How to Use WPS Data Validation on macOS

Use Data Validation through 3 how-to topics, including creating dropdown lists, setting value range limits, and configuring input messages and error alerts.

How-to Index

How-to Guide

1. Create a dropdown list

Entry path: Data tab → Data Validation

1. Select the cell range where you want to create a dropdown list.
2. Click Data Validation on the Data tab.
3. Set 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, the dropdown arrow appears.

Success Criteria

• Interface result: A dropdown arrow appears when the target cell is selected.
• Next action available: You can choose a preset option and write it into the cell.

Tips While Using

• Common mistake: Opening Data Validation before selecting the target range may apply the rule to the wrong cells.
• Environment note: If the cells are protected, you may not be able to change the rule.

2. Set a value range limit

Entry path: Data tab → Data Validation

1. Select the cell range where input should be restricted.
2. Open the Data Validation dialog.
3. In the Allow list, choose a type such as whole number, decimal, date, or time.
4. Enter the minimum and maximum values, or complete the matching condition fields.
5. On the Error Alert tab, set the message shown when the rule is broken.
6. Click OK to save the rule.

Success Criteria

• Interface result: The target cells keep the configured restriction rule.
• Next action available: Valid input is accepted, and invalid input triggers the configured prompt.

Tips While Using

• Common mistake: If the selected value type does not match the actual entry format, alerts may appear more often than expected.
• Environment note: In shared files, the rule is saved with the spreadsheet and continues to apply later.

3. Set input messages and error alerts

Entry path: 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 the cell is selected.
3. Switch to the Error Alert tab and set the alert style and message for invalid input.
4. Click OK to save the settings.
5. Return to the sheet and test both the selection prompt and the invalid-entry alert.

Success Criteria

• Interface result: An input message appears when the cell is selected, and an alert appears when invalid data is entered.
• Next action available: Users can revise their entries based on the prompt.

Tips While Using

• Common mistake: Setting only the rule without adding guidance text can make the sheet harder to understand.
• Environment note: These prompts are saved with the file and work well in shared templates.