The aim of this tutorial is to create a dependent drop-down list that’s based on a messy Excel Table.
What do I mean by an unsorted Excel table?
The categories for the first drop-down are not in a tabular format and they are not grouped together. You can see an example of the data set below. In a previous tutorial I showed you how you can extract unique items for a data validation drop-down list that was based on a table which had multiple instances of each category.
In this tutorial I will take this one step further and create a dependent drop down list based on the same data set.
Great thing is: to get there we need to overcome a set of challenges.
First: How to Find Many Matches
To get to our dependent data validation list, we need to be able to extract all records for each category (in the example, all apps belonging to each division). My approach is to use the INDEX together with AGGREGATE function in order to come up with a CSE (Control Shift Enter) free version of the formula.
Second: Absolute Column Table Referencing
The second challenge is to fix the column referencing in the table so that it’s fixed and doesn’t move as we drag the formula
Third: Create a Drop-down List that Excludes Empty Values
Here I use OFFSET together with COUNTIF and OFFSET again, to get a drop-down list that is restricted to the non-empty cells. I will be making a separate video on this in the coming months to explain the technique used in more detail.
AND finally in the end we get to our dependent drop down list :)
Watch the steps in this video:
Feel free to Download the Workbook HERE.
thank you so much Ms. Leila you are so good teacher.
Thank you very much Ismail.
These tutorials are amazing and have helped me a great deal in understanding Excel more. I have a quick question regarding this tutorial. If I wanted to include a third column of data, and exclude duplicates from the first and second columns, is there an easy way to address that? For instance if you had duplicates in your app column, and added a third column that does not have duplicates. For instance if you had a first column listed as “Division”, second as “App” which has duplicate values, and third as name assigned where no duplicates take place. The end goal is to have two dependent drop downs after the first drop down is established with the second drop down excluding duplicates and the third showing all as there is no duplicate. Any help would be greatly appreciated, or possibly if you’ve already addressed such an instance in another tutorial. Thank you so much for the tutorials you’ve put up!
Hi Patrick – I think this video might have the answer: https://youtu.be/gu4xJWAIal8
This still only shows two columns of Data. I am with Patrick and need three columns where the second also has multiple instances.
Even i to want same requirement, if you got it just reply back
your excel window open the nice vision to me
Hi Leila, thank you very much. Your tutorial and files are extremely helpful, it’s people like you who make a good change in this world believe it or not.
Thank you, love and kisses
Thank you very much Osama for the kind words. I’m really happy to hear you find the tutorials and Workbooks useful. Wish you all the best, Leila
Ms. Leila. thank you. very big thank you for those tutorials. you helped me to find solutions in EXCEL. Those tutorials are extremely helpful. Although I’m not a native English speaker. your simple language and the quietly way you are delivering ideas. All helped me to understand easily. I want to share how your lessons improved my knowledge & found solution for my projects. So, I made this file. which contains same idea in this tutorial . with extra column. Thank you
https://www.dropbox.com/s/47bctlhvyfbpvxc/Excel_Unique_Values_for_Dropdown_XelPlus_forApp.xlsx?dl=0
I used CSE functions. I think you can help to improve them and use non CSE formulas.
Thank you for sharing your file. It’s great! I’m glad you find the tutorials useful.
I downloaded your file… its exactly what I am look for, but don’t understand it, i am making a file with multiple drop down lists that rely on each other, (average fuel milage on cars, depending on year, model, cylinder, etc) can I reach you for help on this?
Hi Lynda – check out this post from Debra for multiple drop-down lists.
Hi Liela,
The tutorial are amazing. What about if we want 3 drop-down all depending on each other.
Hi Liela,
This tutorial is what I am looking for but my version does not have aggregate function. How do I work around it?
Thank you so much!
You can use the large function – you just need to use control + shift + enter after you type in the function.
Hi Liela,
Your tutorials are impressive.
I am using excel 2007 and AGGREGATE function not available. any suggestions.
PS
I use aggregate to avoid CSE (control shift enter) – but you can use offset with helper cells (I’ll make a video on this one soon) or you can use the large function with CSE….
Hi Leila,
First of all thanks for your step by step easy to understand videos
after watching your video on creating dynamic lists with the use of OFFSET and COUNTA, I wondered if there is a way to this exact thing with INDEX so the formula is none-Volatile, and I came up with the solution.
It is much longer but it is non volatile, I would be honored if you could look at this and make a video for INDEX-MATCH dynamic drop-down based on a multiple row & column data table(i.e. Reference_List!$B$4:$K$23):
OFFSET Ver:
=OFFSET(Reference_List!$B$3, 1, MATCH($A27, Reference_List!$B$3:$K$3,0)-1, COUNTA(OFFSET(Reference_List!$B$3, 1, MATCH($A27, Reference_List!$B$3:$K$3,0)-1, 20)))
INDEX Ver:
=INDEX(Reference_List!$B$4:$K$23, 1,MATCH($A27, Reference_List!$B$3:$K$3,0)):INDEX(Reference_List!$B$4:$K$23, COUNTA(INDEX(Reference_List!$B$4:$K$23, 1,MATCH($A27, Reference_List!$B$3:$K$3,0)):INDEX(Reference_List!$B$4:$K$23, 20,MATCH($A27, Reference_List!$B$3:$K$3,0))),MATCH($A27, Reference_List!$B$3:$K$3,0))
Thanks for the great INDEX version!