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Settings lets you customize the options such as allowed data formats and set rules for data entry. When you click the Data Validation button, you will see the Data Validation dialog box with three tabs: Settings, Input Message, and Error Alert. Check the image below to get a clear idea about the tool’s location. In the Data Tools section, you should find the Data Validation tool. While on an open Excel worksheet, click the Data tab on the ribbon menu. You can find the Data Validation tool on the Excel ribbon menu. Get Familiar With the Data Validation Tool In a nutshell, whenever the Excel worksheet or workbook administrator wants to force users to enter data in a specific format, they take help from the Data Validation Tool. However, it has far greater use than the Excel drop-down lists. Most Excel users know this tool as the go-to place to create some quick drop-down menus. But how does Excel enforce all these restrictions? The answer is the Excel Data Validation tool. However, most processes create a custom-designed worksheet with limited data for each cell in data entry.įor example, one cell allows numbers, the next accepts characters, another allows employee names, and so on. What Is Data Validation in Excel?Įxcel’s cells can take any input, such as characters, numbers, special symbols, etc. Just choose a country and follow the multi-tiered drop-down lists. Hence, you do not need to remember the names of all. And finally, when you pick a manager, you will only see the sales rep who works under that manager. Then, choosing an office will show you ten managers who work for that office. A drop-down list for countries will take you to the correct country. When you need to make a sales report, you can make dependent Excel drop-down lists. For example, your company operates in 150 countries, there are 200 offices, offices have ten managers each, and each manager controls 20 sales executives. If you have noticed here, you can also save yourself from spelling mistakes.ĭrop-down lists further increase your worksheet’s functionality by offering dynamic report creation. Thus, the user can simply select the name using the mouse and save time. For example, if the drop-down list has names of 100 employees and the user types “A”, Excel drop-down list will automatically show the names that begin with “A.” The Benefits of a Drop-Down ListĪgain, the function also increases productivity by automatically suggesting cell items. The reason is the drop-down menu will only show the listed fruits that your company sells. When you use Excel for data collection and process the data with a database tool, the drop-down list also helps you to collect uniform data.įor example, if the cell only accepts names of fruits, the data entry operator will not be able to add names of animals, fish, spices, etc. Such functions of the Data Validation tool of Excel reduce error by offering the Excel workbook user some limited list items for a specific cell. What Is an Excel Drop-Down List?Ī drop-down list in spreadsheet applications like Excel is a powerful tool to reduce errors and increase productivity. Most data entry processes utilize drop-down lists to minimize human error and ambiguity in data entry.Ĭontinue reading to learn the basics of drop-down lists, the Excel Data Validation tool, and a step-by-step process of adding a drop-down list to your Excel workbook. The data entry operator can enter the required data by simply clicking on a drop-down list and then choosing the correct list item. In-cell drop-down lists are great options to speed up data entry tasks. Get a clear look at the process of implementing drop-down lists in your Excel workbook using the Excel Data Validation tool. Excel drop-down list is a great feature that facilitates error-free data entry. |
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