How to Use WPS Data Validation on macOS

Use WPS Data Validation through 3 how-to topics: set a drop-down list, set range restrictions, and set input messages with error alerts. All 3 topics are available without membership.

How-to Index

How-to Guide

1. Set a Drop-down List

Feature entry: Data tab → Data Validation

1. Select the cell range where you want to add a drop-down list.
2. Click Data Validation on the Data tab.
3. Set the validation criteria in the dialog.
4. Choose whether to enable Ignore blank and Apply these changes to all other cells with the same settings.
5. Click OK.
6. Return to the sheet and select a target cell to confirm that a drop-down arrow appears.

Success Criteria

• A drop-down arrow appears when the target cell is selected.
• The predefined options can be selected from the list.
• Related cells in the same range follow the same rule.

Tips While Using

• Confirm that the correct cell range is selected before opening Data Validation.
• If you want the same rule across multiple cells, apply the changes to cells with the same settings.

2. Set Range Restrictions

Feature entry: Data tab → Data Validation

1. Select the cell range where you want to restrict input.
2. Open the Data Validation dialog.
3. In the Allow list, choose the rule type you need, such as whole number, decimal, date, or time.
4. Set the minimum and maximum values.
5. Open the error alert settings and define the message shown when the rule is not met.
6. Click OK to save the rule.

Success Criteria

• The target cells accept only values that match the selected rule.
• An alert appears when an entered value is outside the allowed range.
• The selected range keeps the same validation rule.

Tips While Using

• Confirm the allowed minimum and maximum values before applying the rule.
• In shared sheets, it is helpful to set an error alert so collaborators can correct invalid input quickly.

3. Set Input Messages and Error Alerts

Feature entry: Data Validation dialog → Input Message / Error Alert

1. Open the Data Validation dialog.
2. Switch to the Input Message tab and enter the title and message shown when a cell is selected.
3. Switch to the Error Alert tab and set the warning style and message for invalid input.
4. Click OK to save the settings.
5. Return to the sheet, select the target cell, and test an invalid entry if needed.

Success Criteria

• An input message appears when the target cell is selected.
• An error alert appears when invalid data is entered.
• The message content matches the sheet's entry requirements.

Tips While Using

• Use input messages to explain format rules, entry requirements, or examples.
• Keep error alert text short and clear so collaborators can fix entries quickly.