Scribd
Upload
11 views

Using Data Validation

The document discusses how to use data validation in Excel to limit the type of data entered into cells. It provides examples of limiting cells to whole numbers, dates, lists and more. It also describes how to set up a predefined list using data validation and custom error messages.

Uploaded by

BenjaminCoetzee
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
11 views

Using Data Validation

The document discusses how to use data validation in Excel to limit the type of data entered into cells. It provides examples of limiting cells to whole numbers, dates, lists and more. It also describes how to set up a predefined list using data validation and custom error messages.

Uploaded by

BenjaminCoetzee
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
You are on page 1/ 5

Using Data Validation

Data Validation is a useful tool if you are looking to limit the type of data that can be entered into a specific cell, or range
of cells.

Data can be limited to the following criteria


Whole Numbers
Decimals
Lists
Date
Time
Text Length
Custom

Custom Error Messages


If a cell is limited to one of the above criteria and a user enters incorrect data, data validation also allows you to display
custom error messages to inform the user that incorrect data was entered.

In the below example we will consider the List criteria.

Setting a Predefined Selection to the Grocery List


Consider a simple grocery shopping list with space for four item entries, in this list we wish to limit the items that can be
entered to a specific predefined list. A simple way to do this is to use the Data Validation tool.

To setup a predefined list for each grocery list item cell, follow these simple steps:

1. Select the cell you would like to add a predefined list to (Cell B4 in this case)

2. Select the Data Validation tool in the Data Tab, shown below:

INTERNAL
Once clicked the following window will open:

3. Click on the “Allow” dropdown list and then select “List”

After selecting ‘List’ the window will change as seen below:

INTERNAL
4. Now click on the add source button to the left of the source text box:

The following window will then open:

5. Now you need to select the range of names/values you want to appear in the dropdown grocery item list. In this
example we will select a range of eight names. The range from cell A2 to cell A9 is selected then the following text will
then appear in the source text box:

=PictureDB!$A$2:$A$9

Where ‘PictureDB’ is the sheet name containing the list of grocery item names.

INTERNAL
6. Then click “OK”

INTERNAL
Now if you move your cursor to the first item in your grocery list and select the cell, you will see an arrow appear at the
bottom right-hand side of the cell. Clicking this arrow will give you a dropdown list of all the available items to choose.

To add this list to the remaining three grocery list cells, simply copy Cell B4 and paste it into Cell B5, B6 and B7.

Now Cells B4, B5, B6 and B7 have fixed values that can be added to the cell, entering any other value into these cells will
cause a value mismatch error.

INTERNAL

You might also like