Data Validation in Excel

Microsoft Excel is a powerful tool and is widely usefed just because MS Excel offer various features to ease our work. One such feature is data validation. Now suppose you want the user to enter some specific values into the cells, and for that, you need to set some predefined rules so that the user wouldn't be able to enter other values, and this is where data validation becomes one of Excel’s most valuable features. It helps control what users can enter into a cell—reducing errors, improving data quality, and saving time on cleanup.

In this data validation in Excel guide, you’ll learn how to apply different types of data validation, customize settings, and use practical examples to streamline your data entry process.

What is Data Validation in Excel

Data Validation gives you the control to receive particular inputs from users. We all have encountered using this feature in our day-to-day lives, one such example is while filling out forms in which the age cell will accept numbers, the name column accepts text with limited characters, and the date of birth will have years pre-defined to rule out the ineligible candidates.

How to do Data Validation in Excel

The data validation function can be found in the DATA tab from the Exceln (as seen in the picture below).

Step 1: Click on the Data Tab in the Ribbon.

Step 2: Now select Data Validation.

After clicking on Data Validation, a menu appears.

Step 3: Select Data Validation and a dialogue box appear.

There are 3 tabs in the dialogue box.

1. Settings: This will help you to select the data type and the type of data that you want to be filled in the desired row or column.
2. Input Message: This tab will help to let the user know about the constraints you've decided on for the row/column. It will alert the user to input the right set of values.
3. Error Alert: The error alert tab will help the user to know that they had entered invalid data.

Note: The data validation feature is not 100 percent reliable. If you will try to copy the data from cells which has no defined validation rules and then try to paste those cells to cells having data validation then all the validation part get vanished. Basically, validation rules get changed from the corresponding cell based on the copied cell content.

Settings Tab

In the settings tab, you can find options to set validation criteria. The Setting Tab helps us to choose the validation rule as per your need from the in-built options. We also have the option to select custom rules with the customized formula for user inputs. There are all the options for Data Validation in the settings tab.

Input Message Tab (Optional)

The Input Message Text tab has a Text box to enter a message displayed as soon as the user selects the respective cell to enter the data.

If you want to display a message that helps the user to understand what type of data is allowed to enter in the data in the given cell.

Follow the below steps:

Step 1: Open the Input Message Tab.

Step 2: Make sure there should be a tick mark on the "When a cell is selected, show input message".

Step 3: Enter the Title and Text of your message in the fields.

Step 4: As soon as the user selects the Validated cell, It will show this message.

Error alert Tab (Optional)

The error alert tab helps us to provide the option to control how the validation is enforced. We can apply different criteria and then use any desired error style according to the user input. We can also display a message to the user informing them about the type of error and what values must be entered in the given cells.

There are three types of error styles in Excel

• Stop
• Warning 
• Information

If you want to configure a custom error alert message then follow the steps below:

Step 1: Click on the Error Alert in the Data Validation

Step 2: Make sure there is a tick mark in the box "Show error alert after invalid data in Entered".

Step 3: You can Select the desired error style in the Style box.

Step 4: Enter the title and text of the error message and click "ok".

Excel Data Validation List

Data Validation also provides a feature of adding a drop-down list to a cell or group of cells.

Follow the below steps to add a drop-down list:

Step 1: Select a cell in which you want to add the drop-down list.

Step 2: On the setting tab,  Enter List in the Allow box.

Step 3: Type the Items of your  Excel Validation list in the Source Box, Separated by commas For example To limit the user input into two choices type Yes, NO.

Step 4: Now select the In-cell dropdown box in order for the drop-down arrow to appear next to the cell. 

Step 5: Press "OK"

Example of Data Validation

Let's take the example of filling out a form. The form requires your name which has a limitation of 3-7 characters, it requires your date of birth, and has a list of cities for the exam center. Not considering all the other requirements as of now.

The form looks like this.

To apply data validation with a word limit of 3-7 characters for the Name cell.

Step 1: Select the empty cell in front of the Name.

Step 2: From the DATA tab in the ribbon, select Data Validation.

Step 3: A Dialogue box will appear.

Step 4: In the dialogue box from the setting tab, in the dropdown, select Text Length (as shown in the image below).

Step 5: We want our user to enter the name between 3-7 characters, So in the Minimum column we'll write 3 and in the Maximum column we'll write 7 and then click OK.

The Name row will now accept only text between 3-7 characters.

To use Data Validation as Date of Birth

Step 6: Select the cell in front of Data of Birth in Excel.

Step 7: Repeat steps 2 and 3.

Step 8: In this step, instead of selecting text length, you need to select Date (as shown in the image below).

 If you want the user must be born between 1st January 2000 to 1st January 2021.  Enter the Start date as 1st January 2000 and the End date as 1st January 2021. 

Step 9: Click OK.

Now, the Date of Birth row will accept dates between 1st January 2000 to 1st January 2021.

Excel Data Validation List (Dropdown)

Step 10: Select the empty cell in front of the Exam Centre.

Step 11: Repeat steps 2 and 3.

Step 12: Select List (as shown in the image below).

You want to add "Kanpur", "Agra", "Aligarh", "Lucknow", "Varanasi" to the list.

Step 13: Add the names in the source column separated by a comma(,).

Step 14: Click OK.

The Exam center cell will look like this.

You've successfully created a form with 3 requirements using Data Validation.

Date Validation

Date Validation can be set -up in Excel. Select date in the allow box and pick up the appropriate criteria.

Follow the below steps to set-up date validation:

Step 1: Select the cell

Select the cell where you'd be applying the data validation

Step 2: