How to Create a Data Entry Portfolio (No Experience Needed!)

In this video, I'm going to show you

exactly how to create a data entry

portfolio as a beginner to virtual

assistant. And in this video, I'm going

to show you everything as a complete

beginner from writing your own title and

description to creating work samples,

adding testimonials, designing the

entire portfolio. So that by the end of

this video, if you follow it along, you

are going to have a very good and

attractive portfolio data entry

portfolio as a complete beginner virtual

assistant which is going to increase

your chances of getting hired faster.

And at the end of this video, this is a

portfolio that we are going to have. You

see, it will have all the sections that

are needed to have an effective

portfolio. And don't worry about all the

examples. Everything I'm going to show

you how to do it in this video. And

without any delay, we are going to start

with the first step. The first step is

creating some work samples. Even before

we get to designing the portfolio and

everything, we are going to start with

creating work samples because they are

one of the key foundations of creating

an attractive portfolio. And in order to

create work samples, I'm going to use

chat

GPT and Google sheet to create my first

work sample. So I'm going to share my

screen and we can get started. Okay, I'm

going to start by creating a product

inventory like an e-commerce website

inventory. A good example is I

previously work for someone who have an

e-commerce business and every day I

check the inventory and update the

quantity of each product and I update

any product that is out of stock and I

do this in a spreadsheet so that at

first look when they look at the

spreadsheet they see the product that

are out of stock they see the product

that are low in stock and they see the

products that are okay doesn't need any

change and I'm going to get the sample

data that I'm going to use in charg

GPT. All you need to do is to go to

chgptt.com and you are going to land on

this page. If you don't have an account,

obviously you are going to have to

create an account in CH GPT. And I'm

going to write a prompt that is going to

help me get some sample data to work

with in CH GPT. And this is the prompt I

am going to use.

Okay, this is the prompt I am using. Can

you provide me with sample Google sheet

data to practice my Excel skills with? I

want the data to be for an e-commerce

business with columns for product name,

product available quantity, product sold

in a day and a column for whether the

product is out of stock or low in stock

or good number of quantity. So let's see

the data that CHP is going to

provide. So you see this data is good

enough to start working with. We have

the number of the name of the product,

the available quantity, the number of

product sold today, and the status of

the product. So yeah, what I'm going to

do next is I'm going to ask CH GPT to

give me a direct link to download this

data. Okay, great. So I can just click

this link to download the data. So let's

see how it

looks. Okay, amazing. Now I have the

data right here. I can go to my files

and I can find it in my download folder.

So you see this is it right here. Let's

open it and see how it

looks. So you see this is the data right

here that we can start practicing with

and make it more attractive, more

readable and more easier to understand.

But I'm not going to I can easily go

ahead and start working with it here in

Excel. But instead I'm going to work

with it in Google Sheet because I

believe Google sheet is more accessible

to everyone and I just like Google sheet

better. So I'm going to use this data in

Google Sheet. So I'm just going to go to

another tab and go to

Google

docs.google.com/spreadsheet. This is the

link

docs.google.com/supreadsheets. Okay. I

can just click this plus icon to create

a blank spreadsheet. Okay, I can start

working with this pile by renaming the

pile or choose a template from here. But

I'm not going to do that. Instead, I'm

just going to import the data I have. I

go to pile and I am going to go to just

often and I am going to go to upload and

I'm going to click

browse. I then come to my download

folder and this is a pile right here. So

I can click and click

open. Okay, great. Now you see we have

the data in Google sheet and we can go

ahead and start working with it. The

first thing I'm going to do is I'm going

to increase the size of the columns so

that everything is visible. Like you see

the names of the product is not visible.

So I can just come to the top and right

here I can double click right here where

my mouse is between A and B. in the

middle. When I double click on it, you

see the column is now big enough to fit

all the words. And alternatively, I can

just double click and drag to increase

the size. Or I can highlight all of

them. If I highlight all the columns by

holding shift and click on it, I can

double click right here and all of them

are going to be big enough to pit. So I

won't have to do it one after another.

The next thing I'm going to do is I'm

going to add some color to the header

right here. Oh, the name of the pile

doesn't look good. So, I'm going to

change the name of the pile. I can

double click

here. I just name it e-commerce data

tracking. And I can highlight the header

to make some changes to it. And I can

start by increasing the size of the

header text into 13. Yeah, 13 looks

good. And now I have to increase the

sizes of the column. So I can choose

this one. Come to the D, hold shift and

click on it to highlight everything. And

I can double click here

again. So the next thing I am going to

do is I am going to highlight them

all and change the background color. I

can do that by coming to here fill

color. I choose on click on it and I can

choose this

green and I will change the color of the

text to

white. So now we have a little more

visually goodlook data. The next thing I

want to do is this column I want it to

be not this big because available

quantity is too long and we only have

numbers here. So instead of available

quantity, I'm going to change it to AQ,

which means available quantity sold

today. I'm going to maybe change it or

maybe I can leave it. It's not that big.

So I can reduce the size of this. And I

can highlight this two and I can make

them

center. Okay. I can increase the size of

this a little

bit. And what I'm going to do, I'm going

to change this into a dropdown so that

it is just easier to it's just going to

be more attractive. And I'm going to

choose one. And I'm going to come to

insert. And I am going to come down and

choose

drop-down. So the first option is low in

stock from right here. And I can change

the status of low in stock. the color I

mean from right here I can choose it and

I can maybe change it to

this color when it is low in stock and

I'm going to add another item which is

going to be out of

stock. I am going to change it to

red. And we have good

quantity. And I can change the color of

good quantity to this blue or green.

Yeah,

green. Okay, I think these are the only

three options we have. We have I click

on done.

The next thing I want to do is I want to

apply this to all of these items. But

I'm not going to do it all one by one.

So what I'm going to do is I'm going to

click. You see when I hover over this

corner, it's turn into this cross. So I

can double click and drag it down. So

you see we have everything is into this

dropdown. So the next thing we are going

to do is

check this product. We have zero

available quantity. So it is out of

stock. We can just change it to out of

stock. And this one is also out of

stock. So we are going to change it to

out of stock. This one is low in stock.

But this one 20 we have available

quantity. So I'm going to change it.

Let's say anything above 10 is good

quantity. Anything below 10 is low in

stock. So this means this are low in

stock. This one is good quantity.

This one low in stock. This one is also

good

quantity. So this is good. The next

thing we might want to do, I can close

this. The next thing we might want to do

is increase the number of the data.

Right now we only have 11 rows. So I can

just click here, double click and drag

it to highlight everything. I click Ctrl

C to copy. And then I will come to right

here. I can click CtrlV to paste

everything. So now you see we have a lot

more data to work with. The next thing

we might want to do is we might want to

add some few more columns right here

just to make it a little bit bigger. I

can increase the size of this a little

bit. We can add another column for

product link and we can just name write

link and we can add another column for

maybe not

And we don't have to style it

individually. What we can do is we can

click here and click this icon to copy

the style. And we can click on these two

and they have the same style with the

rest of the header items. I can increase

the size a little bit. I can increase

the size of not to maybe this big. And

here is going to be links to each

individual product. And what I'm going

to do is I'm just going to add some just

let's let let me add some random link. I

will copy this link and I will paste it

here. Let's assume this is the link of

this product. When you click on it, you

are going to go to the this product and

I'm going just going to do it for all of

them.

[Music]

So I just double click on this so that

all of them have the same link. But you

see we have one problem. The link went

on forever to all the other columns. And

we can prevent that by selecting this

column and we can come right here to

text aren. We click on it and we choose

this cliff. When we do this, you see the

links is confined to this section. And

if we want to add some comment, some

note, we can add some comments like the

product is not

available to

restock. And yeah, if we have any

comments, we can just add it here.

Okay. So, this is just an example. I

hope if you follow along this tutorial,

this short tutorial, you are going to

have a good understanding of how Excel

works. You can make this into a table if

you want. And you see when we click on

it, we have an option to turn it into a

table. And if we do it, it is probably

going to look a little bit better, but I

don't want to turn it into a table. It

depend on what you are working with. So

what I'm going to do is I'm going to

leave this as a sample right now.

Probably if you are working for a

client, you are going to have a lot more

columns to work with. It will just

depend on the work that you are doing.

But if you follow along, you have some

basic understanding of how this works.

The next thing I'm going to do is I'm

going to make it more attractive for a

work sample and I'm going to do it in

Cana first. But first, I'm going to take

a screenshot of this pile. And if you

are using depending on the browser you

are using, I'm using Pox right now. I

can click control shift and s and I can

highlight and choose the area that I

want to take the

screenshot. Okay, I can click download.

Now I have the pile right here. So the

next thing I will do is I'm going to

come to Canva and I'm going to create a

new

design. I am just going to choose custom

size and I'm going to do

1920x

1080. It is in pixel. So I'm just going

to click create new design. Okay. I'm

going to start by renaming the pile. So

I'm going to come up here and

say data in three work

sample. Okay. I'm going to come to

upload to upload the file that I

have. This is a screenshot. So I'm going

to upload it and I am going to click to

add it on the

page. Okay. Just to make it more

attractive, I am going to add a

background. And let's see. Let's come to

the portals section and I'm going to

search for maybe

e-commerce. Okay, I'm going to just

choose this first one. And I'm going to

make it the background. And I'm going to

click on it again. I'm going to come to

edit and I am going to add a blur right

here.

And I'm going to choose whole image.

Intensity. I'm going to make it probably

100 or something like

80.

Yep.

Okay. Then I'm going to choose my

picture. I'm going to come to corner

radius. I'm going to add maybe something

like

20. Yeah, 20 will

do. This is going to be our first work

sample. And my goal is we are going to

have three work samples to start with.

So I can add another fish. And I'm not

going to go through this exact process

again. Instead, what I'm going to do

is let's take another example. If for

example, someone hired you to manage

some projects that involve people. Maybe

people are submitting some feedback or

people are submitting a Google form and

when they submit the Google form, their

data is you can export their data in a

Google sheet and work with it to make it

attractive. I I've shown an example of

this in my data entry work sample

tutorial. So, I'm not going to go

through this exact process since you

know how to do it. But let's say we have

a Google form. This is an example of a

Google form that I previously used. And

if you want to know how to create Google

form, I also have another tutorial, a

full tutorial of how to create Google

form. You can go to the description of

this video and watch it. But what I'm

going to do is let me preview this.

Let's say a client hired me and they

have a business where people are booking

a call with them. And when someone book

a call, they are going to fill out a

Google form. And when they submit, you

can export their data in a Google sheet.

All the people who submitted the form

and you add it, you sort it into a

Google sheet and make it easier for the

person to read, understand, and do

whatever they want to do with it. So if

that is the case, I'm going to take a

screenshot of this Google form. You can

go ahead and create a Google form by

following the tutorial that I have. So

I'm going to do this.

And when you export the data, you sort

it, you make it easier to understand and

everything. You will have a separate

data, not the same one. And we can come

to our campa file. And I'm going to

upload this new file.

You come to

upload upload

pile and click on upload this one.

Again instead of creating from scratch I

am just going to duplicate this tab this

page. I mean when you click on this icon

you are going to duplicate the page. So

you see we have the same page in two the

same content in two pages. I'm going

just going to delete this empty one. But

what I'm going to do is if you create

you go ahead and create a new Google

sheet, you are going to have a different

pile. So you can import it and add it

here. But since I didn't have another

one, I'm just going to use this one

again. And I'm going to add this pile

again for the Google pom. And I'm going

to add some corner

radius of 20.

I'm going to select the first image and

the second image and group them together

and I can center them. Okay, now we have

our second work sample completed. But

our goal is to have three work samples.

So the third work sample is going to be

related to project management and I'm

going to use trellu and what we are

going to do is it's important to learn

tu but even if you don't know how to use

tu I'm just going to set up a quick

account right now just create some test

board and I'm going to use it as my work

sample. So to start I'm going to go to

trello.com. So when you come to you if

you already have an account you can log

in. If you don't have an account, you

need to create an account. But since I

Okay, let me just create a new account.

I'm just going to choose Google. Okay,

since I don't have an account with that

Gmail account, I'm going to just click

on create

account. Accept

cookies. And what will bring you today?

Organize ideas or I can just simply

skip. Welcome to trailer with your

inbox. Can I skip

this? Yeah, I can just exit out. So you

see this is the homepage after you log

in. And these are all template that you

can choose and start working with. So I

can just choose one. Let me

see. Um yeah, let me just choose this

template. Okay, I can create body from

the template so that it becomes mine.

Okay, great. Now I have this Trello

board in my Trello account. So learn how

to use Trello is very important if you

want to add project management to your

toolkit. But for now I'm just going to

take this the screenshot of this project

management board and add it as part of

my portfolio. Okay, I can click control

shift S to copy and it depend on the

type of browser you are working with.

But since I am working with Firefox,

yeah, I can just copy from

here and click on

download. Okay, I can come back to

Cana and I can duplicate this

page and I can upload the file that I

have and I will click and add it to the

fetch and I will delete the other

picture that is at the back by clicking

delete. Then I choose this

one. I drag to make it big

enough. Or maybe I will remove this fat

so that I only have the butt.

Okay. Now I'm going to add the border

corner

[Music]

20. Okay, great. Now I have my three

work samples. The next thing I will do

is I am just going to download them.

Make sure you download as

PNG and pages. I just select page one to

three which is all pages and I click

download and that is it. Now I have my

three work samples. It's very very

important to have work samples. So three

is enough to get started but you can

have more. You can have a lot more. And

the data file that I have is just sample

one. you can spend more time into making

it better and making it more attractive.

So what I'm going to do now is I'm going

to start creating the actual portfolio

with the samples that I have. So what

I'm going to do is I'm going to come

back to Cana

homepage. I can delete these other

pages. Okay. When we are back at the

homepage of KA, we are going to come to

the search bar right here and search for

website and we can choose ka

template and we click enter. Okay. So

these are all the template the ka

template that you can use. Some are free

some are in the pro account. Anyone that

have this pro crown it means you have to

have ka pro in order to use it. So the

next thing we can do is just choose a

template and start working with. I am

just going to choose this one and click

on it. And this is a little preview of

how it looks. And I already like it. So

I'm just going to click on customize

this

template. Okay, great. Now it's open in

a new tab. The first thing I'm going to

do is change the name of the template

right here. I can just highlight

everything and change it to maybe

something like um dig data entry

portfolio or data entry

website. Okay, great. So, we are going

to start making changes. The first thing

I will change is the logo. If you have a

logo, go ahead and add your logo. But if

you are a beginner, I'm guessing you

don't have one. So you can just delete

it or maybe say something

like this will work. You can remove this

logo, this little icon or you can

replace it with something like a

computer. Let me just find a computer

icon from element and do a search for

computer. And I'm just going to use this

one. Just make it simple. and change the

color from here to make it white. Click

on

white and I can drag this corner to make

it small. Drag it up. I will start by

deleting this little icon by clicking

delete. Then I will drag this one up.

Resize it a little more and make

it in the right place.

Okay, this works. The next thing is

changing this picture. And obviously I'm

going to use my own picture. So we come

to

upload and find my picture from my

uploaded

piles. Okay, here I am. So I just choose

this

picture and I can just drag it and place

it on top of this picture. Let's see if

it is a frame.

I don't think it is a frame. So, I'm

going to have to just replace it. So, I

just drag and place it on top of this

picture. Resize it a little bit.

Something like this

maybe. Yep, this will work. So I just

right click and make click on layer and

I will send it back. So I will click on

this image and delete it. And next I'm

going to add some rounding, some corners

similar to the one I remove. Yep. 75

pipe looks

good. I can double click on my picture

and make it bigger. Something like

this. Yeah, but it will be better if you

add a smiling picture. A picture where

you are smiling, showing you a nice

smiling face. And the next thing I will

change the text right here. But I'm

going to use CH GPT to help me write a

better one.

Can you generate a good short title to

use as a headline? Here are some

alternatives or some options. Reliable

data entry. Virtual assistant. Detail

oriented virtual

assistant. Helping you stay organized.

Spual assistant specializing in data

entry. Okay. Here, I'm just going to

choose this

one for the sake of

simplicity. Okay, the next thing I might

want to do is add my name below this

headline. So, what I will do is I'm just

going to copy this by clicking Ctrl C

and Ctrl V. So, now we have two of it.

I'm going to drag it down here. I will

increase the size and I'm going to

double click and highlight everything

and I will write my

name and yeah it is too small. So I'm

going to increase the size. Just make

sure it is in the right alignment with

this. So from top here I'm going to

click on here to increase the size. And

I'm going to make it

bold and drag it down a little bit. And

it might look better if I add some line

right here like a border. So I'm just

going to come to the

element and I will search for just line.

Okay, I am going to use this one. I will

drag it and place it right

here. Okay, all good. Yep, we are going

to go to the next page. Yeah, we are

going to change this something

like data

entry

professional. Obviously, you can use CHP

to help you write better content that is

going to attract potential clients and

we are going to write a little more

information background information. Let

me do something like let me just write

something from my mind and I can make it

better with JGPT. I am an

expert in data

entry with a with um let's say with

decent or with high

level of

experience

in in

Microsoft

Excel Google sheet it and all the

relevant tools that will

help

me make your business more

efficient. Okay, this is some raw

content. What I will do is I'm going to

highlight and copy everything and I'm

going to come to CH GPT again and I'm

going to say is this description good?

Charg is going to make it better for me

and I can use what GPT gave me. You can

read it, make sure it is good or make

some adjustment but just make sure there

are no grammatical error. So I'm going

to highlight and paste it right here.

And what I will do next is to replace

this with something relevant to Excel.

And I can come

to the ports section and search for

Excel. And I can use any of this. And

maybe I'm just going to use this

one. I can drag and place it. It should

have it should be a prem. But here this

template is not a they are not using

prem. So I'm going to have to resize it

manually and send it

back. And I'm going to delete this one.

And I'm going to add some round

20. Yeah, this should work. But it

doesn't really look as good. Maybe if I

add a white one, it is going to be

better. So, let me just search for

Excel in Google to try to find a better

image. Go to

images. Yeah, I actually like this one.

So, let's see if we can use it. Yep, I

can just download it.

And I will go back to upload files and

I'm going to upload it right

here. And I can delete this one that I

have on the

page. And I replace it with this nicer

one.

Okay, I will add around

20. Okay, this looks good. Features we

are going to change it

to let's see what other features do we

have.

Okay. Yeah. Features. I am going to just

change it to

tools. And I'm going to change this user

friendly to

Excel. And we'll change this to Google

sheet.

And we'll change this

[Music]

to Microsoft

tools Microsoft or Pis

tools to make it in general. And we can

change

this this other this short description

also. But the more important thing is to

change this little icons. Let's see if I

can find Excel icon here under

element. Yep, I can use this

one. Okay, I can drag it and just adjust

it to make it right

size. and I will make send it

back. And I can delete the icon on top.

Google sheet is about the same. So I'm

just going to look at another a

different

one. Maybe I will use

um yeah, don't overthink it. So, I'm

just going to use this

one and I will send it

back and

Microsoft. Let's see what I can have for

Microsoft.

Yeah, I'm just going to use this one.

Okay, this section is done and

reviews. Reviews is very important. So

what we are going to do is what I always

teach is if you don't have client

reviews as a beginner, get reviews from

people you work with. They can give you

a character testimonial. If they know

you are honest, you are nice to work

with, you are just a team player.

Anything that you can get from someone

people you work with, even if you didn't

work for them. And if you don't have

anyone that you ever work with, just

find someone who know you to ask them to

just give you a character testimonial.

Whether you are honest, whether you are

proactive, just a character testimonial

and you can add it right here. It's very

important. And this is the best part.

This is where we are going to add our

work samples. And I'm going to upload

them right

here. Go to upload image. Oops, I have

to extract them. So, just give me a

minute.

So, these are the work samples that I

recently created. I'm just going to

highlight them all and drag and drop

them here to upload them all. And when

they finish uploading, I'm going to

start by removing this mock up. So, I

can click delete and remove it. And I'm

going to add the first image. I will

drag and put it in the right

position. Yep. And then I'm going to add

a corner of 20 is what we add for

everything.

So

20. And I'm going to write the name of

the project. And this

is

e-commerce product tracking, inventory

tracking or inventory management.

I can just increase the size a little

bit. And right here we can add a

description of what we do right

here. A short description of what

happened all the information that is

included in this

spreadsheet. But yeah, you can go ahead

and do this. Just make add some

description. But the next thing I will

do is I'm going to duplicate this page.

this page right here so that we can have

other work samples. And when I select

the page right here, I can click this

icon to duplicate it. And just to make

it look better, I'm going to change

their positions. And it is going to be

like

this. Yep. And I'm going to add my

second work sample, which is going to be

this one.

a corner of

20. And this is

um feedback management

or client on boarding something like

this.

And same thing, you can go ahead and add

a description of what this project is.

And we can duplicate it

again or I can simply duplicate this

first

one. And I will select it and send it

down by clicking this arrow. So now we

have three projects. And I can replace

this image. I delete it. I upload this

one.

I add a corner round of 20

pixel. And I change the name of the

project to

project management. And I can add a

description of what exactly is happening

here. And if you have more pro more

sample work, you can go ahead and add

them right here. And this is a contact

page, which is very important. And the

one thing I'm going to do is add a

picture right here. For the sake of

simplicity, I'm just going to copy this

picture by clicking Ctrl C. I come down

to the last page, select it, Ctrl V, and

paste it. I'm going to drag and position

it right here.

And maybe make it

smaller. And I am going to select this

drag

and move it here. And here you can add

all the information that you want people

to use to contact you. Email. And you

can add your social media handle right

here if you want.

So the one more page we can add is this

one. If you want to add more tools that

you have that you are working with, you

can duplicate this page and add more

tools. If you want to add more reviews,

you can duplicate this page and add more

reviews. If you want to add more work

samples, you do it right here. You can

just move this you I can just move the

name to the top like this. And I can

add some

description to make it on brand. I can

copy this

one. And I can drag it like

this. And take it up a little

more. And right here you can add your

description. We can just center

everything by selecting

everything. Yep. So you can add your

description here. So when client land on

this page, they know your name. They

have the title, your main pocus title

and they have your short description.

They can see you are a data entry

professional and a more a short more

interesting description about your

experience with data entry and just a

relevant image right here and the tools

that you use. You add them right here.

Your reviews and you have your work

samples project and you have the way for

people to contact you. The key thing is

keep improving and keep making it

better. But even if we keep it like

this, it is going to be an up what we

want. So the next thing you can do is

just publish your website. We can do

that by doing clicking publish. We make

sure size on mobile device is selected

and we can add a

link. Anything we add is going to end

with my site. Let me try and see if it

is not taken already.

Okay, we click on publish settings. You

can add a description. A title is

already I set it up so we can click on

advance. Password protected is disabled

so that anyone can see. Search engines

can find this website. Yes, link preview

is disabled. And yeah, everything looks

in order. So, we can just click on

publish.

Okay, great. The website is live. What

we are going to do now is preview it.

I'm just going to copy the link right

here and I am going to go into an

incognito

mode and I will paste the link and take

a look at how it looks. Okay, great.

This is how our website is looking to

visit us. When you share this link, when

you share this link with anyone, they

are going to land on this page. How cool

is that? And yeah, make sure you use a

smiling face. And when we scroll, we can

see everything that we have

added. And yeah, it all looks good to

me.

Just remember the key thing is make sure

to keep improving it and keep doing

things better. Keep improving your

skills and keep creating better work

samples. And you can share this link

with anyone. And when you finish

creating your portfolio, I am sure the

next question you have is how act how

exactly can you find a client right now?

And that is why you can watch this next

video to learn all the ways that virtual

assistant find client and how you can

get started looking for client as a

beginner to data entry virtual

assistants. If you find this video

helpful, please give it a like and don't

forget to subscribe. I will see you in

the next