Helpdesk Baruch College

How To Restrict Data Input In Excel With Data Validation

If you utilize Excel spreadsheets to collect data from other individuals, however find that they typically fill your carefully-planned cells with the wrong sort of information, data validation can assist.

This tool lets you limit specific cells to only permit properly-formatted data. If someone gets in anything that’s not supposed to be there– like “lunch at airport” instead of “$15.68” on an expenditure report– Excel rejects the input until they get it right. Think of it as a passive-aggressive method to ensure people don’t squander your time.

As an example, here’s the standard expenditure report worksheet for How-To Geek. Let’s state we wish to ensure that individuals just go into mathematical values that are formatted as currency (i.e., some digits, followed by a decimal point, followed by 2 more digits) into certain cells.

First, select all the cells you want to restrict.

Switch over to the “Data” tab on the Ribbon, and after that click the “Data Validation” button. If your window isn’t full size and you can’t see the labels, it’s the icon with 2 horizontal boxes, a green check mark, and a red crossed circle.

In the Data Validation window, on the “Settings” tab, click the “Allow” dropdown menu. Here, you can set a specific type of input to allow for your chosen cells. For our expense report, we’re going to firmly insist that users put in a number with two decimal worths, so we would select the “Decimal” alternative. You can likewise choose other requirements, like ensuring a cell consists of text, a time or date, text of a specific length, or perhaps your own customized validation.

Whatever kind of data you choose on the “Allow” dropdown changes the choices offered to you on the rest of the “Settings” tab. Since we want a numerical value corresponding to currency, we’re setting the “Data” dropdown to the “between” setting. Then, we’re setting up a minimum worth of 0.00 and an optimum value of 10000.00, which is way ample to cover our requirements.

To test it our, click “OKAY” to apply the recognition settings, and then attempt putting in an improper worth. For instance, if we type “pancakes” for the Breakfast value rather of the expense of the meal, we’ll get an error message.

While that does limit individuals to getting in only the proper kind of information, it does not give them any feedback on what kind of information is required. So, let’s set that up, too.

Head back to the Data Validation window (Data > > Data Validation on the Ribbon). You’ve got two choices here (and you can utilize both of them if you desire). You can utilize the “Input Message” tab to have a pop-up tool suggestion reveal people the kind of data you desire whenever they select a cell for which information recognition is turned on. You can likewise use the “Error Alert” tab to tailor the error they see when they enter the incorrect type of data.

Let’s switch over to the “Input Message” tab initially. Here, ensure the “Show input message when cell is picked” option is switched on. Then, give your input tooltip a title and some text. As you can see below, just clicking in one of the cells pops up the message letting people know what’s expected.

On the “Error Alert” tab, you can personalize the mistake message people see when they enter the incorrect type of information. Make sure the “Show mistake alert after void data is gotten in” choice is turned on. Pick a design for your mistake message from the “Style” dropdown. You can go with a Stop (the red circle with the X), Warning (yellow triangle with an exclamation point), or Information (blue circle with a lowercase “i”), depending upon how strong you want the message to come across.

Type a title for your message, the text of the message itself, and then hit “OK” to finish up.

Now, if somebody tries to get in improper data, that error message is a bit more valuable (or ironical, if you prefer).

It’s a little additional legwork establishing information recognition, but it can conserve you a great deal of time in the future if you use spreadsheets for collecting information from other individuals. It’s even useful for avoiding your own mistakes. And this is two times as real if you’ve established formulas or any kind of automation jobs that depend on that information.

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