How to Use WPS Data Validation on Windows

Use WPS Data Validation through 3 how-to topics: set up drop-down lists, restrict numeric ranges, and configure input messages and error alerts.

How-to Index

How-to Guide

1. Set Up a Drop-Down List

Entry point: Data tab → Data Validation

1. Select the cell range where you want to create a drop-down list.
2. Click Data Validation on the Data tab.
3. Configure the validation Criteria.
4. Select options such as Ignore blank and Apply these changes to all other cells with the same settings as needed.
5. Click OK. When you select the cell again, a drop-down arrow appears.

Success Criteria

• Interface result: A drop-down arrow appears when the target cell is selected.
• What you can do next: You can choose a preset item from the list and complete the entry.

Tips While Using

• Common mistake: Opening the settings before selecting the target range may apply the rule to the wrong cells.
• Environment note: In collaborative sheets, make sure you have permission to edit the current range.

2. Restrict a Numeric Range

Entry point: Data tab → Data Validation

1. Select the cell range where input should be restricted.
2. Open the Data Validation dialog box.
3. In the Allow list, choose a type such as whole number, decimal, date, or time.
4. Set the minimum and maximum values.
5. On the Error Alert tab, configure the message shown when the rule is violated.

Success Criteria

• Interface result: The selected range is saved with an input limit.
• What you can do next: Valid values are accepted, and out-of-range values trigger a prompt.

Tips While Using

• Common mistake: Reversing the minimum and maximum values can produce an unexpected rule.
• Environment note: Date and time limits should match the actual input format used in the sheet.

3. Set Input Messages and Error Alerts

Entry point: Data Validation dialog box → Input Message / Error Alert

1. Open the Data Validation dialog box.
2. Switch to the Input Message tab and enter the title and message shown when the 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.

Success Criteria

• Interface result: An input message appears when the cell is selected, and an alert appears when invalid content is entered.
• What you can do next: Users can adjust the value based on the prompt and try again.

Tips While Using

• Common mistake: Setting only the restriction rule without adding guidance text can leave collaborators unsure about what to enter.
• Environment note: Keep prompt text short and clear for shared spreadsheets.