Microsoft Office Tutorials and References
In Depth Information
Using Data Validation
Chapter 8
Creating a Basic Worksheet
Using Data Validation
When you create a worksheet, you
want the data you or others input to be
accurate. Typos can destroy the integrity
of your collected data. Fortunately, Excel provides a
Data Validation feature that can restrict what is
entered into a cell. For example, if you were
entering student grades, which usually have values that
range from A through F, you would want Excel to
stop the input if someone entered H or 6. Another
example might be that you want all State
designations to comply with the two-character postal code,
such as CA or IN. You can tell Excel to stop (or
warn) you if someone enters IND or Indiana.
List location
Figure 8-25
Create a list of acceptable options or select one
from the worksheet.
The following steps show you how to create cells
with data validation.
1.
Select the cell or cells you want Excel to
validate.
Drop-Down Menu
When creating a list, if you want the available
choices to appear when the cell is selected,
make sure to select the In-Cell drop-down
check box.
2. Choose Data>Data Tools>Data Validation.
The Data Validation dialog box displays with
three tabs.
3. In the Settings tab, open the Allow
dropdown menu and choose the type of
validation, such as:
Dates or Times, where you specify ranges
or limitations such as greater than or
less than, or even a specific date.
Values such as Whole Number or
Decimal where you specify the upper
and lower limits of allowable data values.
Text Length, where the number of
characters in the data must be within the
limits that you specify.
4. If necessary, display the Data drop-down
menu and select criteria such as Between,
Greater Than, and so on.
Lists such as a list you define, a range
of cells in the existing worksheet, or a
named range (see Figure 8-25).
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