Data entry might sound just like typing numbers into a spreadsheet, but the work is a lot more nuanced and complex than that. Professionals in this field need both technical skills and soft skills to manage information accurately and efficiently.
Learning the right data entry skills can open the door to a variety of jobs, from freelancing to full-time roles as administrative assistants or clerks. This guide covers the technical and soft skills that employers look for for data entry jobs in 2025.
What Is Data Entry?
Data entry is the process of collecting, updating, and organizing information into digital systems so that it can be used by businesses and organizations. A data entry operator is responsible for entering the information that comes from a variety of sources. These can include things like paper documents, spreadsheets, audio recordings, or online forms.
Common data entry tasks include:
- Preparing and formatting documents and reports
- Accurately entering information into databases
- Creating data backups
- Generating spreadsheets and reports
- Transcribing documents
- Processing invoices and sales records
According to the Bureau of Labor Statistics, most information clerks (data entry specialists) work in industries like hospitality, government administration, and healthcare.1 While specialized training for this job is not specifically required, accuracy, typing speed, and familiarity with office software are essential to your success.
Top 10 Data Entry Skills
Having data entry skills is a valuable foundation for anyone that is interested in administrative, clerical, or freelance work. To succeed in this field, professionals need both technical and soft skills, which includes everything from typing speed and spreadsheet proficiency to organization and communication. Below are 10 of the top data entry skills that employers are looking for in 2025.
Data Entry Technical Skills
Typing Skills
One of the most important technical skills for data entry is typing. Employers will often expect candidates to type between 40 and 60 words per minute (WPM) with minimal errors. Learning touch typing and practicing with online tests can help you build the speed and accuracy that is needed to meet tight deadlines in these positions.
Computer Literacy
Since nearly all data entry is performed digitally nowadays, computer literacy is also essential. Workers should be comfortable with navigating operating systems, word processors, spreadsheets, and databases. While coding knowledge isn’t required for these roles, having a basic understanding of keyboard shortcuts and the ability to troubleshoot simple software issues is a plus.
Microsoft Excel
Microsoft Excel remains one of the most widely used data entry tools. Excel allows professionals to input, organize, and analyze information efficiently and effectively. Features such as formulas, filters, and pivot tables make it easier to process large datasets, so it’ s important to have an understanding of these before taking on a data entry project.
QuickBooks
For roles that involve financial information, having a familiarity with QuickBooks is a valuable asset. This accounting software is used for payroll, expense tracking, and inventory management. While not every data entry job will require QuickBooks, clerical roles in small businesses and accounting firms often do.
Data Structures
Understanding how data is organized is key to entering and managing it correctly. A basic knowledge of data structures, such as tables, lists, and relational databases, will help workers to keep this information consistent and accessible.
Data Entry Soft Skills
Self-Motivation
Data entry often involves repetitive tasks, so staying focused and motivated is crucial to successfully complete your projects. Setting personal goals or using productivity tools can help you maintain consistency over long and sometimes tedious projects.
Time Management
Meeting deadlines is critical in data entry, as with any other role. Strong time management skills will help you to juggle multiple projects at a time, while also leaving enough time to proofread and verify your work.
Attention to Detail
Accuracy and attention to detail is one of the most important qualities in a data entry role. Even small errors can greatly affect reports, invoices, or client records. Paying close attention to details will ensure that all of the information remains reliable and consistent.
Communication
Clear communication is important for data entry professionals to report issues, confirm information, and collaborate with their managers or colleagues. In many roles, you’ll be expected to explain your process or flag inconsistencies, so being able to communicate clearly and effectively is very important.
Organization
Efficient organization will help you to manage multiple data sources without losing track of your deadlines or project priorities. Organized files, both digital and physical, will make data entry more reliable and less stressful.
Jobs in Data Entry
Many data entry jobs are available to people that are interested in the field, and the work is completed either in an office setting or remotely. Most of these roles only require a high school diploma, which makes it one of the more accessible career paths in administrative support.
Data Entry Clerk / Data Entry Operator
A data entry clerk (sometimes called a data entry operator) inputs information into digital systems like databases or spreadsheets. This is one of the most common data entry jobs, and it’s ideal for workers that are looking for flexible, part-time work, or remote roles.
Administrative Assistant
Administrative assistants typically manage information in an office setting. Their responsibilities often include answering the phone, greeting clients, scheduling meetings and appointments, entering data, and other general administrative support. Strong soft skills such as organization and communication are just as important as typing speed and software knowledge in these roles.
Word Processor / Typist
Word processors and typists create reports, letters, charts, and tables. These roles require strong technical skills, which include an advanced familiarity with Microsoft Office, Excel, and formatting tools. Employers often expect candidates to type faster than 60 words per minute.
Data Entry Freelancer
Freelancers are often hired by businesses that need short-term or project-based help with data entry. Freelance data entry jobs are available on platforms like Upwork, Fiverr, and Freelancer. This type of freelance work provides flexibility, but it also requires self-motivation and time management skills.
Data Entry Skills to Put on Your Resume
Most data entry jobs will only require a high school diploma, and many of them are open to beginners that have limited prior experience. To stand out, it’s recommended to highlight both your technical skills and your soft skills on your resume. Employers value candidates who can demonstrate speed, accuracy, and reliability.
Key data entry skills to include on a resume in 2025 are:
- Microsoft Office and Excel proficiency – Experience with spreadsheets, formulas, and data formatting is essential.
- Typing speed and accuracy – Indicate your words per minute (WPM); 40–60 WPM is often expected, while 70+ WPM can make you more competitive.
- Attention to detail – Show you can spot errors and maintain data integrity.
- Time management – Demonstrate your ability to meet deadlines and handle multiple tasks.
- Organization – Emphasize your ability to keep files, records, and projects structured.
- Communication skills – Note your ability to coordinate with teams and report findings clearly.
If you’re applying for roles in accounting, finance, or small business administration, adding familiarity with QuickBooks or other bookkeeping software can also strengthen your resume.
Data Entry Courses
If you want to build a career in data entry but you don’t have a lot of experience, online and in-person courses can help you learn the basics. These programs will teach essential tools like Microsoft Excel, databases, and accounting software, while also covering the soft skills that are needed to help you stay organized and accurate. Many courses are self-paced, which makes them a great option for career changers or students.
Udemy
Udemy offers a variety of beginner-friendly data entry courses. For example, Data Entry Course for Beginners teaches database basics, Excel skills, and tips for finding freelance jobs. Since Udemy courses are self-paced, it’s easy for learners to fit their study time around their schedules.
Coursera
Coursera features courses that strengthen Excel and spreadsheet skills, such as Excel Skills for Business. Learners will gain hands-on experience with formulas, calculations, charts, and graphs. These courses often include graded assignments and certificates, which can help you showcase your skills on LinkedIn or your resume.
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LinkedIn Learning
LinkedIn Learning provides short, skill-focused courses, including classes on data analysis and Excel for business. These programs are designed to help students quickly develop the core competencies needed for entry-level data entry jobs. LinkedIn Learning also integrates with your LinkedIn profile, which makes it easy to display completed certifications to potential employers.
How to Get Into Data Entry
If you’re interested in starting a career in data entry, the best first step is to build a mix of technical and soft skills. Employers typically look for candidates who can type quickly and accurately, use office software effectively, and stay organized while they are handling repetitive tasks.
Steps to Get Into Data Entry
- Build your technical skills. Practice typing to improve your words per minute (WPM) and learn tools like Microsoft Excel, Google Sheets, and QuickBooks.
- Take a data entry course. Online platforms like Udemy, Coursera, and LinkedIn Learning offer beginner-friendly classes that can help you get started.
- Look for entry-level jobs. Many data entry positions are open to candidates that only have a high school diploma.
- Consider freelancing. Platforms such as Upwork and Fiverr list short-term projects that can help you gain experience in the industry and build a portfolio.
- Emphasize soft skills. Showcase your attention to detail, time management skills, and communication on your resume and in interviews.
Data entry can feel repetitive at times, but it plays a vital role in ensuring that businesses have accurate records and information for decision-making.
Data Entry Skills FAQ
According to the US Bureau of Labor Statistics, information clerks earn a median annual wage of $43,740 as of 2025.1 Salaries will vary depending on the industry, location, and experience level you are pursuing. Specialized clerical roles can earn more, especially those in the government and healthcare.1
Is data entry in demand?
The BLS projects a 3% decline in job outlook for data entry specialists over the next decade.1 Despite this decline, however, there are estimated to be almost 150,000 openings each year over the next decade.1 These openings in employment are because of data entry specialists exiting the workforce either for another opportunity or because they are retiring.1
Is data entry hard?
No, data entry is not considered a particularly difficult career path, but it does require accuracy, focus, and efficiency. With practice, many people can learn the technical skills that are necessary to be successful in this role, such as Excel and database management, in just a few months.
Is there a data entry skills test?
Yes. Many employers choose to use skills tests, such as typing assessments or accuracy checks, to evaluate candidates before they hire them. You can also find free typing and data entry practice tests online to prepare to submit your applications.
References
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