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Part 8. Working with Data Lists > Checking Form Entries with Data Validation

Checking Form Entries with Data Validation

Click the column header for the data list field to which you want to apply a data-validation rule (for example, column C for Region).

Open the Data menu and choose Validation to open the Data Validation dialog box.

Click the down arrow next to the Allow field and select Whole Number (sales regions are whole numbers, never anything else).

Click the down arrow next to the Data field and select less than or equal to (sales regions are less than or equal to the total number of regions).

INTRODUCTION

You might find that as you enter records into your data list, you inadvertently make some mistakes. For example, suppose your company has only five sales regions, and you keep entering numbers that can't possibly be an actual sales region, such as 6 or 55. If you set a data validation rule for this scenario, Excel will automatically inform you when you make this type of error.


Type the number in the Maximum field (in this case, 5 is the maximum number of regions).

Click the OK button to accept your validation rules; in addition, this will accept Excel's default validation error message (see the tip “Altering the error message” on this page).

Using the form, type a new data list record (see the preceding task), but this time type an incorrect entry, such as 55, in the Region field. When you're finished, click the New button.

Excel selects the cell with the invalid data and alerts you of your error. Click the dialog box's Retry button and repeat step 7, entering a valid value in the Region field.


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