Data Validation in Excel

What is Data Validation in Excel?

Data Validation in Excel is a powerful feature that allows users to control and restrict the type of data entered into cells within a worksheet. It ensures data accuracy, consistency, and integrity by defining specific rules and constraints for data input.

With Data Validation, users can create custom criteria that limit the range of valid entries in a cell. For example, they can set numeric bounds, define allowed text values, or even create drop-down lists of predefined choices. This prevents users from entering incorrect or inappropriate data, reducing the likelihood of errors and ensuring data consistency throughout the spreadsheet.

Data Validation can also include input messages and error alerts to guide users during data entry. Input messages provide helpful instructions when a cell is selected, while error alerts warn users if they attempt to input invalid data, explaining the reason for the rejection.

Furthermore, Data Validation is useful for maintaining data integrity when multiple users collaborate on a shared spreadsheet. By enforcing consistent data entry, it minimizes the risk of discrepancies and maintains the reliability of the data.

Apply Data Validation to Cells

Settings Tab

Here's a step-by-step process:

• Open your Excel workbook and navigate to the sheet where you want to apply data validation.
• Select the cell or range of cells where you want to enforce data validation.
• Click on the "Data" tab in the Excel ribbon at the top of the screen.
• In the Data tab, locate the "Data Tools" group, and click on the "Data Validation" button. This will open the Data Validation dialog box.
• In the Data Validation dialog box, you'll find the "Settings" tab. This tab allows you to define the rules and constraints for the selected cell(s).
• Under the "Allow" drop-down menu, choose the type of data you want to allow. It could be whole numbers, decimals, dates, times, text length, or a list from which users can choose.
• Depending on your selection, additional options will appear. For example, if you choose "List," you'll need to specify the source of the list in the "Source" field.
• Set up other options like input messages and error alerts on the "Input Message" and "Error Alert" tabs if desired. These messages help guide users during data entry and notify them of any errors.
• Once you have configured the data validation settings, click "OK" to apply the data validation to the selected cell(s).

The cells you chose should now have data validation rules in place, and users will be restricted to input data based on the settings you defined.

Input Message Tab

To apply data validation and create an Input Message tab in Excel, follow these steps:

• Open your Excel spreadsheet and select the cells where you want to apply data validation.
• Go to the "Data" tab in the Excel ribbon.
• Click on "Data Validation" in the "Data Tools" group. The Data Validation dialog box will appear.
• In the "Settings" tab of the Data Validation dialog box, you can set the criteria for the data. For example, you can choose "Whole number" and set a minimum and maximum value for numeric data or select "List" to create a drop-down list of predefined choices.
• In the same "Settings" tab, enable the "Input Message" checkbox. This will allow you to display a message to users when they select the cell.
• Click on the "Input Message" tab in the Data Validation dialog box.
• In the "Title" field, enter a title for your input message (e.g., "Data Entry Instructions").
• In the "Input message" field, provide a detailed message that will guide users on what type of data to enter and any other relevant instructions.
• Click "OK" to apply the data validation and Input Message to the selected cells.

Now, whenever a user selects one of the cells with data validation, they will see the input message you defined, which will help them enter the appropriate data according to the validation criteria you set. This helps to improve data quality and reduce errors during data entry.

Error Alert Tab

In Excel, you can apply data validation to cells to control and restrict the type of data that users can enter. After setting up the validation criteria, you can also configure an Error Alert to notify users when they attempt to input invalid data. Here's how you can do it:

• Select the cells where you want to apply data validation.
• You can select multiple cells by holding down the Ctrl key while clicking on the cells.
• Go to the "Data" tab on the Excel ribbon.
• Click on the "Data Validation" button in the Data Tools group. A Data Validation dialog box will appear.
• In the Data Validation dialog box, go to the "Settings" tab.
• Choose the type of validation you want to apply from the "Allow" dropdown menu. For example, you can select "Whole Number" if you want to allow only whole numbers in the cell.
• Set the specific criteria for the validation in the "Data" and "Input Message" tabs. This may include setting minimum and maximum values, selecting values from a list, or defining custom formulas.
• Go to the "Error Alert" tab in the Data Validation dialog box.
• Check the "Show error alert after invalid data is entered" checkbox.
• Enter a title for the error message in the "Title" field. This will appear in the error dialog box
• Enter the error message text in the "Error message" field. This message will explain to users why their input is invalid.
• Choose the appropriate style for the error alert from the "Style" dropdown menu. You can choose from "Stop," "Warning," or "Information."
• Click the "OK" button to apply the data validation and error alert settings to the selected cells.

Now, when a user enters invalid data in the cells with data validation, an error alert will pop up, displaying the title and error message you defined. The style you selected (Stop, Warning, or Information) will determine the appearance of the error alert. Users will have to correct their input before proceeding.

How to Validate Data in Excel?

Validating data in Excel involves setting up rules and criteria to control and restrict the type of data that can be entered into specific cells or ranges. Here are the steps to validate data in Excel:

1. Select the cells or range where you want to apply data validation.
   • You can select multiple cells by holding down the Ctrl key while clicking on the cells.
2. Go to the "Data" tab on the Excel ribbon.
3. Click on the "Data Validation" button in the Data Tools group. A Data Validation dialog box will appear.
4. In the Data Validation dialog box, go to the "Settings" tab.
5. Choose the type of validation you want to apply from the "Allow" dropdown menu. There are various options available, such as:
   • Whole Number: Allows only whole numbers.
   • Decimal: Allows only decimal numbers.
   • List: Provides a dropdown list of predefined choices.
   • Date: Allows only date values.
   • Text Length: Limits the length of the text entry.
   • Custom: Allows you to define a custom formula for validation.
6. Based on the selected validation type, set up the specific criteria and values in the fields provided. For example:
   • For Whole Number: Specify the minimum and maximum allowed values.
   • For List: Enter the list of valid choices separated by commas.
   • For Date: Specify the start and end dates.
7. Optionally, go to the "Input Message" tab and enter a title and input message. This will provide guidance to users when they select the cell.
8. If desired, go to the "Error Alert" tab and check the "Show error alert after invalid data is entered" checkbox.
   • Enter a title for the error message in the "Title" field.
   • Enter the error message text in the "Error message" field.
   • Choose the appropriate style for the error alert from the "Style" dropdown menu (Stop, Warning, or Information).
9. Click the "OK" button to apply the data validation rules to the selected cells.

Now, the data validation rules you set up will be active for the chosen cells. Users will only be able to enter data that complies with the defined criteria, and if they attempt to input invalid data, the error alert (if configured) will appear to guide them. This ensures data accuracy, consistency, and reliability in your Excel spreadsheet.

Excel Data Validation Examples

Excel data validation provides numerous ways to control and validate data entry. Here are some common examples of data validation in Excel:

1. Whole Number Validation:
   Allow only whole numbers within a specified range, e.g., between 1 and 100.
2. Decimal Validation:
   Allow only decimal numbers within a certain range, e.g., between 0.01 and 10.00.
3. List Validation:
   Create a dropdown list with predefined choices, e.g., a list of product categories or regions.
4. Date Validation:
   Allow only date entries within a specific period, e.g., dates between the current date and one year from now.
5. Text Length Validation:
   Limit the length of the text entry, e.g., allow only up to 50 characters for a product description.
6. Custom Formula Validation:
   Use a custom formula to define complex validation rules based on specific conditions, e.g., ensure that the value in one cell is greater than the value in another cell.
7. Whole Number with Error Alert:
   Allow only whole numbers, and if an invalid entry is made, display a custom error message explaining the restriction.
8. List with Error Alert:
   Create a dropdown list with predefined choices and show an error message if the user tries to enter a value not in the list.
9. Date with Input Message:
   Allow only date entries within a specific period and provide an input message with instructions when the user selects the cell.
10. Text Length with Input Message:
    Limit the length of the text entry and provide an input message with a character count reminder.

These are just a few examples of how data validation can be used in Excel to ensure data accuracy, consistency, and integrity. By applying these validation techniques, you can improve data quality and reduce the chances of errors in your spreadsheets.

How to Edit Data Validation in Excel?

To edit data validation in Excel, follow these steps:

1. Select the cells or range that have data validation applied.
   • If you want to edit the data validation settings for a single cell, just select that cell.
2. Go to the "Data" tab on the Excel ribbon.
3. Click on the "Data Validation" button in the Data Tools group. The Data Validation dialog box will appear.
4. In the Data Validation dialog box, you will see the current validation settings for the selected cells.
5. Make the necessary changes to the validation criteria:
   • To change the validation type, select a new option from the "Allow" dropdown menu.
   • Modify the specific criteria and values based on the new validation type.
6. If you want to edit the Input Message or Error Alert settings:
   • Go to the "Input Message" or "Error Alert" tab in the Data Validation dialog box.
   • Edit the title and message text as needed.
7. Click the "OK" button to apply the edited data validation settings to the selected cells.

The changes you made to the data validation settings will now take effect. If you edited the criteria, users will only be able to enter data that complies with the new rules. If you modified the Input Message or Error Alert, the updated messages will be displayed when the user selects the validated cells or enters invalid data.

Remember that you can always review and adjust data validation settings whenever needed to ensure that your data remains accurate and consistent in your Excel spreadsheet.

How to Find Cells with Data Validation in Excel?

o find cells with data validation in Excel, you can use the "Go To Special" feature. Here's how:

• Open your Excel workbook and navigate to the worksheet where you want to find cells with data validation.
• Press "Ctrl + G" on your keyboard, or you can go to the "Home" tab on the Excel ribbon and click on the "Find & Select" button in the Editing group. Then, select "Go To Special" from the drop-down menu.
• In the "Go To Special" dialog box that appears, select the option "Data Validation" and click "OK."
• Excel will now select all cells in the worksheet that have data validation applied.
• If you only want to find cells with data validation in a specific range, first select that range, then follow the same steps as above.

After completing these steps, you'll have all cells with data validation selected, making it easy to identify and manage them. This is particularly helpful when you have a large spreadsheet with numerous data validation rules applied, and you need to review or modify them.

How to Remove Data Validation in Excel?

To remove data validation from cells in Excel, follow these steps:

• Select the cells or range from which you want to remove data validation.
• If you want to remove data validation from a single cell, just select that cell.
• Go to the "Data" tab on the Excel ribbon.
• Click on the "Data Validation" button in the Data Tools group. The Data Validation dialog box will appear.
• In the Data Validation dialog box, go to the "Settings" tab if it's not already selected.
• Click on the "Clear All" button.
• Excel will remove all data validation settings from the selected cells.
• Click the "OK" button to close the Data Validation dialog box.

After completing these steps, the data validation rules will be removed from the selected cells or range, and users will be able to enter any type of data without any restrictions.

If you have data validation applied to multiple cells or ranges and want to remove it from all of them simultaneously, just select all those cells or ranges before clicking on the "Data Validation" button in step 3. The "Clear All" button will then remove the data validation from all the selected cells at once.

What Is Error Handling in Excel?

Error handling in Excel refers to the techniques and methods used to manage and address errors that can occur in spreadsheet calculations or data processing. When working with complex formulas, functions, or data manipulation operations, Excel may encounter errors due to various reasons, such as invalid data, division by zero, or incorrect formula syntax.

Excel provides several built-in functions and error-handling tools to deal with these errors effectively. The most common error-handling functions in Excel are:

1. IFERROR:
   This function allows you to handle errors gracefully by providing an alternative value or message when an error occurs. For example:

2. ISERROR:
   This function checks if a cell contains an error and returns TRUE or FALSE accordingly. It can be used in combination with other functions to control error flow.

3. IFNA:
   Similar to IFERROR, IFNA specifically handles the #N/A error when a value is not found in a lookup operation.

4. IF and Nested IF statements:
   These can be used to create custom error handling logic based on specific conditions.

By using error-handling functions and logical statements, you can control how Excel responds to different error scenarios, display user-friendly error messages, or perform specific actions when errors occur. Proper error handling improves the reliability and user-friendliness of Excel spreadsheets and ensures that users can identify and understand the reasons behind any encountered errors.

Using Error-Checking Functions

In Excel, error-checking functions play a vital role in handling and managing various types of errors that can occur within formulas, input data, and calculations. These error-checking functions allow you to identify, handle, and display error messages more effectively. Here are some common error-checking functions used in Excel:

Formula Errors

• ISERROR:
  Checks if a formula or expression results in an error and returns TRUE if there's an error; otherwise, it returns FALSE.

• IFERROR:
  Returns a specified value or action when a formula results in an error. It prevents the error from propagating further.

Input Errors

• ISBLANK:
  Checks if a cell is empty (contains no value) and returns TRUE if it's empty; otherwise, it returns FALSE.

• IF(ISBLANK()):
  A combined formula to display custom messages when a cell is blank.

Calculation Errors

• DIV/0! Error:
  Occurs when attempting to divide by zero. To avoid it, use the IF function to handle the zero denominator condition.

• Circular Reference: This error arises when a formula refers back to the cell it's in. Reevaluate the formula or adjust references.

• #VALUE! Error:
  Happens when an incorrect data type is used in a formula or function. Double-check data types and fix them accordingly.

By incorporating these error-checking functions in your Excel worksheets, you can improve the accuracy, integrity, and user-friendliness of your data and calculations. It also helps in identifying and resolving errors promptly, making your spreadsheets more robust and reliable.

Error Handling Techniques

Error handling techniques in Excel are essential to manage errors effectively and ensure data accuracy and reliability. Here are various methods and tools you can use for error handling:

Using IFERROR and ISERROR Functions

• IFERROR function allows you to handle errors gracefully by providing an alternative value or message when an error occurs.
• ISERROR function checks if a cell contains an error and returns TRUE or FALSE accordingly. It can be used in combination with other functions to control error flow.

Error Alerts and Error Values

• Data Validation Error Alerts:
  You can set up data validation rules with error alerts to notify users when they attempt to enter invalid data into cells.
• Error Values:
  Excel displays specific error codes like #DIV/0!, #VALUE!, #N/A, etc., to indicate the nature of the error in a cell. These codes can be used in formulas to handle errors.

Conditional Formatting for Error Highlighting

• You can apply conditional formatting to highlight cells containing errors, making them more noticeable and easier to locate and fix.

Error Handling in Macros and VBA in Excel

• In Visual Basic for Applications (VBA), you can use error handling statements like On Error Resume Next, On Error GoTo, and On Error GoTo 0 to control the flow of code execution when errors occur.
• VBA provides error handling through structured error handling with Try...Catch blocks using On Error GoTo 0 or On Error GoTo [label].

Best Practices for Data Validation and Error Handling

• Define Clear Validation Rules:
  Set clear and specific validation rules for each data entry field. Use appropriate validation types such as Whole Number, Decimal, List, Date, or Custom, depending on the data requirements.
• Limit Input Choices:
  Use drop-down lists or data validation lists to limit input choices. This prevents data entry errors and ensures consistency.
• Provide Input Messages and Error Alerts:
  Use input messages to provide instructions or context for data entry. Set up error alerts with informative messages to guide users when invalid data is entered.
• Validate with Formulas:
  Utilize custom formulas in data validation rules to perform complex validations, such as cross-referencing data or checking dependencies.
• Use IFERROR and ISERROR Functions:
  Implement IFERROR and ISERROR functions to handle errors in formulas gracefully. Provide meaningful error messages to users when encountering errors.
• Format Error Cells:
  Use conditional formatting to highlight cells containing errors, making them more visible for users to address.
• Regularly Review Data Validation:
  Periodically review and update data validation rules to accommodate changes in data requirements and prevent outdated rules from causing errors.
• Test Validation Rules:
  Thoroughly test data validation rules to ensure they function as intended and capture potential data entry mistakes.
• Protect Validated Cells:
  Protect cells with data validation to prevent accidental modifications or deletions by users.
• Document Data Validation:
  Document the data validation rules and error handling procedures in the spreadsheet or accompanying documentation. This aids future users in understanding the data requirements and handling errors effectively.