Mastering Data Validation: Restricting Input to a List of Values

Data validation is a crucial feature in Google Sheets that helps you control the type of data entered into a cell. By restricting input to a predefined list of values, you can ensure data consistency and accuracy. In this article, we'll guide you through setting up data validation in Google Sheets to allow only specific text values such as "Yes", "No", and "Maybe".

Why Use Data Validation?

Data validation helps to:

• Prevent incorrect data entry.
• Ensure consistency in data entry.
• Simplify data entry by providing users with a list of acceptable values.

Step-by-Step Instructions

Let's set up data validation to allow only the text values "Yes", "No", and "Maybe".

Step 1: Open Your Google Sheet

1. Open Google Sheets and either create a new sheet or open an existing one where you want to apply data validation.

Step 2: Select the Range of Cells

1. Click and drag to select the range of cells where you want to restrict input. For example, select cells A1 to A10.

Step 3: Open the Data Validation Menu

1. With your range selected, go to the top menu and click on Data.
2. From the drop-down menu, select Data validation.

Step 4: Set Up the Data Validation Criteria

1. In the Data Validation dialog box, under the Criteria section, choose List of items.
2. In the box provided, enter your list of values separated by commas: Yes, No, Maybe.

Step 5: Customize the Validation Settings

1. Optionally, check the box for Show validation help text and enter a message like "Please select Yes, No, or Maybe". This message will guide users on the acceptable input.
2. Ensure that Show dropdown list in cell is selected so that users can choose from the list easily.
3. Choose either Show warning to alert users when they enter an invalid value but still allow it, or Reject input to prevent invalid data entirely.

Step 6: Save the Data Validation Rules

1. Click Save to apply the data validation rules to the selected range.

Data Entry and Examples

Now, when you or anyone else tries to enter data in the selected range, Google Sheets will enforce the rule that only "Yes", "No", or "Maybe" are allowed. A dropdown arrow will appear in each validated cell, making it easy to select one of the valid options.

Example Data

Here’s how your data might look:

In this example, the cells with dashes are ready for valid entries. If a user tries to type something outside of the list, such as "Perhaps", Google Sheets will either show a warning or reject the input based on your settings.

Conclusion

Using data validation to restrict input to a list of values is an effective way to maintain data integrity and ensure consistent data entry in Google Sheets. By following these simple steps, you can create a user-friendly environment that guides users to enter only valid data. This technique is particularly useful for surveys, data collection forms, and any scenario where specific responses are required.

Mastering data validation techniques like this one helps you create more reliable and efficient Google Sheets documents.