Custom formatting is also an option, but this only affects the visual output of the value and has no impact on the actual result. ![]() If you are familiar with Excel, you will probably know you can apply data types to cells to properly represent the contents. In the example shown, the relative reference of the last dropdown is A14:A24 instead of the $A$4:$A$14 it needs to be. Not doing so can lead to unintended results, such as a dropdown not including all the items it should. It will not work in the Data validation window. You can only use the F4 key to change between relative and absolute if you are working in the formula bar. Do this by placing a dollar sign ( $) before the column letter and row number. If you are copying cells with data validation and want to avoid references from shifting as you drag the fill handle down, it is good practice to lock the cell references by making them absolute. If you want descending order, you have to set the sort_column and is_ascending arguments to 1 and FALSE, respectively. This will spill the items down in ascending order. Do this by nesting the reference of the original list inside the SORT function. If your list is unsorted, you may want to sort it to make it easier to find the item you are looking for. Simply state its name after the equals sign ( =) to use it in a formula. Choose the name, reference the list and press Done. In the menu bar, go to Data ➜ Named ranges and click on Add a range. ![]() You will rarely need to do this manually, as it is an automatic process when selecting a range, but it is worth being aware that a standard reference will always refer to the active worksheet.Īs an alternative to cell references, you can give your lists meaningful names by saving them as named ranges. The above example references the range A4:A14 in the List from a range worksheet. When referencing a list from another worksheet, it is necessary to include the sheet name inside single quote marks followed by an exclamation mark followed the cell reference. Even if you include large gaps between the entries, it will not mess anything up. However, by using a range like A5:A, the whole of the A column minus the first three rows is covered in the range, preventing the need to update it in the future.ĭropdowns are also clever enough not to include duplicate items. You must ensure the input field range covers the new cell, as it will not update automatically when you add a new entry. Adding and Sorting ItemsĪdd a new item to the bottom of the existing list for it to be included in the dropdown range. To remove the validation from an active cell or range, access the data validation window and press Remove validation. This only works when the Reject input option is selected. Ticking Show validation help text allows you to customise the message that appears when invalid data is inputted. This rejects the input and displays an overlay window with a standard message informing you of the invalid entry.įor the sake of convenience, you will only see the Reject Input option demonstrated once in the workbook, as the rest of the examples use Show warning. When you hover over this, a message displays alerting you of the invalid value. The following appear for all Criteria options.Īccepts the input but displays a red warning triangle in the cell. ![]() On invalid data determines what should happen when a cell contains an invalid value. CriteriaĬhoose how you want to validate the range.Įach of these is explained in the next section. By default, the cells in the active range are what the validation will be applied to. This is the cell range you want to validate. To access the data validation options, go to Data ➜ Data validation. ![]() Most of the examples are based on sample data found at Free Sample Data.
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