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Data Validation Tools and Tips for Excel to Prevent Errors

  • Author:
    Agnese
  • Published on:
    January 5, 2023
  • Category:
  • Last updated:
    March 6, 2024
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Data Validation for Excel's data to prevent errors and ensure accuracy - Ajelix Blog

Using Excel’s data validation tools can be a simple and effective way to prevent errors and ensure the accuracy of your data. Data validation is the process of setting constraints on the data that can be entered into a spreadsheet, and Excel provides a variety of options for defining these constraints.

One common use of validation is to ensure that data is entered in the correct format. For example, you might want to ensure that a cell contains a date in the correct format, or that a number is within a specific range. To set up validation for your data for these types of constraints, you can use the “Data Validation” menu in the “Data” tab of the ribbon.

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How To Set Up Data validation in Excel?

Time needed: 2 minutes

To set up validation for a cell or range of cells, follow these steps:

  1. Select the data

    Select the cell or range of cells to which you want to apply this rule.

  2. Activate Data Validation window

    In the “Data” tab of the ribbon, click the “Data Validation” button.
    Data validation step 1 in Excel settings

  3. Setup data validation settings

    In the “Data Validation” window, choose the type of validation that you want to set up. You can choose from a variety of options, such as “Whole Number,” “Decimal,” “Date,” or “List.”
    data validation settings in excel with pop up window

  4. Additional settings

    Set any additional options for the this rule. For example, if you choose the “Whole Number” option, you can specify a minimum and maximum value for the cell.

  5. Save

    Click “OK” to apply the rule to the selected cells.

Once you have set up validation for a cell or range of cells, Excel will enforce your defined constraints. If a user tries to enter data that does not meet the constraints, they will see an error message and will be unable to enter the invalid data. Learn how to create digital dashboards that users can’t edit and make mistakes.

Excel Data validation with Drop-down lists

Another useful feature of Excel’s tools for validation data is the ability to create a drop-down list of options for a cell. This can be helpful in a number of situations, such as when you want to limit the possible choices for a cell to a pre-defined list. To set up a drop-down list for a cell, follow these steps:

  1. Select the cell or range of cells to which you want to apply the drop-down list.
  2. In the “Data” tab of the ribbon, click the “Data Validation” button.
  3. In the “Data Validation” window, choose the “List” option.
  4. In the “Source” field, enter the list of options that you want to include in the drop-down list. You can either type the list manually, or you can select a range of cells that contain the list.
  5. Click “OK” to apply the rule to the selected cells.

Once you have set up a drop-down list for a cell, users will be able to select a value from the list when they enter data into the cell. This can help to prevent errors since users will only be able to choose from the pre-defined list of options.

Excel Data Validation with Formulas

In addition to the built-in validation options in Excel, you can also use formulas to set up more complex rules. For example, you might want to set up a rule that allows a cell to contain a value only if it meets certain criteria. To set up a formula-based validation rule, follow these steps:

  1. Select the cell or range of cells to that you want to apply the validation rule.
  2. In the “Data” tab of the ribbon, click the “Data Validation” button.
  3. In the “Data Validation” window, choose the “Custom” option.
  4. In the “Formula” field, enter the formula that you want to use for the validation rule. The formula should return either “TRUE” if the data is valid or “FALSE” if the data is invalid.
  5. Click “OK” to apply the rule to the selected cells.

Using formulas for validation allows you to create very specific and customized rules for your data. For example, you might use a formula to ensure that a cell contains a number that is divisible by 10, or that a cell contains a date that falls within a certain range. The possibilities are endless, and using formulas can help you to create highly accurate and reliable rules.

One important thing to keep in mind when using validation for your data is that it is not foolproof. Users can still enter invalid data into cells if they are determined to do so. However, validation can be a useful tool for helping to prevent accidental errors and ensure the overall accuracy of your data.

Conclusion

In summary, Excel’s data verification tools are powerful and useful tools for ensuring the accuracy of your data. Whether you are using built-in options or custom formulas, validating your data can help you to set constraints on your data and prevent errors from occurring. By taking advantage of these tools, you can create more reliable and trustworthy spreadsheets that are easier to work with and analyze.

If you’re struggling with Excel formulas you might find Formula Cheat Sheet useful.

Learn more about Excel and Google Sheets hacks in other articles. Stay connected with us on social media and receive more daily tips and updates.

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