We can also restrict the values with drop downs. With the help of Data Validation, we can easily create simple drop downs as well as complex drop downs that are dependent on other values. When you fill it out column J would look something like this: Now you need to copy the drop-down list to the cells below dragging the little “+” icon on the bottom right of cell J5. For example, selecting “Dairy” in cell I10 will extract the values “Milk”, “Cheddar Cheese” and “Margarine” in cell J10. This formula extracts only the items that belong to the categories in the corresponding I cell. Selecting J5, click Data > Data Validation > set the drop down in “Allow” to “List” > assign the formula “=OFFSET($B$5,MATCH($I5,$B$5:$B$11,0)-1,1,COUNTIF($B$5:$B$11,$I5))” in the source text box. Now, on cells J5:J11 you’ll add the dropdowns that are dependent on the entries in cells I5:I11. Now, copy the drop-down list to the cells below dragging the little “+” icon on the bottom right of cell I5. This will add a drop-down list to cell I5 containing the categories in G5:G7. Now to add the drop downs in cells I5:I11, you’ll need to select cell I5, click Data > Data Validation > set the drop down in “Allow” to “List” > set the source to G5:G7. This will extract the unique values from categories in cells G5:G7. Click the “Unique Records Only” checkbox and hit OK. Assign the range “$B$5:$B$11” to both the “List range” and “Criteria range”. To do this selecting any cell in the range B5:E11 you will need to click Data > Advanced >Select “Copy to Another Location”. The data also contains the unit and price for each product.Īt first, you need to add the category list in cells I5:I11. Each of the categories contains several products. The inventory dataset has records of four categories of products. In this example, you’ll create a dependent drop-down list based on the product items based on the categories. Let’s consider the inventory records data set. You can also create a dependent drop down list based on the selections from a previous drop-down list. After you finish assigning all the departments, the data would look like this:Ĭhange the value according to the drop-down list selection You can select the appropriate department based on the reference in cells B3:B6. Now, copy the drop-down list to the cells below dragging the little “+” icon on the bottom right of cell G3. This will add a drop-down list to cell G3 containing the four departments in C3:C6. You will make the drop down in the cells using Data Validation.Ĭlick cell G3, click Data > Data Validation > set the drop down in “Allow” to “List” > set the source to A2:A5. You need to add a drop down in the F column for each employee to assign their respective departments. The new recruits will be working in 4 departments which are already listed in A2:A5. You’ll need to add the department for the new recruits. The worksheet contains the employee ID, Name and Salary already updated. It contains information about the new employees of Bagpiper INC. In this example, we will use the employee information worksheet. Create a drop-down list from a list of items In this tutorial, you’ll learn how to create a drop-down list from a list of items in Excel. In the long run, this helps a lot in having a clean and tidy data set. By using drop-down lists you can prevent unexpected values in your data. This is very helpful when auditing Excel files. Data validation is a handy tool in Excel that allows you to control what can be entered in your worksheet. Drop down lists in Excel can be implemented using the data validation feature. Un-Hidding it, by simply typing A1 in the Name Box next to the formula bar.Create a drop down list from a list of itemsĪ drop-down list is a very efficient way to limit the options in forms, survey or polls. Now, if you want to hide the column that contains the original list. Your drop-down menu should appear containing your list of choice values. Once done, select any cell in column D, from D1 to D10. If you prefer, you can enter this range using the mouse, by clicking on the symbol at the right of the Source field and then selecting the required range of cells with the mouse. In the Source field, select/enter the range of cells where your original list of choice or your original list of options is present (here in my case, it’s. Ensure Ignore blank & In-cell dropdown option is ticked/selected.Ĭ. In Allow field, select the option ' List'.ī. I selected the cells in a column D from D1 to D10Ī. Select the cell/cells in a column where user wants to appear the drop-down list. (I used 4 option of choice from A1 to A4, user can increase as per their demand) This option of choice will be appear in drop down list. Create a hidden drop down list in excel using the Excel data validation options.Ĭreate a list of choice.
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