Lecture on Data Validation in Excel

Overview

• Understanding data validation for:
  • Whole numbers
  • Text
  • Dates
  • Drop-down lists

Data Validation for Whole Numbers

• Cell Selection: Select the column to apply data validation.
• Setting Conditions:
  • Navigate to the Data tab.
  • Select Data Validation.
  • By default, any value is allowed.
  • Restrict input to whole numbers between given criteria (e.g., 10 and 100).
• Error Message:
  • If value is outside the range, display error: "The value doesn't match the data validation restriction."

Data Validation for Text Length

• Purpose: Restrict text length.
• Steps:
  • Select desired column.
  • Use Data Validation to set text length between 3 to 5 characters.
• Error Handling:
  • Input exceeding limits prompts an error message similar to number validation.

Data Validation for Dates

• Date Criteria: Allow dates between specific range (e.g., 01/01/2016 to 01/01/2017).
• Implementation:
  • Go to Data Validation and set type to Date.
  • Define the date range.
• Validation Check:
  • Dates outside the range trigger an error message.

Drop-down Lists

• Purpose: Provide selectable options for data entry.
• Creating a List:
  • Use Data Validation, choosing the List option.
  • Manually enter list items separated by commas, or select from existing data.
• Example: List of countries like "India, Japan, China, Singapore."
• Handling Large Lists:
  • Reference data from another sheet using Data Validation.
  • Draw from a range of cells containing list items.
• Disadvantages:
  • Deleting source data results in missing list items.
  • Protect data by storing it in hidden or locked sheets.

Custom Error Messages and Input Messages

• Error Alert Customization:
  • Customize error titles and messages for clarity (e.g., "Not Valid. Please enter numbers between 10 and 100").
• Input Messages:
  • Guide users with input messages when they select a cell (e.g., "Kindly enter numbers between 10 and 100").

Conclusion

• Reviewed data validation techniques for managing data entry and ensuring consistency.
• Discussed limitations and solutions for using drop-down lists effectively.
• Highlighted the importance of customizing error and input messages for user-friendliness.