Validating your data as you type can prevent any surprises when you are doing analysis / follow-up on the data. Thankfully, excel has the right tools to do it. Excel drop down list can assist you in picking up a value from a valid list to enter in a cell. Here is a short how-to guide to get you started on data validation in excel.
Howto set up Drop Down list in Excel?
- First, set up a list of valid values in range of cells. Say your valid list of entries is in A1:A6.
- Now go the cell where you want to validation drop down to appear.
- Go to Data ribbon and click on Validation
- Set up “List” as allowed values and enter =A1:A6 as Source (see below picture)
- Done. Now you can see the drop-down in your cell.
Video – How to create Drop Down List in Excel & Best Practice Tips
I made a video with a real world example of drop down lists. Please watch it below to understand the set up process & how to customize the validation rules.
Sample workbook to Practice Data Validation Drop Downs
Click here to download the sample workbook to practice data validation drop down lists.
How-to ignore duplicates while setting up validation list?
If you want to use a source list that has duplicates and want to ignore them when setting up validation drop-down, then you have two options. Something like this:
- Use Excel Dynamic Arrays (works in Excel 365)
- Use Pivot Tables (works in all versions of Excel)
Let’s say your list of inputs is in customers[Education] column.
Using Dynamic Arrays
Note: This works only in Excel 365 with dynamic array feature. Not all 365 users will have access to DA now, but everyone of them will get Dynamic Arrays soon.
Just go to an empty cell (preferably in a separate worksheet like settings tab) and type =SORT(UNIQUE(customers[Education]))
Excel will spill your data down to next few cells depending on how many unique values are in your data.
Let’s say your formula is in cell A1
Now, go to Formulas > Define Name and create a name for validation options as,
Finally, use myOptions as list source for data validation.
Using Pivot Tables for drop down without duplicates
This is most compatible option as it works in all versions of Excel.
- In a new sheet or blank range, insert a pivot table from your data.
- Add the Education field to row labels area
- Remove any grand, sub-totals
- Let’s say the first item in the pivot is in cell A2.
Now, create a name with myOptions and use the formula
=OFFSET($A$2,0,0, COUNTA($A$2:$A$21), 1)
this will make a dynamic named range with how many ever education options are there in that pivot table.
Note: Change $A$21 to a cell address further down if you will have more options.
Finally, use myOptions as the list source for data validation.
Your drop-down list without duplicates will be ready.
Drop-down list without duplicates – Video
I made a video explaining how to make dropdowns without duplicate values. You can see a cameo from Nishanth (my son) in the video. Check it out if you want to understand how Dynamic Array method and Pivot Table method can be setup. Watch it below or visit my YouTube Channel.
Best Practice for Drop-downs
Drop-downs are very useful for data analysis, charting and reporting work. They are user friendly and easy to set up. That said, keep these ideas in mind when implementing them.
- Use named ranges: Instead of hard-coding cell addresses, use named ranges for setting up validation lists. This will also enable you to connect data validation list to table columns thru structural references.
- Source lists in a separate tab: Whenever possible, set up all your source lists in a separate tab. I call mine “Settings”. This will make any changes easy for you.
- Don’t have too many options: If your drop-down is having more than 50 options, consider two-level cascading drop-downs or some other way to gather inputs.
- Try Form controls or Slicers too: Drop-downs are great, but they are just one of the many ways to add interactive abilities to your workbooks. Consider form controls and Slicers too.
Download Practice Workbook
I made a workbook with simple and “avoiding duplicates” examples. Please download it here and practice to learn more about these techniques.
More Data Validation Tricks
Here is a collection of useful tricks and ideas with Data Validation. Check them out to learn more.
21 Responses to “Distinct count in Excel pivot tables”
The distinct count option works well but I have found that if I have a date field and want to group by year, month, etc. that option seems to be disabled. I need to do both, distinct count and group by year/month.
Example data; sales orders with item quantities with dates.
Challenge; sum the item quantities, count the distinct orders and group by month. How do I do this?
Perhaps that's not possible due to the grouping?
@Al... When you use data model based pivots, you cannot group values manually anymore. Why not use Excel 2016's default date grouping option? In this case we have just a few dates, so Excel is not grouping them, but if you have an year's worth of data, when you make the pivot with date in the row label area, Excel automatically groups them. If you have fewer dates or want to use your own grouping, just create a table with all dates, add columns with month, week, year etc. Then connect this table (these types of tables are usually called as calendar tables) to your data on date field as a relationship. Now you can create reports by month, quarter etc easily.
Is this the only way to do it in 2013? I find it rather cumbersome to have to create another data table listing dates with the another column for MONTH() and YEAR() to be able to summarise data for senior level...
I know people find adding calendar tables cumbersome, but it is a best practice and let's you add more layers of analysis quite easily. For example, adding analysis by weekday vs. weekend or by financial quarter or YTD calculations (you would need either Power Pivot DAX or some very carefully setup pivot table value field settings)
I had absolutely no idea this was possible. Very useful, nice work!
Doesn't work for 2010 version though (or at least not my works version)
Hi ,
The post has the following in it :
These instructions work only in Excel 2016, Office 365 and Excel 2013.
when i have 2 different Pivot tables, one without the enabled “Add this data to data model” option, and the other one with it enabled.. is there anyway i can link slicers between them?
if the answer is NO,, what to do ?
Quick note, the “Add this data to data model” option is not available for the Mac version.
perhaps outside scope of this article but I have found when I attempt to create a pivot table from an external data source (connection to a sql view) the "Add this data to data model" becomes greyed out. Anybody experienced and found a solution so I can start getting distinct count in my pivot tables?
Is there a way to still add a calculated field when using distinct count?
I found I can't change the date source after tick the " add this data to the data model", can you help to adv how to change the date source in such case?
Is there a way to update the source once you have added to the data model? I receive a new spreadsheet weekly and would like to update the connection so my tables pull from the new source.
Hi Crhis, I like how you have hulk (superhero) as your avatar. Do you know that there is a superhero in Excel too? It's Power Query. You can use it to solve your problem in a simple click. Here an intro if you need some guidance.
Powerful Introduction to Power Query
A big Thank you. It worked.
Hi, have survey data that I need to analyze but the challenge is that my key fields are showing horizontally. I tried to transpose the fields using Power Query, but unfortunately the new fields are returning same values on a pivot table despite using distinct values
How I can a do a pivot table with discount conts in some columns and then generate shor report filter pages. pls it drives crazy
Hi. Why grand total pivot of distinct count is 13? shouldn't it be 67?
Great Answer! Saved me lots of time!
Thank you!!!
Worked awesome! Thanks!!
Hi Chandoo,
I am using pivot tables for distinct count and now I need to update them with new set of data. But when I update the source data, all the columns and formatting of Pivot table disappears and I need to build it from Scratch.
Is there a possibility that I can update the source data with new rows added and also retain my pivot tables?