Excel for Office 365 Excel for Office 365 for Mac Excel 2019 Excel 2016 Excel 2019 for Mac Excel 2013 Excel 2010 Excel 2007 Excel 2016 for Mac Excel Online More. Less You can help people work more efficiently in worksheets by using drop-down lists in cells where they can.
An Excel drop down list is a useful feature when you’re creating data entry forms. It shows a list of items as a drop down in a cell, and the user can make a selection from the drop down. This could be useful when you have a list of names, products, or regions that you often need to enter in a set of cells. Below is an example of an Excel drop down list: In the above example, I have used the items in A2:A6 to create a drop down in C3. Read: Here is a detailed guide on how to create an.
Sometimes, however, you may want to use more than one drop down lists in Excel such that the items available in a second drop down list are dependent on the selection made in the first drop down list. These are called dependent drop down lists in Excel. Below is an example of what I mean by a dependent drop down list in Excel: You can see that the options in Drop Down 2 depend on the selection made in Drop Down 1. If I select ‘Fruits’ in Drop Down 1, I am shown the fruit names, but if I select Vegetables in Drop Down 1, then I am shown the vegetable names in Drop Down 2.
This is called a conditional or dependent drop down list in Excel. Creating a Dependent Drop Down List in Excel Here are the steps to create a dependent drop down list in Excel: • Select the cell where you want the first (main) drop down list. • Go to Data –> Data Validation.
This will open the data validation dialog box. Cad for mac. • In the data validation dialog box, within the settings tab, select List. • In Source field, specify the range that contains the items that are to be shown in the first drop down list.
This will create the Drop Down 1. • Select the entire data set (A1:B6 in this example). • Go to Formulas –> Defined Names –> Create from Selection (or you can use the keyboard shortcut Control + Shift + F3). • In the ‘Create Named from Selection’ dialog box, check the Top row option and uncheck all the others. Doing this creates 2 names ranges (‘Fruits’ and ‘Vegetables’). Fruits named range refers to all the fruits in the list and Vegetables named range refers to all the vegetables in the list. • Select the cell where you want the Dependent/Conditional Drop Down list (E3 in this example).
• Go to Data –> Data Validation. • In the Data Validation dialog box, within the setting tab, make sure List in selected. • In the Source field, enter the formula =INDIRECT(D3). Here, D3 is the cell that contains the main drop down. Now, when you make the selection in Drop Down 1, the options listed in Drop Down List 2 would automatically update.
Download the Example File How does this work? – The conditional drop down list (in cell E3) refers to =INDIRECT(D3). This means that when you select ‘Fruits’ in cell D3, the drop down list in E3 refers to the ‘Fruits’ (through the ) and hence lists all the items in that category. Important Note: If the main category is more than one word (for example, ‘Seasonal Fruits’ instead of ‘Fruits’), then you need to use the formula =INDIRECT(SUBSTITUTE(D3,” “,”_”)), instead of the simple INDIRECT function shown above. • The reason for this is that Excel does not allow spaces in named ranges. So when you create a named range using more than one word, Excel automatically inserts an underscore in between words.
For example, when you create a named range with ‘Seasonal Fruits’, it will be named Season_Fruits in the backend. Using the within the INDIRECT function makes sure that spaces are converted into underscores. Reset/Clear Contents of Dependent Drop Down List Automatically When you have made the selection and then you change the parent drop down, the dependent drop down list would not change and would, therefore, be a wrong entry. For example, if you select the ‘Fruits’ as the category and then select Apple as the item, and then go back and change the category to ‘Vegetables’, the dependent drop down would continue to show Apple as the item. You can use VBA to make sure the contents of the dependent drop down list resets whenever the main drop down list is changed. Here is the VBA code to clear the contents of a dependent drop down list: Private Sub Worksheet_Change(ByVal Target As Range) On Error Resume Next If Target.Column = 4 Then If Target.Validation.Type = 3 Then Application.EnableEvents = False Target.Offset(0, 1).ClearContents End If End If exitHandler: Application.EnableEvents = True Exit Sub End Sub The credit for this code goes to this on clearing dependent drop down lists in Excel when the selection is changed. Here is how to make this code work: • Copy the VBA code.
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