Excel Data Validation Helper
Create dropdown lists, number ranges, and custom validation rules for Excel. Get step-by-step instructions to apply in your spreadsheet.
Validation Type
Settings
Error Message (Optional)
Validation Settings
Yes, No, MaybeStep-by-Step Instructions
1. Select the cells you want to validate
2. Go to Data tab > Data Validation
3. In the Settings tab:
- Allow: "List"
- Source: Yes, No, Maybe
4. In the Error Alert tab:
- Title: Invalid Entry
- Error message: Please select a valid option from the list.
5. Click OK
Pro Tips
- • For dropdown lists, you can also reference a range like =Sheet2!$A$1:$A$10
- • Use named ranges for cleaner formulas: =Products
- • Enable "Ignore blank" if empty cells should be allowed
- • Use the Input Message tab to show hints when cells are selected
How to Use Data Validation
- Choose validation type - Select dropdown list, number range, date range, text length, or custom formula.
- Configure settings - Enter your validation criteria.
- Copy instructions - Follow the step-by-step guide in Excel.
- Apply to cells - Select your cells and apply the validation.
Common Use Cases
- Dropdown lists - Force users to select from predefined options
- Number ranges - Ensure quantities or percentages are within valid ranges
- Date ranges - Restrict dates to a specific period
- Text length - Limit input to a certain number of characters
- Custom formulas - Create complex validation rules