Data validation and file protection when entering research data in an MS Excel spreadsheet

Wim Buysse ICRAF-ILRI Research Methods Group August 2004

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Data Validation Example 1: numerical treatment levels

There are 4 different treatment levels We want to avoid entering a treatment level that is out of the range

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Step 1: select the range where data have to be entered Step 2: Choose Data => Validation

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Step 3: allow only whole numbers

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Step 4: allow only whole numbers between 1 and 4

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Step 5: customize the input message

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Step 5: resulting input message when cell is selected

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Step 6: customizing error message

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Step 6: resulting error message when entering a value out of range

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WARNING 1 !!!!!!!
You can still enter an incorrect value within the range 1 - 4

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WARNING 2 !!!!!!!
Data Validation does only work when manually entering values. It doesnt work when copying values.

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WARNING 2 !!!!!!!

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WARNING 2 !!!!!!!

Result:

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Data Validation Example 2: non-numerical treatment levels

Same example but this time we will add the levels of the factor Fallow as text

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Example 2
Step 1: Type somewhere in the spreadsheet a list with possible treatment levels

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Example 2
Step 2: select the range where data have to be entered Step 3: Choose Data => Validation

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Example 2
Step 4: this time, select that only data will be allowed from a list

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Example 2
Step 5: indicate the cell references of the location of the list in the Source box

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Example 2
The validated cells now contain a dropdown list

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Example 2
Entering an incorrect treatment level results in an error message. Also here, this message can be customized.

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File protection
We want to protect our spreadsheet and data from accidental deletion or from unwanted modification. For instance we want to avoid that another person who will enter the data will overwrite cells containing formulas. Possibilities:
Hide rows or columns Locking cells
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Hiding
Hiding rows or columns : Format => Column (or Row) => Hide This is the same as putting the column width to 0

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Protecting sheets

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Protecting sheets
By default, any cell in a worksheet is locked but not protected (cfr. door is closed but not locked)

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Protecting sheets
To protect the sheet: choose Tools => Protection => Protect Sheet First unlock those parts of the worksheet that still have to be changed by your colleagues, for instance the columns where data have to be entered.

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Protecting sheets

Result: not possible to change contents of the locked cells You still can enter data in the unlocked cells
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File protection
It is also possible to protect workbooks with a password. HOWEVER: aim is cooperation among colleagues and sharing of data. Most researchers working in our field are not secret agents. Forgetting the password = losing all data!
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