How to quickly create dynamic drop down list in Excel?
Most of us may be can create a drop down list by using the Data Validation function in Excel, but sometimes we need to a linked or dynamic drop down list, it means when you choose a value in dropdown list A and you want the values to be updated in dropdown list B. In Excel we can create dynamic drop down list with the Data Validation feature and the INDIRECT function. This tutorial will describe how to create dependent drop-down lists in Excel.
Create dynamic drop down list in Excel
Select the cell in the worksheet where you want the drop-down list. Go to the Data tab on the Ribbon, then Data Validation. Note: If you can’t click Data Validation, the worksheet might be protected or shared. Unlock specific areas of a protected workbook or stop sharing the worksheet, and then try step 3 again. Insert Drop Down Box in Excel. Click the “Settings” tab on the Data Validation dialog box and click “List” in the Allow field. Type the “=” sign in the Source field followed by the name typed in the Name field for your list. For example, “=ColorOptions” includes the equal sign and your list name with no spaces.
Easily insert multiple checkboxes or option buttons at once in Excel
Normally we can only insert one checkbox or option button in a cell at a time with tedious steps in Excel. But Kutools for Excel’s Batch Insert Check Boxes utility and Batch Insert Option Buttons utility can help Excel users quickly insert multiple checkboxes or option buttons into all selected cells.Full Feature Free Trial 60-day!
Recommended Excel Productivity Tools
Bring tabbed editing and browsing to Office (include Excel), much more powerful than the browser's tabs. Free Download...
More than300 powerful advanced features for Excel, designed for1500 work scenarios, save70% time for you. Free Download...
Create dynamic drop down list in Excel
Supposing I have a table of four columns that indicate four types of foodstuff: fruit, food, meat and drink and below them are the specific food name. See the following screenshot:
Now I need to create one drop down list that contains the foodstuff, such as fruit, food, meat and drink and the second dropdown would have the specific food name. If I select food, the second drop down will show rice, noodle, bread and cake. To do this, please apply the following steps:
![Excel Drop Down List Excel Drop Down List](/uploads/1/2/5/5/125522836/695553295.png)
1. First, I need to create some range names for these columns and the first categories row.
(1.) Create a range name for the categories, the first row, select the A1:D1, and type the range name Foodstuff into the Name Box, then press Enter key.
(2.) Then you need to name the range for each of the columns as above step as shown below:
(2.) Then you need to name the range for each of the columns as above step as shown below:
Tip - Navigation Pane: Batch create multiple named ranges and list in a Pane in Excel
Normally we can only define one name range at one time in Excel. But in some cases you may need to create multiple named ranges. It must be quite tedious to repeatedly define names one by one. Kutools for Excel provides such a utility to quickly batch create multiple named ranges, and list these named ranges in the Navigation Pane for easily view and access.Full Feature Free Trial 60-day!
Normally we can only define one name range at one time in Excel. But in some cases you may need to create multiple named ranges. It must be quite tedious to repeatedly define names one by one. Kutools for Excel provides such a utility to quickly batch create multiple named ranges, and list these named ranges in the Navigation Pane for easily view and access.Full Feature Free Trial 60-day!
2. Now I can create the first drop down list, please select a blank cell or a column that you want to apply this drop down list, and then click Data > Data Validation > Data Validation, see screenshot:
3. In the Data Validation dialog box, click Settings tab, choose List from the Allow drop down list, and input this formula =Foodstuff into the Source box. See screenshot:
Note: You need type in the formula what you named your categories.
Note: You need type in the formula what you named your categories.
4. Click OK and my first drop down list have been created, then select the cell and drag the fill handle to the cell that you want to apply this option.
5. Then I can create the second drop down list, select one blank cell, and click Data > Data Validation > Data Validation again, in the Data Validation dialog box, click Settings tab, choose List from the Allow drop down list, and input this formula =indirect(F1) into the Source box, see screenshot:
Note: F1 indicates the cell location for the first drop down list I have created, you can change it as your need.
Note: F1 indicates the cell location for the first drop down list I have created, you can change it as your need.
6. Then click OK, and drag the cell content downwards, and the dependent drop down list have been created successfully. See screenshot:
And then if I choose one type of the foodstuff, the corresponding cell will only display its specific food name.
And then if I choose one type of the foodstuff, the corresponding cell will only display its specific food name.
Notes:
1. The drop-down arrow is visible only when the cell is active.
2. You can continue going deeper as you like, if you want to create the third drop down list, just use the second dropdown as the Source of the third dropdown.
1. The drop-down arrow is visible only when the cell is active.
2. You can continue going deeper as you like, if you want to create the third drop down list, just use the second dropdown as the Source of the third dropdown.
Demo: Create dynamic drop down list in Excel
In this Video, the Kutools tab and the Kutools Plus tab are added by Kutools for Excel. If need it, please click here to have a 60-day free trial without limitation!
Related article:
Recommended Productivity Tools for Excel
Kutools for Excel Helps You Always Finish Work Ahead of Time, and Stand Out From Crowd
- More than300 powerful advanced features, designed for1500 work scenarios, increasing productivity by70%, give you more time to take care of family and enjoy life.
- No longer need memorizing formulas and VBA codes, give your brain a rest from now on.
- Become an Excel expert in 3 minutes, Complicated and repeated operations can be done in seconds,
- Reduce thousands of keyboard & mouse operations every day, say goodbye to occupational diseases now.
- 110,000 highly effective people and 300+ world-renowned companies' choice.
- 60-day full features free trial. 60-day money back guarantees. 2 years of free upgrade and support.
Brings Tabbed Browsing and Editing to Microsoft Office, Far More Powerful Than The Browser's Tabs
- Office Tab is designed for Word, Excel, PowerPoint and Other Office Applications: Publisher, Access, Visio and Project.
- Open and create multiple documents in new tabs of the same window, rather than in new windows.
- Increases your productivity by50%, and reduces hundreds of mouse clicks for you every day!
or post as a guest, but your post won't be published automatically.
Loading comment... The comment will be refreshed after 00:00.
- Why the dependent list doesn't change instantly?
- Hi Ferat,
Have you followed the tutorial to create your dynamic drop down list? If followed the tutorial, the dependent list will change immediately as the main choice (in Cell F1) changes.
More detailed information can help me understand your problem. If possible, upload some screenshots will be helpful!
- To post as a guest, your comment is unpublished.So I tried this with dynamic ranges. It's a no go. It does work with static ranges though.
- To post as a guest, your comment is unpublished.I understand but how can I repeat the dropdown formatting in all rows of excel
- Have you received an answer to your question? I'm wondering the same thing..
- To post as a guest, your comment is unpublished.Lara, you are probably missed the second half of ste p 4.
4. Click OK and my first drop down list have been created, then select the cell [u][b]and drag the fill handle to the cell that you want to apply this option[/b][/u]. - To post as a guest, your comment is unpublished.I keep getting an error that says ' the source currently evaluates to an error', any reason why? I followed the steps above. Any guidance would be greatly appreciated.