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

Unlocking Charts

Objects within a workbook are often locked as a form of protection. Your macro, however, may have a need to work with ...

Discover More

Saving Documents Using the Same Filename

When working on a document, you most often want to save your edits using the existing name of the document. If Word ...

Discover More

Securing Your Signature

If you want to "sign" your documents, you might be tempted to insert a graphic scan of your signature into them. Before ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2021 or Microsoft 365. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word Step by Step today!

More WordTips (menu)

Converting a Table into Text

Word includes a power table editor that allows you to create and work with tables easily. At some point, however, you ...

Discover More

Quick Recall of Table Formats

Got a table that you use over and over again? One way you can make quick work of such repetition is to save the table in ...

Discover More

Transposing Table Contents

When you transpose information, it is essentially "rotated" in a direction. If you transpose the information in a table, ...

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 seven minus 4?

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.