How to Prevent Duplicates

When you create a formatted Excel table, you can use data validation to prevent duplicates within a colu
NOTE: To prevent duplicates based on entries in multiple columns, see the instructions below
Create a Named Table
Follow these steps, to set up a named table, like the one shown below.
Note: If you aren't using a named table, follow the instructions to Prevent Duplicates in a Range
Type the headings in row 1: EmpID, FName, LName and HireDate
Type 2 rows of sample data
Select a cell in the list, and on the Home tab of the Excel Ribbon, click Format as Table
Click on one of the table styles
Click OK to create the named table

The named table will have four columns, and drop down arrows in the header row.

Name the cells in EmpID column

Next, follow these steps to name the items in the EmpID column. Because it is based on a named table,
Note: An Excel name must be one word -- no spaces.
1. Select cells A2:A3
2. Click in the Name Box, to the left of the Formula Bar, and type a one-word name for the selected cells
3. Press the Enter key, to complete the naming.

Add the Data Validation

Next, follow these steps to create a custom data validation rule, to prevent duplicate IDs from being ent
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"
5. In the formula box, you'll use the COUNTIF function to check value being entered in cell A2. It will be
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. For example, Duplicate ID -- "That number has alread

Prevent Duplicates in Range of Cells

If you're not using an Excel table, as shown above, you can prevent duplicate entries in a specific range o
1. Select cells B3:B10
2. On the Ribbon's Data tab, click Data Validation
3. On the Settings tab, from the Allow drop down, choose: Custom
4. For the formula in this example, use the COUNTIF function to check the range $B$3:$B$10, and cou
=COUNTIF($B$3:$B$10,B3) <= 1
NOTE: The range is entered as an absolute reference -- $B$3:$B$10 -- so it stays the same, in all of th

How to Prevent Duplicates for Multiple Columns

The examples above check the contents of one column, to prevent duplicates. In this example, three colu
First, name the cells in the three columns:
1. Select the data cells in the first column (not the heading cell)
2. Click in the Name Box, to the left of the Formula Bar, and type a one-word name for the range, such a
3. Press the Enter key, to complete the naming.
4. Repeat for the remaining columns, using other names, e.g. ItemSize and ItemColour
Add the Data Validation:
1. Select the data cells in all 3 columns (not the heading cells)
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 columns, remove the check mark from "Ignore Blank Cells
5. In the formula box, use the COUNTIFS function to check the combination of values being entered in row 2. It will be com
=COUNTIFS(ItemType,A2,ItemSize,B2,ItemColour,C2)<=1

Require Unique 5-Digit Numbers

The Employee ID example shown above prevents duplicate entries. However, it doesn't limit the type of entry that can go in
In this example, the rule is revised, to require a 5-digit number, with no duplicates.
To create the data validation, follow all the steps in the Employee ID example, and use this formula, ins
###
In this formula:
COUNTIF function prevents duplicates
ISNUMBER function prevents text entries
LEN function checks the number of digits

Limit the Total

Prevent the entry of a value that will cause a range to go over a set total amount. In this example, the tot
1. Select cells B2:B7
2. On the Ribbon's Data tab, click Data Validation
3. On the Settings tab, from the Allow drop down, choose: Custom
4. For the formula, use SUM to total the values in the range $C$3:$C$7. The result must be less than or
 =SUM($B$2:$B$7)<=$B$10

No Leading or Trailing Spaces

You can prevent users from adding spaces before or after the text in the entry. The TRIM function remo
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. On the Ribbon's Data tab, click Data Validation
3. On the Settings tab, from the Allow drop down, choose: Custom
4. For the formula, enter:
=B2 = TRIM(B2)

No Spaces in Text
Thanks to Jerry Latham for this example.
Use this custom rule to prevent users from adding ANY spaces in a text string. The SUBSTITUTE functi
The formula in this example checks that the entry in cell B2 is equal to the entry without spaces.
1. Select cell B2
2. On the Ribbon, click the Data tab, then click Data Validation
3. Choose Allow: Custom
4. For the formula, enter:
=B2=SUBSTITUTE(B2," ","")
No Spaces in Cell
You can prevent users from adding ANY spaces in the cell -- whether the entry is text, numbers, or a com

Example 1
Thanks to Jerry Latham for this example.
The LEN function counts the number of characters entered in cell D2, and compares that to the number
1. Select cell D2
2. On the Ribbon, click the Data tab, then click Data Validation
3. Choose Allow: Custom
4. For the formula, enter:
=LEN(D2)=LEN(SUBSTITUTE(D2," ",""))

Example 2
The FIND function looks for the space character - " " - and the ISERROR function result is TRUE, if the
The formula in this example checks that the entry in cell F2 is equal to the entry without spaces.
1. Select cell F2
2. On the Ribbon, click the Data tab, then click Data Validation
3. Choose Allow: Custom
4. For the formula, enter:
=ISERROR(FIND(" ",F2))
Prohibit Weekend Dates
There is a built-in rule setting for Dates, where you can set a date range for the data entry cells. The dates can be typed into
For date rules that do not require a specific date range, create a custom rule. For example, this rule will
The WEEKDAY function returns the weekday number for the date entered. Our formula will use the

Our formula will allow numbers lower than 6 (Saturday)

1. Select cell B2
2. On the Ribbon's Data tab, click Data Validation
3. On the Settings tab, from the Allow drop down, choose: Custom
4. For the formula, enter:
0
 duplicates within a column. In this example, Employee ID is entered in the first column, and each ID must be un

based on a named table, the named range will automatically adjust in size, when you add or delete rows.

me for the selected cells -- EmpIDs

cate IDs from being entered.

 om "Ignore Blank Cells", or duplicates will be allowed
ered in cell A2. It will be compared to all the entries in the EmpID column.

D -- "That number has already been assigned."

tries in a specific range on the worksheet. In this example, Employee ID Numbers will be entered in cells B3:B10.

ge $B$3:$B$10, and count how many times the number in cell B3 appears. The formula's result must be 1 or 0:

ays the same, in all of the cells with that custom rule. The cell with the value (B3) is a relative reference -- it shoul

lumns
n this example, three columns will be checked, to make sure that combination has not been entered before. The col

me for the range, such as ItemType

emColour
rom "Ignore Blank Cells", or duplicates will be allowed
tered in row 2. It will be compared to all the combinations that are currently entered. To prevent duplicates, the count must be 1 or 0:

e type of entry that can go into the Employee ID cell.

nd use this formula, instead of the original one:

In this example, the total budget cannot go over the amount that is entered in cell B9. The budget amounts are in

sult must be less than or equal to the limit entered in cell B10:
he TRIM function removes spaces before and after the text, and any extra spaces within the text.
med entry in that cell.

The SUBSTITUTE function replaces each space character - " " - with an empty string - ""
without spaces.
s text, numbers, or a combination of both. Here are two formulas that check for spaces.

pares that to the number of characters after SUBSTITUTE removes the space characters.

on result is TRUE, if the space character is not found.

without spaces.
. The dates can be typed into the rule boxes, or you can refer to cells where the minimum and maximum dates are entered. You can als
r example, this rule will prevent the entry of dates that fall on Saturday or Sunday.
formula will use the return_type argument of 2, which returns 1 - 7 for Monday through Sunday. That makes it
and each ID must be unique.

r delete rows.
entered in cells B3:B10. Use a custom rule to prevent the same number from being entered twice, in those cells.

result must be 1 or 0:

tive reference -- it should change in each cell.

n entered before. The columns are ItemType (A), ItemSize (B), and ItemColour (C). Data validation will be applied
s, the count must be 1 or 0:

e budget amounts are in cells B2:B7, and the formula checks the total in those cells, when you add or edit an entry
ates are entered. You can also use a formula with the built-in date rule, such as =TODAY()-30. That creates a dynamic date range.

h Sunday. That makes it easy to block 6 (Saturday) and 7 (Sunday)

d twice, in those cells.

alidation will be applied in all three columns.

you add or edit an entry.
a dynamic date range.