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With Data Validation, you can make your data entries more foolproof by limiting the types of data that can be entered The simplest limit may be the type of data (eg, allow only date types, or integers), but you can also have it function with more sophistication, such as providing you with easy-to-build lists of the items that the worksheet can accept
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Additionally, because Data Validation also has pop-up boxes that alert you to the wrong type of data being input, you can use these pop-up boxes as a type of cell comment in their own right Start Data Validation by the following steps: 1 Put your cursor on the cell for which you want to validate the data Data Validation works on individual cells only, so if you have a range of cells where you want this feature, you can do it in the first cell and then copy the cell itself, or just its format, to the other cells 2 Press the sequence Data > Validation, and you will see this user form:
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3 Click on the Settings tab 4 Specify the type of data that can be entered by clicking on the list box Allow: Let s say we choose whole number Specify under Data: the filter criterion For example, you want to allow the data only to be greater than or equal to The drop-down list will show you the full list of criteria Depending on what you chose in this step, the user form will show you additional edit boxes for specifying the value or values required At this step, one of the choices under Allow: is list This allows you to build a drop-down list very
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easily After selecting this, enter the items that will appear in the list in the Source: edit box Enter them each as a text string separated by commas A check box option automatically appears on the user form marked in-cell dropdown If this is checked, then the items you selected will appear as a drop-down list when the cursor is on this cell If not, no drop-down list appears The primary Data Validation settings have now been set The next two steps are optional, but they add a nice level of control for what happens before and after you enter the data 1 Select the Input Message tab If the check box for Show input message when cell is selected is checked, then Data Validation can function as another form of cell comments On this tab, you can enter the message or information that will appear when you put the cursor on this cell You may want to have this function by itself, in lieu of cell comments, without the data filtering that we set on the Settings tab In that case, simply leave the Allow: entry on that tab to read Any value 2 Select the Error Alert tab If this is undefined, Excel will show a default error message after the invalid message is entered But you can define the message yourself by entering it here This tab also has the setting for what to do if invalid data are entered Under the Style: list box, you can choose to have the sequence stopped, or only have a warning or information icon show up The first one will not allow invalid data to be extended and is the default, but in some cases where you only need to remind the user that the data may not be right but you still want the model to accept them, then either of the latter two would be appropriate
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