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Daniel LaGrow

Daniel LaGrow

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  1. Create your form and click in one of the fill in boxes.

    Military Registration form with the fill in cell for Date of Birth highlighted.Image Removed

    For our example, we will use the Date of Birth input box.

    The input field for Date of Birth is selected.Image Added

  2. Click the Data Tab, then choose Data Validation.

    Data Tab in Microsoft Excel.Data Validation Button in Microsoft Excel.

  3. In the Data Validation Box, go to the Settings Tab. Go to the Allow dropdown menu and choose Date. Data can stay as between. Finally, choose a start date and end date.

    The Data Validation box with the Settings Tab open.Image Added

  4. Next, go to the Input Message tab. Then type in some instructions that will help the reader with the form. Click OK. Your end result should show a yellow square with your instructions inside it.

    The data validation box with the Input Message tab open. There is an input message inside saying to enter a birth date in a certain format. Only people between 18 and 30 can complete the form.Image RemovedMilitary Registration Form with the Date of Birth fill in section highlighted. There are instructions next to it in a yellow box.Image RemovedThe Data Validation box with the Input Message tab open. There is an input message inside.Image AddedThe Input message appears in a yellow box.Image Added

Section 6.4: How to Provide Clear Error Alerts

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  1. Choose a category you want an alert to appear for.

    Military Registration Form with the Date of Birth fill in section highlighted. There are instructions next to it in a yellow box.Image RemovedThe Input Cell for Date of Birth is selected and the Input Message is visible in a yellow box.Image Added

  2. Go to the Data Tab, then click the Data Validation Button.

    Data Tab in Microsoft Excel.Data Validation Button with a green checkmark and red sign.

  3. In the Data Validation Settings Tab, change them to suit your needs. In Error Alert, type in a clear message on what has to be changed in the file in order to continue with the page.

    Data Validation box with settings tab open. Date restrictions are set between October 4th, 1994 and October 4th, 2006.Image RemovedData Validation Box with Error Alert tab open with a message saying your date of birth is outside of our age limit.Image RemovedThe Data Validation box with the Settings Tab open.Image AddedThe Error Alert Tab with an error message.Image Added

  4. If the wrong information is typed into the box, your warning should appear.

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  1. Invalid Date of Birth WarningImage Added
Info

Now we have an error for birthdates. If someone types in a date before or after our age limit or an inaccurate date, they will be alerted. Remember, if an input field is required, the user must be alerted.

  1. Finally, make sure that if you have fields that are required, you need to add an alert to the reader so they know how many input fields they need to fill.

    A military registration form with no indication that all fields need to be filled.Image RemovedA form without a warning that all fields are required.Image Added
Warning

This form does not have any hints or indications that all the fields need to be completed. Readers may get confused if they have to fill the whole form or not.

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  1. Highlight the input cells, right click, and select Format Cells.

    A restaurant complaint form.Image RemovedThe format cells option is highlighted in a blackbox.Image Added

  2. In the dialog box, click the Protection Tab and un-check the Locked Option. Click OK.

    Format Cells Dialog box with the Protection Tab open. The Locked option is unchecked.

  3. Go to the Review Tab of the ribbon. Select Protect Sheet.

    Review Tab in ExcelThe Protect Section in MS Excel. Protect Sheet is all the way to the left.

  4. In the Protection Sheet Dialog Box, make sure “Select Locked Cells” and “Select Unlocked Cells” are checked. Everything else can be unchecked. Click OK.

    Protect Sheet dialog box with select locked cells and select unlocked cells checked.

  5. Optional: You can create a password.

  6. Now with your spreadsheet saved, a user will only be able to make changes to the input fields. If they tried to make changes, an alert message will appear.

    A warning saying that the cell or chart is protected and that to make changes you may need to enter a password.Image RemovedA message telling you to unprotect the sheet.Image Added

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