Skip to main content

How to use data validation in MS Excel?

Data validation is a tool that reduces errors, it helps in making cells constraint to some particular values only.

MS Excel says " Data validation is an Excel feature that you can use to define restrictions on what data can or should be entered in a cell. You can configure data validation to prevent users from entering data that is not valid."

That means, using Data validation, you are controlling the cell values. You can allow people to enter data of their choice, but warn them once when they try to add it in the cell. You can also provide messages to show what kind of input you want for the cell, and instructions to help them correct if any errors comes in.

So, the question is, when is Data validation be helpful?

To give answer to this question, i can say, whenever you want your choice in a cell, data validation will be helpful. When you share your workbook, you want a predefined format to be followed by in order to get the accurate results from the entries. In such a cases, Data validation is of great help. 

Data validation can be done following ways:

  1. Restrict data to predefined list of values. 
  2. Restrict numbers to outside a particular range. 
  3. Restrict dates outside a certain time frame. 
  4. Limit the number of text characters to be entered.
  5. Validate data based on formulae or value in other cell. 
  6. Restrict data entry to a time within a time frame. 
let us see each type one by one.

1. Here is a video showing how to do data validation with a list.

For watching other validation example, keep following Something of Everything.