Example of Data Validation

Let’s take the example of filling out a form. The form requires your name which has a limitation of 3-7 characters, it requires your date of birth, and has a list of cities for the exam center. Not considering all the other requirements as of now.

The form looks like this.

To apply data validation with a word limit of 3-7 characters for the Name cell.

Step 1: Select the empty cell in front of the Name.

Step 2: From the DATA tab in the ribbon, select Data Validation.

Step 3: A Dialogue box will appear.

Step 4: In the dialogue box from the setting tab, in the dropdown, select Text Length (as shown in the image below).

Step 5: We want our user to enter the name between 3-7 characters, So in the Minimum column we’ll write 3 and in the Maximum column we’ll write 7 and then click OK.

The Name row will now accept only text between 3-7 characters.

To use Data Validation as Date of Birth

Step 6: Select the cell in front of Data of Birth in Excel.

Step 7: Repeat steps 2 and 3.

Step 8: In this step, instead of selecting text length, you need to select Date (as shown in the image below).

 If you want the user must be born between 1st January 2000 to 1st January 2021.  Enter the Start date as 1st January 2000 and the End date as 1st January 2021. 

Step 9: Click OK.

Now, the Date of Birth row will accept dates between 1st January 2000 to 1st January 2021.

Excel Data Validation List (Dropdown)

Step 10: Select the empty cell in front of the Exam Centre.

Step 11: Repeat steps 2 and 3.

Step 12: Select List (as shown in the image below).

You want to add “Kanpur”, “Agra”, “Aligarh”, “Lucknow”, “Varanasi” to the list.

Step 13: Add the names in the source column separated by a comma(,).

Step 14: Click OK.

The Exam center cell will look like this.

You’ve successfully created a form with 3 requirements using Data Validation.

Microsoft Excel is a powerful tool and is widely useful too. It has various features to ease our work. One such feature is Data Validation. Now suppose you want the user to enter some specific values into the cells and for that, you need to set some pre-defined rules so that the user wouldn’t be able to enter other values and that’s where Data Validation steps in.