Excel -

Conditional
Formatting &
Data
Validation

IT Training
St. George’s, University of
London
 Microsoft Excel 2013

Contents
Understanding Conditional Formatting ................................................................................... 1
Formatting Cells Containing Values ................................................................................... 2
Clearing Conditional Formatting ......................................................................................... 3
More Cell Formatting Options ............................................................................................. 4
Top Ten Items ..................................................................................................................... 5
More Top And Bottom Formatting Options ......................................................................... 6
Working With Data Bars...................................................................................................... 7
Working With Colour Scales ............................................................................................... 8
Working With Icon Sets....................................................................................................... 9
THE CONDITIONAL FORMATTING RULES M ANAGER .............................................................. 10
CREATING CUSTOM RULES ................................................................................................. 11
M ANAGING RULES .............................................................................................................. 12
CLEARING RULES ............................................................................................................... 13
Practice Exercise .............................................................................................................. 14
PRACTICE EXERCISE SAMPLE.............................................................................................. 15
Understanding Data Validation ............................................................................................... 16
Creating A Number Range Validation ............................................................................... 17
Testing A Validation .......................................................................................................... 18
Creating An Input Message .............................................................................................. 19
Creating An Error Message .............................................................................................. 20
Creating A Drop Down List ............................................................................................... 21
Using Formulas As Validation Criteria .............................................................................. 22
Circling Invalid Data .......................................................................................................... 23
Removing Invalid Circles .................................................................................................. 24
Copying Validation Settings .............................................................................................. 25
PRACTICE EXERCISE ........................................................................................................... 26
PRACTICE EXERCISE SAMPLE.............................................................................................. 27

If you have a St. George’s username and password you can access all the files that goes
with this manual.
Files can be found in a folder on the N drive in the IT Training folder named:
Excel - Conditional Formatting & Data Validation

N:\IT Training\ Conditional Formatting & Data Validation

Information Services Conditional Formatting & Data Validation

 Microsoft Excel 2013

UNDERSTANDING CONDITIONAL FORMATTING

As the name suggests, conditional formatting customised and edited, in rules that have been
is a type of formatting that is applied to cells or programmed into Excel. There are two types of
ranges when certain conditions are met. These conditional formatting – values-based formatting
conditions are set, but can quite often be and trend-based formatting.

What Happens With Conditional Formatting

With conditional formatting, cells in a specified range are coloured or shaded according to certain
conditions which are outlined in rules.
Values-Based Conditional Formatting
With values-based conditional formatting, cells in the range are examined and their shading and
colouring is based on whether they meet the conditions of the rule. This type of formatting allows you to
see whether values in a range are greater than a certain value, less than a certain value, equal to a
certain value, or fall between ranges. You can also display the top ten, bottom ten, top 10%, bottom
10%, and above and below averages with this type of formatting.
In all cases a dialog box will appear which allows you to modify the rule based on what is required.
Basically, the dialog box allows you to specify a value or a range of values for the rule, and to determine
the colour of the shading used. Below is an example of the dialog box for applying the Between rule.

Trend-Based Conditional Formatting

With trend-based conditional formatting, colouring is applied to all of the cells in the range. The depth of
the colouring is determined by the values shown in each cell relative to the overall total of the range.
This allows you to instantly spot higher, lower and median values in the range and to see the trend of the
numbers. The formatting can be applied in the form of coloured bars, coloured scales and even
icons.

Coloured scales

Icons

Coloured bars

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 Microsoft Excel 2013

FORMATTING CELLS CONTAINING VALUES

A common analysis requirement is to see what their set targets. This can be done using the
values in a worksheet are greater than a specific Greater Than option which appears under
amount. For example, you may want to see Highlight Cell Rules in the Conditional
which salespeople have achieved better than Formatting menu on the HOME tab.

Try This Yourself:

Before starting this exercise
Open

you MUST open the file

File

E1321 Conditional
Formatting_1.xlsx...

 Select the range I4:I45

 Click on the HOME tab,

click on Conditional
Formatting in the Styles
group, then point to
Highlight Cells Rules to
display a menu of options,
as shown
2

 Select Greater Than to

display the Greater Than
3
dialog box
With Live Preview, the cells
in the range that meet the
condition are highlighted…

 In Format cells that are

GREATER THAN: type
90000
Notice how the formatting
changes…

 Click on the drop arrow for

with, then select Green Fill
with Dark Green Text to
change the colour of the
shading

 Click on [OK] to apply the

formatting

 Click in a blank cell to

deselect the range and see
the formatting more clearly 7

For Your Reference… Handy to Know…

To format cells containing specific values:  The Greater Than conditional formatting
1. Select the range option is very literal. If, for example, you ask
2. Click on the HOME tab, then click on it to format values over 90,000 it will only
Conditional Formatting in the Styles group format values that are over 90,000 – any
3. Point to Highlight Cell Rules, then select value of 90,000 will not be formatted.
Greater Than
4. Set the options as required and click on [OK]

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 Microsoft Excel 2013

CLEARING CONDITIONAL FORMATTING

Excel will compound conditional formats. For what is required in the second format. Unless you
example, you can apply a Greater Than format, want compounding formats, you should clear any
then come back and apply a Less Than format. previous formats from the worksheet before
The original format will remain, depending upon applying a new one.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
E1321 Conditional
Formatting_2.xlsx...

 Click on the HOME tab,

then click on Conditional
Formatting in the Styles
group to display a menu
of options

 Point to Clear Rules to

display a menu of options

 Select Clear Rules from

Entire Sheet to clear all 2
the formatting from the
entire worksheet

For Your Reference… Handy to Know…

To clear conditional formatting:  You can clear the conditional formatting from
1. Click on the HOME tab, then click on a selected range by clicking on the HOME
Conditional Formatting in the Styles group tab, then in the Styles group, selecting
Conditional Formatting > Clear Rules >
2. Point to Clear Rules, then select an option
Clear Rules from Selected Cells. This is
useful if you have conditional formatting
within the worksheet that you wish to retain.

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 Microsoft Excel 2013

MORE CELL FORMATTING OPTIONS

There are a number of options under Highlight value, format for values between two values, and
Cells Rules on the Conditional Formatting format for values equal to a specific value.
menu that are handy to know about and use.
These include the ability to format less than a

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
E1321 Conditional
Formatting_3.xlsx...


1
Select the range C4:H10
This includes all of the
3
sales for BMW motor
vehicles…

 Click on the HOME tab,

click on Conditional
Formatting in the Styles
group, then point to
Highlight Cells Rules to
display a menu of options

 Select Less Than to

display the Less Than
dialog box

 Type 15000 to see how

many months had model
sales less than 15,000
4
At this stage we want to
use more of these
commands so we’ll cancel 6
the previous one…

 Click on [Cancel] to cancel

the formatting

 Repeat steps 2 to 5 to see

the formatting for the
Between setting and the
Equal To setting

 Click on [Cancel] to cancel

the formatting

For Your Reference… Handy to Know…

To format cells containing specific values:  When applying conditional formatting, if you
1. Select the range, then click on the HOME tab inadvertently click on [OK] instead of
2. Click on Conditional Formatting in the [Cancel], you can either use the Clear
Styles group Rules option or the Undo tool in the Quick
Access Toolbar to remove the unwanted
3. Point to Highlight Cells Rules, select an
formatting.
option, apply the settings as necessary, then
click on [OK]

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TOP TEN ITEMS

Conditional formatting can be used in a sold in the last year. This can be achieved using
worksheet to highlight upper and lower values. the Top/Bottom Rules menu which can be
For example, it is often interesting to know your accessed from the Conditional Formatting menu.
top 10 customers, or the top 10% of products

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
E1321 Conditional
Formatting_4.xlsx...

 Select the range C4:H10

 Click on the HOME tab,

click on Conditional
Formatting in the Styles
group, then point to
Top/Bottom Rules to see
the available options

 Select Top 10 Items to 2

display the Top 10 Items
dialog box – shading will 3
now be applied to the top
10 items in the range

 Click on the down spinner

arrow next to the quantity
until 5 appears, as shown
4
The top 5 items in the
range will now be
coloured…

 Click on [OK] to apply the

formatting

 Click outside the range to

deselect it and see the
results more clearly

 Click on Conditional
Formatting in the Styles
group, then select Clear
Rules from Entire Sheet
to clear the formatting 6

For Your Reference… Handy to Know…

To format the top ten items:  Don’t confuse the Top 10 Items with the Top
1. Select the range 10% – the former displays only 10 results
while the latter can display a variable amount
2. Click on the HOME tab, click on Conditional
of results based on what fits into the top ten
Formatting in the Styles group, then point
percent category.
to Top/Bottom Rules
3. Select an option

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 Microsoft Excel 2013

MORE TOP AND BOTTOM FORMATTING OPTIONS

The Top/Bottom Rules option in the top and bottom <n> number of values, the top and
Conditional Formatting menu provides a bottom percentage, and whether values are above
number of useful options for displaying upper and or below average.
lower ranges in your data. You can display the

2
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
E1321 Conditional
Formatting_5.xlsx...

 Select the range C4:H10

This includes all of the
sales for BMW motor
vehicles…

 Click on the HOME tab,

click on Conditional
3
Formatting in the Styles
group, point to Top/Bottom
Rules, then select Top
10% to display the Top
10% dialog box

 Spend a few moments

studying the results

 Click on [Cancel] to clear

any formatting

 Repeat steps 2 and 3 to

select the Bottom 10
Items, Bottom 10%,
Above Average, and
Below Average options to
view the results

For Your Reference… Handy to Know…

To format cells for top or bottom:  The up and down spinner arrows next to the
1. Select the range values in the conditional formatting dialog
boxes allow you to refine your conditional
2. Click on the HOME tab, click on Conditional
formatting for the number of items and the
Formatting and point to Top/Bottom Rules
percentage of items.
3. Select an option, apply the desired settings
and click on [OK]

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 Microsoft Excel 2013

WORKING WITH DATA BARS

It is sometimes difficult to spot patterns or trends high value to low value. Data bars provide colour
when confronted with a worksheet full of figures. accents to cells in the selected range. The width of
Conditional formatting allows you to colour cells the accents depends on the data value and its size
so that you can see how the figures move from relative to the overall total value.

Try This Yourself:

Before starting this
Open

exercise you MUST open

File

the file E1321 Conditional

Formatting_6.xlsx...

 Select the range C11:H11

This range represents the 1
total monthly sales of
BMW vehicles…

 Click on the HOME tab,

click on Conditional
Formatting in the Styles
group, then point to Data
Bars to see the available
options

 Point to the options to see

a Live Preview of the
result

 Click on Orange Data

Bar under Gradient Fill,
then click outside the
range to deselect it
The bars indicate the size
of each value relative to 2
the total

For Your Reference… Handy to Know…

To use data bars to highlight values:  To change to a different Data Bar colour,
1. Select the range select the required range, click on the HOME
tab, then click on Conditional Formatting in
2. Click on the HOME tab, then click on
the Styles group, point to Data Bars and
Conditional Formatting in the Styles group
click on an option to apply it.
3. Point to Data Bars and select an option

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 Microsoft Excel 2013

WORKING WITH COLOUR SCALES

Using colour scales, you can highlight the with a different hue and intensity of one of the
values of cells in a selected range relative to the colours in the scale, dependent upon its value
total value of all cells in that range. After selecting relative to the overall selection total.
a colour scale, each cell in the range is shaded

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
E1321 Conditional
Formatting_7.xlsx...

 Select the range C4:H4

This is the vehicle monthly
1

sales for the 3 Series

BMW vehicles…

 Click on the HOME tab,

click on Conditional
Formatting, then point to
Colour Scales to see the
options available

 Point to the colours to see

a Live Preview of the
4
result how coloured
shading appears across
the selected range

 Select Green-Yellow-Red
Colour Scale

 Select the range C7:H8

This is the vehicle monthly
sales for the X Series 5
BMW…

 Repeat steps 2 and 4 to

apply Green-Yellow-Red
Colour Scale shading

 Click outside the range to

deselect it and see the
results

For Your Reference… Handy to Know…

To use colour scales to highlight values:  With a three colour option, Excel divides the
1. Select the range values according to the number of cells in the
range and then applies a scale of hues. In
2. Click on the HOME tab, click on Conditional
the Green-Yellow-Red Colour Scale option
Formatting in the Styles group, then point
the first colour (Green) is applied to the
to Colour Scales
highest value, while the last colour (Red) is
3. Select an option applied to the lowest.

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 Microsoft Excel 2013

WORKING WITH ICON SETS

Using colours to conditionally format ranges in a formatted range, you can apply icons to the range.
worksheet is fine providing that your readers are With icons a symbol is placed next to a cell to
capable of interpreting and indeed even seeing indicate the position of that value relative to the
colours. In lieu of colouring a conditionally range total.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
E1321 Conditional
Formatting_8.xlsx...

 Select the range I4:I10

This is the total sales for
each BMW model over six
months…

 Click on the HOME tab,

click on Conditional
Formatting in the Styles
group, then point to Icon
Sets to see a gallery of
options

 Point to the options to see

a Live Preview of the result
in the spreadsheet

 Under Indicators, click on

3 Symbols (Uncircled) to
select this option and apply
it to the selected range
The hash (#) symbols next 2
to the icons show the
column is too narrow to
display the values…

 In the column header area,

double-click on the right
margin of column I to widen
it to fit the content

 Click outside the range to

view the result
6

For Your Reference… Handy to Know…

To use icon sets to highlight values:  Using the 3 Symbols (Uncircled) conditional
1. Select the range formatting option, there are three icons that
are applied according to the rule of thirds in
2. On the HOME tab click on Conditional
the range. Values that fall within the top third
Formatting and point to Icon Sets
receive the tick icon, values in the second
3. Select an option third receive the exclamation mark, and the
values in the last third receive the cross.

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 Microsoft Excel 2013

THE CONDITIONAL FORMATTING RULES MANAGER

Each rule that you apply to a cell range is evaluated, delete rules, or change any of the
controlled by the Conditional Formatting Rules conditional formatting or formula criteria.
Manager. You can use this feature to edit rules,
change the order in which multiple rules are

The Conditional Formatting Rules Manager

You can access the Conditional Formatting Rules Manager dialog box by selecting the cells that are
controlled by the rules that you wish to change, clicking on the HOME tab, then in the Styles group
clicking on Conditional Formatting and selecting Manage Rules. In this dialog box you can specify
whether you are changing the rules for the current selection of cells, the current worksheet, or another
worksheet in the current workbook, before changing the order of precedence for rule evaluation and
editing, adding and deleting rules as required. When you have made all of the required changes, click on
[Apply], then click on [OK].

Conditional Formatting Rules Precedence

When two or more conditional formatting rules apply to a range of cells, these rules are evaluated in
order of precedence by how they are listed in the dialog box. A rule that is higher in the list has greater
precedence than a rule that is lower in the list. By default, new rules are always added to the top of the
list and therefore have a higher precedence; however you can change the order of precedence by using
the [Move Up] and [Move Down] arrow buttons in the dialog box.
The Stop If True Check Box
Clicking in the Stop If True check box for a rule so that it appears ticked will cause the conditional
formatting process to stop after applying that rule if it is true for a cell. For example, if the first rule in the
list is applied to cells with a value lower than 100 and Stop If True is ticked for this rule, the conditional
formatting process will stop here and no other rules will be applied to cells with a value lower than 100.
However, the process will continue for cells to which that rule does not apply (i.e. cells with values higher
than 100). If Stop If True is not selected, subsequent rules can be applied in conjunction with each
other.
Note that you cannot select or clear the Stop If True check box is the rule formats by using a data bar,
colour scale or icon set.

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 Microsoft Excel 2013

CREATING CUSTOM RULES

You can use logical formulas to specify over target or budget, and use a different font
formatting criteria to create more complex colour for values that are under target or budget.
conditional formatting. For example, you may You can edit an existing rule or create a new rule to
wish to change the font colour of values that are apply a formula to the formatting criteria.

4
Try This Yourself:
Before starting this exercise you
Open
File

MUST open the file E1321

Conditional Formatting_11.xlsx...

 Select the sales figures in cells

C5:C16

 Click on the HOME tab, then in the

Styles group click on Conditional
Formatting and select New Rule
to display the New Formatting
Rule dialog box

 Click on Use a formula to

determine which cells to format
to select it

 Click in Format values… and type

=C5>=INDIRECT(“$B$”&ROW())
This formula checks each sales
value in column C against its
corresponding target value in
column B…

 Click on [Format] to display the

Format Cells dialog box, then on
the Font tab select Bold in Font
Style and Green in Colour

 Click on [OK] to close the Format

Cells dialog box, then click on
[OK] to close the New Formatting
Rule dialog box to see how the
conditional formatting formula
affects your data

 Repeat steps 1 to 6 to create a

new rule with the formula
7

=C5<=INDIRECT(“$B$”&ROW())
and make the formatting Italic and
Red

For Your Reference… Handy to Know…

To create new conditional formatting rules:  You can enter cell references in a formula by
1. Select the cell range to be formatted selecting cells directly in a worksheet.
Selecting cells in the worksheet inserts
2. On the HOME tab click on Conditional
absolute cell references. If you wish for Excel
Formatting and select New Rule
to adjust the references for each cell in the
3. Use the New Formatting Rule dialog box to selected range, use relative cell references.
create the rule, then click on [OK]

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 Microsoft Excel 2013

MANAGING RULES
Conditional formatting rules can be created, a range of cells, these rules are evaluated in the
edited, deleted and viewed in the Conditional order in which they are listed in this dialog box. You
Formatting Rules Manager dialog box. When can change the order to give some rules
two or more conditional formatting rules apply to precedence over others.

Try This Yourself:

Before starting this exercise you
Open
File

MUST open the file E1321

Conditional Formatting_12.xlsx...

 Select the range B11:F18, click

on the HOME tab, then in the
Styles group click on Conditional
Formatting and select Manage
Rules

 Click on the last rule (Top 5), then

click on Move Up three times to 2
move it to the top of the list

 Click on [Apply] to apply the

change to the worksheet 5

 Click on the Icon Set rule, then

click on [Edit Rule] to display the
Edit Formatting Rule dialog box

 Click on the drop arrow for Icon

Style and select 5 Quarters, click
on Show Icon Only so it appears
ticked as shown, click on [OK]
then click on [Apply]

 Click on the first Top 10 rule to

select it, click on [Edit Rule], in
Select a Rule Type click on
Format only values that are
above or below average to
change the rule type, click on
[OK], then click on [Apply]

 Click on the remaining Top 10

rule to select it, then click on
[Delete Rule]
The rule is removed from the list…

 Click on [Apply], then click on

[OK] to return to the worksheet

For Your Reference… Handy to Know…

To manage conditional formatting options:  If you copy cells that have conditional
1. Select the cell range containing the formatting applied to other workbooks, the
formatting to manage formatting is not copied or applied.
2. On the HOME tab, click on Conditional  You can edit rules using the More Rules
Formatting and select Manage Rules option on each of the individual conditional
3. Select the rule you wish to change, then formatting rules options, such as Data Bars,
make the necessary changes Colour Scales and so on.

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 Microsoft Excel 2013

CLEARING RULES
There may be times when you will need to worksheet using the Conditional Formatting
permanently remove a rule from a selected range Rules Manager dialog box. You can also clear
without affecting other rules for that range. You rules from different elements of your data.
can delete conditional formatting rules from a

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
E1321 Conditional
Formatting_13.xlsx...

 Select the range

B11:F18, click on the
HOME tab, then in the
Styles group click on
Conditional Formatting
and select Manage 2
Rules to display the
Conditional Formatting
Rules Manager dialog 4
box

 Click on the Icon Set rule

to select it

 Click on [Delete Rule],

then click on [OK] to
remove the rule and
close the dialog box

 Select the range

J11:J18, then on the
HOME tab click on
Conditional Formatting
and select Clear Rules >
Clear Rules from Entire
Sheet
All conditional formatting
is now removed from the
worksheet…

 Save and close the

workbook

For Your Reference… Handy to Know…

To clear conditional formatting rules:  There are options to clear rules for This
1. If clearing from a range, select the range first Table and This PivotTable as well as
Selected Cells and Entire Sheet.
2. Click on the HOME tab, then in the Styles
group click on Conditional Formatting
3. Point to Clear Rules, then select the
required option

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 Microsoft Excel 2013

PRACTICE EXERCISE
Conditional Formatting

INFOCUS

Tasks: Completed:

Before starting this exercise you MUST have completed all of the topics in
the chapter Conditional Formatting…

 Open the workbook called PE_Conditional Formatting.xlsx (it can be

found in the same folder as the student files)

 In the range C4:H9 highlight all of the cells where sales has been below
10,000

 In the range I4:I9 highlight in green all of the cells where the sales has
been between 53,000 and 75,000

 Add orange data bars to the range I12:I16

 Format the range C12:H12 with a Green-Yellow-Red colour scale

 Format the range C15:H15 with the 3 Symbols (Circled) icon set

 Highlight the top 30% of sales in the range C19:H21

When all of these steps have been completed your worksheet should
appear similar to that shown on the next page…

 Use the Save As command to save the workbook as PE_Conditional

Formatting (Completed).xlsx

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PRACTICE EXERCISE SAMPLE

Conditional Formatting

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 Microsoft Excel 2013

UNDERSTANDING DATA VALIDATION

The aim of data validation is to ensure the reject incorrect values, display error messages and
accuracy of the data that is entered and this can provide a list of valid options that can be entered
be achieved using a range of approaches. You into the cell. The following describes these options
can provide information for the user, identify and in more detail.

Validation Criteria
You can specify the range of values allowed in a cell. If a user attempts to enter a value outside the
specified range, an error message will display. For example, you could limit the possible entries in a cell
to numbers between 1 and 12.

Input Messages & Error Messages

You can create messages to give specific help about the type and range of data required in a cell. Input
messages appear when you click on the cell before entering data, while error messages appear when
the user has entered an invalid number into a cell. You can even create customised error messages to
provide specific information about the range of values that are valid.

This is an example of
an input message

Drop-Down Lists
Drop-down lists can be attached to cells to provide a list of valid options for a user. This is ideal where
there is a limited number of possible values for a cell, such as the days of the week.

Formulas
As well as being able to set specific limits for values, you can use formulas to create dynamic ranges of
values. For example, the Today() function can be used to calculate today’s date. As validation criteria,
this could be used to ensure that a user does not enter a future date in a cell, or to ensure that the date
is not too far in the past.

Customised Validation Criteria

As well as a range of standard validation options, you can build quite sophisticated customised validation
criteria.

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 Microsoft Excel 2013

CREATING A NUMBER RANGE VALIDATION

One of the simplest types of data validation is to between a set minimum and maximum value. Any
restrict data to a specific number range. The data other data, such as text or a number outside of the
validation is set so that Excel expects you to type range is rejected. This is ideal for large volumes of
a number in the cell, and the number must fall data entry and helps to reduce the risk of error.

1
Try This Yourself:
Before starting this
Open

exercise you MUST open

File

the file E1365 Data

Validation_1.xlsx...

 Ensure that the Payroll

worksheet is active, then
click in cell A10 to select
the cell


2
Click on the DATA tab,
then click on the top half of
Data Validation in the
Data Tools group
This will display the
Settings tab of the Data
Validation dialog box…

 Click on the drop arrow for

Allow in Validation
criteria, then select
Whole number

 Click in Minimum, then

type 100
5

 Press
Maximum
, then type 199 in

 Click on [OK]
Nothing appears to have
happened to the cell, but
the validation criteria will
control what you can type
into it

For Your Reference… Handy to Know…

To apply a number range as data validation:  The Data Validation dialog box can be used
1. Click on the cell that you want to apply the to limit the data to any value, to whole
validation to numbers or to decimals. You can also use it
2. Click on the DATA tab, then click on the top to set a maximum and minimum length for
half of Data Validation information entered into a cell, irrespective of
3. Select an option in Allow, set the values , whether it is text, a value or a formula. This
then click on [OK] setting is called text length.

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 Microsoft Excel 2013

TESTING A VALIDATION
Any data validation applied to a worksheet entry of invalid numbers, but that you have allowed
should be tested thoroughly before it is for all possible situations. You must also ensure
unleashed on any unsuspecting users. You must that any messages that appear explain clearly how
ensure that it not only prevents or dissuades the to correct the error that has been made.

2
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
E1365 Data
Validation_2.xlsx...

 Ensure the Payroll

worksheet tab is selected
3

and cell A10 is active

 Type 1, then press

As this number falls
outside of the range
specified for this cell (i.e.
100 – 199), a message
box will appear...

 Click on [Retry]
This will select the
contents of the cell so that 4
you can type another
number...

 Type 106, then press

This time the number is
within the acceptable
range, so the message
box does not reappear
and the number is
accepted

For Your Reference… Handy to Know…

To test data validation:  When you are dealing with a cell that has
1. Try entering a range of values within and validation criteria applied to it be aware that if
outside of the defined range you type text into that cell when it is
expecting numbers, the same non-specific
2. If an error message appears, click on [Retry]
error message will be displayed.
or [Cancel]

Information Services Page 18 Conditional Formatting & Data Validation

 Microsoft Excel 2013

CREATING AN INPUT MESSAGE

An input message is a message that is than being faced with a non-specific error message
displayed when you click on a cell. This provides and not knowing how to fix the problem. Input
clear guidance to the user about the values that messages should be used with validation criteria to
are expected for a cell. It is far more satisfying ensure the best possible results.

5
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
E1365 Data
Validation_3.xlsx...

 If necessary, click in cell

A10 to select the cell

 Click on the DATA tab,

then click on the top half
of Data Validation in the
Data Tools group

 Click on the Input

Message tab of the Data
Validation dialog box

 Click in Title, then type ID

Codes

 Click in Input message,

then type Please enter a
value between 100 and
199.

 Click on [OK]
As cell A10 is still
selected, the input
message is displayed

For Your Reference… Handy to Know…

To create an input message:  On the Input Message tab of the Data
1. Click in the cell Validation dialog box, by clicking on the
option Show input message when cell is
2. Click on the DATA tab, then click on the top
selected until it appears without a tick, you
half of Data Validation
can disable the input message without
3. Click on the Input Message tab having to delete it permanently.
4. Complete the fields, then click on [OK]

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 Microsoft Excel 2013

CREATING AN ERROR MESSAGE

Error messages enable you to replace the clearly explains what is required. Users will find it
standard alerts with something more meaningful. much easier to complete their tasks if they know
The message “Please enter a value between 100 exactly what is expected. The three error message
and 199.” indicates that there is an error and styles are Stop, Warning and Information.

3
Try This Yourself:
Continue using the previous file
Same

with this exercise, or open the

File

file E1365 Data

Validation_4.xlsx...

 Click in cell A10 to select the

cell

 Click on the DATA tab, click on

the top half of Data Validation
in the Data Tools group to
display the Data Validation
dialog box, then click on the
Error Alert tab


5
Click on the drop arrow for
Style, then select Information
Notice that the Stop icon has
changed to an Information
icon...

 Click in Title, then type Check

Staff ID

 Click in Error message, then

type Please try again. Staff ID
must be between 100 and 199.

 Click on [OK], then ensure cell

A10 is still active

 Type 45, then press

Your customised error message
7
will appear...

 Click on [OK]

 Click in cell A10, type 106, then

press

For Your Reference… Handy to Know…

To create an error message:  Remember, error messages created using
1. Click on the cell then click on the DATA tab the Data Validation dialog box, will only
work if you have specified validation criteria
2. Click on the top half of Data Validation, then
for the selected cell.
click on the Error Alert tab
3. Select a Style, complete the Title and Error
message fields, then click on [OK]

Information Services Page 20 Conditional Formatting & Data Validation

 Microsoft Excel 2013

CREATING A DROP DOWN LIST

If you have a limited number of possible options for the user to complete their data entry tasks. Lists
for a cell, you can create a drop-down list for the are created using the Data Validation settings and
user to select from. This ensures that the spelling a separate list of items is stored in the workbook.
of choices is consistent and makes it much easier

2
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file E1365 Data

Validation_5.xlsx...

 Click on the Sources

worksheet tab, then read the
list
The Titles list has been
entered as a named range.
We’ll use it for the drop-down
list... 3

 Click on the Payroll

worksheet tab, then click in
cell B10

 On the DATA tab, click on

the top half of Data
Validation in the Data Tools
group to display the Data
Validation dialog box, then
click on the Settings tab

 Click on the drop arrow for

Allow and select List

 Click in Source, click on the

Sources worksheet tab,
6
select cells A3 to A7 then
click on [OK]
Because cell B10 is selected,
a drop arrow will appear...

 Click on the drop arrow for

cell B10 to display a list of
titles

 Click on Mr to select it and

enter it into the cell

For Your Reference… Handy to Know…

To create a drop-down list:  When creating a list of items to use in a drop-
1. Type a list of items and click where you want down list, you can create a range name for
the list to appear the list to make it easier to locate when using
2. Click on the DATA tab, then click on the top the Data Validation dialog box. Keeping the
half of Data Validation list on a separate worksheet helps to protect
3. On the Settings tab select List in Allow, it. You could also hide the worksheet with the
type the list range in Source, click on [OK] list to better protect it.

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 Microsoft Excel 2013

USING FORMULAS AS VALIDATION CRITERIA

You can use fixed values as validation criteria if can use a formula. For example, you may want to
they never change. However, if you need to ensure that the date entered falls within the last
specify a dynamic range, where the values week. This can be done by using a formula that
change depending on the conditions stated, you includes a date function as the validation criteria.

5
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file E1365 Data

Validation_6.xlsx...

 Click on cell E10 to select the

cell

 Click on the DATA tab, click

on the top half of Data
Validation in the Data Tools
group to display the Data
Validation dialog box
7
 Click on the drop arrow for
Allow and select Date

 Click in Start date and type

=Today()-7

 Click in End date and type

=Today()
We’ll display an example of the
date format required, as a
message...

 Click on the Input Message

tab, then click in Title and type
Date Hired
9
 Click in Input message and
type Please type the date as
dd/mm/yy.

 Click on [OK]

 Enter tomorrow’s date, then

press to test the
validation, then click on
[Retry] and enter today’s date

For Your Reference… Handy to Know…

To use formulas as validation criteria:  When using formulas as validation criteria,
1. Click on the cell to apply the validation to be sure to use error messages to clearly
2. On the DATA tab click on the top half of explain what is expected in the cell, so that
Data Validation then click on the Settings the criteria according to the formula are met.
tab
3. Select an option for Allow, then type
formulas as limits and click on [OK]

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 Microsoft Excel 2013

CIRCLING INVALID DATA

Data validation works when a user enters data invalid entry is made as a result of a formula in the
directly into the cell with validation criteria. Data cell or if it is generated through a macro. Excel can
validation does not work, however, if data is identify cells containing invalid data, using red
copied into a cell with validation criteria, or if an circles, to highlight them.

Try This Yourself:

Continue using the previous file
Same

with this exercise, or open the

File

file E1365 Data

Validation_7.xlsx...

 Click on the HR worksheet tab

to display this worksheet 3
Notice the Staff ID for the last
entry was typed incorrectly,
where “13” should be “113” –
let’s copy this entry to a cell with
data validation...

 Click in cell B21 to select the

cell

 Press + to copy the cell

contents, then click on the
Payroll worksheet tab and click
4
in cell A10
This cell has validation criteria...

 Press + to paste the

value into the cell, then press
twice to see the cell more
clearly
The error message was not
generated. Let’s use red circles
to highlight the issues...

 On the DATA tab click on the

bottom half of Data Validation
5

in the Data Tools group, and

select Circle Invalid Data
A red circle indicates the cell
with invalid data, according to
the validation criteria applied

For Your Reference… Handy to Know…

To circle invalid data:  If the Excel window is not maximised, you
1. Click on the DATA tab might not see the tools on the ribbon in their
large format, where some tools have a top
2. Click on the bottom half of Data Validation
and bottom half. In this instance, the tool will
in the Data Tools group
appear smaller and display a small drop-
3. Select Circle Invalid Data down arrow at the end of the tool name
(equivalent to the “bottom half”).

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 Microsoft Excel 2013

REMOVING INVALID CIRCLES

Data validation circles enable you to effectively circles will highlight the anomaly for you, enabling
audit your worksheets and ensure data integrity. you to address any issues. There are two ways to
Even if invalid data has managed to appear in remove invalid data circles: enter valid data into the
cells containing data validation criteria, data cell or turn the data circles off.

2
Try This Yourself:
Before starting this exercise
Open

you MUST open the file

File

E1365 Data
Validation_8.xlsx...

 Ensure that the Payroll

worksheet is active, then click
on the DATA tab

 Click on the bottom half of

Data Validation and select
Circle Invalid Data to see
the circles 3

 Repeat steps 1 and 2 to

select Clear Validation
Circles
All red circles will be removed
from the worksheet. Let’s turn
them back on and then
remove an individual
validation circle...

 Repeat step 2 to redisplay the

invalid data circle
Let’s remove the cirle a
different way… 6

 Click in cell A10 to select the

cell with the invalid data

 Type 113 and press

Now that the data is no longer
invalid, this circle is removed

For Your Reference… Handy to Know…

To remove invalid data circles:  Validation circles are only temporary – they
1. Type valid data into the cell(s), or are removed if you save or close a
workbook, but you can activate them again at
On the DATA tab, click on the bottom half of
any time.
Data Validation and select Clear Validation
Circles

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 Microsoft Excel 2013

COPYING VALIDATION SETTINGS

Data validation is usually applied to a range of the same validation technique to the rest of the
cells rather than a single cell. The most cells. The Paste Special dialog box has an option
appropriate way to create data validation is to specifically designed to copy validation criteria
create and test it in a single cell and then apply created using the Data Validation dialog box.

4
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
E1365 Data
Validation_9.xlsx...

 Click on the Payroll

worksheet tab, then
select A10:J10
Cells A10, B10, E10 and
J10 have validation
rules applied... 5

 Press
the range
+ to copy

 Select A11:J20
This is the destination
range...

 Click on the HOME tab,

then click on the bottom
half of Paste in the
Clipboard group and
select Paste Special

 Click on Validation in
Paste to select it 7

 Click on [OK] to paste

the validations

 Type some test

employee data in row 11
to test the validation
rules

For Your Reference… Handy to Know…

To copy data validation:  Copying and pasting validations does not
1. Select the cells with the data validation, then transfer conditional formatting if applied to
press + to copy the contents cells. To copy conditional formatting, copy
2. Select the destination cells the cell, then select Format in the Paste
3. On the HOME tab, click on the bottom half of Special dialog box.
Paste and select Paste Special
4. Click on Validation and click on [OK]

Information Services Page 25 Conditional Formatting & Data Validation

 Microsoft Excel 2013

PRACTICE EXERCISE
Validating Data

Tasks: Completed:

Before starting this exercise you MUST have completed all of the topics in
the chapter Validating Data…

 Open the workbook PE_Validations.xlsx (it can be found in the same

folder as the student files)

 In row 4, create the following validations:

 the date Joined must be within the last 100 days and not a future date.
It should take the format d/m/yyyy and include an input message
explaining the constraints
 the Mail Code must be between 1 and 5 and include an Input
message and Error message explaining this
 the Renewal due month and the membership Type must be entered
from drop-down lists created from the ranges Months and Types
respectively

 Copy the validations down the columns to row 30

 Enter the two additional records as shown on the following page, using
dates of choice in the last 100 days
You will need to copy the formulas in cells F23 and H23 down. Your
worksheet should look similar to that shown on the following page,
although the Renewal Date will vary...

 Use the Save As command to save the workbook as PE_Validations

(Completed).xlsx

Information Services Page 26 Conditional Formatting & Data Validation

 Microsoft Excel 2013

PRACTICE EXERCISE SAMPLE

Validating Data

Information Services Page 27 Conditional Formatting & Data Validation