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Excel -- Data Validation -- Tips and Quirks

Refer to a Source List on a Different Worksheet 
Use Dynamic Lists
Data Validation Font Size and List Length
Data Validation Dropdowns and Change Events
Data Validation Dropdown Arrows Not Visible 
Invalid Entries are Allowed 
Data Validation on a Protected Sheet 
Make the Dropdown List Temporarily Wider
Make the Dropdown List Appear Larger
   -- Zoom in when specific cell is selected
   -- Zoom in when specific cells are selected
   -- Zoom in when any cell with data validation is selected


Refer to a Source List on a Different Worksheet

When you try to create a data validation dropdown list, and refer to a source list on a different worksheet, you may see an error message: "You may not use references to other worksheets of workbooks for Data Validation criteria."

To avoid this problem, name the list on the other worksheet, then refer to the named range, as described here:  Data Validation 

If the list is in a different workbook, you can use the technique described here: Use a List from Another Workbook

   


Use Dynamic Lists

Some lists change frequently, with items being added or removed. If the list is the source for a Data Validation dropdown, use a dynamic formula to name the range, and the dropdown list will be automatically updated.

For instructions, view this page:   Create a Dynamic Range

   


Data Validation Dropdowns and Change Events

In Excel 2000 and later versions, selecting an item from a Data Validation dropdown list will trigger a Change event. This means that code can automatically run after a user selects an item from the list.

To see an example, go to the Sample Worksheets page, and under the Filters heading, find Product List by Category, and download the ProductsList.zip file.

In Excel 97, selecting an item from a Data Validation dropdown list does not trigger a Change event, unless the list items have been typed in the Data Validation dialog box. In this version, you can add a button to the worksheet, and run the code by clicking the button. To see an example, go to the Sample Worksheets page, and under the Filters heading, find Product List by Category, and download the ProductsList97.zip file.

Another option in Excel 97 is to use the Calculate event to run the code. To do this, refer to the cell with data validation in a formula on the worksheet, e.g. =MATCH(C3,CategoryList,0). Then, add the filter code to the worksheet's Calculate event. To see an example, go to the Sample Worksheets page, and under the Filters heading, find Product List by Category, and download the ProductsList97Calc.zip file.

    


Data Validation Dropdown Arrows Not Visible

Occasionally, data validation dropdown arrows are not visible on the worksheet, in cells where you know that data validation lists have been created. The following are the most common reasons for missing arrows.

Active Cell Only
Only the active cell on a worksheet will display a data validation dropdown arrow. To mark cells that contain data validation lists, you can colour the cells, or add a comment.

If you require visible arrows for all cells that contain lists, you can use combo boxes instead of data validation, and those arrows will be visible at all times. To create a combo box, choose View|Toolbars, and select either the Control Toolbox or the Forms toolbar.

 

 

 

 
Hidden Objects
If objects are hidden on the worksheet, the data validation dropdown arrows will also be hidden. To make objects visible, choose Tools|Options, and on the View tab, under Objects, select Show all.


Dropdown Option
In the Data Validation dialog box, you can turn off the option for a dropdown list. To turn it back on:

  1. Select the cell that contains a data validation list
  2. Choose Data|Validation
  3. On the Settings tab, add a check mark to In-cell dropdown
  4. Click OK

 


 

Freeze Panes
In Excel 97, if a Data Validation dropdown list is in a frozen pane of the window, the dropdown arrow does not appear when the cell is selected. As a workaround, use Window|Split instead of Window|Freeze Panes

This problem has been corrected in later versions.

 

Corruption
If none of the above solutions explains the missing dropdown arrows, the worksheet may be corrupted. Try copying the data to a new worksheet or workbook, and the dropdown arrows may reappear.

Or, try to repair the file as you open it:

  1. In Excel, choose File | Open
  2. Select the file with the missing data validation arrows
  3. On the Open button, click the arrow
  4. Click Open and Repair
  5. When prompted, click Repair. 


Without frozen panes

 
With frozen panes


Invalid Entries Are Allowed

Although you have created data validation dropdown arrows on some cells, users may be able to type invalid entries. The following are the most common reasons for this.

 

Error Alert
If the Error Alert is turned off, users will be able to type any entry, without receiving an error message. To turn the alert on:

  1. Select the cell that contains a data validation list
  2. Choose Data|Validation
  3. On the Error Alert tab, add a check mark to the Show error alert after invalid data is entered box.
  4. Click OK

 

 

Blank Cells in Source List
If the source list is a named range that contains blank cells, users may be able to type any entry, without receiving an error message. To turn prevent this:

  1. Select the cell that contains a data validation list
  2. Choose Data|Validation
  3. On the Settings tab, remove the check mark from the Ignore blank box.
  4. Click OK

Note: If the source list contains blank cells, and is a range address, e.g. $A$1:$A$10, it will block invalid entries with Ignore blank on or off.   

 


Data Validation on a Protected Sheet

In Excel 2000 and earlier versions, you can change the selection in a data validation dropdown, if the list is from a range on the worksheet. If the list is typed in the data validation dialog box, the selection can't be changed.

In Excel 2002 and later versions, neither type of dropdown list can be changed if the cell is locked and the sheet is protected.

This MSKB article has information on the previous behaviour:

XL97: Error When Using Validation Drop-Down List Box http://support.microsoft.com/default.aspx?id=157484

  


Make the Dropdown List Temporarily Wider

The Data Validation dropdown is the width of the cell that it's in, to a minimum of about 3/4". You could use a SelectionChange event to temporarily widen the column when it's active, then make it narrower when you select a cell in another column.

For example, with Data Validation cells in column D:

Private Sub Worksheet_SelectionChange(ByVal Target As Range) 
  If Target.Count > 1 Then Exit Sub
   If Target.Column = 4 Then
       Target.Columns.ColumnWidth = 20
   Else
       Columns(4).ColumnWidth = 5
   End If 
End Sub

To add this code to the worksheet:

  1. Right-click on the sheet tab, and choose View Code.
  2. Copy the code, and paste it onto the code module.
  3. Change the column reference from 4 to match your worksheet.

 

  

 

 


Data Validation Font Size and List Length

The font size in a data validation list can't be changed, nor can its default list length, which has a maximum of eight rows.

If you reduce the zoom setting on a worksheet, it can be almost impossible to read the items in the dropdown list, as in the example at right.

One workaround is to use programming, and a combo box from the Control Toolbox, to overlay the cell with data validation. If the user double-clicks on a data validation cell, the combobox appears, and they can choose from it. There are instructions here.
  
  


Make the Dropdown List Appear Larger

In a Data Validation dropdown list, you can't change the font or font size.

To make the text appear larger, you can use an event procedure (three examples are shown below) to increase the zoom setting when the cell is selected. (Note: this can be a bit jumpy)

Or, you can use code to display a combobox, as described in the previous section.

Zoom in when specific cell is selected

If cell A2 has a data validation list, the following code will change the zoom setting to 120% when that cell is selected. 

Private Sub Worksheet_SelectionChange(ByVal Target As Range) 
  If Target.Address  = "$A$2" Then 
    ActiveWindow.Zoom = 120 
  Else 
    ActiveWindow.Zoom = 100 
  End If 
End Sub

To add this code to the worksheet:

  1. Right-click on the sheet tab, and choose View Code.
  2. Copy the code, and paste it onto the code module.
  3. Change the cell reference from $A$2 to match your worksheet.

 

  

 

 

  

 

Zoom in when specific cells are selected

If several cells have a data validation list, the following code will change the zoom setting to 120% when any of those cells are selected. In this example, cells A1, B3 and D9 have data validation.

Private Sub Worksheet_SelectionChange(ByVal Target As Range) 
  If Target.Cells.Count > 1 Then Exit Sub
  If Intersect(Target, Range("A1,B3,D9")) Is Nothing Then 
    ActiveWindow.Zoom = 100 
  Else 
    ActiveWindow.Zoom = 120 
  End If 
End Sub

 

  

 

 

Zoom in when any cell with a data validation list is selected

The following code will change the zoom setting to 120% when any cell with a data validation list is selected.

Private Sub Worksheet_SelectionChange(ByVal Target As Range)
  Dim lZoom As Long
  Dim lZoomDV As Long
  Dim lDVType As Long
  lZoom = 100
  lZoomDV = 120
  lDVType = 0

  Application.EnableEvents = False
  On Error Resume Next
  lDVType = Target.Validation.Type
  
    On Error GoTo errHandler
    If lDVType <> 3 Then
      With ActiveWindow
        If .Zoom <> lZoom Then
          .Zoom = lZoom
        End If
      End With
    Else
      With ActiveWindow
        If .Zoom <> lZoomDV Then
          .Zoom = lZoomDV
        End If
      End With
    End If

exitHandler:
  Application.EnableEvents = True
  Exit Sub
errHandler:
  GoTo exitHandler
End Sub

 

  

 

 
1. Data Validation
2. Data Validation -- Create Dependent Lists
3. Hide Previously Used Items in a Dropdown List
4. Display Messages to the User
5. Use a List from Another Workbook
6. Validation Criteria Examples
7. Custom Validation Criteria Examples
8. Data Validation Tips
9. Data Validation Documentation   
10 Data Validation -- Combo box     
11. Data Validation -- Combo Box - Named Ranges
12. Data Validation -- Display Input Messages in a Text Box 
13. Data Validation -- Dependent Dropdowns from a Sorted List  
  
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Last updated: May 8, 2008 8:01 AM