How to Use WPS Data Validity on Windows

Last updated:July 20, 2026

This section includes 3 how-to topics: create drop-down lists, set range limits, and configure input messages with error alerts; 3 are available without membership and 0 are membership-related.

How-to Index

No.TopicMembership Requirement
11. Create a drop-down listFree
22. Set a value range limitFree
33. Set input messages and error alertsFree

How-to Guide

1. Create a drop-down list

Entry: Data tab → Data Validity

  1. Select the cell range where you want to create a drop-down list.
  2. Click Data Validity on the Data tab.
  3. Set the validation Condition.
  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 target cell again, a drop-down arrow appears.

Success Criteria

  • Interface result: A drop-down arrow appears in the target cell.
  • Next action available: You can choose from preset options to complete data entry.

Tips While Using

  • Common mistake: Opening the settings window before selecting the target range may apply the rule to the wrong cells.
  • Environment note: You need permission to edit the target cells.

2. Set a value range limit

Entry: Data tab → Data Validity

  1. Select the cell range where you want to limit input values.
  2. Open the Data Validity 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 not met.

Success Criteria

  • Interface result: The target range keeps the saved value-limit rule.
  • Next action available: Entering a value outside the allowed range triggers the configured prompt.

Tips While Using

  • Common mistake: Reversing the minimum and maximum values can make the rule behave unexpectedly.
  • Environment note: The selected rule type should match the kind of content entered in the cells.

3. Set input messages and error alerts

Entry: Data Validity dialog box → Input Message / Error Alert tabs

  1. Open the Data Validity dialog box.
  2. Switch to the Input Message tab and set the title and message shown when a 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.

Success Criteria

  • Interface result: An input message appears when the cell is selected, and an alert appears when entered data does not match the rule.
  • Next action available: Users can correct their input based on the prompt.

Tips While Using

  • Common mistake: Setting the rule without adding guidance text can leave collaborators unsure about what to enter.
  • Environment note: These prompts are saved with the file and apply to the related cells.