How to Create Input Message in Excel - Practical Guide

Learn to create input messages in Excel data validation to guide users when they select a cell. Input messages provide helpful instructions, requirements, or context before users enter data, improving data accuracy and reducing errors in shared workbooks.

Why This Matters

Input messages enhance user experience by providing clear guidance on what data is expected, reducing data entry errors and supporting collaborative work in shared spreadsheets.

Prerequisites

•Basic understanding of Excel cell selection
•Access to Data Validation feature in your Excel version

Step-by-Step Instructions

Select the target cell or range

Click on the cell or drag to select multiple cells where you want the input message to appear.

Open Data Validation dialog

Go to Data > Data Validation (or Data Tools > Validation in some versions). Click the Data tab, then select Validation from the Data Tools group.

Navigate to Input Message tab

In the Data Validation dialog box, click the Input Message tab at the top of the window.

Enable the input message

Check the box labeled 'Show input message when cell is selected' to activate the feature.

Enter title and message text

Type a Title (e.g., 'Enter Sales Amount') and Message (e.g., 'Please enter monthly sales in USD format'). Click OK to apply.

Alternative Methods

Input message with validation criteria

Combine input messages with Settings tab validation rules (whole number, decimal, date) to guide users on both format and content requirements simultaneously.

Format input message text

Use line breaks in the Message field by pressing Ctrl+Enter to create multi-line messages for better readability.

Tips & Tricks

✓Keep input messages concise (under 255 characters) for better visibility in the popup.
✓Use a clear Title to categorize the message (e.g., 'Format', 'Requirements', 'Example').
✓Apply the same input message to multiple cells at once by selecting the entire range before opening Data Validation.

Pro Tips

★Pair input messages with Error Alerts (Alert tab) to create a complete validation system that guides and restricts data entry.
★Use input messages as documentation to replace lengthy comment boxes, keeping your spreadsheet cleaner.
★Test the message by clicking the cell to ensure the popup displays correctly before sharing the workbook.

Troubleshooting

Input message doesn't appear when I select the cell

Verify that 'Show input message when cell is selected' is checked in the Input Message tab. Also confirm the cell has validation applied by going to Data > Data Validation and checking the Settings tab.

Message text is cut off or not fully visible

Reduce message length to under 255 characters or use line breaks (Ctrl+Enter) to organize content. The popup window has size limitations.

Input message doesn't appear in a protected sheet

Ensure that 'Input messages' are not disabled in sheet protection settings (Review > Protect Sheet > Options).

Frequently Asked Questions

Can I use input messages without data validation criteria?

Yes, input messages are independent of validation rules. You can add an input message to a cell without restricting what data can be entered.

Can I include formulas or dynamic content in input messages?

No, input messages only accept static text. However, you can reference cell values in your message description manually.

Do input messages work in Excel Online or Google Sheets?

Excel Online supports input messages, but they may display differently. Google Sheets uses a different data validation system with custom messages.

How do I copy input messages to other cells?

Copy the cell with validation (Ctrl+C), select the target range, and use Paste Special > Validation (Ctrl+Shift+V) to copy only the validation settings including the input message.