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When input values belong to a known set, create a list similar to the one in Figure B. For instance, you can assign a rule that limits entries to a decimal value, but the user can still enter the wrong decimal value. Validating data input values is one way to limit data entry mistakes, but it isn’t foolproof. This feature is indispensable when distributing a sheet to others. You can fine-tune the process by displaying a helpful message to explain why Excel rejected the input value. Figure A Validate input values to limit errors. The Allow option offers several validation options (which are self-explanatory). To access this feature, click the Data tab and then click the Data Validation drop-down in the Data Tools group. Figure A shows a simple example of limiting input values to only decimal values between. You specify the conditions a value must meet, and Excel rejects values that don’t meet those conditions. Using Excel’s Data Validation feature, you can eliminate inappropriate data. The following tips will help you eliminate data entry errors and protect the validity of your data. But the most practical thing you can do is to avoid them altogether. Usually, you can fix these types of errors - if you catch them.
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You can spend a lot of time entering formulas and formatting ranges, but all your hard work is wasted if someone enters an inappropriate value. You can prevent self-inflicted data entry mistakes - and all the problems they create - with the help of a few easy-to-use Excel features. Five tips for avoiding data entry errors in Excel