32 Questions
What happens when a user selects a cell with data validation applied and no input message is set?
No message appears
What is the primary purpose of data validation in Excel?
To control what a user can enter into a cell
What is the purpose of the Error Alert Tab?
To control how validation is enforced
What type of value can be validated using data validation in Excel?
Numbers, dates, or text values
What happens when the style is set to 'Stop'
Invalid data triggers a window with a message
What is the benefit of using data validation to present a user with a predefined choice?
It provides a convenient way to give a user exactly the values that meet requirements
What is the effect of setting the style to 'Information' or 'Warning'?
A window with a custom message appears, but the user can ignore it
Where is data validation implemented in Excel?
On the Data tab of the ribbon
What is the purpose of the input message?
To inform the user what is allowed or expected
What is the purpose of the Input Message tab in data validation?
To define a message to display when a cell with validation rules is selected
What happens when a user selects 'Yes' in the Warning alert window?
The invalid data is accepted
What is the benefit of using custom validation rules in Excel?
It allows you to use your own formula to validate input
What is the effect of selecting 'Any Value' in data validation?
No validation is performed
What happens when a user enters invalid data in a cell with data validation?
An error message is displayed
What type of data is allowed when 'Whole Number' is selected in data validation?
Only whole numbers
What is the primary difference between data validation and database functions?
Data validation is used to control data entry, while database functions are used to perform calculations
What is the purpose of using named ranges in data validation?
To make references absolute and prevent changes
What happens when a data validation formula returns an error?
The formula is ignored by Excel
What is the purpose of using dummy formulas in data validation?
To test data validation formulas
What is the function of the LEN function in the formula: AND(LEFT(A1)="z",LEN(A1)=5)?
To check the length of the value
What does the formula =AND(A1>TODAY(),A1
Allows only dates within 30 days of today
What is the purpose of using commas in data validation?
To separate multiple values
What is the advantage of using a worksheet reference in data validation?
It allows for dynamic data validation
What is an example of a custom data validation formula?
A formula that allows only 5 character values that begin with 'z'
What is the purpose of the 'Whole number' option in Excel data validation?
To require a whole number within a specified range
What is the result of selecting the 'Decimal' option in Excel data validation?
Decimal values are allowed within a specified range
What is the purpose of the 'List' option in Excel data validation?
To restrict input to a specific list of values
What is the result of selecting the 'Date' option in Excel data validation?
Only dates are allowed within a specified range
What is the purpose of the 'Time' option in Excel data validation?
To restrict input to a specific time range
What is the purpose of the 'Text length' option in Excel data validation?
To validate input based on the number of characters or digits
What is the purpose of the 'Custom' option in Excel data validation?
To validate input using a custom formula
What is the effect of selecting the 'Ignore blank' checkbox in Excel data validation?
Blank cells are not validated when the 'circle invalid data' command is used
Study Notes
Data Validation in Excel
- Data validation is a feature in Excel that controls what a user can enter into a cell.
- It can be used to ensure a value is a number between a specific range, a date within a certain timeframe, or a text entry with a limited number of characters.
- Data validation can display a message to the user telling them what is allowed, stop invalid user input, or present the user with a predefined choice in a dropdown menu.
Defining Data Validation Rules
- Data validation is defined in a window with 3 tabs: Settings, Input Message, and Error Alert.
- The Settings tab is where you enter validation criteria, with options for built-in validation rules or custom formulas.
- The Input Message tab defines a message to display when a cell with validation rules is selected, but has no effect on what the user can enter.
- The Error Alert tab controls how validation is enforced, with options to stop, warn, or inform users of invalid data.
Data Validation Options
- Eight options are available to validate user input:
- Any Value: no validation is performed.
- Whole Number: only whole numbers are allowed.
- Decimal: allows decimal values.
- List: only values from a predefined list are allowed.
- Date: only dates are allowed.
- Time: only times are allowed.
- Text length: validates input based on number of characters or digits.
- Custom: validates user input using a custom formula.
Settings Tab Options
- Two checkboxes are available:
- Ignore blank: tells Excel to not validate cells that contain no value.
- Apply these changes to other cells with the same settings: updates validation applied to other cells when it matches the original validation.
Creating Drop Down Menus
- Drop down menus can be created by hardcoding values into the settings box or selecting a range on the worksheet.
- Named ranges can also be used to specify values, and are automatically absolute.
Data Validation Formula Examples
- Examples of custom formulas include:
- Allowing only 5 character values that begin with "z".
- Allowing only a date within 30 days of today.
Learn how to apply data validation settings and use database functions to perform calculations in Excel. Create validation rules, make data validation lists, and more.
Make Your Own Quizzes and Flashcards
Convert your notes into interactive study material.
Get started for free
