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You are learning The Excel Interface

How do I create data validation rules to restrict data entry?

Data validation rules in Excel are a powerful tool to ensure users enter only the correct type of information in specific cells. Here's how you can create them:

1. Select Cells:
- Choose the cell(s) where you want to restrict data entry. You can select a single cell, a range of cells, or even an entire column.

2. Access Data Validation:
- Go to the "Data" tab on the Excel ribbon.
- In the "Data Tools" group, click "Data Validation."

3. Set Up Allow Criteria:
- In the "Settings" tab of the Data Validation window, under "Allow," choose the type of data you want to restrict entry to. Here are some common options:
- Whole number: Only allows whole numbers (e.g., integers).
- Decimal: Only allows numbers with decimals.
- List: Restricts entries to a predefined list of options (covered previously in the dropdown list explanation).
- Date: Only allows valid date entries.
- Time: Only allows valid time entries.
- Text length: Restricts the number of characters allowed in the cell.
- Custom: Enables you to create a formula-based validation rule for more complex restrictions.

4. Define Validation Criteria (Optional):
- Depending on the option you pick in step 3, you might need to define further criteria.
- For numbers: You can set a minimum and/or maximum value in the "Between" or "Less than" or "Greater than" sections.
- For dates and times: You can specify a date or time range using the comparison options.
- For text length: Enter the minimum and/or maximum number of characters allowed.
- For custom: You'll need to enter a formula that evaluates to TRUE for valid entries and FALSE for invalid entries.

5. Input Message (Optional):
- In the "Input Message" tab, you can create a custom message that appears when users select the cell. This message can explain what kind of data is expected in the cell.

6. Error Alert (Optional):
- In the "Error Alert" tab, you can choose what happens if a user tries to enter invalid data. You can:
- Show a stop sign error alert: Displays a message explaining the error.
- Show a warning alert: Displays a message but allows the user to enter invalid data.
- Reject the entry: Prevents the user from entering invalid data altogether.

7. Click OK:
- Once you've defined your settings, click "OK" to activate the data validation rule on your selected cells.

By following these steps, you can ensure that users only enter the type of data you allow in specific cells, promoting data integrity and consistency in your Excel worksheets.

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