Validating Data

Written by Allen Wyatt (last updated August 16, 2025)
This tip applies to Word 97, 2000, 2002, and 2003

Ed asked if there was a way, using Word tables, to validate data that is added to cells. For instance, to limit the minimum and maximum characteristics of the data that could be entered in a cell.

The bad news, Ed, is that there is no easy way to accomplish such a feat solely using Word. Granted, a set of macros could be devised that would do some sort of validation, but they would not be easy, by any stretch of the imagination. Alternatively, you could set up a user form with input fields for each table cell. Then, you could apply validation code to what the user enters or selects in each input field. Even this approach, however, would be difficult to implement for all but the simplest tables.

Perhaps the easiest method of accomplishing data validation, however, is to simply use Excel. It has data validation routines quickly available to a user on a cell-by-cell basis. Then, the table data created in Excel can be pasted into (and linked to) a Word document.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1495) applies to Microsoft Word 97, 2000, 2002, and 2003.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. Learn more about Allen...

MORE FROM ALLEN

Deleting Conditional Formatting

After you've applied a conditional format to a cell, you may have a need to later delete that format so that the cell is ...

Discover More

Getting Rid of Extra Quote Marks in Exported Text Files

If you don't like the way that Excel exports information you intend to use with other programs, then your best bet is to ...

Discover More

Changing Line Color in a Drawing Object

Don't like the color of the lines that Excel chose for your drawing object? It's easy to choose your own colors, as ...

Discover More

Discover the Power of Microsoft Office This beginner-friendly guide reveals the expert tips and strategies you need to skyrocket your productivity and use Office 365 like a pro. Mastering software like Word, Excel, and PowerPoint is essential to be more efficient and advance your career. Simple lessons guide you through every step, providing the knowledge you need to get started. Check out Microsoft Office 365 For Beginners today!

More WordTips (menu)

Hiding Table Gridlines, by Default

The edges to table cells are shown two ways in Word: gridlines and borders. Table gridlines are only seen in Word; they ...

Discover More

Repeating Column Information on Each Page

When your table occupies lots of pages, you may want to have information in a particular column repeated on each page. ...

Discover More

Cannot Set Heading Rows in a Table

Word allows you to specify which rows in a table should be considered headings. What if setting the headings doesn't work ...

Discover More

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

Notify me about new comments ONLY FOR THIS TIP

Notify me about new comments ANYWHERE ON THIS SITE

Hide my email address

What is nine minus 3?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)

This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.