Data Validation in MS Excel: A Guide

Summary : Ensure accurate data entry in Excel with built-in data validation tools. Restrict data types (numbers, text, dates), set ranges, create drop-down lists, and define custom validation rules using formulas. Enhance user experience with input messages for guidance and customize error alerts. Validate data for cleaner, more reliable spreadsheets.

MS Excel is one of the powerful and popular applications used by Data Analysts for conducting effective analysis of data. The data analytics tool is one of the most effective tools equipped with pivot tables built-in within the application. You can effortlessly enable data management within one software allowing you to easily import, export, clean and analyse data. 

Being a Data Analyst myself, I find MS Excel a very powerful tool that can be used for data management including tasks like analysing, cleaning and visualising. By following proper methods, I have been able to master my skills in using Excel and conducting Data Validation. 

In this blog, I will guide you through an in-depth understanding of doing Data Validation in MS Excel and the various tools that you can use for the task. Read to know more! 

What is Data Validation in MS Excel? 

Data Validation in Microsoft Excel is a feature that allows you to define rules and restrictions for the data that can be entered into a cell or range of cells. It helps ensure that the data input into a spreadsheet is accurate and conforms to specific criteria, preventing errors and inconsistencies in your data. Data validation is particularly useful when you’re creating forms, surveys, or templates in Excel or when you want to maintain data integrity in a shared workbook.

Here’s How Data Validation Works in Excel

Set Criteria: You specify the criteria or rules that data must meet to be considered valid. These criteria can include numerical ranges, specific text values, dates, times, or custom formulas.

Input Message: You can provide an optional input message that appears as a tooltip when a user selects the cell. This message can offer instructions or guidance on what data is expected.

Error Alert: You can also set up an error alert message that displays if a user enters data that doesn’t meet the validation criteria. This alert can be a warning or an error, and it can include a custom message to inform the user about the problem.

Prevent Invalid Data Entry: If a user tries to enter data that doesn’t meet the defined criteria, Excel will display the error message and prevent the entry until valid data is input.

Types of Data Validation Tools

In Excel, Data Validation tools offer a way to ensure that users enter the correct type of information into specific cells. These tools provide various functionalities to maintain data accuracy and consistency within your spreadsheets. Here’s a breakdown of the key Data Validation tools available in Excel:

Data Type Check

This allows you to restrict the type of data users can enter into a cell. Options include:

• Whole Number: Only whole numbers (integers) are allowed.
• Decimal: Only decimal values are permitted.
• List: Users can only choose from a predefined list of values you create. A drop-down arrow appears in the cell for selection.
• Date: Only valid date entries are allowed.
• Time: Only valid time entries are accepted.
• Text Length: You can limit the number of characters allowed for text entries.
• Custom: For more complex validation needs, you can define custom formulas that determine whether the entered data meets specific criteria.

Range Check

This allows you to set a minimum and/or maximum value for numbers, dates, or times entered in a cell. This ensures data falls within a defined range.

Formula-Based Validation

For advanced validation needs, you can create custom formulas within the “Allow” section of the Data Validation dialog box. These formulas can reference other cells, perform calculations, and determine if the entered data meets specific conditions.

Input Message

This feature allows you to display a custom message that appears when users select a cell with Data Validation applied. This message can explain the expected data format or provide additional instructions for data entry.

Error Alert

You can customize the error message displayed when users enter invalid data. You can also choose how to handle errors, like stopping typing or displaying a warning message with options to retry or cancel.

By utilizing these Data Validation tools in Excel, you can significantly improve the accuracy and reliability of your data. They ensure data consistency, reduce the risk of errors during data entry, and make your spreadsheets more user-friendly by providing clear instructions for data input.

How to Validate Data in Excel? 

Validating data in MS Excel involves setting rules or criteria for the input values in a cell or range of cells to ensure that the data conforms to your requirements. This helps maintain data accuracy and consistency in your spreadsheets. Here are detailed steps on how to validate data in Excel:

Step 1: Select the Cells for Data Validation

Open your Excel workbook and navigate to the worksheet where you want to apply Data Validation.

Click on the cell or select the range of cells where you want to enforce Data Validation.

Step 2: Access the Data Validation Dialog Box

Go to the “Data” tab on the Excel ribbon.

In the “Data Tools” group, you’ll find the “Data Validation” button. Click on it to open the Data Validation dialog box.

Step 3: Set the Validation Criteria

In the “Settings” tab of the Data Validation dialog box, you’ll see several options:

Allow: This is where you define the type of data that’s allowed in the cell(s). Choose from options like “Whole number,” “Decimal,” “List,” “Date,” etc.

Data: Depending on your “Allow” selection, you’ll see different options to set the validation criteria.

For numeric values, you can specify the minimum and maximum values.

For text, you can set the length limits.

For dates, you can define date ranges.

For lists, you can enter the list of valid values.

Customize these options based on your specific requirements. For example, if you want to allow only whole numbers between 1 and 100, choose “Whole number” and set the minimum and maximum values accordingly.

Step 5: Input Message (Optional)

In the “Input Message” tab of the Data Validation dialog box, you can provide an optional input message that appears as a tooltip when a user selects the cell(s). This message can offer guidance or instructions on what data is expected.Check the “Show input message when cell is selected” box and enter your message.

Step 6: Error Alert (Optional)

In the “Error Alert” tab of the Data Validation dialog box, you can set up an error message that appears if a user enters data that doesn’t meet the validation criteria.

Check the “Show error alert after invalid data is entered” box.

Choose the style of error message (Information, Warning, or Error) from the dropdown.

Enter a title for the error message in the “Title” field.

Enter the error message in the “Error message” field.

Step 7: Complete Data Validation Setup

After configuring the validation criteria, input message, and error alert settings, click the “OK” button to apply the Data Validation rules to the selected cell(s) or range.

Step 8: Test Data Validation

To test the Data Validation, try entering data into the validated cells that either meets the criteria or violates it. You should see the input message or error message accordingly.

Step 9: Modify or Remove Data Validation

To modify existing Data Validation rules, select the cell(s) with validation, go back to the Data Validation dialog box (step 2), and make the necessary changes. To remove Data Validation from a cell or range, select the cell(s), go to the Data Validation dialog (step 2), and choose “Clear All” in the “Settings” tab.

Data validation is a valuable tool for maintaining data integrity and consistency in your Excel workbooks, especially when creating forms, surveys, or templates. It helps prevent data entry errors and ensures that your data adheres to predefined standards.

Frequently Asked Questions

What Are The Benefits of Using Data Validation in Excel?

Data Validation helps ensure data accuracy, reduces errors, and improves spreadsheet consistency.

What Types of Data Can Be Validated in Excel?

You can validate numbers, text, dates, times, and even create custom validation rules using formulas.

How Can I Display Instructions for Users Entering Data in a Validated Cell?

Use the “Input Message” feature in the Data Validation settings to provide guidance for users.

Conclusion 

In conclusion, I have ensured to provide you with a comprehensive guide on Data Validation in MS Excel. With a detailed explanation on how Data Validation is performed in MS Excel along with a set of Data Validation tools, you can now perform the task effectively. 

Make sure to undertake proper practice in MS Excel in order to ace the operation and conduct Data Analysis to help businesses enhance their operations. If you want to learn Data Analysis, you can always opt for Pickl.AI’s Data Science Foundation course for developing your skills.