All You Need to Know about a Product Data Sheet and How to Create One

For the most part, I know how annoying it can be to spend hours searching through media databases and Google on how to create a product data sheet. I have been there a couple of times, and it’s not always fun.

But as P.R. writer who’s been saddled with the responsibility of creating countless data sheets over the years, I can’t stress enough how crucial these documents are for both businesses and customers. A well-crafted product data-sheet can make the difference between a sale and a missed opportunity.

So, to save you the stress I went through and you might have gone through at some point too, here are the essentials of creating an effective product data sheet that will showcase your offering and drive conversions.

What is a Product Data Sheet?

A product data sheet summarizes a product’s attributes, allowing end consumers to better comprehend a product. A product sheet may also provide market-specific regulations for the product’s safety.

In more simple terms, a product data sheet is a page that presents product information to clients in an easy-to-read and appealing format. A product sheet informs buyers about the things you sell. When properly developed, it can influence the choice to complete a transaction.

What a Product Data Sheet Should  Include

So to help you understand better what you are dealing with, here is an overview of what a product data sheet should include:

#1. Product Name

For some reasons, customers find your shop through a variety of channels, including paid sources (i.e. advertising). They are then directed to a product page. Is there anything else that a client can learn about a product at first sight outside its name? A product name is probably one of the most crucial aspects of any product datasheet; nonetheless, it is frequently overlooked. So, what should we be looking out for? A product name should be clearly visible and convey important information. Customers must understand where they have found themselves and what they are being provided.

When it comes to apparel and footwear, these could include product category, manufacturer, and model. You should also provide information about the available sizes. 

#2. Cost

Next, they visit the page they arrived at and peruse the highlights of the product’s features and specs. In case they find the product intriguing, what further details will they seek out? You’re right; the product’s price will determine it. The cost significantly influences the customer’s choice to buy. Another important component in determining client loyalty is competitive prices. 

Verify that your product’s price is accurately listed and current. Fonts should be strong or a different color. Customers’ perceptions of your brand may be harmed if they notice a price in the shopping basket that is higher than the one that was originally advertised. 

#3. Product Image

Product photos are another component that should be present in every example of a product data sheet. The likelihood that the goods will sell is probably going to suffer from the lack of images. For this reason, you should put a few high-quality product photos next to the name and cost of the item. Present the product in all of its forms, including a rotating display of pictures, a three-dimensional image, or even a movie. Images raise curiosity, foster buyer trust, and boost conversion rates. According to my research, a customer’s likelihood of making a purchase increases with the number of high-quality photographs they view.

Additionally, they react favorably to images of models wearing apparel and the chance to examine every last aspect of a product, including the kind of finishing stitch used on shoes, the size of a jacket’s lapels, the clasp on a watch, the reflections on an iPhone case, or the form of a mascara brush. Don’t forget to display your product as truthfully as you can. Draw attention to its main features, such as its four cameras, thick bike tires, thin phone screen, thermal lining, waterproofing layer, distinctive lamp shape, lipstick gloss, etc.

#4. Description of the Product

A thoughtful product description can raise an online store’s conversion rate by up to 78%. Consumers are provided with comprehensive details on a product of interest, and they use this knowledge to decide whether or not to make a purchase. A well-written, concise, and cohesive product description is a crucial part of any product data sheet template. A vague or insufficient product description might cause up to 20% of prospective buyers to back out of their transaction.

How to Create a Product Data Sheet With Excel

Creating a product data sheet doesn’t have to be a daunting task. With Microsoft Excel, you can quickly and easily create a professional-looking datasheet. Here’s a detailed guide on how to do it:

#1. Set up your Excel workbook:

• Open Microsoft Excel and create a new workbook.
• In the first row, create headers for each column of data you want to include. Common headers for product data sheets include: • Product Name • Product Code • Product Description • Key Features • Technical Specifications • Price • Availability • Product Image
• Consider what information is most relevant for your specific product. You might need to add or remove columns based on your needs.

Tip: Freeze the top row so your headers remain visible as you scroll down. Do this by selecting the row below your headers, going to the "View" tab, and clicking "Freeze Panes" > "Freeze Top Row".

#2. Enter your product data:

• Start filling in the information for each product in the corresponding cells.
• Be consistent with your data entry. For example, if you’re listing dimensions, use the same unit of measurement for all products.
• For longer text-like product descriptions, you can enable text wrapping to keep all the information visible. Select the cells, go to the “Home” tab, and click the “Wrap Text” button.
• If you have multiple similar products, you can save time by copying and pasting data, and then modifying it as needed for each product.

Tip: Use Excel's data validation feature to create drop-down lists for fields with predetermined options, like product categories or availability status.

#3. Add product images:

• To insert an image, click on the cell where you want the image to appear.
• Go to the “Insert” tab and click “Pictures” > “This Device” to select an image file from your computer.
• Once inserted, you can resize the image by dragging its corners. Hold the Shift key while resizing to maintain the image’s aspect ratio.
• If you have many products, consider using a separate sheet for images and linking to them from your main datasheet.

Tip: To keep your file size manageable, compress the images after inserting them. Select an image, go to the "Picture Format" tab, click "Compress Pictures", and choose your desired resolution.

#4. Format your worksheet:

Make your datasheet visually appealing and easy to read with these formatting tips:

• Apply a consistent font and size to all text.
• Use conditional formatting to highlight certain data. For example, you could make all prices over a certain amount appear in red.
• Add borders to separate different products or sections. Select the cells, go to the “Home” tab, and use the “Borders” dropdown menu.
• Adjust column widths to ensure all information is visible. Double-click the line between column headers to auto-fit the width.
• Use colors to categorize products or highlight important information, but don’t overdo it.

Tip: Create a custom style for your datasheet. Once you've formatted a section how you like, select it, go to the "Home" tab, click "Cell Styles" > "New Cell Style". You can then quickly apply this style to other sections.

#5. Save your work:

• Go to “File” > “Save As” and choose where you want to save your file.
• Give your file a clear, descriptive name, such as “Product_Datasheet_June2024” or “Electronics_Catalog_2024”.

Consider saving a copy as a PDF to easily share with others who may not have Excel.

Tip: Set up auto-save to prevent losing your work. Go to "File" > "Options" > "Save" and check the box for auto-save.

How to Create the Perfect Product Data Sheet for the IT Sector

Creating a data sheet for software, cloud storage systems, and other similar products is undoubtedly difficult.

Brands must regularly update the technical data sheet and consider components such as brand identity (fonts, colors, logos, and artwork), all while delivering all technical specifics about an IT service or product without boring their clients to sleep.

So, what’s the secret to generating a successful product data sheet for your IT products (without devoting many hours to it)?

Here are my top tips for creating a fantastic product sheet design and wording. 

#1. Social Proof is Important

The effectiveness of social proof marketing is unquestionable. This is especially critical when investing in an IT system. Whether it’s technology equipment or software, clients want efficiency, longevity, and cost-effectiveness.

Before making a purchase, people want to know that your product will live up to its promises. Social proof can be in the form of client testimonials, logos from organizations that proudly utilize your product or expert reviews. 

#2. Add Product Images and Videos

Essentially, IT does not sell physical items, but rather streamlines people’s lives via services and software. Therefore, product photographs may be impossible if you sell software or security systems.

However, you might provide screenshots to demonstrate your product’s capabilities and highlight other areas, such as design and user experience.

Or, better yet, include videos of the tool in operation. This is an easy approach to attract consumers, familiarize them with the tool, and demonstrate the benefits in action. It’s incredible how much cash a firm can create with video marketing.

According to my research, businesses who utilize video to promote their products and services grow revenues 49% faster than those that do not. 

#3. Provide Common Use Cases for Your Software or Product

Let’s imagine your company offers a digital asset management (DAM) solution. Well, not all DAM systems are the same. Some are suited for managing all digital assets, while others may be tailored to designers, content writers, or video makers.

You want the target audience to know if the product is right for them from the start. 

#4. Price, Availability, Warranty, Offers, and CTA

When considering investing in software or technology equipment, people want to know the price, availability of the service or product, and whether or not you offer a warranty. Without this vital information, few could make a decision.

Only when you’ve provided all of these facts and done your bit as a manufacturer can you encourage leads to take action. 

#5. Add Backing Points

After you’ve established the benefits your product provides, it’s time to include the primary characteristics, particularly those that support the benefit claims.

Remember that product info sheets are often a few pages long. There isn’t enough space to line up all of your product’s odd characteristics. Stick to the most critical ones. Those attributes distinguish your product from all other options on the market. 

#6.  Include Technical Specifications

In the IT sector, understanding technical specifications is critical. However, do not fall into the trap of supplying much information.

Changes indicate that the target audience will be easily sidetracked. Keep it short and sweet.

Use a table chart to highlight your product’s technical features, such as storage capacity, system requirements, or file formats supported. 

#7. Performance Indicators

Tracking performance indicators is critical for the growth and evolution of your product offering. However, you can also include them in your technical data sheet. This will give clients evidence to support their claims.

Data visualization tools like tables, bar charts, and plots are excellent for displaying these metrics and making them easier to ingest and grasp.

#8. Answers Often Asked Questions

Content writers typically use the audience’s questions about a topic to inform their content strategy. This helps articles reach the top of the SERP.

Yes, Google likes it, but so do the readers. Giving visitors what they’re looking for is critical to increasing blog traffic.

The same concept applies to technical data sheets. Their ultimate goal is to add value to customers who are considering investing in a product or service similar to yours.

Before writing the product info sheet, do some research on your intended audience. What do they want to know about the product? This is a surefire approach to engage and convert them into delighted consumers. 

#9. Explain How Your Products Work

Teaching people how to use digital asset management systems, automated communication tools, and other technology equipment is critical.

That is why you should (briefly) describe how your product works. Without this brief introduction, some buyers may hesitate to invest in your solution. If you’re posting the technical product sheet online, it’s a good idea to include a product video – a few seconds should be enough to demonstrate the tool’s functionality. 

#10. Address The Customer

Writing in the second person is essential for engaging customers. It’s an ancient tactic from the books. It’s all about employing the hypnotic and seductive word “you”.

“You” has the ability to change a monologue into a dialogue, and a psychologically distant conversation into an intimate one.

For example, the second person is appropriate for presenting the benefits of the products. The phrase “the product will cut the team’s workload in half” sounds different from “the product will cut your team’s workload in half.”

Overall, “you” stimulates the imagination. It allows readers to visualize what their lives might be like if they invested in your product. 

How to make a datasheet for a product?

• Begin with the most challenging question, then provide supporting evidence, including product images and videos.
• Provide an explanation of your product’s functionality and common use cases.
• Compared to Your Other Models…
• Performance metrics. 

What information should be in a datasheet?

Consider incorporating the product category, manufacturer, model, dimensions or technical specifications, technical characteristics, material, durability, color options, sizes, and ingredients/composition when applicable.

What does a data sheet look like?

Datasheet view displays information in rows and columns, comparable to a spreadsheet. Records are shown in rows, thus each row represents an individual record. Columns in each row reflect records’ fields.

What is the function of a datasheet?

Data sheets are used to record the process, mechanical, electrical, and control specifications for equipment and instruments. The papers include information about the chosen components, typically with input from vendors after purchase.

How to understand the datasheet?

How to Read Datasheets. In general, most datasheets follow a standard style, with different sections describing the device’s characteristics, specifications, pinouts, and package details, a functional block diagram, and, if you’re lucky, some example circuits.

Conclusion

Product data sheets can be difficult to manage, from information collection to satisfying the needs of various retailers. If you are having these issues, a Product Information Management (PIM) system is the solution.

PIM streamlines the entire process, ensuring that your product information is correct and uniform across the board. No more worries from manual updates; PIM manages everything.

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References

• Xara.com

• Paack.co

• Edorne.me