Data validation rules in Excel - Cheat Sheet & Quick Revision

Recall & Review

beginner

What is the purpose of data validation in Excel?

Data validation helps control what users can enter in a cell. It prevents mistakes by allowing only specific types or ranges of data.

beginner

Name three common types of data validation rules in Excel.

1. Whole number limits (e.g., between 1 and 100)<br>2. List of allowed values (dropdown)<br>3. Date or time restrictions

beginner

How do you create a dropdown list using data validation?

Select the cell, go to Data > Data Validation, choose 'List' under Allow, then enter the items separated by commas or select a range with the list values.

beginner

What happens if a user enters invalid data in a cell with data validation?

Excel shows an error message and prevents the entry unless you allow ignoring the warning or customize the alert.

beginner

Can data validation rules be applied to multiple cells at once?

Yes, you can select multiple cells or a range before setting the data validation rule, so all selected cells follow the same rule.

Which Excel feature lets you restrict cell input to a list of choices?

A Pivot Table

B Data Validation with List

C Conditional Formatting

D Filter

Data Validation with List creates a dropdown so users can only pick from allowed options.

What type of data validation rule would you use to allow only numbers between 10 and 50?

A Date

B Text Length

C Whole Number between 10 and 50

D Custom Formula

Whole Number validation lets you set a minimum and maximum number range.

If you want to allow only dates after January 1, 2023, which validation type do you choose?

A Time

B Decimal

C List

D Date greater than 01/01/2023

Date validation can restrict entries to dates after a specific date.

What happens if a user tries to enter invalid data in a validated cell?

A Excel shows an error message

B Excel accepts the data silently

C Excel deletes the data automatically

D Excel formats the cell red

Excel shows an error message and blocks invalid entries by default.

Can you copy data validation rules from one cell to another?

A Yes, by copying and pasting the cell

B Only for dropdown lists

C Only with VBA macros

D No, you must set rules manually

Copying and pasting a cell copies its data validation rules too.

Explain how to set a data validation rule that allows only whole numbers between 1 and 100.

Think about the steps in the Data Validation dialog.

Describe how data validation helps prevent errors in a spreadsheet.

Consider why controlling input is useful.