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Excel - Input and error messages Tutorial

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Objectifs :

This video aims to guide users on how to create input messages for dropdown lists in spreadsheet applications, manage blank entries, and customize error messages for better user experience.

Chapitres :

Creating Input Messages for Dropdown Lists
To assist users in selecting options from a dropdown list, you can create an input message that appears when they select a cell containing the dropdown. This message can be applied to all cells with dropdowns or just the first cell in a column. **Steps to Create an Input Message:** 1. Select the cells for which you want to create a message. 2. Click on 'Data Validation'. 3. Navigate to the 'Input Message' tab. 4. Check the box next to 'Show input message when cell is selected'. 5. Enter a title (this will appear in bold) and type your message in the input message box. Now, when users click on the cell, the message will pop up, guiding them in their selection.
Allowing Blank Entries in Dropdown Lists
You can allow users to enter blank entries in cells with dropdown lists. By default, the 'Ignore blank' option is checked in the data validation dialog, which permits blank entries. **If you uncheck 'Ignore blank':** - If a user attempts to enter a blank entry, an error message will appear, provided that the error alert is enabled for the dropdown list.
Customizing Error Messages for Dropdown Lists
By default, users can only select or type values that are present in the dropdown list. If they attempt to enter a different value, they will receive an error message, especially if the default error style, called 'Stop', is enabled. **To provide a custom error message:** 1. Select the desired cells. 2. Click on 'Data Validation'. 3. Go to the 'Error Alert' tab. 4. Check the box to enable custom error messages. 5. Enter a title and your customized error message. Now, if users type a value not in the dropdown list, they will see your personalized error message.
Understanding Error Styles
The default error style is 'Stop', which prevents users from entering values that are not in the dropdown list. However, you can also use 'Warning' or 'Information' error messages, which allow users to enter values outside the dropdown list. **To disable error messages:** - Simply clear the checkbox for error alerts. This gives users more flexibility in their entries.
Conclusion
In summary, creating input messages, managing blank entries, and customizing error messages significantly enhance the user experience when working with dropdown lists in spreadsheets. These features guide users effectively and allow for greater flexibility in data entry.

FAQ :

What is a dropdown list in a spreadsheet?

A dropdown list is a feature that allows users to select a value from a predefined list of options, making data entry easier and more consistent.

How do I create an input message for a dropdown list?

To create an input message, select the cells with the dropdown list, go to Data Validation, check 'Show input message when cell is selected', and enter your title and message.

What happens if I uncheck 'Ignore Blank' in data validation?

If 'Ignore Blank' is unchecked, users will receive an error message if they try to leave the cell empty after attempting to enter data.

Can I customize the error message for invalid entries in a dropdown list?

Yes, you can customize the error message by selecting the cells, going to Data Validation, clicking the Error Alert tab, and entering your desired title and message.

What are the different error styles available in data validation?

The error styles include 'Stop', which prevents entry of invalid data; 'Warning', which allows entry but notifies the user; and 'Information', which also allows entry without restrictions.

Quelques cas d'usages :

Creating User-Friendly Forms

In a business setting, using dropdown lists with input messages can streamline data entry in forms, ensuring users select valid options and understand what is required, thus reducing errors.

Data Entry in Surveys

When designing surveys, dropdown lists can help guide respondents to select appropriate answers, while input messages can clarify what each option means, improving the quality of the data collected.

Inventory Management

In inventory management systems, dropdown lists can be used to select product categories or suppliers, while error alerts can prevent incorrect entries, ensuring accurate inventory records.

Project Management Tools

In project management, dropdown lists can help assign tasks to team members by selecting from a list of names, while input messages can provide context for each task, enhancing clarity and communication.

Customer Relationship Management (CRM)

In CRM systems, dropdown lists can be used to categorize customer inquiries, and customized error messages can guide users to enter valid data, improving customer service efficiency.

Glossaire :

Dropdown List

A dropdown list is a user interface element that allows users to select one option from a list of predefined options. It is commonly used in forms and data entry applications.

Data Validation

Data validation is a feature in spreadsheet applications that restricts the type of data or the values that users can enter into a cell. It helps maintain data integrity.

Input Message

An input message is a prompt that appears when a user selects a cell, providing guidance on what data to enter. It can be customized for each cell or range of cells.

Ignore Blank

A setting in data validation that allows users to leave a cell empty. If checked, users can submit a blank entry; if unchecked, an error message will appear if a blank is entered.

Error Alert

An error alert is a notification that appears when a user tries to enter invalid data into a cell. It can be customized to provide specific messages based on the type of error.

Error Style

The error style determines how the error alert is presented to the user. Common styles include 'Stop', 'Warning', and 'Information', each with different levels of restriction on data entry.

00:00:05

and even to let them know that a cell contains a dropdown list,

00:00:09

you can create a message that appears when they select the cell.

00:00:13

You can add the message to all cells that contain the dropdown list,

00:00:17

or just the first cell in a column.

00:00:21

Select the cells that you want to create a message for,

00:00:25

and click data validation;

00:00:27

on the input message tab, check the box next to Show input message when cell is selected,

00:00:35

type of title if you want, it'll appear in bold,

00:00:40

type the message in the input message box,

00:00:48

now when you click a cell the message pops up.

00:00:55

You can let people type blank entries in cells that have a dropdown list.

00:01:01

If ignore blank is checked in the data validation dialog,

00:01:05

which it is by default, people can enter blanks.

00:01:12

If you uncheck Ignore blank and someone enters a blank entry

00:01:16

an error message shows, if error alert is enabled for the dropdown list,

00:01:21

as it is by default.

00:01:24

We'll go over error messages next.

00:01:28

By default, someone can select or type only values that

00:01:32

are in the dropdown list.

00:01:35

If they type a different value they get an error message,

00:01:38

and can't enter the value, if the default error style,

00:01:41

called stop, is enabled for the dropdown list.

00:01:46

You can provide your own error message, and also allow

00:01:48

people to type their own values.

00:01:51

Here's how: select the cells you want,

00:01:55

click data validation, click the error alert tab, and check the box.

00:02:03

The default error style is: Stop.

00:02:05

As we've seen, this prevents people from entering

00:02:08

values that aren't in the dropdown list.

00:02:12

Type a title if you want, and type the error message.

00:02:22

When people type a value, that isn't in the dropdown list,

00:02:25

they now see your customized error message.

00:02:33

The warning and information error messages allow people

00:02:37

to enter a value that isn't in the dropdown list.

00:02:41

If you don't want an error message clear the checkbox.

00:02:47

Up next: managed dropdown lists.

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