Advanced Excel Functions: Tips and Tricks for Boosting Your Productivity

Data Validation: Introduction to data validation, INDIRECT function, custom validation formulas

Data validation is a feature in Excel that allows you to control what kind of data can be entered in a cell. You can use data validation to create drop-down lists, restrict numeric values, limit text length, and more. Data validation can help you prevent errors and ensure data quality in your worksheets.

One of the most powerful tools for data validation is the INDIRECT function. The INDIRECT function returns a reference to a cell or range based on a text string. You can use the INDIRECT function to create dynamic references that change based on other cells or inputs.

For example, suppose you have a worksheet with different product categories and prices in different sheets. You want to create a drop-down list in sheet1 that shows only the products from the selected category in sheet2. You can use the INDIRECT function to create a reference to the range of products based on the category name.

In sheet1, select the cell where you want to create the drop-down list and go to Data > Data Validation. In the Allow box, choose List. In the Source box, enter =INDIRECT(sheet2!A1), where A1 is the cell that contains the category name in sheet2. Click OK.

Now you have a drop-down list that shows only the products from the selected category. If you change the category name in sheet2, the drop-down list will update automatically.

You can also use custom validation formulas to create more complex criteria for data validation. For example, suppose you want to validate dates that are within 30 days from today. You can use a formula like =AND(A1>=TODAY(),A1<=TODAY()+30), where A1 is the cell that contains the date.

To enter a custom validation formula, go to Data > Data Validation. In the Allow box, choose Custom. In the Formula box, enter your formula and click OK.

Conclusion:

Data validation is a useful feature that helps you control and validate data entry in Excel. You can use built-in options or custom formulas to create different types of validations. The INDIRECT function is especially helpful for creating dynamic references that change based on other inputs.

FAQs:

Q: How do I remove data validation from a cell or range?

A: Select the cell or range that has data validation and go to Data > Data Validation. In
the Settings tab, click Clear All and click OK.

Q: How do I copy data validation from one cell or range to another?

A: Select the cell or range that has data validation and copy it (Ctrl+C). Select the destination cell or range and paste it (Ctrl+V). Choose Paste Special > Validation and click OK.