{"id":100466,"date":"2024-02-14T06:00:00","date_gmt":"2024-02-14T11:00:00","guid":{"rendered":"https:\/\/www.online-tech-tips.com\/?p=100466"},"modified":"2024-10-24T04:51:27","modified_gmt":"2024-10-24T08:51:27","slug":"how-to-use-data-validation-in-google-sheets","status":"publish","type":"post","link":"https:\/\/www.online-tech-tips.com\/how-to-use-data-validation-in-google-sheets\/","title":{"rendered":"How to Use Data Validation in Google Sheets"},"content":{"rendered":"\n

With data validation in Google Sheets, you can eliminate incorrect entries by checking the data as soon as you enter it. This allows you to confirm text, numbers, dates, and other types of data with simple rules you set up.\n<\/p>\n\n\n\n

Because there are several types of validation rules you can apply to your dataset, let\u2019s walk through each one individually so you can pick the one that fits best. \n<\/p>\n\n\n

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\"How<\/a><\/figure><\/div>\n\n\n

Validate Text\n<\/h2>\n\n\n\n

With the text validation feature in Google Sheets<\/a>, you can check for entries that contain, don\u2019t contain, or are the same as specific text. You can also validate the cell for an email address or URL.\n<\/p>\n\n\n\n

For example, we\u2019ll validate the text in our cell to make sure it contains \u201cID\u201d for our product numbers.\n<\/p>\n\n\n\n

Select the cell or range and use Data<\/span> > Data validation<\/span> to open the sidebar and pick Add rule<\/span>.\n<\/p>\n\n\n

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\"How<\/a><\/figure><\/div>\n\n\n

Apply to range<\/span>: Confirm the cell or range and use the icon on the right to add another cell range. Note: As shown below, you should use the sheet (tab) name with the cell reference or data range. Our sheet name is Dates.\n<\/p>\n\n\n\n

Criteria<\/span>: Pick the text option you want to use and enter the text in the field beneath. For our example, we choose \u201cText contains\u201d and enter \u201cID.\u201d\n<\/p>\n\n\n

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\"How<\/a><\/figure><\/div>\n\n\n

Advanced options<\/span>: To show and enter help text or choose a warning or rejection for invalid data, expand Advanced options,<\/span> and mark the ones you want to use.\n<\/p>\n\n\n

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\"How<\/a><\/figure><\/div>\n\n\n

Select Done<\/span> to apply the rule. You can then test your data validation rule. Input a valid entry and then an invalid entry to make sure the rule works as you expect.\n<\/p>\n\n\n

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\"How<\/a><\/figure><\/div>\n\n\n

Validate Dates\n<\/h2>\n\n\n\n

For validating dates in Google Sheets, you have several options. You can check for a date on, after, before, or between as well as a valid date.\n<\/p>\n\n\n\n

As an example, you may want to confirm that the dates entered fall after a particular date, such as January 1, 2023, for your company\u2019s 2023 financials.\n<\/p>\n\n\n\n

Select the cell or range and use Data<\/span> > Data validation<\/span> to open the sidebar and pick Add rule<\/span>.\n<\/p>\n\n\n\n

Apply to range<\/span>: Confirm the cell or range and optionally add another.\n<\/p>\n\n\n\n

Criteria<\/span>: Pick the date option you want to use the drop-down menu or text field to pick or enter the corresponding date. For our example, we pick \u201cDate is after,\u201d choose \u201cexact date,\u201d and enter \u201c1\/1\/23\u201d in the field beneath.\n<\/p>\n\n\n

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\"How<\/a><\/figure><\/div>\n\n\n

Advanced options<\/span>: Like the text validation above, you can expand this section to add help text and pick an invalid input action.\n<\/p>\n\n\n

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\"How<\/a><\/figure><\/div>\n\n\n

Select Done<\/span> when you finish. You can then test your date validation by entering a valid and invalid date per your rule.\n<\/p>\n\n\n

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\"How<\/a><\/figure><\/div>\n\n\n

Validate Numbers\n<\/h2>\n\n\n\n

If you want to validate numbers in Sheets, you can set up a rule that checks for those greater than, less than, equal to, between, and more.\n<\/p>\n\n\n\n

For this example, we want to confirm that the number entered is between 1 and 17 for parents entering their minor child\u2019s age.\n<\/p>\n\n\n\n

Select the cell or range, pick Data<\/span> > Data validation<\/span>, and choose Add rule<\/span>.\n<\/p>\n\n\n\n

Apply to range<\/span>: Confirm the cell or range and optionally add another.\n<\/p>\n\n\n\n

Criteria<\/span>: Pick the date option you want to use and enter the text in the field beneath. For our example, we pick \u201cIs between\u201d and enter \u201c1\u201d in the first field and \u201c17\u201d in the second.\n<\/p>\n\n\n

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\"How<\/a><\/figure><\/div>\n\n\n

Advanced options<\/span>: Like the above validations, expand this section to add help text and pick an invalid data action.\n<\/p>\n\n\n

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\"How<\/a><\/figure><\/div>\n\n\n

Select Done<\/span> to apply the rule. Test your number validation rule by entering both a correct and incorrect number.\n<\/p>\n\n\n

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\"How<\/a><\/figure><\/div>\n\n\n

Create a Drop-Down List\n<\/h2>\n\n\n\n

Drop-down lists are another validation type you can use in Sheets. What\u2019s different about these is that you can insert a drop-down list<\/a> using the Insert or the Data menu. Either way, you\u2019ll use the Data Validation sidebar to set up the list of items.\n<\/p>\n\n\n\n

Here, we\u2019ll set up a drop-down list to choose a menu item.\n<\/p>\n\n\n\n

Do one of the following to add a drop-down list:\n<\/p>\n\n\n\n