Home Archives for Pick-From Lists
November 25, 2010 3 Comments

How to Trigger a Unique List of Values Based Upon Another Drop-Down List in Excel

You can use the INDIRECT() Function in Excel to create a drop-down list of unique values that is“triggered” by the label that you select in another drop-down list. In the scenario that I use in this lesson:

  1. Create your 1st Drop-down list using Data Validation in Excel – Allow “List.” Here the named range is “Departments.”
  2. Create a 2nd Drop-down list using Data Validation. This time the “list” uses the INDIRECT Function to reference the selected label from the 1st drop-down list.

Key Concept

 The labels in my 1st drop-down list serve as “named range” references. That is why the INDIRECT Function is able to pull up the correct list of “Job Titles” in the 2nd Drop-down list. For example, a reference to the text label “Sales” in the 1st drop-down list brings up a list of the values (Job Titles) from the “Named Range” (Sales) in the 2nd Drop-down list.

If you need to learn about – or review – Data Validation in Excel, follow this link to my free Excel video lesson on this topic.

Create Named Ranges in Excel

I have found that creating and using “Named Cell Range” references makes lookup functions and formulas so much easier in Excel. Watch this video to see how I use a variety of methods to Create Named Ranges in Excel. One tip is to use the Keyboard Shortcut “Ctrl + Shift + F3” – after you first select the Label and the Values for your Named Range.

In this lesson, I also demonstrate how to visually “flag” all of the cells that do not meet the criteria for your Data Validation. I find that most people are unaware that you can do this! I think that you will find many uses for this auditing tool as you work in Excel.

Additional Resources

Follow this link to watch this video on YouTube in High Definition, Full Screen Mode.

Here is the link to view the 2nd video in this series about the INDIRECT Function in Excel.

Learn how to “Master Excel in Minutes – Not Months!” – visit my new, secure shopping site – http://shop.thecompanyrocks.com

How to Trigger a Unique List of Values Based on Your 1st Drop-Down List [ 6:23 ] Play Now | Play in Popup | Download (1046)
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Filed Under: Data Validation, Excel Training, Lookup Functions in Excel, Names for Cells and Ranges, Podcast Tips & Timesavers Tagged: , , , , , , , , ,
October 30, 2010 1 Comment

How to Add a Data Validation Drop Down List to an Excel Form

Several viewers wrote to me after I posted my previous video – “How to Add a Combo Box Control to an Excel Invoice Form” to suggest that there is another way to create a “drop down list” for a form. Yes, you can use Data Validation in Excel and use “Allow from List” as your setting. Use the “Stop Style” to prevent a user from typing in a value that is not in the list.

In this Excel Training Video I compare both approaches: Using a Combo Box Control and Adding a Data Validation Drop Down List. Both work well on Invoice Forms. However, you will use a different function to “lookup” other values – e.g. Unit Price – depending upon your choice:

  • With a Combo Box Control, use the =INDEX() function to find the “Unit Price” for the product selected in the Combo Box
  • With a Data Validation Drop Down List, use the =VLOOKUP() function to find the matching “Unit Price.”

Let me know which approach that you prefer. Try both – expand your Excel Skill Set. Add your comments below or send me an email with your thoughts and suggestions: danny@thecompanyrocks.com

You can start to shop for my DVD, “The 50 Best Tips for Excel 2007” by clicking this link.

Learn how you can “Master Excel in Minutes”

How to Add a Data Valication Drop Down List to an Excel Form [ 6:55 ] Play Now | Play in Popup | Download (3114)
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December 30, 2008 3 Comments

Use =INDIRECT() Function to Connect 2 Pick-From Lists in Excel

This video is in response to a viewer who wants to join two columns containing Data Validation “Pick-from” lists. She knew that there was a Formula that could perform this, but she didn’t know how to accomplish this.

I promised to create this Excel video lesson to show her how – using the =INDIRECT() Function.

Here are the steps to follow in this lesson:

  1. Create lists for each group you want to be able to select from. Division and then in Departments (Sales, Marketing, etc.)
  2. Name each of these lists. Use either the NAME BOX or “Insert – Name – Create” (Select the Label and the Values).
  3. For the 1st Column – Division – use “Data – Validation” and in the “Allow” drop-down, choose “List.”
  4. Use the F3 shortcut to bring up the Named Range Dialog Box. Select “Division.” Type in a message for the Screen Tip and click OK.
  5. For the 2nd Column – the one whose “Pick-from” list will be based on the Values from the 1st Column (Division), we start with “Data – Validation” and in “Allow” choose “List.”
  6. Here is where we use the =INDIRECT() Function in the “Refers To” box. Click to select the cell in the Same Row in the 1st Column. Note: Be sure to make the Cell Reference Relative so that the formula can be copied down the column.
  7. I created the Validations in the Top Cell in each Column. Use Copy, Paste Special, Validation to apply the “Pick-from” validation to the remaining cells.

This is not a “Perfect” solution. As you can see, when you change the value in the first drop-down list, the value in the second list remains in place. What does change, however, is the list of values now available in the second drop-down list – waiting for you to make your selection!

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News! My DVD, “The 50 Best Tips for Excel 2007” is now available to purchase. I invite you to visit my online bookstore for more details.

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Filed Under: Excel Data Tables and Lists, Excel Training, Lookup Functions in Excel, Video Response to Viewers Tagged: , , , , ,