1. A few tricks to take you beyond the basics of Microsoft Office 2007
GCPS Tech Tips
A few tricks to take you beyond the basics of Microsoft Office 2007
Microsoft Excel 2007:
Restricting Cell Input Data.

2. EXCEL 2007: Restricting Cell Input Data
Some of the Excel worksheets you create will be shared by other people... perhaps even used to gather responses from them. You can specify certain cells where others will enter the data you are seeking.

3. EXCEL 2007: Restricting Cell Input Data
And you can set up your answer cells so that the data others might enter will be exactly the kind you need and in the format you want.

4. EXCEL 2007: Restricting Cell Input Data
Data Validation
Controlling entries in this way is referred to as “data validation” which means you can set up Excel to reject any data that someone might try to enter in a form you don’t want.

5. EXCEL 2007: Restricting Cell Input Data
For example, if an answer going into the cell is not supposed to exceed a certain dollar amount, you can set it to reject any entry above that amount.

6. EXCEL 2007: Restricting Cell Input Data
Or... suppose you want entries to be a list that you specify... no specific input from the individual ... you can set it up just that way.

7. EXCEL 2007: Restricting Cell Input Data
Or... suppose the entries have to be within a certain range of numbers... you can set it up that way. That could be helpful if you are searching for respondents in a specific age range... or who have a certain grade point average.

8. EXCEL 2007: Restricting Cell Input Data
Here are the easy steps required to restrict the kind of data that can be entered into a cell. First, select the cell or cells you want to work on.

9. EXCEL 2007: Restricting Cell Input Data
Go up to the top of your Excel screen
and click on “Data.”

10. EXCEL 2007: Restricting Cell Input Data
Within the Data Tools box, click on “Data Validation.”

11. EXCEL 2007: Restricting Cell Input Data
That will open up a box called “Data Validation.”

12. EXCEL 2007: Restricting Cell Input Data
The default type of data allowed is “Any value”...

13. EXCEL 2007: Restricting Cell Input Data
but you can click on this little pointer to drop down a list of other kinds of data to be entered.

14. EXCEL 2007: Restricting Cell Input Data
You can restrict entries into the cell
to “Whole Numbers”...

15. EXCEL 2007: Restricting Cell Input Data
a “decimal” entry...

16. EXCEL 2007: Restricting Cell Input Data
a “List” of values...

17. EXCEL 2007: Restricting Cell Input Data
or a “Date” or a “Time.”

18. EXCEL 2007: Restricting Cell Input Data
You can set the “Text Length” of an entry.

19. EXCEL 2007: Restricting Cell Input Data
Or you can enter a “Custom” formula that returns some logical value... maybe like true or false.
When you click on one of these types of restrictions,

20. EXCEL 2007: Restricting Cell Input Data
the dialog box changes its blanks to ask the specific questions you need to answer
to set up that kind of restriction.

21. EXCEL 2007: Restricting Cell Input Data
In the blank labeled “Source,” you can enter the formula that refers Excel to the location where you have entered the possible answers that can be entered into the cell.

22. EXCEL 2007: Restricting Cell Input Data
When you click “OK”...
Excel assigns your chosen kind of data
validation to that cell or group of cells.

23. EXCEL 2007: Restricting Cell Input Data
In this example, the user can select the input data from a list of two available choices... “True” or “False.”

24. EXCEL 2007: Restricting Cell Input Data
The tabs at the top of the dialog box give you the opportunity to create boxes that will pop up when a user selects an answer cell...

25. EXCEL 2007: Restricting Cell Input Data
pop-up boxes that will advise them in advance of the type of data that must be entered.

26. EXCEL 2007: Restricting Cell Input Data
To do that, you click the “Input Message”
tab at the top of the dialog box...

27. EXCEL 2007: Restricting Cell Input Data
type in a “Title” and a “Message”...

28. EXCEL 2007: Restricting Cell Input Data
and check the box that will cause the message to be shown as soon as the cell is selected.

29. EXCEL 2007: Restricting Cell Input Data
Another tab at the top of the dialog box
lets you create an error message...

30. EXCEL 2007: Restricting Cell Input Data
that will pop up whenever somebody
enters the wrong kind of data.

31. EXCEL 2007: Restricting Cell Input Data
To make up a pop-up error message,
you just click the “Error Alert” tab.

32. EXCEL 2007: Restricting Cell Input Data
A box opens where you can type in
a “Title” and a “Message”...

33. EXCEL 2007: Restricting Cell Input Data
So that error message will pop up whenever someone enters the wrong type of data.

34. EXCEL 2007: Restricting Cell Input Data
Data Validation
Data Validation
Data Validation
Data Validation
Data Validation is a useful tool. With a little practice, you can quickly and easily set up much more efficient Excel forms that deliver data
in the form you need it.

35. EXCEL 2007: Restricting Cell Input Data
That’s all there is to it. Now, if you would like a copy of the step-by-step directions for restricting cell input data to Excel 2007 worksheets, just print this last page. Have fun restricting!
Step-by-Step to restrict cell input data:
- Click on the cell (or cells) to be restricted
- Click “Data” at the top of your screen
- Click “Data Validation”
- The Data Validation box appears with a list of types of input to allow
- Click one of the types
Fill in the blanks that describe the types
of data you will allow
Click the “Input Message” tab
Write in the words for your “Title” and
“Input message”
Click on “Show Input message when
cell is selected.”
Click on “Error Alert” tab
“Error Message”
Click on “Show error alert after invalid
data is entered.”
Click on “OK”
You have restricted the form in which
data will be entered into that cell
(or into those cells).