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Setting accurate validation rules can help you and your colleagues avoid entering a customer s name in the cell designated to hold the phone number or setting a credit limit above a certain level. To require a user to enter a numeric value in a cell, display the Settings page of the Data Validation dialog box, and, depending on your needs, choose either Whole Number or Decimal from the Allow list. If you want to set the same validation rule for a group of cells, you can do so by selecting the cells to which you want to apply the rule (such as a column in which you enter the credit limit of customers of Consolidated Messenger) and setting the rule by using the Data Validation dialog box. One important fact you should keep in mind is that, with Excel, you can create validation rules for cells in which you have already entered data. Excel doesn t tell you whether any of those cells contain data that violates your rule at the moment you create the rule, but you can find out by having Excel circle any worksheet cells containing data that violates the cell s validation rule. To do so, display the Data tab and then, in the Data Tools group, click the Data Validation arrow. On the menu, click the Circle Invalid Data button to circle cells with invalid data.
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When you re ready to hide the circles, in the Data Validation list, click Clear Validation Circles. Of course, it s frustrating if you want to enter data into a cell and, when a message box appears that tells you the data you tried to enter isn t acceptable, you aren t given the rules you need to follow. With Excel, you can create a message that tells the user which values are expected before the data is entered and then, if the conditions aren t met, reiterate the conditions in a custom error message. You can turn off data validation in a cell by displaying the Settings page of the Data Validation dialog box and clicking the Clear All button in the lower-left corner of the dialog box.
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In this exercise, you ll create a data validation rule limiting the credit line of Consolidated Messenger customers to $25,000, add an input message mentioning the limitation, and then create an error message if someone enters a value greater than $25,000. After you create your rule and messages, you ll test them. SET UP You need the Credit_start workbook located in your 05 practice file folder to complete this exercise. Open the Credit_start workbook, and save it as Credit. Then follow the steps.
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1. Select the cell range J4:J7.
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Cell J7 is currently blank, but you will add a value to it later in this exercise.
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2. On the Data tab, in the Data Tools group, click Data Validation.
The Data Validation dialog box opens and displays the Settings page.
3. In the Allow list, click Whole Number.
Boxes labeled Minimum and Maximum appear below the Data box.
4. In the Data list, click less than or equal to.
The Minimum box disappears.
5. In the Maximum box, type 25000. 6. Clear the Ignore blank check box. 7. Click the Input Message tab.
The Input Message page is displayed.
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8. In the Title box, type Enter Limit. 9. In the Input Message box, type Please enter the customer s credit limit,
omitting the dollar sign and any commas. The Error Alert page is displayed.
10. Click the Error Alert tab. 11. In the Style list, click Stop.
The icon that appears on your message box changes to the Stop icon.
12. In the Title box, type Error, and then click OK. 13. Click cell J7.
A ScreenTip with the title Enter Limit and the text Please enter the customer s credit limit, omitting the dollar sign and any commas appears near cell J7.
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Focusing on Specific Data by Using Filters
14. Type 25001, and press Enter.
A stop box with the title Error opens. Leaving the Error Message box blank in step 12 causes Excel to use its default message.
15. Click Cancel.
The error box closes.
Important Clicking Retry enables you to edit the bad value, whereas clicking Cancel deletes the entry.
16. Click cell J7.
Cell J7 becomes the active cell, and the ScreenTip reappears.
17. Type 25000, and press Enter.
Excel accepts your input.
18. On the Data tab, in the Data Tools group, click the Data Validation arrow and
then, in the list, click Circle Invalid Data. A red circle appears around the value in cell J4.
19. In the Data Validation list, click Clear Validation Circles.
The red circle around the value in cell K4 disappears. CLEAN UP Save the Credit workbook, and then close it. If you are not continuing directly to the next chapter, exit Excel.
Key Points
Key Points
A number of filters are defined in Excel. (You might find the one you want is already
available.)
Filtering an Excel worksheet based on values in a single column is easy to do, but
you can create a custom filter to limit your data based on the values in more than one column as well.
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