New Feature: Playlist Center! Pick a topic and let our playlists guide the way.

Start learning with our library of video tutorials taught by experts. Get started

Excel 2010: Data Validation in Depth
Illustration by Neil Webb

Locating data validation rules


From:

Excel 2010: Data Validation in Depth

with Dennis Taylor

Video: Locating data validation rules

As you work with certain worksheets, you may encounter a validation rule and you didn't know it was there. For example, I might click in column C3 here. Now, I haven't put in the person's name yet, nor the department, but I'm going to put in his salary right now, and it's 102,000. And I type this, and I get a message. And the message doesn't tell me what's wrong with it or anything, so I'm a little concerned about that. It raises the larger question, are there other data validation criteria in place in this worksheet, and how do we find them? And with it this worksheet has many, many more columns? You would want to know where data validation exists.

Watch this entire course now—plus get access to every course in the library. Each course includes high-quality videos taught by expert instructors.

Become a member
please wait ...
Excel 2010: Data Validation in Depth
59m 45s Intermediate Feb 28, 2011

Viewers: in countries Watching now:

In Excel 2010: Data Validation in Depth, author Dennis Taylor shows how to use the data validation tools in Excel to control how users can input data into workbooks and ensure data is entered consistently and accurately. The course covers creating dropdown lists, preventing duplicate entries, and controlling the format of numeric data, dates and times, and text entered into worksheets. Exercise files are included with the course.

Topics include:
  • Testing for whole numbers and decimals
  • Using the input message box
  • Sequencing and placing lists
  • Creating multi-tiered lists
  • Setting date and time limitations
  • Limiting text length
  • Locating data validation rules
Subjects:
Business Data Analysis
Software:
Excel Office
Author:
Dennis Taylor

Locating data validation rules

As you work with certain worksheets, you may encounter a validation rule and you didn't know it was there. For example, I might click in column C3 here. Now, I haven't put in the person's name yet, nor the department, but I'm going to put in his salary right now, and it's 102,000. And I type this, and I get a message. And the message doesn't tell me what's wrong with it or anything, so I'm a little concerned about that. It raises the larger question, are there other data validation criteria in place in this worksheet, and how do we find them? And with it this worksheet has many, many more columns? You would want to know where data validation exists.

There are two easy approaches to it. On the Home tab, the rightmost button, Find & Select, click it, and here is a choice that says Data Validation. When you make this choice, it highlights all cells in the current worksheet that have a data validation rule. Now it's up to you to figure them out. Possibly, although certainly not in this case, adjacent columns might have the same rule. Certainly not here. But it looks as if, as is often the case, there's a data validation rule for column A, column C, and column D. The next step often is, for the particular column in question, say in column C, right-click on one of the entries and just in column C, click on just one of the entries in column C, and then on the Data tab, jump into Data Validation to see what the rule is.

All the entries here have some kind of a restriction. It says, the maximum salary here is 99999. So the 102,000 wasn't accepted and now we know why. If you do have a worksheet with many, many different cells with data validation and sometimes they are ranges that are not necessarily in sync with columns and rows, sometimes what you'll want to do after clicking on a cell is say, I want to know which other cells have the same rule as this one? Again, logic usually rules here, but another approach to this is to click the Home tab and then go to Find & Select, but this time choose Go To Special.

And here's a choice called Data validation at the bottom. There are two choices here. By clicking Same, what we're saying is, let's highlight all the other cells in this worksheet that have the same data validation criteria as the current cell. Now, many times this is obvious, but not always. Click OK here, and sure enough, we are expecting all of these cells here have the same data validation criteria as the cell in question. And from there we could then go to Data > Data Validation and look at the rule in place.

These cells here work off of a pick list over from column M, and cell D1 is not part of the list, as it sometimes could be. Two ways to check out where data validation cells exist in a worksheet and where necessary, to see which other cells have the same data validation criteria as the current cell does.

There are currently no FAQs about Excel 2010: Data Validation in Depth.

 
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.
Upgrade now


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

join now Upgrade now

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Excel 2010: Data Validation in Depth.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.