Do you want to create a dynamic dependent drop down list in Excel like below? You can use XLOOKUP and data validation to set this up quickly. It is fully dynamic and works across a full column too.
Steps to Create Multiple Dependent Dropdown List in Excel
Dependent or cascading dropdowns are a valuable way to make your workbooks error free and improve the user experience. Follow these steps to set them up.
Step 1: Set up your validation list data.
In a blank area of your workbook, set up the data validation lists. If you have just two-levels, use the structure as depicted below.
If you have 3 or more levels, just set up the first two-levels as shown above. Then for each additional level, create a structure like above.
Step 2: Create Data Validation Rules for the Drop-downs
Now, you will need to create data validation rules for each of the levels.
For the main or first category,
- Select the entire column of cells
- Go to Data ? Data Validation
- Change the validation type to “List”
- Specify Source as the range of cells containing the main or first category.
For the next category items
The process for all these other items is same. We are going to use XLOOKUP function, which can return multiple values for the search criteria.
Related: Learn more about XLOOKUP function in Excel.
- Select the entire column
- Make a note of the first cell of previous column. In this case, that is D5.
- Go to Data ? Data Validation
- Set the rule type as “List”
- For source, write the XLOOKUP formula with below pattern.
=XLOOKUP(SELECTED_CATEGORY, CATEGORY_NAMES, SUB-CATEGORY_NAMES)For example, in my case, selected category is in D5, category names are in J4:N4 and product names are in J5:N15. So my XLOOKUP formula looks like this.
=XLOOKUP(D5, $J$4:$N$4, $J$5:$N$15)Refer to below illustration to understand how these rules work.
Step 3: Using the Dependent Drop Downs
Now that you have set up both main category and sub-category (or product) level rules, you can start to use the data validation drop downs like below.
- Select a category in the first column.
- When you go to the next column, you will see all the sub-category items there.
- Pick a selection from the list.
- Go back to first column to add a new item.
How does this work? – The details
This key ingredient of this Dependent Drop-down technique is XLOOKUP. Previously, I’ve used INDIRECT formula with pre-defined names or even OFFSET formulas. But now that XLOOKUP returns the full range of values, we can simplify the process.
Here is how this works:
- When you select a category in D5, the data validation rule runs the XLOOKUP formula to get the matching values for that category in the range J4:N4.
- Then, as the return value for XLOOKUP is the range J5:N15, it returns the rows (or product names) corresponding to selected category.
- For example, if you picked “Bites” category in D5, then XLOOKUP will return the product values for Bites category – ie the range K5:K15
- This list is then fed to the data validation drop-down.
But what about all the blank values at the end…?
Excel 365 automatically removes any duplicate items in the data validation list. So it would remove all the blank cells and replace them with a single blank value.
Works with 3 Levels too…
The beauty of XLOOKUP based approach is, your formulas and data set up are exactly same even if you need 3 levels or 4 levels or even more. Here is a demo of how my drop-downs work when used with 3 levels (in a table).
Video Instruction: Dependent Dropdown Lists in Excel
I made a video explaining how to create such a dependent drop down list in Excel. You will also see how the XLOOKUP really works. Watch the video below or on my channel.
?Sample File – Excel Dependent Drop Down Validation
Please grab my sample workbook with all the formulas for both two-level and three-level scenarios. Refer to the data validation rules to understand the formula syntax.
Click here to download the workbook.
Limitations of this approach for cascading dropdowns
- Compatibility: The biggest limitation of this technique is you need Excel 365 or 2019+. So if you are your clients use an older version of Excel, you can’t rely on this technique. You can still use the OFFSET formula based approach we discussed here.
- You need to set up formulas: If you are not familiar with Excel formulas, this technique will be hard for you. Fortunately the formulas themselves are not that complex.
More ways to create Dependent Drop-downs in Excel
If you want to make dependent drop-downs using another way, check below resources:
- Cascading Drop-downs in Excel – using INDEX & COUNTA functions
- Multi-level option for older versions of Excel
- Using INDIRECT and named ranges [Contextures]
Alternatives to Dependent Drop-down Lists
You can use a two-level data validation list instead. These are easy to setup and don’t require any complex formulas.
15 Responses to “A Gantt Chart Alternative – Gantt Box Chart”
That's a great idea.
Maybe the planned End Date should be highlight more.
I don't know how it would look like (nor how to do it yet), but what if instead of finishing the bold line to the best case End Date, it finishes to the realistic End Date?
The idea is ok, I think other project management tools have this, already? Maybe not.
Gantt charts in my view are about the signal most unless thing in the world, theres no way you can look at one thats more that a little complex and understand what it's telling you. I'm going to write a diatribe on project management at some point, its one of my pet areas I think!! 😉
The issue I have with this chart Chandoo, is that Tasks need to be linked to each other, so they should inherit the uncertainty, which would mean the as you moved down chart the lines would be miles apart for later tasks, and you might have to add lots of lines for subsequent tasks to cover the various outcome of it's parents.
Having said that, for the high level board summary, it's a nice way to go, it it appeals to the management 😉
thanks Chandoo, great post.
Ross
Whoooa !!! That's a very clever idea Chandoo. I really love it.
I think i'll update my gantt project sheet with that idea soon (remember my template ?)
@ross : you can link start date to the end date of the previous task in your data. The only problem I still se is to which end date (real ? planned ? best ?) in order to have average amount of information.
If best end date, you'll tend to increase uncertainty at the end of chain, although if you link to real end date, uncertainty will be decreased too much, leading in both cases to wrong management direction.
Maybe planned till the task is finished then real will do the job ?
Hey chandoo, this looks good and this would definite add value in production planning / scheduling. Uncertainity in finishing a task is very high in production scheduling and this could give an insight or a bird eye view of possible shipments we can have....
I've always been frustrated by the limitations of gantt charts. Will definitely use this, I've always struggled with how to succinctly communicate the uncertainty of certain tasks without confusing stakeholders.
I like this, I think it's a very effective way of showing how a timeline can change and which parts of a project need close attention.
@Cyril / @Ross: I would intially link the the start date to the planned end date of the previous task, with the chart updating when a task has been completed to reflect the true end date.
Or what about giving a drop-down selection box to allow the user to see the chart based on planned/best-case/worst-case end dates?
Like the idea. Have found that Excel is more flexible than MS Project for graphical solutions. The "Best Case"\"Worst Case" metrics are theoretically appealing but once the project and\or phase commences their reliability diminishes. A chart like the above that showed Planned Start, Planned End, Replan End Start, Replan End Date, Number of Replans the Start and End Dates, and Actual would provide an active, actionable view of each task\phase. It would also highlight the areas which are riskiest.
It is always amazing how flexible excel can be.
My question is how would the chart show a scenario where the date moved up? If a task is dropped or the duration of the task is significantly reduced by applying more people or machinery to the task, the dates will move up.
The gantt chart has been around for a long time, but it is still quite useful to show progress.
Cheers,
B
I like the idea but seems bit complicated in case of long projects involving numerous activity.
Also, reading and explaining is required hence not feasible where plans are just send to audience for approval.
Cheers
SY
Great idea Chandoo,
When I was reading this idea regarding delivery dates, another thought popped into my mind, how can you show the uncertainty with MONEY!!
In this case, applies to cost management or even a normal budget, you think?
Would Box Chart and Gannt Chart help to understand the best case, middle case and worst case when money is spend or planned with these three risks are involved?
I imagine that this chart could help people who write their budgets get a better understanding of risks affecting their spending.
Peter
Chandoo,
I like it. How would you display an entry once it has been completed (actual)?
Thank you,
Matt
From what you have shown so far I think that this box Gantt chart is awesome! I think that this could be an extremely useful tool.
I can't wait to learn how to make my own charts in Excel.
Will the methods that you are going to teach us work in 2003 as well?
[...] Firday, we proposed a new chart for showing project plans. I chose an ugly name for it and called it Gantt Box [...]
You need to read Eli Goldratt's Critical Chain. The uncertainty you are looking for should be accounted for in a project buffer. Not at each task level.
Further you should spend time understanding Agile Development. This would have you plan only in 1-3week iterations. This allows you to embrace changes to work not yet started, and for your customer to re-direct your course at regular intervals (after each iteration) throughout your project. keyword search: Agile Scrum
These items will show you that you are solving a tracking problem for something that you can entirely avoid!
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