Show Data Validation Messages

Show a message when a cell with data validation is selected, and show warning if incorrect data is entered

Data Validation Messages

With the options available in data validation, you can display messages to give instructions to the people who use your spreadsheet. There are two types of data validation messages:

1. An Input Message can be displayed when a cell is selected.

   

2. An Error Alert can be displayed if invalid data is entered in a cell

Video: Create an Input or Error Message

To see the steps for creating an input message and an error message, watch this short video tutorial. The written instructions are below the video.

Create an Input Message

To help people know what data should be entered in a cell, you can set up an Input Message that is displayed when the cell is selected.

Follow these steps to show a short message when a cell is selected.

1. Select the cells in which you want to apply data validation
2. On the Ribbon, click the Data tab, and click Data Validation
3. (optional) On the Settings tab, choose the data validation settings
4. Click on the Input Message tab, and add a check mark to Show input message when cell is selected

   

5. Type your message heading text in the Title box. This text will appear in bold print at the top of the message.
6. Type a short message in the Input message box. Press the Enter key, to create line breaks, if you want them.
   NOTE: The limit is 255 characters

   

7. Click OK or follow the steps below to add an Error Alert.
8. Now, when you click on the cell, the Input Message will appear.

Input Message Size

Although there are 255 characters allowed in the Input Message box, the box has a maximum height and width, and all the characters might not fit.

NOTE: The size of the message box cannot be changed -- it is automatically set by Excel.

For example, in the message box below, there are 254 "i" characters, with an "X" at the end.

However, in the message box below, there are 254 "W" characters, with an "X" at the end. Only 126 of the characters appear in full, and the remaining characters are cut off, or not visible.

Input Message Position

In most cases, the input message pops below the cell, with the left edge of the message at the middle point of the cell's width.

If the cell is close to the right side of the Excel window, the right border of the input message will start at the Excel window border.

If there is not enough room below the cell, the input message appears at the right side of the cell, if there is enough room there.

If there is not enough room below the cell, or to the right, the input message appears at the left side of the cell.

If there is a comment in the cell, the input message appears below the cell, with the right edge of the message at the middle point of the cell's width. This can cause problems in column A, where there is no room at the left, and the data validation message is cut off.

Move an Input Message

When an input message appears, you can temporarily drag it to a different location on the worksheet.

• The location is only temporary -- the message box will return to its original position, when you close and reopen the workbook.
• ALL input messages on that worksheet will appear in that location, until the workbook is closed and reopened.

Create an Error Alert

When you add data validation to a cell, the Error Alert feature is automatically turned on. It blocks the users from entering invalid data in the cell.

You can turn Error Alert off, to allow people to enter invalid data. Or, change the type of Error Alert, by following the instructions below.

1. Select the cells in which you want to apply data validation
2. On the Ribbon, click the Data tab, and click Data Validation
3. On the Settings tab, choose the data validation settings
4. Click on the Error Alert tab, and add a check mark to Show error alert after invalid data is entered .

   

5. Choose an Error Alert Style from the dropdown list.
   • Stop: Prevents the entry of invalid data.
     If the Retry button is clicked, the invalid entry is highlighted, and can be overtyped.
     If the Cancel button is clicked, the invalid entry is deleted, and the cell's original content is restored.
     The user cannot leave the invalid entry in the cell
      
     



• Warning: Discourages the entry of invalid data.
  If the Yes button is clicked, the invalid entry is accepted, and the next cell is selected.
  If the No button is clicked, the invalid entry is highlighted, and can be overtyped.
  If the Cancel button is clicked, the invalid entry is deleted, and the cell's original content is restored.
  The user can choose to leave the invalid entry in the cell.
   
  



• Information: Announces the entry of invalid data.
  If the OK button is clicked, the invalid entry is accepted, and the next cell is selected.
  If the Cancel button is clicked, the invalid entry is deleted, and the cell's original content is restored.
  The user can choose to leave the invalid entry in the cell.
   
  



6. Type your message heading text in the Title box. This text will appear in bold print at the top of the message.
7. Type a short message in the Error message box. The limit is 225 characters
8. Click OK

Error Message Size

There are 225 characters allowed in the Error Message box, but size of the message box cannot be changed -- it is automatically set by Excel.

For messages that are more than a few words, press the Enter key, to create line breaks. Otherwise, the message box could be too wide to read easily.

For example, in the message box below, there are 225 characters, with a line break after every second group.

Here is the same message, with no line breaks. It is almost the full width of the Excel window.

Turn Error Alert Off

You can turn Error Alert off, to allow people to enter invalid data. For example, if the data validation cell contains a dropdown list, turn off the Error Alert to allow users to type items that are not in the list.

To turn off Error Alert:

1. Select the cells in which you want to turn off Error Alert
2. On the Ribbon, click the Data tab, and click Data Validation
3. Click on the Error Alert tab, and remove the check mark from Show error alert after invalid data is entered

Error Checking in Tables

If data validation cells are in a named Excel table, invalid data might be flagged by Excel's Error Checking Rules, even if you have followed the instructions above, to turn off Error Alert messages.

In the screen shot below, error alerts have been turned off, to allow multiple selections from a drop down list. However, there is a Error Checking alert, for a data validation error, because the cell is in a table.

You can manually respond to each message, and select Ignore Error.

Or, you could turn off all the data checking for tables, by following the steps below. Please note that:

• This setting will affect all workbooks that you open.
• Other types of invalid data in the table will also be ignored, not just data validation errors

To change the setting:

• Click the Error Message button when it appears, then click Error Checking Options

• In the Error Checking Rules section, remove the check mark for “Data entered in a table is invalid”
• Click OK

Get the Sample File

Get a zipped Excel file with the data validation message examples.

Related Pages

Data Validation Basics

Dependent Drop Down Lists

Data Validation Tips