Excel Data Validation Examples
The following worksheets have various completed Data Validation examples as mentioned in the following Sup
See more online: Apply Data Validation to cells
Each worksheet is listed below, along with what kind of Data Validation you'll find
Worksheet Data Validation Type
Whole number Limit entries to whole numbers
Decimal Limit entries to decimal (percentage) values
Departments Limit selections to list choices
Cost centers table Table for Cost center list source
Cost center budget Limit selections to Cost center list choices
Date Limit entries to dates within a range
Time Limit entries between a time frame
Text length Limit entries to a certain number of characters
HR Budget Limit entries to a certain maximum amount
Products Require entries to meet certain text guidelines
Age verification Limit entries below a certain age
Custom values Limit entries to unique values only (no repeated entries)
E-Mail Require entries to contain the @ symbol
Cells highlighted like this are for input:
Input here
oned in the following Support.Office.com article:
Data Validation is limited to the following options:
Data Validation - Limit entry to a whole number
Ranking Ranking
7
This example limits users to entries
between 1 (Minimum) and 10
(Maximum).
Number of Dependents
Dependents Deductions
This example limits users to entries
2 4 greater than or equal to 2 times the
value in cell A14. The Minimum value
is determined by a formula:
=2*A14
See more online: Apply Data Validation to cells
Limit entry to values between 1 and 10
Use a formula to limit an entry
Data Validation - Limit entry to a decimal
Current Salary Annual Merit Increase New Salary Decimal
$50,000 3.0% $51,500 This example limits users to a
decimal (percent) value less than or
equal to 3%.
See more online: Apply Data Validation to cells
Limit entry to a decimal value less than or equal to 3%
ecimal
imits users to a
t) value less than or
Data Validation List with a Table for a source
Department Dept ID Department Steps
Accounting 401 Sales
1. Add your list data and format it
Payroll 501 as a Table (Home tab > Styles >
Human Resources 301 Format as Table).
Sales 201 2. It's not necessary, but you can
Marketing 601 name your table from the Table
tools tab - this one is named
Operations 701 "DepartmentTable". This will
Executive 101 help you keep track of multiple
tables.
3. Add a Named Range for your
list, by selecting the list range
See more online: Apply Data Validation to cells (A4:A10 in this case), then from
the Formulas tab select Name
Manager, and input an
appropriate name. This one is
named "DepartmentList".
4. Select the cell where you want
your Data Validation list (D4 in
this case), and go to the Data tab
> Data Validation > Allow List >
Source > "=DepartmentList".
5. Add Input and Error Messages
as needed.
Use the Name Manger to create and manage Defined Names
d format it
Styles >
ut you can
he Table
amed
his will
multiple
for your
range
hen from
t Name
s one is
t".
you want
t (D4 in
e Data tab
w List >
tList".
Messages
Create your Data Validation List
Add Input & Error Messages
Excel Table that can be used for a Data Validation List source
Cost Center Category Use the Name Manger to c
110 Salary - Regular Wages Cost Centers
120 Salary - Hourly Wages
This list is used in the second
130 Salary - Commission example in the next worksheet (Cost
140 Salary - Bonus Center Budget).
150 Salary - Vacation It's named "lst_CostCenter" in the
160 Salary - Sick Time Name Manager (Formulas > Name
Manager).
170 Tax - Fed
180 Tax - State
190 Tax - SDI
See more online: Apply Data Validation to cells
tion List source
Use the Name Manger to create and manage Defined Names
DID YOU KNOW?
If you use Excel Tables for your D
Validation List source, then your lis
will be dynamic - that is, they wil
automatically adjust themselves as
add or remove items!
DID YOU KNOW?
u use Excel Tables for your Data
ation List source, then your lists
be dynamic - that is, they will
atically adjust themselves as you
add or remove items!
Data Validation - Limit a list to certain entries
Current Year Future Year
Cost Center Category
Projected Budget
Variance Cost Cen
110 Salary - Regular Wages 63,578 60,000 (3,578) This example limits u
entries from 100-999 in
120 Salary - Hourly Wages 19,721 25,000 5,279
130 Salary - Commission 37,500 40,000 2,500 Or look at the next ex
to use the list from the
140 Salary - Bonus 12,605 worksheet to set up a l
150 Salary - Vacation 28,391 30,000 1,609
160 Salary - Sick Time 7,303 8,500 1,197
170 Tax - Fed 44,985 50,000 5,015
180 Tax - State 20,287 21,000 713
190 Tax - SDI 1,470 1,500 30
Data Validation - Use the Cost Center list
Current Year Future Year
Cost Center Category Variance Use VLOOKUP t
Projected Budget
Category
110 Salary - Regular Wages 63,578 60,000 (3,578)
120 Salary - Hourly Wages 19,721 25,000 5,279 Note the VLOOKUP fo
both tables that return
130 Salary - Commission 37,500 40,000 2,500 name based on the Cos
140 Salary - Bonus 12,605 entry/selection.
150 Salary - Vacation 28,391 30,000 1,609 You can click this to le
160 Salary - Sick Time 7,303 8,500 1,197 VLOOKUP.
170 Tax - Fed 44,985 50,000 5,015
180 Tax - State 20,287 21,000 713
190 Tax - SDI 1,470 1,500 30
See more online: Apply Data Validation to cells
Limit users to entries between 100-999
Cost Centers
This example limits users to Cost Center
entries from 100-999 in range A4:A12.
Or look at the next example if you want
to use the list from the Cost Centers
worksheet to set up a list selection.
Use VLOOKUP to return the
Category name
Use the Cost Center list instead
Note the VLOOKUP formula example in
both tables that returns the Category
name based on the Cost Center
entry/selection.
You can click this to learn more about
VLOOKUP.
Data Validation - Limit users to date entries only
Use the Date option to lim
Time Off Request
Start Date End Date Date Entries
09/12/17 09/17/17 This example limits users to entering a
start date after today by using the
TODAY() function, and an end date after
the start date.
Use the Date option to lim
See more online: Apply Data Validation to cells
Use the Date option to limit the Start Date
Use the Date option to limit the End Date
Data Validation - Limit users to time entries only
Start Time End Time Meeting Time Time Entries
8:00 AM 5:00 PM 9:30 AM
This example (cell C4) limits users to
entering time values between cells A4
& B4 (8:00 AM and 5:00 PM).
Note that this example uses
references to the values in cells A4 & B4
instead of inputting the values into the
Data Validation dialog. It's much easier
to update those values when they're in
cells.
See more online: Apply Data Validation to cells
Use the Start & End Time options to limit Time entries
Data Validation - Limit entries to a certain text length
Text Length Settings
Enter text up to 25 characters Limit Text Length
Enter a brief description
This example (cell A4) limits users to
text entries less than 25 characters by
using the "less than or equal to" Data
option.
See more online: Apply Data Validation to cells
Text Length Settings
Data Validation - Limit entries to a set value
Budget Limit entrie
65,000
Budget Input -- Human Resou Maximum
This example (c
to a whole numbe
Current Year Future Year equal to the value
Cost Center Category Variance
Projected Budget Note that this e
110 Salary - Regular Wages 63,578 60,000 (3,578) reference to the v
instead of inputtin
120 Salary - Hourly Wages 19,721 25,000 5,279 Data Validation d
130 Salary - Commission 37,500 40,000 2,500 easier to update t
a cell.
140 Salary - Bonus 12,605 25,000 12,395
150 Salary - Vacation 28,391 30,000 1,609
160 Salary - Sick Time 7,303 8,500 1,197
170 Tax - Fed 44,985 50,000 5,015
180 Tax - State 20,287 21,000 713
190 Tax - SDI 1,470 1,500 30
See more online: Apply Data Validation to cells
Allow a whole number entry limited to a set value
Limit entries to a set value
This example (cell D10) limits users
to a whole number entry less than or
equal to the value in cell E4
Note that this example uses a
reference to the value in cell E4
instead of inputting the value into the
Data Validation dialog. It's much
easier to update that value when it's in
a cell.
Data Validation - Custom option with a formula to restrict a tex
Product ID Product Name Custom Option to restrict a Text entry
ID-1234567 Widget
This example uses the Custom option in cells
ID-29876534 Fetzer Valve A4:A5.
In this case the user can only enter a Product ID
beginning with the text "ID-" and 9 or more total
characters by using the formula:
=AND(LEFT(A4,3)="ID-",LEN(A4)>9)
Another option would be to use a Custom Number
Format from the Format Cells dialog (Ctrl+1) - See
the example below.
Data Validation - Custom option with a formula to ensure a tex
Product ID Product Name Custom Option to ensure a Text entry
ID-1234567 Widget
This example uses the Custom option in cells
ID-29876534 Fetzer Valve B22:B23.
In this case the user can only enter a Product
Name that is text, so it can't be just numeric:
=ISTEXT(B22)
Custom Number Format
Custom Number Format
Product ID Product Name
Another option for the Product ID would be to
ID-1234567 Widget use a Custom Number Format from the Format
Cells dialog (Ctrl+1) to automatically display the
"ID-" text, and allow the user to only enter the
actual Product ID numbers. Note that the text "ID-"
isn't actually part of the Product ID, it's just
displayed for you.
Custom Number Format
Another option for the Product ID would be to
use a Custom Number Format from the Format
ID-29876534 Fetzer Valve Cells dialog (Ctrl+1) to automatically display the
"ID-" text, and allow the user to only enter the
actual Product ID numbers. Note that the text "ID-"
isn't actually part of the Product ID, it's just
displayed for you.
Custom Format - "ID-"#######
You could still use Data Validation to limit the
overall Text entry length however.
See more online: Apply Data Validation to cells
restrict a text entry
Custom option for Product ID entry
ensure a text entry
Custom option to ensure a Text (non-numeric only) entry
Custom Number format
Data Validation - Custom format to verify age requirement
Does a participant meet an age Custom Option
requirement?
This example uses the Custom option in cell
Age Limit: 18 B6 to determine if a participant meets a set
Must be born before: 09/16/99 age requirement.
Birthday: 01/15/96 In this case the user can only enter an
employee age that is greater than 18 (this can
Current Age: 21.67 be changed in cell B4).
=IF(B6<=(TODAY()-(365*B4)),TRUE,FALSE)
This formula uses TRUE/FALSE arguments to
evaluate the entries. If the condition is TRUE,
then Data Validation will allow the entry to be
confirmed, otherwise it will be rejected.
See more online: Apply Data Validation to cells
equirement
Custom option to verify age requirement
Data Validation - Custom option to ensure Unique entries only
Unique List Custom Option - Unique Entries Only Custom option to ensure U
1
This example uses the Custom option for cells
2 A4:A12
3
In this case the user can only enter a value that
4 has not already been entered in the range.
5
=COUNTIF($A$4:$A$12,A4)=1
6
7 This formula counts the number of times each
entry has been made and will only allow it if it's
8 been entered once (unique), otherwise Data
9 Validation will reject it.
See more online: Apply Data Validation to cells
que entries only
Custom option to ensure Unique entries only
Data Validation - Custom option for e-mail address validation
E-Mail Address Custom Option - E-Mail validation Custom option for e-mail ad
[email protected] This example (cell A4) uses the Custom
option to validate an e-mail address entry.
In this case the user can only enter a value
that includes the @ symbol for an e-mail
address. It's not a perfect validation method,
but it should work for most cases.
=ISNUMBER(FIND("@",A4))
This formula uses the FIND function to look
for the @ symbol in the text entry. If it exists,
then FIND will return a number, which is the
@ symbol's position in the text string and
allow the entry to pass. If the @ symbol isn't
found, then the fomula will return an error,
which ISNUMBER will force Data Validation to
reject.
See more online: Apply Data Validation to cells
dress validation
Custom option for e-mail address validation
