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.
23 Responses to “Learn Top 10 Excel Features”
What it looks like if excel without formula?? 🙂
It would be not excel it would just be fancy tables in which you could just use power point. (Chandoo) would Access be an alternative?
Awesome piece of work!!!
Great article.
Chandoo - my biggest interest in the article was the awesome word-graphic at the top - where did you go to get it done into a shape?
@Rich.. thank you. I used http://www.tagxedo.com/ to generate this word cloud. I took all the comments in the original post, pasted them in tagxedo website and set up the shape etc.
Awesome Chandoo.. You need always needs coffee to start up with. BTW , how did u created the Heart Shaped picture filled with High Repetitive text in it .. Please put it on your Next blog ...
Chandoo, good article. I’ve added a link to it from Connexion – our collection of the most useful and interesting spreadsheet-related articles from the web. See http://www.i-nth.com/resources/connexion
Hi,
Just one small question. Where the hell have been I in the past for not discovering this website sooner?
I've lost a job interview recently where even though I had the subject knowledge, I was not upto their mark in Excel.
Thank you for all the free tips, guidance and for creating this forum environment.
[PS: I've just been through the site for the 1st time, and have signed up for the newsletter. You can expect pretty stupid questions from me soon]
Hy Chandoo, you always inspire me with to explore something new in excel. This data structure table is only for excel 2007 or compatible to 2010. I recently installed latest excel version 2013 in my System and experience problems regarding operating according to previous one. I'm waiting your article relates to that excel version.
Thanks
Awesome article Mr. Chandoo and that is a awesome heart shaped pic you created. Great tips as well.
[...] Learn Top 10 Excel Features | Chandoo.org – Learn Microsoft Excel Online. [...]
Chandoo is awesome..
Thanks, i got better, And i always get 90.50 in my grade card but now i get 96.50 i improved because of the tutorials you gave, Thank You Very Much Chandoo Guy.
Hi chandoo, i am intersted in seeing the video or step by step done procedure of analysing the comments and presenting in the data percentage steps. I think this one would be first step in finding out how generally happens data calculation. Thank you.
As well i would like to know how to get that black shape art of your face which i see in chandoo. I am interested in making it for me.
Nice to see the features considered by Excel users to be most useful. It might be a good idea to also analyze StackOverflow Excel questions to see what keywords appear most often.
Here are my top 10 Excel Features (for advanced users):
http://www.analystcave.com/excel-10-top-excel-features/
Thanks a ton for this it totally helped with my homework ????
Very good effort
Thank you for this. Lots of learning in the links you've provided for this septuagenarian.
Pls send me new post
Dude, your humor ? ?
Loved your work.
Hello Sir,
I am Sanjeev Khakre and i from Indore City, India , I am your big follower and i have watch your videos and learnt a lots of excel trick or function and many more . thanks so much for all of your excellent support.
Your excel knowledge is real awesome.
Thanks
Sanjeev
Your work is excellent but pls willing to know more details about the features of microsoft excel
Chandoo Would Access be a better alternative than VB?