Excel function for data entry – Data validation & Error Alert
- What is data validation and drop down list? What is the use of data validation?
In Excel also, like software, we can put a drop down list in data entry. Drop down list has many advantages. like ….
If different data entry operators fill the same type of data in the data entry, then everyone fill the information in their own way. Like if someone would type Male and Female in the Gender key field in the data, someone would type M & F such shortcut. But there is little problem in analyzing such data and does not even look professional. Data Validation is the best way to bring uniqueness to data entry.
We have to type some fields repeatedly while entering data in Excel. For example, the department needs to type repeatedly in the details of the employee. And by counting the same data, we summarize. For summary, countif or pivot table has to be used. Taking the same field while typing, if the spelling is mistaken, Excel considers the same field differently and the summary is incorrect.
This type of data function is used to avoid errors of this type of data entry operator.
There are several types of data validation, such as validation by Numbers, according to the text, by date, etc. In this article, we are going to Learn Data Validation by putting a drop down list of text.
- How to add a drop-down list to Excel cell ?
There are 3 ways to list drop down.
1. Typing the list into the drop down window
2. Selecting from column
3. From Name Manager
1. Typing the list into the drop down window
Select the cell where the drop down list is to be placed.
For example, the Gender column is selected. Click on the Data Validation option in the Data tab of Excel.
The data validation window will open. Setting, input massage & Error alert 3 Tab will be seen in the window. In the Settings tab, select the list from the drop down box of Validation Criteria.
The text box of the source will appear, type a comma in the criteria middle of your list. Gender is typed as Male, Female,Other like this.
There is no need to give space between two criteria. After the list is typed, click on the OK button.
Data validation list will be applied.
But we have to use two other options also.
If there is limited criterion as mentioned above, data validation is easy. But if the list of criteria is large, and you can add the list to the drop down in two ways.
2. Selecting from column –
Select the cell where the drop down list is to be set.
Open the window of data validation and select the list in the drop down of Allow. Click in the text box of the source (or click on the small sub arrow on the right side). Select the list that contains the list of Criteria. (If only select list using arrow then Click on the down arrow on the right side of the small window). Click on the OK button.
In the following example, the list of the year is typed in the column of a separate sheet. Barring the heading, all the cafeterias have been selected for the year.
The list of all the years will be added to the drop down list.
3. From Name Manager –
First select the list of criteria.
Give any name to the list in the Name box of the same sheet and press the enter button.
In the image below, class is selected from sheet 2. Class is typed in the Name Box.
After that, select the cell in which to drop down List.
Click the option of data validation from the Data tab and open the tab of Data Validation. Select the list from the Allow drop down of setting and in Source, type the name of the list that was named in the Name box by pressing = Sign. Press the OK button.
In our example, selecting the column of class in sheet 1, clicking on the option of data validation from the data tab, typed =Class
The list of all the Class will be added to the drop down list.
- Displaying input message on clicking on cell
If we want to show a message when you click on the cell of data validation, then let the Show input message when cell is selected check box ticked.
Give Name any data according to the title and type the instruction in the input message.
You can set the Pop Up window of the Input Message by dragging the window and moving it on the screen wherever you want.
- Showing error alert when typing invalid data and ban invalid data
There are 3 types in Error Alert.
- Stop – Completely ban Invalid data by showing message –
- Warning – Option of Yes, No and Cancel to enter Invalid data by showing message
- Information – Invalid Error Only showing message of alert
1. Stop – Completely ban Invalid data by showing message –
Data Validation In order to prevent anyone from typing a different text from the list’s criteria if applied in the cell, click on this tab and tick the Show error alert after invalid data is entered check box. From the Style Drop Down List Select Stop.
Enter any name of the Error Alert in the title and type the instruction in the Input Message and click on the OK button.
Now if we type the invalid data in the cell, we will be stopped by showing the error message. In this way we can do correct data entry like software.
2. Warning – Option of Yes, No and Cancel to enter Invalid data by showing message
Selecting this option will prevent Invalid Data at the time of entry; But the option to enter data will also be shown. We can also Yes, No or Cancel Invalid Data.
In the Tab of Error Alert, select the option of Warning in the style drop down, type Title and Error Message and click OK.
The data in the image below is valid from 2010 to 2020. By typing 2021 in the cell E5, in the alert message box, we can click on Yes or continue to cancel or no.
3. Information – Invalid Error Only showing message of alert –
By selecting this option, only the message box of Invalid Data will be shown at the time of entry.
Type the title and error message, select the information option in the drop down style in the Tab of Error Alert and click OK.
In the image below, this is the First Year, Second Year, Third Year & Fourth Year Data Valid. On typing the Fifth Year, an alert message box is shown. You can continue typing the typed data by clicking on OK.
- Remove drop down list
To remove the drop down list applied, select the cell and open the tab of data validation and click on Clare All.
- Thus, the important advanced Excel function of data entry is. With this option, the error of data entry can be prevented.
- We did not find a search option in the drop down list. We can scroll through the drop down list and select it.
- How to create a Searchable drop down list? Click to learn it.
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