Microsoft Office Tutorials and References
In Depth Information
Adding a Validation Rule to Existing Data
Figure 6–61. Rhetorical question
Use with caution, needless to say.
Adding a Validation Rule to Existing Data
The Data Validation command also lets you institute a validation rule on data you’ve already entered.
That sounds like an odd sequence of events, but it has the effect of allowing you to see exactly which
existing data don’t comply with that rule, even if it’s issued after the fact. In reality, this option is a way to
learn which existing data do and don’t meet a specified condition, without rejecting any of the data. To
demonstrate, we’ll try a simple example.
Select cells A1:A5.
Type these numbers in the respective cells: 34, 56, 78, 12, 102.
Select the range, and click Data Validation Data Validation Settings.
Select Whole Number in the Allow field, and “less than” in Data.
Enter 60 in the Maximum field.
Click OK.
Then click Data Validation Circle Invalid Data . You should see (Figure 6–61):
Figure 6–62. Red pencil: Highlighting invalid data
True, they’re not circles, they’re ovals—but the point is made. Data Validation pinpoints the values
that violate the less-than-60 rule we established, but without expelling or deleting those data (it’s also
true, by the way, that one could design a Conditional Format that does something very similar—say,
 
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