We all know that data validation is a very useful feature in Excel. You can use data validation to create a drop-down list in a cell and limit the values user can enter. But, do you know that you can use data validation in a multitude of ways to prevent users from entering wrong data?
Here is a practical application: Prevent users from entering duplicate values in a range of cells.
For eg. you are making an invoice. Wouldn’t it be cool if Excel prompted you when you enter a duplicate line item so that increase the item quantity instead of repeating it.
Here is a 3 step tutorial to do just that.
Step 1: Identify the range of cells where you want only unique values to be entered
This is simple. All you have to do is find the range where you want to control the user input. Lets say the range is B4:B11
Step 2: Set up Data Validation to prevent duplicate entries
Select the range (B4:B11) and go to data validation (Excel 2007: Data Ribbon > Data Validation, or press ALT+AVV)
Now, specify the validation type as “Custom”, this will allow us to use formulas to check for valid data. In our case, we need check if a particular entry is duplicated in the range B4:B11. This can be easily done using COUNTIF formula [learn COUNTIF Formula in plain English].
Go to the formula field and type the countif formula like this: =COUNTIF($B$4:$B$11,B4)<=1
Also, you can set up the “Error Alert” so that you can show a custom message when a duplicate value is typed, like “You have already added that product” message.
Once you set up error message, it will show up like this:
Step 3: Sit back and Relax
The third step is all too familiar. Now that you have prevented duplicate entries in your spreadsheets you can sit back and relax. May be read a few more spreadcheats.
More kickass stuff on data validation (and working with duplicates) using excel
There are a ton of useful articles on the site related to data validation and working with duplicates using excel. Here is a sample. Get started and learn something useful today.
- Data Validation Tricks in Excel [with downloadable tutorial]
- Remove Duplicate Values from a Range in Excel
- Using Array formulas to find if a list has duplicates
- Working with duplicate items in Excel [several examples]
- Examples & Articles on Excel Data Validation
This post is part of our spreadcheats series (yes, the series is still going after one year 😛 )
11 Responses
Ciao Hui,
Collecting Excel tricks under the title “Notable Excel Websites (Non-MVP) Edition” is a brilliant idea…
Thank you in the name of all The FrankensTeam.
On our site there is a box with a picture and text highlighting:
This is a no-MVP site
we think ourselves “bad boys” a bit 🙂
For those who would like to know why our site is a no-MVP site, enough to click on the link:
http://goo.gl/lxDszY
Thank you again!
Thanks a lot
I really enjoyed this (newsletter). I must admit that I rarely read an Excel newsletter (and I subscribe to quite a few) all the way though, but this grabbed my attention and before I realized it, I was engrossed in it. I must also admit that most of this I don’t understand, yet. But, it excites me when I do learn something new in Excel. I can’t wait to see how much of this I can implement into my (constantly-evolving) ‘House Budget’ & ‘Family Medical’ worksheets that I have developed over the past few years! I sure hope to see more of these type of newsletters in the future! Thanks!
Thanks for doing this Hui! I appreciate being included.
I like Tom’s tip a lot. I posted about a tool I wrote to automate this at http://yoursumbuddy.com/tables-edit-query-dialog/
EXCELLENT !
Hui, This post is Superb! More over I have always been a fan of Roberto’s work and have learnt a lot from him.
Here are some of my recent contributions
1. Customising markers in a chart – http://www.goodly.co.in/customize-markers-in-a-chart/
2. Charting Hacks to work faster – http://www.goodly.co.in/5-charting-hacks-to-help-you-work-faster/
3. 7 Date formulas to make life easy – http://www.goodly.co.in/date-formulas-in-excel/
4. Customised scrollbar using VBA – http://www.goodly.co.in/customized-scroll-bar-in-excel/
5. Adding Direct Legends – http://www.goodly.co.in/customized-scroll-bar-in-excel/
Hope everyone enjoys!
I like the Excel Ninja Menus.
1. Select a cell or range then move till the 4-way cross appears. Right-Click and drag the selection to another place in the worksheet then, like a ninja, a menu full of skills and throwing stars pops up allowing me to do all kinds of awesomeness.
2. When you click the fill box on a Date and right click and drag it down, a lot of amazing Date options pop up.
I also brand my Excel to remind myself that I’m awesome. In my personal macro workbook I place the following code.
Private Sub Workbook_Open()
Application.Caption = “SuperKrishna’s Awesomeness”
End Sub
My favorite tip goes along with #17. If you try to copy subtotaled data (and in earlier Excel versions filtered data),when you paste it all the data displays instead of just the summarized data.
To get around this, select your summarized data, click on Find and Select tab and then select Go to Special. Click Visible cells Only and click OK. Now paste and you will see that only the summarized data has been copied.
You can also go CTRL+G and then click the Special icon at the bottom of the dialog box.
What a great idea, Chandoo! I’d love to be included in your next edition:) Perhaps a VBA exclusive version?
@Ryan
I will review this concept about 6 months out from the original post and be sure to keep your site in mind
Hui…
That sounds great, Hui:) I just realized I gave credit to Chandoo for the idea and I should have attributed it to you.
Sorry about that!