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
#Create dropdown in excel how to#
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. 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.
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