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Data Validation

Beginner
10 min

What is Data Validation?

Data Validation controls what users can enter into a cell by creating rules and dropdown lists, preventing data entry errors.

Key Components:

  • Creates dropdown lists for consistent data entry
  • Restricts numbers to valid ranges
  • Prevents duplicate entries
  • Shows input messages to guide users

Why it matters

Data Consistency

Ensure all entries follow the same format

Error Prevention

Stop incorrect data before it enters

User Guidance

Show helpful input messages

Data Quality

Maintain clean, usable data

Key Concepts

List

Create dropdown from values

Example: Yes, No, Maybe...

Whole Number

Restrict to number range

Example: 1-100...

Date

Limit dates between ranges

Example: After today...

Custom Formula

Advanced validation

Example: =ISNUMBER(A1)...

How to use

1

Select cells

Choose cells to validate

2

Data → Validation

Open Data Validation dialog

3

Choose Allow type

List, Number, Date, etc.

4

Enter criteria

Set your rules

5

Add Input Message

Optional guidance text

6

Set Error Alert

Custom error message

Example

Goal: Create dropdown with month names
Allow → List
Source → January, February, March
Result: Users can only select from the month list

Pro Tips

  • •Use named ranges: Manage lists easily
  • •Copy validation: Use Paste Special
  • •Circle invalid: Find existing errors

Practice

Create a dropdown list for product categories
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