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.
39 Responses to “11 very useful excel keyboard shortcuts you may not know”
You asked about a favorite keyboard shortcut: I often right click the navigation arrows at the bottom of an Excel workbook to get a list of the worksheets. I can click the one I want without having to scroll left or right.
I regularly use the networkdays(x,y,z) function to show the number of working days between two given dates. To exclude public holidays I reference a list of dates ("z" in the above reference) which I periodically update to reflect upcoming non-working days. To keep the sheet looking tidy for other users, I like to hide this column when I'm done, and then unhide it when I update the sheet.
With 40 separate workbooks to edit, these shortcuts make it a breeze...
? Hide selected column: CTRL+0 [zero]
? Unhide hidden column(s) within selection: CTRL+SHIFT+) [closed parenthesis]
If an "Autofit Selection" keyboard shortcut (not just a key sequence) existed, I'd be as happy as a clam!
you can use Alt+o+c+a to autofit selection
Is there a way to auto arrange the column width as you enter the data. Without a macro
You may use alternative key of hide the selected cell by ---print + H key
Unhide---prnt+U keys
You may use alternative key of hide the selected cell by ---print + H key
Unhide---prnt+U keys
[...] 11 very useful excel keyboard shortcuts you may not know [...]
[...] 11 very useful excel keyboard shortcuts [...]
[...] an Excel Conditional Formatting Rock Star 11 very useful excel keyboard shortcuts 73 Free Designer Quality Excel Chart Templates Tracking mutual fund / Stock portfolios using Excel [...]
Hello Chandoo, thanks for sharing this information. With some of the shortcuts I seem to have difficulties as they do not seem to work on the German keyboard.
Can you maybe verify that those combos are only working with the keyboard setup you are using? What would be a good source to lookup combinations for other layouts?
Regards, 1xoid1
@1xoid1 ... Thanks for visiting PHD and taking timeout to ask your question. Unfortunately all my German can be summarized to one phrase: "guten tag".
I wont be able to help you, but I can request other readers to respond. So if you know German or use German keyboard and can answer 1xoid1's question, then you get a free donut.
Guten Tag 🙂
To Sam Krysiak.
Shortcut to Autofit Selection (assuming you mean autofit columns). If you right click toolbar, click customise. From Commands tab/Categories select Built-in Menus.
In Categories window scroll down and select Columns and drag drop it onto toolbar. Then click the new toolbar Columns button and drag drop Autofit button onto your toolbar (note Autofit for Columns will no longer appear in your menus, only on toolbar).
Remove Columns button from toolbar (if you want to keep clutter down) drag and drop it off of your toolbar.
Close Customise box.
Now to Autofit columns just press "Alt" then "A".
Comment 8 correction - 2nd paragraph should read
"In Commands window...
@1xoid1:
Read the following text as follows: The key ,[;] is the one right to the M on the German keyboard. Here are the differences you have to know when using a German keyboard:
2. Press strg .[:] for inserting the current date (and strg shift .[:] for inserting current time)
3. Press strg ,[;] to copy values from cell above
8. Press strg shift –[_] to apply an outline border
10. Press strg-shift S to activate the font drop down (Schriftgroesse)
11. Press strg-shift G to activate the font size (Groesse)
Number 10 and 11 do not work with Excel 2007 anymore, but strg-shift-P shows the font tab of the cell format dialogue in Excel 2007.
All other shortcuts should work on a German keyboard exactly as Chandoo described them.
More information needed? Download a complete list with all shortcuts for Microsoft Excel in German (for free):
http://www.freeware-download.com/downloaddetails/5655.html
@Chandoo: please do not send a donut, unless you are able to attach one to an email. Otherwise the donut might be able to walk by itself, when it arrives here in Germany...
I forgot to mention:
For all readers using an English keyboard: Chip Pearson offers a comprehensive list of Excel shortcuts on the English keyboard:
http://www.cpearson.com/excel/ShortCuts.aspx
[...] your own keyboard shortcuts in Excel 2007, knowing a few keyboard shortcuts in excel is a huge help. Lyte Byte describes a nifty way to create your own key board shortcuts in [...]
[...] Select a bunch of cells and click on the Sigma symbol on the standard tool bar. Alternatively you can use Alt+= keyboard shortcut. [...]
I do some data entries column A,column B ,Column C , A and B have 10 to 12 digit codes , C has the names ; Kindly suggest me a format or formula for excel to avoid duplication of entries in all the the three columns.
Regards,
Prashant
@Prashant... You can use conditional formatting to highlight duplicate entries in the three columns. That way whenever you type a dupe value in a cell the formatting would highlight the values so that you can avoid the error.
check this post for more on using this way to handling duplicates: http://chandoo.org/wp/2008/03/13/want-to-be-an-excel-conditional-formatting-rock-star-read-this/
If you are looking for a way to remove duplicates from an existing range, you can try one of the various techniques we have described here. Try these tips:
http://chandoo.org/wp/2008/11/06/unique-duplicate-missing-items-excel-help/
http://chandoo.org/wp/2008/08/01/15-fun-things-with-excel/
[...] good alternative (although manual) is to use keyboard shortcuts CTRL + ; or CTRL + : to insert current date and time in the active cell. Since this places the [...]
Your site doesn't correctly work in safari browser
Hi GesyimmeliA: Can you tell me which version of Safari on which OS has this problem. I use Macbook at home and loaded the site quite often in Safari and never seen any layout or content issues. Are you facing any script issues while posting comments or somethings like that ?
Hey Chandoo. Great site. Learning lots.
My favorite Excel shortcut has got to be Alt+Down when over an autofilter drop down. Learning that changed my life. That was one of the last things I needed to use a mouse for. Changed my life.
[...] are a big advocate of keyboard shortcuts. I think learning a handful of keyboard shortcuts can improve your productivity tremendously, [...]
My favourit keyboard shortcut is control and 1 (use the 1 above the letters on the keyboard, not the number pad) for format cells.
Favourite shortcut: alt + shift + right/left arrow for grouping/ungrouping!
[...] Select a bunch of cells and click on the Sigma symbol on the standard tool bar. Alternatively you can use Alt+= keyboard shortcut. [...]
[...] clicking on these: excel keyboard shortcuts, excel mouse tips & tricks, excel productivity tips part 1 & part [...]
Martin Williamson thanks for the autofit tip! You rock.
In order to generate charts/bar graph with a single key:
1. Select the data
2. Press F11
3. Magic.... 🙂
F3 = Paste a Name or the entire list of Names
Crtl + F3 = Name Manager
Crtl + : = Inserts current time.
F12 = Save As
Mistake!
Crtl + Shift + : = Inserts current time.
SIR U R THE BEST PERSON WHO SHARES A WONDERFULL AND IMPORTANT TIPS IN EXCEL. THANKS AND KEEP ROCKING.
How do i hide / unhide a work sheet using the keyboard.
Great!
Other useful excel shortcuts
http://webtutorialplus.blogspot.com/2012/01/excel-quick-tip-useful-encoding-hotkeys.html
input in one cell 1a23bc output in two cell one of 123 and other one is abc how to possible, please help me.
Hey cool shortcuts but excel have more shortcuts then you listet.
i find a big database of supportet shortcuts for Excel 2007 here
http://www.veodin.com/excel-2007-shortcuts/
[...] INTEREST Date with my sheet – 10 tips on using date / time in excel http://chandoo.org/wp/2008/07/29/excel-keyboard-shortcuts/ [...]
Great article with some very useful follow-up comments and tips.
One simple question … how do you vertically align the drop-down filter button in a cell with a larger than normal height?
It’s easy enough to do so with a cell’s contents but the drop-down filter button stubbornly remains at the bottom and I need it at the top!
I’ve looked everywhere and haven’t located an explanation to what I am sure is considered an Excel basic.
Cheers