Introduction – Data Validation

Data Validation [Microsoft Word] – to be able to prevent invalid data from being entered into a cell.

Data Validation is only one of the wonderful functionalities of Microsoft Excel 2007. Data Validation allows the creator of an Excel file to limit the values that may be entered into any cell.

The Data Validation function is found in the Data Ribbon of any Excel 2007 workbook. Once in the Data Ribbon, look in the Data Tools group to find Data Validation.

Data Validation Dialog Box

The following is a picture of a Data Validation dialog box.

Values can be set to allow:
Any Value
Whole Number
Decimal
List
Date
Time
Text Length
Custom



The Data can then be set to be:
Between
Not Between
Equal To
Not Equal To
Greater Than
Less Than
Greater Than or Equal To
Less Than or Equal To



Once you have set the previous criteria, you have to set the Minimum and Maximum amounts. For this, you can either select a range of data within your worksheet, or you can simply input numbers [select a list of data for the List option; select a start and end date for the Date and Time options; select a formula for the Custom option].

List Data Validation

The List Data Validation is useful when there are only a few valid inputs and the cell is used as a reference. In our project, we used the List Data Validation in our inputs section for many cells. We used some of them to signify either a "Yes" or "No" answer, and others as specific percentages. The following pictures show these two types of lists.

Once the settings for your Data Validation have been set, you are able to set any input messages and/or error alerts.

Input Message

An input message is a message that appears when a cell is selected. This message is optional, but strongly advised if your workbook will be used by more than one person.



You can write a message that allows the user to see the valid inputs, or valid input requirements, before they enter a value. The following is an example of an Input Message being shown on our Excel project.

Title: Positive Dollar Value
Input Message: Enter cash shortages as a negative number.

We have chosen to put an Input Message on this cell to clarify to the user of this Bonus Calculator that the value in B9 must be a negative number.

Error Alert

The Error Alert can be set to stop, warn, or inform the user if they inserted an invalid value.



A little dialog box will pop up if they did not follow the restrictions.

Conclusion

To verify if your Data Validation has worked, try entering an "invalid" value. Excel will stop or warn you if you have properly set up a Data Validation.

If you would like to look at our project that has many examples of what we have talked about so far, please click here. (The file is an Excel 2007 document).

We hope this blog has informed you on how to use Data Validation with Microsoft Excel 2007. Thank you for viewing our blog.