First, name the cells in the first column:

1. Select cells A2:A3

2. Click in the Name Box, to the left of the Formula Bar, and type a oneword name for the range, e.g. EmpIDs
3. Press the Enter key, to complete the naming.
Add the Data Validation:
1. Select cells A2:A3
2. On the Ribbon's Data tab, click Data Validation
3. On the Settings tab, from the Allow drop down, choose: Custom
4. NOTE: If there could be blank cells in the column, remove the check
mark from "Ignore Blank Cells", or duplicates will be allowed
5. In the formula box, you'll use the COUNTIF function to check value
being entered in cell A2. It will be compared to all the entries in the
EmpID column. To prevent duplicates, the count must be 1 or 0:
=COUNTIF(EmpIDs,A2) <= 1

6. (optional) On the Error Message tab, add a title and error message, e.g.
Duplicate ID -- "That number has already been assigned."

Require Unique 5-Digit Numbers

The custom data validation example shown above prevents duplicate entries.
However, it doesn't limit the type of entry that can go into the cell. In this
example, the formula is revised, to require 5-digit numbers, with no duplicates.
To create the data validation, follow all the steps in the example above, and
use this formula, instead of the one shown above:
=AND(ISNUMBER(A2),LEN(A2)=5,COUNTIF(EmpIDs,A2)<=1)
The COUNTIF function prevents duplicates, the ISNUMBER function prevents
text entries, and the LEN function checks the number of digits.

Prevent Duplicates in Range of Cells

You can use Data Validation to prevent duplicate entries in a range on the
worksheet. In this example, Employee Numbers will be entered in cells
B3:B10, and you can prevent the same number from being entered twice, in
those cells.
1. Select cells B3:B10
2. Choose Data|Data Validation
3. Choose Allow: Custom
4. For the formula in this example, we use the COUNTIF function to count
the occurrences of the value in cell B3, in the range $B$3:$B$10. The
formula's result must be 1 or 0:
=COUNTIF($B$3:$B$10,B3) <= 1

Limit the Total

Prevent the entry of a value that will cause a range to exceed a set total. In
this example, the total budget cannot exceed $3500. The budget amounts are
in cells C3:C7, and the formula checks the total in those cells
1. Select cells C3:C7
2. Choose Data|Data Validation
3. Choose Allow: Custom
4. For the formula, use SUM to total the values in the range $C$3:$C$7.
The result must be less than or equal to $3500:
=SUM($C$3:$C$7) <= 3500

No Leading or Trailing Spaces

You can prevent users from adding spaces before or after the text in the entry.
The TRIM function removes spaces before and after the text, and any extra
spaces within the text.
The formula in this example checks that the entry in cell B2 is equal to the
trimmed entry in that cell.
1. Select cell B2
2. Choose Data|Data Validation
3. Choose Allow: Custom
4. For the formula, enter:
=B2 = TRIM(B2)

No Spaces in Text
Thanks to Jerry Latham for this example.
You can prevent users from adding ANY spaces in a text string. The
SUBSTITUTE function replaces each space character " " with an empty
string ""
The formula in this example checks that the entry in cell B3 is equal to the
entry without spaces.
1. Select cell B3
2. On the Ribbon, click the Data tab, then click Data Validation
3. Choose Allow: Custom
4. For the formula, enter:
=B3=SUBSTITUTE(B3," ","")

No Spaces in Cell
You can prevent users from adding ANY spaces in the cell -- whether the entry
is text, numbers, or a combination of both. Here are two formulas that check
for spaces.
Example 1
Thanks to Jerry Latham for this example.
The LEN function counts the number of characters entered in cell B3, and
compares that to the number of characters after SUBSTITUTE removes the
space characters.
1. Select cell B3
2. On the Ribbon, click the Data tab, then click Data Validation
3. Choose Allow: Custom
4. For the formula, enter:
=LEN(B3)=LEN(SUBSTITUTE(B3," ",""))

Example 2
The FIND function looks for the space character " " and the ISERROR
function result is TRUE, if the space character is not found.
The formula in this example checks that the entry in cell B3 is equal to the
entry without spaces.

1. Select cell B3
2. On the Ribbon, click the Data tab, then click Data Validation
3. Choose Allow: Custom
4. For the formula, enter:
=ISERROR(FIND(" ",B3))

Restrict to a Specific Date Range

With data validation, you can require dates in a cell, and specify which dates
are valid.
To set a specific date range, follow these steps:
1. Select the cell where you want the data validation applied
2. On the Ribbon, click the Data tab, then click Data Validation
3. From the Allow drop down, select Date
4. In the Data drop down, select one of the operators, such as Greater
Than, or Between
5. Depending on the operator you selected, Start Date and/or End Date
boxes will appear

6. Type a date in the Start Date and/or End Date boxes, OR refer to a
worksheet cell that contains the start or end date.
7. (optional) Add an Input Message, to explain the data validation rule
when the cell is selected
8. (optional) Change the Error Alert setting, so it shows a message, or
warns users about invalid data.
9. Click OK, to close the dialog box.

Restrict to a Dynamic Date Range

Instead of setting a specific date range, you can create a dynamic range. In
this example, a formula is used in the date box, to allow only dates within a
specific number of days from the current date.
1. Select the cell where you want the data validation applied
2. On the Ribbon, click the Data tab, then click Data Validation
3. From the Allow drop down, select Date
4. In the Data drop down, select one of the operators, such as Greater
Than, or Between

5. Depending on the operator you selected, Start Date and/or End Date
boxes will appear
6. Type a formula in the Start Date and/or End Date boxes, using the
TODAY function. For example,
To set the earliest start date allowed as 60 days prior to the
current date:
=TODAY()-60
To set the latest start date allowed as 60 days after the current
date:
=TODAY()+60
7. (optional) Add an Input Message, to explain the data validation rule
when the cell is selected
8. (optional) Change the Error Alert setting, so it shows a message, or
warns users about invalid data.
9. Click OK, to close the dialog box.

Prohibit Weekend Dates

Prevent entry of dates that fall on Saturday or Sunday. The WEEKDAY
function returns the weekday number for the date entered, and values of 1
(Sunday) and 7 (Saturday) are not allowed.
1. Select cell B2
2. Choose Data|Data Validation
3. Choose Allow: Custom
4. For the formula, enter:
=AND(WEEKDAY(B2) <> 1, WEEKDAY(B2) <> 7)