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Data validation controls what can be entered into a cell. Dropdowns are the most common use: instead of typing a value and hoping it matches, you pick from a fixed list of options rendered as coloured pills. Equals also supports checkboxes and a full set of text, number, date, and custom formula rules, so a range of cells can only ever hold the values you expect.

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Adding a dropdown

  • Insert menu: Select the cells you want to cover, then choose Insert > Dropdown. Equals creates a rule on that range with two starter options and opens the sidebar so you can edit them.
  • Checkbox: Insert > Checkbox does the same thing for a simple true/false cell, rendered as a tickbox you can click directly in the grid.
  • Data menu: Data > Data validation opens the sidebar directly, where you can add a rule of any criteria type.
In the sidebar you can rename each option, drag options to reorder them, and pick a colour for each from the light and dark swatch palettes. Under Data range you can add or adjust the ranges the rule applies to — a single rule can cover several ranges, on the same sheet or across sheets.

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Using dropdowns

  • Pick a value: Click the pill in a cell to open the list, then select an option. The cell takes the option’s colour.
  • Edit in place: The bottom of the option list has Edit dropdown, which reopens the sidebar for that rule.
  • Invalid values: Typing or pasting a value that isn’t in the list still writes the value, but the cell is marked with a red triangle. Hovering it explains why the value is invalid.

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Other validation rules

Beyond dropdowns and checkboxes, a rule can require a cell to satisfy:
  • Text: contains, does not contain, starts with, ends with, is exactly, is a valid email, is a valid URL.
  • Number: greater than, less than, equal to, not equal to, between, not between — with or without equality.
  • Date: is, is before, is after, is between, is not between.
  • Custom formula: any formula that returns TRUE for a valid cell, so you can validate against a lookup range, another column, or query results.
These rules don’t block entry; they flag cells that fail, so you can spot bad data in a model without it disappearing on you.

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Managing rules

Data > Data validation lists every rule in the workbook, split into rules on the current sheet and rules on other sheets. Each entry shows the criteria and the ranges it covers. Click a rule to edit it, or use the cross to remove it — removing a rule leaves the cell values in place and only stops validating them. Rules move with your data. Inserting, deleting, or moving rows and columns shifts the ranges a rule covers, and copying cells carries their validation to the destination.