How to use a Validation List in Excel to Validate Entries

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Excel allows its users to control and restrict what values a user can enter into a cell. By doing this, not only will you ensure that your worksheet entries are valid, but calculations that use these entries will be valid as well. During data entry, a validation list forces anyone using your worksheet to select a value from a drop-down menu rather than typing it and potentially typing the wrong information. In this way, validation lists save time and reduce errors. To create a validation list, type the values you want to include into adjacent cells in a column or row. You may want to name the range. See Here to learn how to name ranges. After you type your values, use the Data Validation dialog box to assign values to your validation list. Then copy and paste your validation list into the appropriate cells by using the Paste Special Validation option.
Don’t forget to place your validation list in an out-of-the-way place on your worksheet or better yet, on a separate worksheet.

How to Set It Up

Launch Excel 2007

Click in the cell in which you want to create a validation list.

Select the Data Tab

Select Data Validation in the Data Tools group, after which the Data Validation Box should appear.

Select the Settings tab

Under Allow, Select List.

Click and drag to select the valid entries, or type = followed by the range name.

Select Ok. Excel should now create a validation list in the cell that you specified

You should now be set.

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2 Comments

Burdette

1

I want to type a list of names in Column A of Sheet 1 in a Two sheet Exel workbook. The I want to able to use validation to view in Sheet 2, the Name from Sheet 1 that I want. How do I do that?
July 30th, 2008 at 8:40 pm
Vaughan

2

I need to force the user to enter data using a specific format. first 2 chracaters must be between 1 - 32 or 75. the third must be the letter a c or d and the last three can be any number between 0 - 9
August 20th, 2008 at 10:26 am