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Excel Data Validation -- Dependent Dropdowns from a Sorted List

Set up the Workbook     Create a Data Validation Dropdown List     Create a Dependent Dropdown List    Test the Validation

Download the zipped sample file

You can limit the choices in an Excel Data Validation list, by using named ranges and the INDIRECT function, as explained here: Data Validation -- Create Dependent Lists Another method is to use the OFFSET function, to extract items from a sorted list, as described below. In this example, a region is selected in one column, and the customers in that region will appear in the data validation list in the adjacent cell.

Set up the Workbook Two worksheets are required in this workbook. Delete all sheets except Sheet1 and Sheet2 Rename Sheet1 as ValidationSample Rename Sheet2 as ValidationLists On the ValidationLists sheet, type the lists that will be used in the data validation dropdowns: In cells A1:B20 type a list of Regions and Customers Note: This list must be sorted by Region In cells D1:D4 type a list of Regions Name the following ranges (there are Naming instructions here: Name a Range): Name cell A1 as RegionStart Name column A as RegionColumn Name column B as CustColumn Name range D2:D4 as RegionList

Create a Data Validation Dropdown List On the ValidationSample sheet, type the headings Region and Customer, in cells B1 and C1. The next step is to create the Region data validation dropdown lists in column B. Cells B2:B10 have data validation lists with the source RegionList. When a cell in this range is selected, a dropdown list of Regions is available. The formula for the list is: =IF(C2="",RegionList,INDEX(RegionColumn,MATCH(C2,CustColumn,0))) The complete region list is shown if no customer has been selected. However, if a customer has been selected in the adjacent cell, only that customer's region is shown in the Region dropdown list. There are detailed instructions for creating data validation lists here: Data Validation -- Introduction

Create a Dependent Dropdown List The next step is to create the dependent data validation dropdown lists in column C. In cell B2, select Ontario from the dropdown list. (If the cell is left empty, an error message may occur, when creating the dependent validation in column C.) Select cells C2:C10 Choose Data | Validation From the Allow dropdown, choose List In the Source box, type the following formula:

=OFFSET(RegionStart,MATCH(B2,RegionColumn,0)-1,1,COUNTIF(RegionColumn,B2),1)

The OFFSET function has the following arguments: We want the OFFSET function to return a reference to the range of cells that contains the Ontario customers. Reference:  In our formula, the reference is RegionStart, cell A1 on the ValidationLists sheet. Rows:  How many rows down from the reference cell should our range start? The MATCH function finds the first instance of Ontario in the RegionColumn, in row 6. We subtract 1 from this number, because the starting cell is in row 1. Columns:   We want a range that is 1 column to the right of the RegionStart reference. Height:  The COUNTIF function counts the number of times that region is entered in the RegionColumn. There are 9 customers in the Ontario region. Width:  We want a range that is 1 column wide Click OK

Test the Validation Select cell C2 Click the data validation dropdown arrow A list of Ontario customers is displayed. Download the zipped sample file

1. Data Validation 2. Data Validation -- Create Dependent Lists 3. Hide Previously Used Items in a Dropdown List 4. Display Messages to the User 5. Use a List from Another Workbook 6. Validation Criteria Examples 7. Custom Validation Criteria Examples 8. Data Validation Tips 9. Data Validation Documentation 10. Data Validation -- Combo Box 11. Data Validation -- Combo Box using Named Ranges   12. Data Validation -- Display Input Messages in a Text Box  13. Data Validation -- Dependent Dropdowns from a Sorted List   14. Data Validation -- Combo Box -- Click 15. Data Validation -- Create Dependent Lists With INDEX

 

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Last updated: November 30, 2009 1:19 AM