and AutoFit help data fit neatly.
    • Conditional Formatting changes a cell's look automatically based on its value.

    Try this

    1. Before typing anything in a Code column, format it as Text so codes such as 00123 keep their zeros, then type a price list of ten items with their codes, format the price column as Currency with the ₹ symbol and two decimal places from Format Cells (Ctrl+1), and add All Borders to the table.
    2. Add a title above a marks table and use Merge & Center across the table's width, AutoFit every column by double-clicking the border between the column headings, then apply Wrap Text to a long column heading and drag that column narrower so the heading shows on two lines.
    3. In a stock sheet of 15 items, use Conditional Formatting > Highlight Cells Rules > Less Than to colour quantities below 10 in red, add Data Bars to a sales column, then change one quantity to 5 and watch its colour update.
  3. 3Formulas and Basic Functions4 min read · 5 key points · 3 exercises

    Key points

    • Every formula starts with =; use cell references so results update automatically.
    • Excel calculates brackets first, then powers, then * and /, then + and -.
    • COUNT counts cells with numbers, while COUNTA counts cells that are not empty.
    • AVERAGE ignores empty cells but includes zeros.
    • Alt+= inserts AutoSum; errors such as #DIV/0!, #NAME? and #REF! point to the cause of a problem.

    Try this

    1. Create a marksheet for five students with marks in five subjects, add Total and Average columns using SUM and AVERAGE, and show the highest and lowest totals with MAX and MIN.
    2. Make a shopping bill with Item, Qty and Rate columns, calculate each Amount with a formula such as =B2*C2, copy it down with the fill handle, and get the grand total with AutoSum (Alt+=).
    3. Type =10+5*2 and =(10+5)*2 in two cells to see how brackets change the answer, compare COUNT and COUNTA on a column of names, and type =SUMM(B2:B5) to see the #NAME? error.
  4. 4Relative, Absolute and Mixed References4 min read · 5 key points · 3 exercises

    Key points

    • Relative references (A1) change when a formula is copied; this is the default.
    • Absolute references ($A$1) stay fixed wherever the formula is copied.
    • Mixed references ($A1 or A$1) lock only the column or only the row.
    • F4 cycles through the reference types while you edit a formula.
    • Use an absolute reference or a named cell for one value, such as a rate, used by many formulas.

    Try this

    1. Type five bill amounts in B2:B6 and a discount rate of 10% in F1, enter =B2*$F$1 in C2 and copy it down to C6, then try =B2*F1 copied down instead and work out why the lower rows show 0.
    2. Build a multiplication table: type 1 to 9 in B1:J1 and in A2:A10, enter =$A2*B$1 in B2, and copy it to the whole block B2:J10.
    3. Give cell F1 the name Discount in the Name Box and rewrite the discount formula as =B2*Discount, then edit a formula such as =B2*$F$1, place the cursor in the B2 reference and press F4 four times, writing down each form it shows.
  5. 5Decisions and Lookups: IF, VLOOKUP and XLOOKUP4 min read · 4 key points · 3 exercises

    Key points

    • IF(test, value_if_true, value_if_false) returns one of two results; text results go in double quotes.
    • VLOOKUP searches the first column of a table and returns a value from a column to its right.
    • Use FALSE as VLOOKUP's last argument for an exact match; a value that is not found gives #N/A.
    • XLOOKUP needs Microsoft 365 or Excel 2021 and later; it matches exactly by default and can return from any column.

    Try this

    1. In a marksheet with a Percentage column, add a Result column that uses IF to show Pass for 40 or more and Fail otherwise, and a Grade column with a nested IF that gives A for 75 and above, B for 50 and above, and C for the rest. If the percentages are shown with the % sign, write the limits as 40%, 75% and 50% in the formulas.
    2. Make a price list of ten item codes, names and prices in A2:C11, type a code in F2 and show its price with =VLOOKUP(F2,$A$2:$C$11,3,FALSE), then type a code that does not exist to see #N/A and wrap the formula in IFERROR to show Not found.
    3. In a sales list with City and Amount columns, count the sales from Delhi with COUNTIF and add their amounts with SUMIF; if your Excel is Microsoft 365 or Excel 2021 or later, also redo the price lookup with XLOOKUP and a "Not found" message.
  6. 6Sorting and Filtering Data4 min read · 5 key points · 3 exercises

    Key points

    • Keep one heading row and no blank rows inside a list you want to sort or filter.
    • Sort A to Z or Z to A sorts whole rows; Data > Sort sorts by several columns.
    • Filter (Ctrl+Shift+L) hides rows that do not match, without deleting them.
    • Ctrl+T turns a list into an Excel Table with automatic filters and formatting.
    • Freeze Top Row keeps the headings visible while you scroll.

    Try this

    1. Make an employee list of 15 rows with Name, City, Department and Salary columns, then use Data > Sort with two levels to sort by City from A to Z and then by Salary from largest to smallest.
    2. Turn on filters with Ctrl+Shift+L, show only the Sales department employees from Pune, then use Number Filters > Greater Than to show salaries above 30000, and finally clear all the filters.
    3. Convert the list into an Excel Table with Ctrl+T and add a Total Row from the Table Design tab, freeze the heading row with View > Freeze Panes > Freeze Top Row, and on a copy of the sheet (right-click the sheet tab, choose Move or Copy and tick Create a copy) enter one employee twice and remove the repeat with Data > Remove Duplicates.
  7. 7Charts and Printing4 min read · 5 key points · 3 exercises

    Key points

    • Select the data with its headings and use Insert > Recommended Charts or a chart type.
    • Column charts compare categories, line charts show change over time and pie charts show parts of a whole.
    • The Chart Design and Format tabs add titles, labels and styles; charts update when the data changes.
    • Fit Sheet on One Page, Print Area and Print Titles control what prints and how.
    • Gridlines do not print unless you tick Gridlines > Print.

    Try this

    1. Enter sales figures for six months, select them with their headings, insert a column chart, and use Add Chart Element to add a chart title, axis titles and data labels.
    2. Make a household budget with five expense heads and show it as a pie chart, then switch your sales chart to a line chart with Change Chart Type and edit one sales figure to watch the chart update.
    3. Prepare a 60-row list for printing: set Landscape orientation, use Print Titles to repeat the heading row at the top of every page, choose Fit All Columns on One Page, and check the preview under File > Print.
Glossary: 25 key terms of MS Excel
Absolute reference
A cell reference with dollar signs, such as $F$1, that stays exactly the same when the formula is copied.
Argument
A value, cell or range given to a function inside its brackets, such as B2:B10 in =SUM(B2:B10).
AutoSum
A button, with the shortcut Alt+=, that inserts a SUM formula for the numbers above or to the left of the active cell and also offers Average, Count Numbers, Max and Min.
Cell
The box where a column and a row meet, which holds one value, piece of text or formula.
Cell reference
The address of a cell, written as its column letter followed by its row number, such as B4.
Chart
A picture of worksheet data, such as a column, line or pie chart, that updates when the data changes.
Conditional Formatting
A Home tab feature that changes a cell's look automatically, for example colouring it red, when its value meets a rule you set.
Excel Table
A list converted with Ctrl+T that gets filter arrows and banded rows and grows automatically when you type a new row just below it.
Fill handle
The small square at the bottom-right corner of the active cell, dragged to copy a value or formula or to continue a series such as Jan, Feb, Mar.
Filter
A Data tab tool, turned on with Ctrl+Shift+L, that hides the rows that do not match your choices without deleting them.
Formula
A calculation typed in a cell that starts with an equals sign, such as =B2*C2.
Formula Bar
The bar above the column headings that shows, and lets you edit, the content or formula of the active cell.
Freeze Panes
A View tab command that keeps chosen rows or columns, such as the heading row, visible while you scroll.
Function
A ready-made formula with a name, such as SUM, AVERAGE or MAX, that works on the arguments given in its brackets.
IF function
A function that tests a condition and returns one value when the condition is true and another when it is false.
Mixed reference
A cell reference that locks only the column or only the row, such as $A1 or A$1.
Number format
The way a number is displayed, such as Currency, Percentage or Date, which does not change the value stored in the cell.
Print Titles
A Page Layout setting that repeats chosen rows, such as the heading row, at the top of every printed page.
Range
A group of cells written with a colon between the first and last cell, such as A1:C5.
Relative reference
An ordinary cell reference, such as B2, that shifts to match its new position when the formula is copied.
Sort
To rearrange rows into an order, such as A to Z or largest to smallest, while keeping each row's data together.
VLOOKUP
A function that finds a value in the first column of a table and returns the value from a chosen column to its right in the same row.
Workbook
An Excel file, saved with the .xlsx extension, that contains one or more worksheets.
Worksheet
A single sheet in a workbook, made of a grid of columns and rows, with its name shown on a tab at the bottom of the window.
XLOOKUP
A lookup function in Microsoft 365 and Excel 2021 and later that searches one column or row and returns the matching value from another, matching exactly by default.

Subject 3 of 3

Typing

Learn touch typing the right way: posture, the home row, which finger presses which key, accuracy before speed, measuring WPM, a daily practice plan and the basics of Hindi typing.

  • 7 lessons
  • About 22 min of reading
  • 20 practice questions
  • 25 key terms
  1. 1Touch Typing and Correct Posture3 min read · 4 key points · 3 exercises

    Key points

    • Touch typing uses all ten fingers without looking at the keyboard.
    • Sit upright with feet flat, elbows at about 90 degrees and wrists straight.
    • Keep the monitor about an arm's length away, top of screen at or below eye level.
    • Press keys lightly and take short breaks to protect your hands and eyes.

    Try this

    1. Check your seat against the seven posture points in this lesson and adjust your chair, monitor and keyboard; then ask a classmate or family member to watch your feet, elbows and wrists while you type for five minutes.
    2. Write down your present typing habits honestly, such as how many fingers you use, how often you look down and whether your neck or wrists ache, so that you can compare them after one month of practice.
    3. During a 30-minute practice session, set a timer to remind you of the 20-20-20 rule every 20 minutes, and finish with one minute of finger, wrist and shoulder stretches.
  2. 2The Home Row3 min read · 4 key points · 3 exercises

    Key points

    • The home row keys are A S D F for the left hand and J K L ; for the right.
    • The bumps on F and J help you find the home row without looking.
    • Every finger reaches, presses and returns to its home key.
    • Use one thumb consistently for the space bar.

    Try this

    1. Close your eyes, place your fingers on the home row by feeling the bumps on F and J, then open your eyes and check that every finger is on the right key; repeat this ten times.
    2. Type each home row drill line from this lesson three times in Notepad without looking at the keyboard, then type each home row word line three times as well and count your mistakes in the last round.
    3. Make up five words or short phrases of your own that use only the letters a, s, d, f, g, h, j, k and l, and type each one five times at a steady rhythm.
  3. 3The Finger-to-Key Map3 min read · 4 key points · 3 exercises

    Key points

    • Each finger covers a slanting column of keys above and below its home key.
    • The index fingers each cover two columns; the little fingers cover the edge keys.
    • Use the Shift key on the opposite side from the letter you are typing.
    • On the numeric keypad, rest on 4, 5 and 6; the 5 key has a bump.

    Try this

    1. Draw the three letter rows of the keyboard in your notebook and colour each key according to the finger that presses it, using one colour per finger, then check your drawing against the table in this lesson.
    2. Type the reach drill lines from this lesson three times each, saying the name of the finger in your mind as it leaves its home key and comes back.
    3. Type the names of ten Indian cities with a capital first letter, using the Shift key on the opposite side every time; then, if your keyboard has a numeric keypad, turn on Num Lock and type a list of ten invoice amounts on it.
  4. 4Accuracy Before Speed3 min read · 4 key points · 3 exercises

    Key points

    • Accuracy comes first; speed grows when correct movements become automatic.
    • Never look at the keys; use the bumps on F and J to find your place.
    • Type to a steady, even rhythm instead of in bursts.
    • Practise your weak keys and letter pairs with short targeted drills.

    Try this

    1. Type a short passage for five minutes at a slow, even pace; count your mistakes and the characters you typed (in Word, the Review tab, then Word Count, shows Characters (with spaces)), and work out your accuracy as correct characters divided by characters typed, times 100, to see whether it is 95 percent or higher.
    2. From your last practice passage, list the keys or letter pairs you got wrong most often, make a two-line drill of them, and type it slowly for ten minutes.
    3. Practise for one week with a light cloth or a cardboard cover over your hands, and note each day how many times you felt like looking down at the keys.
  5. 5Measuring Speed and Accuracy3 min read · 4 key points · 3 exercises

    Key points

    • A standard word is 5 characters, including spaces and punctuation.
    • Gross WPM is total characters divided by 5, divided by the minutes.
    • Net WPM subtracts a penalty for uncorrected errors; accuracy is correct characters as a percentage.
    • Different tests use different rules, so read the official instructions for yours.

    Try this

    1. Work out on paper the gross WPM for 1,500 characters typed in 5 minutes, the net WPM if there were 10 uncorrected errors, and the accuracy if 1,440 of those characters were correct.
    2. Take a 5-minute test on a passage you have not practised, find the number of characters typed from the Characters (with spaces) figure in Word's Word Count box (Review tab, then Word Count), compare your text with the original to count the uncorrected errors, and calculate your gross WPM, net WPM and accuracy.
    3. Start a progress log in a notebook or an Excel sheet with columns for date, passage, gross WPM, net WPM and accuracy, and fill in one row after every practice session for two weeks.
  6. 6Building a Practice Plan3 min read · 4 key points · 3 exercises

    Key points

    • Practise 20 to 30 minutes every day rather than in long, occasional sessions.
    • Each session should include a warm-up, weak keys, word drills, passages and one timed test.
    • Practise with real material that includes capitals, numbers and punctuation.
    • Plateaus are normal; slow down, focus on accuracy and drill weak letter pairs.

    Try this

    1. Follow the 30-minute daily session from this lesson for seven days in a row, ticking off each of its five parts in a notebook every day.
    2. Write your own four-week plan with a fixed daily practice time and one small goal for each week, and keep it beside your computer.
    3. For one week, type one piece of real material each day, such as a leave application, an address with a PIN code or the details of a short invoice, to practise capitals, numbers and punctuation.
  7. 7Hindi Typing Basics4 min read · 5 key points · 3 exercises

    Key points

    • Unicode Hindi works everywhere; legacy-font text needs that exact font installed.
    • Inscript is the standard layout, with vowels mostly on the left and consonants on the right.
    • Remington comes from Hindi typewriters; skill on one layout does not transfer to the other.
    • Windows key + Space switches between English and Hindi keyboards.
    • In Unicode, matras follow the consonant, and the halant joins consonants into conjuncts.

    Try this

    1. Add Hindi and its keyboard in Windows Settings, switch to it with Windows key + Space, and type the words कमल, घर, नमक and सरल in Notepad, finding each letter with an Inscript key chart or the Windows On-Screen Keyboard (Windows key + Ctrl + O), which shows the Hindi letter on every key.
    2. Type the words पानी, किताब, दूध, मेला and गुलाब, remembering that every matra, including the short i matra, is typed after its consonant.
    3. Type the conjuncts क्ष, त्र and ज्ञ using the halant, then copy your Hindi words into an email or chat message to check that the Unicode text appears correctly on another device.
Glossary: 25 key terms of Typing
Accuracy
The share of characters typed correctly, written as a percentage of all the characters typed.
Backspace
The key, pressed with the right little finger, that deletes the character to the left of the cursor.
CPM
Characters per minute, a speed measure in which 5 CPM equals 1 WPM because a standard word is 5 characters.
Devanagari
The script in which Hindi is written, also used for Marathi, Sanskrit and Nepali, with its own letters, matras and conjuncts.
Gross WPM
Typing speed counting every character typed, right or wrong, divided by 5 and then by the number of minutes.
Halant
The Devanagari sign that removes a consonant's built-in vowel so it can join the next consonant, as in क्ष, त्र and ज्ञ.
Home row
The middle row of letter keys, A S D F for the left hand and J K L semicolon for the right, where the fingers rest and return after every key.
Hunt and peck
A slow way of typing in which you look down to find each key and press it with one or two fingers.
Inscript
The standard keyboard layout for Indian scripts, included in Windows, with vowels and matras mostly on the left and consonants mostly on the right.
Key depressions per hour
A speed measure used in some data-entry tests that counts how many keys are pressed in an hour instead of words per minute.
Keyboard layout
The computer setting that decides which character each physical key produces, such as English or Hindi Inscript.
Legacy font
An older Hindi font, such as Kruti Dev, that draws Hindi shapes over the codes of English letters, so the text turns into meaningless characters without that exact font.
Matra
A vowel sign joined to a Devanagari consonant, such as the sign that turns क into का, which in Unicode is typed after the consonant.
Net WPM
Typing speed after a penalty for uncorrected errors has been subtracted from the gross speed.
Numeric keypad
The block of number keys on the right of a full keyboard, with home keys 4, 5 and 6, used for typing figures quickly when Num Lock is on.
Phonetic typing
A way of typing Hindi by writing words in English letters, such as namaste, which the software turns into Devanagari.
Plateau
A stretch of days or weeks during learning when typing speed seems to stop rising, which is a normal stage of practice.
Posture
The way you sit while typing, ideally upright with feet flat on the floor, elbows at about 90 degrees and wrists straight.
Remington
A Hindi keyboard layout that comes from mechanical Hindi typewriters and was long used with legacy fonts such as Kruti Dev.
Shift key
A key held down with the little finger of the opposite hand to type a capital letter or the upper symbol on a key.
Space bar
The long key at the bottom of the keyboard, pressed with the side of a thumb, that types a space.
Standard word
A group of 5 characters, including spaces and punctuation, counted as one word when typing speed is measured.
Touch typing
Typing with all ten fingers without looking at the keyboard, each finger looking after a fixed group of keys.
Unicode
The international standard that gives every character of every major script its own code, so Hindi typed in it shows correctly on any modern device.
WPM
Words per minute, the usual measure of typing speed, in which one word is counted as 5 characters.

Practice and study material

Study books and timed practice tests in the student portal

Students sign in to read the study books lesson by lesson, print them, mark lessons as done and test themselves with timed practice tests, every answer explained.

  • 3study books
  • 25lessons
  • 95practice questions
  • 75glossary terms

How the practice tests work

  • Fresh questions each time

    Up to 20 questions are picked at random from the subject’s question bank.

  • One minute per question

    A timer counts down. When it reaches zero, your answers are sent automatically.

  • Move around freely

    Skip a question, flag it, and come back to change your answer before you submit.

  • Learn from every answer

    At the end you see the right answer and an explanation for each question.

  • Read, print and keep track

    Each study book has its lessons, key points, exercises and a glossary. Print a lesson, or mark it as done.

Try 3 practice questions

Real questions from this course’s question banks. Pick an answer to see the explanation.

  1. Data Entry and Office Automation · Question 1

    Why keep the master list for a drop-down on a separate sheet?

    Show the answer

    Answer: B. It is easy to update in one place

    A separate list is simple to maintain and keeps entries consistent.

  2. MS Excel · Question 2

    Cell A1 holds 1500 and is formatted as Currency, so it shows ₹1,500.00. What does the formula =A1*2 return?

    Show the answer

    Answer: C. 3000

    Formatting changes only how the value looks. The stored value is still the number 1500, so the formula returns 3000.

  3. Typing · Question 3

    You keep pressing the key next to the one you want. What is the best fix?

    Show the answer

    Answer: B. Return your fingers to the home row after every reach and slow down

    Pressing neighbouring keys usually means a finger has drifted from its home key. Returning home after each reach, at a slower pace, fixes it.

Typing speed test

The student portal has a typing test with live highlighting as you type. It works out your net words per minute and your accuracy, and saves each result so you can watch your speed improve.

  • 6 English passages
  • हिन्दी: 4 Hindi passages
  • Results saved to your account
Free typing test

Careers

Careers this course leads towards

The kind of work these skills are used for. Each guide explains what the job involves, the skills it asks for and how to get started.

  • Data entry and office assistant

    Typing records, letters and reports, keeping spreadsheets up to date, and handling email, files and printing in an office.

Free calculators

Useful calculators

Free tools that go with this course. They work in your browser, on a phone or a computer.

  • Typing speed test

    Type a passage and see your speed in words per minute and your accuracy.

How admission works

From your first question to your certificate.

The usual steps, at the head office in Delhi or at an authorised member centre.

Who can join
Students above 12 years of age.
Where
The Delhi head office and authorised member centres.
Fees and timings
On WhatsApp at +91 97116 99511, or by phone on 011 2721 1512.
Start with a question
  1. 1

    Ask about the course

    Call or WhatsApp the head office, or visit your nearest member centre. Ask for the duration, the fee and the batch timings in writing.

  2. 2

    Fill the admission form

    Admission forms are supplied by the head office to every centre.

  3. 3

    Learn in class

    Attend your batch at the centre, with the course material and study notes, and sign in to the student portal for the study books and practice tests.

  4. 4

    Take the exam

    The institute prefers written exams, taken in front of a teacher.

  5. 5

    Receive your certificate

    Students who pass get a Gurukul Technicals Institute certificate and marksheet. Employers can verify it with the head office.

Questions

Questions about the data entry course

Still have a question?

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Who can join the data entry course?

Students above 12 years of age can take admission, at the Delhi head office or at an authorised member centre. The course suits job seekers and office staff. Tell the head office or your centre what you already know, and they will suggest where to start.

How long is the course and what is the fee?

Duration, fees and batch timings depend on the course and the centre. Ask the head office or your nearest member centre, and get the details in writing before you pay.

Where are the classes?

At the head office in Delhi (A-10, Chief Commissioner Colony, opposite Rana Pratap Bagh) and at authorised member centres. Call or WhatsApp the head office to find the nearest centre.

What do I need to use the study books and practice tests?

A phone or a computer with an internet connection, and the login your centre gives you at enrolment. The student portal opens in an ordinary web browser, so there is nothing to install. Student login.

How do the practice tests work?

Sign in to the student portal and choose a subject. Each test picks up to 20 questions at random from that subject’s question bank and gives you one minute per question, with a timer that sends your answers automatically when it reaches zero. You can skip a question, flag it and come back before you submit, and at the end you see the right answer and an explanation for every question. This course has 95 practice questions across 3 subjects, and you can take the tests as often as you like.

Is there an exam and a certificate?

Yes. The institute prefers written exams, taken in front of a teacher. Students who pass receive a Gurukul Technicals Institute certificate and marksheet.

How is a Gurukul Technicals Institute certificate verified?

On the verify certificate page, anyone can enter a certificate number and check it against the institute’s online register, which covers certificates issued through the portal. For older certificates, or if there is any doubt, send a copy to the head office by email or WhatsApp; the reply comes within 2 working days.

Ready to start the data entry course?

Ask the head office for the duration, the fee, the batch timings and your nearest member centre.

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