How to Use Excel Data Validation to Prevent Errors

Excel's Data Validation tool helps you control what users can enter in a cell. This improves data consistency and avoids errors during analysis.

Why Use Data Validation?

• Prevent incorrect data entries
• Limit choices using dropdown lists
• Set number/text/date rules
• Provide clear instructions with input messages

Steps to Add Data Validation

1. Select the cell(s) you want to validate.
2. Go to the Data tab → click Data Validation.
3. Set your validation criteria (e.g., list, whole number, date).
4. Optionally, add an input message and error alert.

Example 1: Dropdown List

Create a list of valid entries (e.g., Male, Female, Other).

Under “Allow”, choose List → type Male,Female,Other

Example 2: Limit Numbers Between 1–100

Choose “Whole Number” → between → set minimum as 1 and maximum as 100.

Tips:

• Use named ranges to manage large dropdowns
• Combine with IFERROR or ISNUMBER for more control
• Hide helper columns used for lists if needed

✅ Clean data leads to accurate dashboards and reports!

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