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Data validation must not exist in list

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Accept data that are not included in a specific range of records

To allow only values that do not exist in a list, you can use data validation with a custom formula based on the COUNTIF function.

Note: Excel has a built-in data validation rules for dropdown lists. This page explains how to create a custom validation rule when you want to *prevent* a user from entering a value in a list.

Worked Example:   Count cells greater than in Excel

Formula

=COUNTIF(list,A1)=0

Explanation

Based on the example above, the data validation applied to B5:B9 is:

=COUNTIF(list,B5)=0

where “list” is the named range D5:D7.

Worked Example:   How to count specific words in a range in Excel

How this formula works

Data validation rules are triggered when a user adds or changes a cell value.

In this case, the COUNTIF function is part of an expression that returns TRUE when a value does not exist in a defined list. The COUNTIF function simply counts occurrences of the value in the list. As long as the count is zero, the entry will pass validation. If the count is not zero (i.e. the user entered a value from the list) validation will fail.

Worked Example:   Count unique values in a range with COUNTIF in Excel

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