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The data can now be edited so it becomes valid. To find the invalid data, go to the Data tab. Select Data Validation>Circle Invalid Data. What we now want to do is to be able to find the invalid data. In our worksheet below, we have invalid data that has been entered into our PRODUCT ID column. Locating Invalid Data within a Data Validation RangeĪs you saw in the last section, if you set your error message to the styles Warning or Information, users are still allowed to enter invalid data. They just have to confirm that they want to enter it. Since ours is a warning, we want to ask them a YES/NO question. Next, enter a title for the message, then the message you want to appear, as we have done below. Instructions provides the same options as warning, except it is an information icon instead of a warning icon. Warning allows the user to enter the incorrect type of data anyway by clicking YES. They can click NO if they do not want to enter it. Stop gives the user a chance to reenter the data. Let's review the three types of styles you can choose. STOP is chosen by default. We are going to choose Warning. Next, choose a style from the dropdown menu. Leave the checkmark in place, because you want the error message displayed so a user knows they have entered an incorrect type of data. To do this, go to the Data tab. Click on the dropdown arrow for Data Validation, then select Data Validation. Click the Error Alert tab. You can customize this message to provide instructions so that the user will be more likely to press Retry. Now, whenever a user clicks on a cell that contains the data rules we specified in the last section, they will be met with this message:Īs we saw earlier in this article, when someone enters an incorrect type of data into a cell where you have placed data rules, they are met with this default message:
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In the Input Message field, enter the message you want to be displayed. Whenever the cell is selected, you want the message to appear, so leave the checkmark beside the box Show Input Message When Cell is Selected. You will be brought back to the Data Validation dialogue box. To enter an input message, go to the Data tab again, then go to Data Validation. Select Data Validation. This clues them in, so to speak, so they can enter the type of data that is requested. You create input messages to let anyone who enters data into your worksheet know what specific type of data can be entered into the active cell. Adding Input MessagesĪn input message is a message that appears whenever a cell that contains data validation rules is selected. We can choose to Retry and enter the data again, cancel and not enter the data, or get Help. Now we can try to enter data into the column that does not meet the criteria. These options should all be familiar to you, so you should understand how they will work to restrict the types of data that can be entered.įor our example, we have chosen between, so we are then asked to enter the lowest number we will accept, then the highest number. Next, choose the range for your data from the Data dropdown menu. We chose whole number. We also left the checkmark in the Ignore Blank box, because it is okay for a cell to be left blank. Choose the type of data that you want to ALLOW in the cell or range of cells. We have already entered our criteria in this box however, let's review it.Ĭlick the Allow dropdown menu. Next, we go to the Data tab then go to Data Validation dropdown arrow, and select Data Validation. To do this, we are going to select the column we want to apply these restrictions to. We want to prohibit any more than five characters being entered into these cells. What is more, we want to prevent letters from being added. This is because all of our fictional product IDs are exactly five characters long. In addition, they are only numbers. In our PRODUCT ID column, all of our product IDs contain five characters. In other words, you have to create criteria that must be met in order for the data to be permitted. In order to make data validation work, you have to tell Excel what type of data you want to allow in a cell or range of cells.
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In addition, you can create messages that will tell users what type of data should be entered into a specified cell, then provide instructions for correct input.įor example, you can restrict the number of characters permitted in a cell. If you have a column that is for zip codes, you can restrict the number of characters to five to prevent typos and other errors. Data validation in Excel allows you to define what type of data should be entered into a cell and allows you to prevent invalid data from being entered.