Excel Data Validation

Data validation is a feature in Excel used to control what a user can enter into a cell.

Data validation is a feature available in Microsoft Excel. It allows you to do the following:

• Make a list of the entries that restricts the values allowed in a cell.
• Create a prompt message explaining the kind of data allowed in a cell.
• Create messages that appear when incorrect data has been entered.
• Check for incorrect entries by using the Auditing toolbar.
• Set a range of numeric values that can be entered in a cell.
• Determine if an entry is valid based on calculation in another cell.

Data Validation Example

In this example, we restrict users to enter a whole number between 0 and 10.

Create Data Validation Rule

To create the data validation rule, execute the following steps.
1. Select cell C2.
2. On the Data tab, in the Data Tools group, click Data Validation.

On the Settings tab:
3. In the Allow list, click Whole number.
4. In the Data list, click between.
5. Enter the Minimum and Maximum values.

Input Message

Input messages appear when the user selects the cell and tell the user what to enter.
On the Input Message tab:
1. Check 'Show input message when cell is selected'.
2. Enter a title.
3. Enter an input message.

Error Alert

If users ignore the input message and enter a number that is not valid, you can show them an error alert.
On the Error Alert tab:
1. Check 'Show error alert after invalid data is entered'.
2. Enter a title.
3. Enter an error message.

4. Click OK.

Data Validation Result

1. Select cell C2.

2. Try to enter a number higher than 10.
Result:

Note: to remove data validation from a cell, select the cell, on the Data tab, in the Data Tools group, click Data Validation, and then click Clear All.