Microsoft Office Tutorials and References
In Depth Information
Making a List—Personalizing a Drop-Down Menu
wanted to specify a maximum two characters we could have selected the “less than”
data option and typed 3, or “less than or equal to” and typed 2.
But note that Data Validation rules work with a kind of grandfather clause. If you’ve
already entered CAL in a cell in which you then institute a two-character limit, Excel will
let the current entry stand. Just don’t try typing ARI in the cell now , though.
NOTE: Establishing a text length data validation rule also affects the data entry of values . Thus
the rule we‘ve devised would also allow you to type 34, but not 3 or 344.
Once you understand how that example works you can try out some of other data
validation options, such as between or greater than; these should now be pretty easy to
work out.
And if you want to remove a data valuation rule, just select the relevant cells and click
Data Validation Clear All OK.
NOTE: If you want to change a data validation rule for a range of cells, just click one of the
cells click Data Validation, make the change, and tick the “Apply these changes to all other
cells with the same settings” check box. All the cells affected by the original rule will take on
the rule change.
Making a List—Personalizing a Drop-Down Menu
One of the cooler data validation options is the ability to let you construct your own
drop-down menu, from which you can choose from your own list of data. Thus instead
of having to type Department names for each employee in our little database, you could
batch up something that looks like this, and just click:
Figure 2–43. Fast-track data entry: Drop-down personalized menu
It’s easy to devise, too:
1.
Enter the items that will populate the
menu in consecutive cells. For
example, in cells A2:A5 you could
enter HR, Marketing, Sales, VP.
Figure 2–44. These names will populate the
dropdown data entry menu.
 
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