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MS EXCEL 2003
DATA VALIDATION
DATA VALIDATION
Excel worksheets are often created to give to other people for the purposes of data collection. In these
cases, you want to make it easy for others to enter correct data and at the same time difficult for them to
enter incorrect data. With a feature called data validation, Excel can assist in several ways.
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DATA VALIDATION
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DATA VALIDATION
7. Click on OK.
8. Click in B1 to see the input message.
A cell with an input message but no error message will accept both valid and invalid entries.
However, Excel detects an invalid entry. Later you will see how to make Excel circle invalid
entries in red.
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DATA VALIDATION
Note: A cell with an information error message will accept both valid and invalid entries.
Excel detects an invalid entry and displays an information message; but the invalid data can
be entered into the cell by clicking on OK.
(Why accept invalid data? You may want it entered but circled in red, which you will leanr to
do in a later exercise.)
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MS EXCEL 2003
DATA VALIDATION
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DATA VALIDATION
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MS EXCEL 2003
DATA VALIDATION
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DATA VALIDATION
6. Click OK. Notice that a drop-down arrow appears to the right of F2.
Note: This method of Data Validation is case sensitive -- if a user types pass
instead of Pass, an error alert will be displayed.
7. Test the drop-down list in F1.
A second method
1. Continue with the file Excel7_datavalid.xls
2. In the range B10:B13 enter the names Smith, Ho, DeSouza, Singh.
Note: Usually this list would be entered in a remote section of the worksheet where users would
not see it. It can also be placed in another sheet in the same workbook, provided that the range of
cells in the second sheet is named.
3. To name the range, highlight the cells then choose Insert / Name / Define. The Define Name
dialog box opens.
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DATA VALIDATION
5. Click OK. The range B10:B13 may now be referred to with the name ExecutiveStaff.
6. Click in cell F1.
7. Select Data / Validation / Settings.
8. From the Allow: drop-down list, select List.
9. At the right side of the Source field, click on the small red arrow.
10. Highlight B10:B13.
11. Click OK.
12. The drop-down box labelled In-cell must have a check mark in it.
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DATA VALIDATION
16. Click on the drop-down button for cell F1. The names in the range B10:B13 are displayed.
Ex. 9 Practice
1. Continue with the file Excel7_datavalid.xls.
2. In cell G1,
a. Create a drop-down list for a student’s letter grade: A, B, C, D, E, NA.
b. Use all 3 tabs of the Data Validation dialogue box (Settings, Input Message and Error
alert).
c. Invalid data should not be accepted.
3. In cell H1,
a. Use data validation for an Ontario Secondary School Course Code which must consist of
6 characters (e.g. BTA3O1).
b. Use all 3 tabs of the Data Validation dialogue box.
c. Use a Stop error alert with the message Course code must be the correct code
consisting of 6 letters and numbers. Please click Retry and retype the course code or
click Cancel and speak to your Guidance counsellor for further assistance.
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