How to Add Data Validation to a Spreadsheet

To ensure consistency and accuracy in data entry especially when entering Immunisation records to a spreadsheet, we suggest using Data Validation. 

Instead of typing the values, one can select the value from the dropdown. For example a Data Validation has been created on the Vaccination Types column. This means user cannot enter a value outside of the list. However, if needed, the list and data validation setting can be updated.

Watch this video to learn how to do it. 

Steps on how to add data validation:

Step 1: For a big list like vaccination types, it is best to enter reference values in another sheet (Sheet 2). 

Step 2: Then select the column you want to apply Data Validation in Sheet 1. Based in our sample, the Vaccination Type.

Step 3: Then, look for Data on the Excel menu above. Select Data Validation.

Step 4: A dialog box will pop up like below.

In the Allow field, choose List.

Then Source field will pop up.

You need to click the arrow on the Source and go to Sheet 2 and select the whole list (from Item 1 to 9).

Once done, select OK button.

Provided you just have a minimal list (1-5 reference values), you can enter each in the Source field separated by a comma. 

Also, if you want to edit the reference list in Sheet 2, you can always go back and update it. Then do the same steps as above to change the data validation.

Note: 

Should you wish to remove the Data Validation on the column, simply click the column, then Data menu and go to Data Validation. In the Data Validation box, select Clear All. Hit OK to complete.