Data Validation

Data Validation enables you to create a drop down list to control the type of data or the values that users enter into a cell. For instance if you have a list of employees and want to assign a department next to each employees name, you can use a drop down list instead of typing the departments. 

Below is an example of how to use Data Validation.

Applies To: MS Excel 2003, 2007 and 2010

1.  Select the sheet 1 tab and enter as below


2.  Select A3:A10 and enter Dept in the name box as per screen shot above(You must press the enter key after typing Dept)

3.  Select the sheet 2 tab, and select the cells in the Department Column of the report (E5:E17)


 4.    Add the Data Validation to the selected cells. Refer to the screen shot below


5.   The following screen will be displayed, select the criteria as shown below.
To insert the range name (Dept.) you can either type in =Dept or press F3 in the Source text box and then select Dept from the list of Named Ranges


6. Select OK and enter employees’ information. To choose the department, select the drop down arrow in column E. A list of departments will be displayed thus automating the entry of departments into the worksheet. The screen shot is displayed below