Page 91 - Excel Timesaving Techniques for Dummies

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Technique 14: Ensuring Accurate Data Entries with Data Validation
To give users a fighting chance at rectifying their
error by making an acceptable entry in the cell, I
heavily suggest (actually, I’m begging you on bended
knee) that you assign an input message to the cell
explaining to the poor user what kind of entry is now
valid. To do this, open the Data Validation dialog
box (Data➪Validation) and then click the Input
Message tab.

There, you can enter a title for the message in the • Figure 14-7: Text box with input message that appears
Title text box (this appears in bold at the top of the when the user selects cell A2.
text box displaying the input message) as well as the
explanatory message text you want displayed in the Warnings to Make Them Wary
Input Message list box, as shown in Figure 14-6.

As the old saying goes, “You can lead a horse to
water, but you can’t make him drink.” Sometimes,
flashing an input message just isn’t enough to keep
users on the right path. (The numb nuts go ahead
and still try to enter forbidden data.) If you’re in dan-
ger of this happening, it’s time to bring out the heavy
artillery by adding an error alert message as well.
(You can always forgo the input message and just
add the error alert message letting users know
exactly what kind of behavior will and won’t be toler-
ated in that cell.)

To add an error alert message that appears when-
ever the user tries to make an entry that violates the
cell’s data validation criteria, open the Data
Validation dialog box and select the Error Alert tab,
shown in Figure 14-8. The settings on this tab enable
• Figure 14-6: Adding an input message explaining to the you to
user the data validation settings in effect in
cell A2.
Select a type of indicator to display in the alert
dialog box (Stop, Warning, or Information) from
Figure 14-7 shows you how the input message
the Styles drop-down list box.
explaining the data validation settings in cell A2
(see Figure 14-6) appears when the cell pointer is in Enter a title for the warning in the Title text box
this cell. Now, there’s no excuse for the user not (which appears in bold in the title bar of the cus-
knowing what entries are allowed in this cell. tom alert dialog box).
Type the text of the message in the Error
Message list box (which appears in the body of
the alert dialog box).