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.
35 Responses to “Quick and easy Gantt chart using Excel [templates]”
"Please share your experiences and ideas using comments"
For those willing to go VBA, XL can do far more w/Gantt Charts. Compare to PapaGantt. https://sites.google.com/site/beyondexcel/project-updates/papagantt-thebigdaddyofxlganttcharts
While making PapaGantt was neither quick nor easy, using PapaGantt is both, not just for displaying Gantts, but for scheduling tasks as well.
is it possible to get a xls(m) file ?
instead of a zip-file with .xml-files ?
i cannot open it with excel :/
Regards
Stef@n
@Stef@n
Try saving the file and then open from Excel as opposed to opening directly from the post
Also try this link: http://img.chandoo.org/pm/quick-gantt-chart-template.xlsx
Thanks very much for this workbook idea.
To slightly up-scale functionality I added:
1. conditional format for when the cell value =2 to be red which could be used for critical path or other activity highlighting needs (milestones perhaps)
2. conditional format for when the cell value =c to be green which could be used for showing activity progress
3. conditional format for the same range where formula =DATE(YEAR(D$5),MONTH(D$5),DAY(D$5))=TODAY() and set custom to ;;; and cell fill colour to a light blue. This will highlight today down the whole table to allow quick assessment of activity progress to plan. Anything not green upto where the date indicator is shows activity is behind the plan. Opposite for tasks ahead of the plan.
(There is probably a better way to get the same result but this works for now. If there is please post for us to share.)
Hope this made enough sense.
Also, thanks Craig for the link. I'll have a better look soon.
Regards,
Darren
Hey Chandoo,
I actually made one of these for a friend of mine but added an extra level of automation.
Rather than putting in 1 on all the dates the activity occurs, I added a column for start and end date of each project. Then I used formula along the lines of :
=IF(AND(DateAtTop >= Start Date, DateAtTop <= End Date),1,"")
Then used the same conditional formatting where 1 was coloured.
I thought this was a nice touch, especially if a project lasts for many days.
Let me know what you think 😉
Lucas
P.S. First time I've posted here, love your work btw!
Hi Lucas... welcome to the comments and thanks for your first of many comments.
I like the idea. In fact, it was one of the first Excel tricks I ever learned (to use conditional formatting to automate things like this). See this (written almost 6 years ago)
http://chandoo.org/wp/2008/03/13/want-to-be-an-excel-conditional-formatting-rock-star-read-this/
and scroll-down to the tip on gantt charts. 🙂
I liked this approach and tried adding it into the Conditional format via Formula = statement. It workd fine with just the AND statement but then I realised you need the "1"'s to calcluate the duration.
I then put the whole IF statemnt in but it hasnt worked. Any thoughts?
Ta
Hi Lucas and Darren,
I tried the conditional formatting but I really don't succeed in getting the solution. Do you have a template of this?
Thanks in advance
Br
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[…] via Quick and easy Gantt chart using Excel [templates]. […]
Excellent, thanks for this tip and expample.
I had a monthly reporting template very similar to this, but was done in excel which needed more manual inputs.
I used your exmaple and updated my monthly group reporting plan.
I further devided the day into 4 quarters to make it easy for us to followup on different tasks.
Now, I just have to update the start date, and everything gets udpated by itself in fraction of a second.
Thanks once again. love your daily udpates.
Wow.. glad to hear that.
Hi Prahlad,
Can you share ur template even i am looking for similar kind of template .where i want day duration ,split in hrs and each task effort represented in hr spent by each resource .
Thanks
savi
Hi Chandoo,
Can you guide on preparing an indian version of the captioned sheet. We have saturdays working :-(, and only one day weekly off on sunday.
Regards-Prajay
Hi Chandoo,very useful post.i need gantt chart for inventory module.
[…] Quick and easy Gantt chart using Excel […]
Hi.
Really usefull post. I would like to know if i can also include weekends.
Thank you
Hi Chandoo, thank you for the great job, I was wondering if you can customize this sheet for Inventory planning purposes?!
thank you indeed
This was so helpful. ive been through about 10 different tutorial type things and this has to be the best so far, helped me out a great deal. and now my boss is happy i can make gantt charts!
thanks
This's a great post, thanks for sharing
Hi Chandoo,
Thanks for the excel tutorial. I wanted to make a simple modification, however it will cause issues with the duration part. I created another rule/cell marked 2. For my project I want to show a projected timeline and then an actual timeline. The issue is that the duration is being logged for when I enter 2, which I want to be projected and not actual. Will you please assist in letting me know how I can create a duration for both project and actual on the same line?
Thank you,
Steven
Showing vertical line between every week is very useful for me, I used to do it manually. Thanks so much!!
But how about, my gantt chart included Saturday & Sunday, and I want to show the vertical line after Sunday, could any expert teach me how to fix it. Thanks again.
This was so helpful - thank you! I had a bit of trouble with the end of the week conditional formatting over-writing the filled cells but switching the order of the rules sorted it out. Needed to put together a gantt chart quickly for an important bid at short notice and this was just the job - thanks for taking the time to post it. Much appreciated.
This is the first time I'm reading a tutorial that actually makes sense 🙂 This is absolutely great, with only one minor issue I can't seem to figure out on my own. How do I include weekends in (or instead of) the Workday formula? Thank you!
[…] This template I made myself but I inspired from Chandoo.org. […]
Hi,
Sometimes I must work at weekends - it is possible to modify the dates so that you can include Sat + Sun as well?
Thanks,
H
Nice gantt chart template chandoo, simple but useful
Thank you so much for this excellent guide! I have adapted this to show scheduled activities at multiple project sites weekly over the course of the year, including active and proposed work. With just a tiny bit of tweaking to your tutorial, I was able to create a chart that suited my needs perfectly!
Thank you very much for idea sharing .very innovative workday formula is showing 5 days but i want 6 days , is there any other option plz reply..
i got it friends..
=WORKDAY.INTL(F4,1,11)
hhhhhh
@Somnath
I also like the structure using =WORKDAY.INTL(F4,1,"0000001")
where each day is a 0 or 1
Hi thanks a lot for the tuto!! It helped me a lot!!
But can you tell me how can I add a vertical line representing today on it?
@Cynthia
Open the template
Select D7:DS26
Goto Conditional formatting
New Rule
Use a Formula
=D$5=today()
then set the format as a Red Right Hand Border only
Apply
Do not select stop here for the rule
Hi Chandoo,
I purchased your Project Management templates a month ago and have not had the chance to thank you for the great templates. Thank you!!!!! It has saved me a lot of time creating and re creating templates. Unfortunately, I had to do a lot of customization but it's not that bad. I am now in the process of customizing my GANTT which my boss thinks is too granular. He doesn't want to see a weekly grant. Only the months should be showing. I have researched and researched but to no avail. Do you have any examples I can look at?
Hi Chandoo,
thanks so much for all your tips on Gantt Table.
I'm actually building one at the moment and want to use the conditional formatting. However, I always get into trouble with that when I have to add new lines. I don't know the final size of my table yet and I eventually also want other people to be able to work with it.
Conditional formatting tends to "split up" into various "applies to" ranges when you insert a new row or copy and past values from somewhere.
I'm sure you've come across this issue already... So far I couldn't find a feasible solution to this. I was wondering if you had an idea / suggestion for me?
Thanks so much!!!
Nadine