Here is a super easy and fun way to create two-level data validation list within Excel. Something like this? In this article, learn how to easily create such two or multi-level drop down lists using Excel.
Two-level data validation drop down - video
If you want a video with all these steps (and some bonus tricks), check it out below. For text explanation with images, just read on.
Download Sample File - Two-level Drop Downs
Click here to download the sample file used in this example. Play with the data or formulas to learn more.
Step 1: Set up your source data
You need data in this format for this two-level drop down technique.
Step 2: Make a pivot table in outline layout
Insert a pivot table from your validation data in outline format with level 1 and level 2 in row labels area. Turn off any grand totals and sub-totals. You will get this.
Related: Introduction to Excel Pivot Tables
Step 3: Formulas to get the two-level structure
Now, just refer to pivot table items to generate two-level structure.
We need two formulas. Both are simple to write.
The first one is IF formula
The logic is simple.
- If state column is not blank, get that value
- Else, if City is also not blank, prefix 5 spaces to city value and return that.
- Else return FALSE
The below formula works for me.
=IF(J27<>””,J27,IF(K27<>””,REPT(” “,5)&K27))
My Pivot table is from J27.
Drag this formula down for 50 rows or whatever is the size of your data.
Filter formula to exclude all FALSE values
This next formula will just remove any FALSE values in our 50 cell range. We can use FILTER for this.
=FILTER($O$27:$O$76,$O$27:$O$76<>FALSE)
Note: My IF formulas are in the range O27:O76.
Here is an illustration explaining both of these formulas.
Step 4: Set up the validation rule
We are done people… Just select the cell where you want the two-level data validation drop down to appear and use Data ribbon > validation button.
Set up the validation type as “list” and use the spill range as list. For example, in my workbook, the filter formula is in cell P27, so DV list is $P$27#
Cherry on top: Conditional formatting to flag errors
Our two level validation is already yummy, but if you want a cherry on top, use conditional formatting to flag errors when user picks “level 1” item instead of “level 2” item.
Something like this:
How to set up the conditional formatting rule for this:
- In the adjacent cell to the validation cell, write an IF formula that would return ✔ or ❌ with a message.
- Color the cell in Red.
- Now apply conditional formatting rule on the cell to turn the color to GREEN if it is ✔
Whipped cream on top: Box drawing shapes + validation
Instead of 5 spaces, you can use box drawing shapes like ∟⊢ to create an impress tree structure. Something like this:
Download Sample File - Two-level Drop Downs
Click here to download the sample file used in this example. Play with the data or formulas to learn more.
More tips on data validation
If you are looking for ways to spice your data validation, you’ve come to right place.
14 Responses to “Group Smaller Slices in Pie Charts to Improve Readability”
I think the virtue of pie charts is precisely that they are difficult to decode. In many contexts, you have to release information but you don't want the relationship between values to jump at your reader. That's when pie charts are most useful.
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Chandoo,
millions of ants cannot be mistaken.....There should be a reason why everybody continues using Pie charts, despite what gurus like you or Jon and others say.
one reason could be because we are just used to, so that's what we need to change, the "comfort zone"...
i absolutely agree, since I've been "converted", I just find out that bar charts are clearer, and nicer to the view...
Regards,
Martin
[...] says we can Group Smaller Slices in Pie Charts to Improve Readability. Such a pie has too many labels to fit into a tight space, so you need ro move the labels around [...]
Chandoo -
You ask "Can I use an alternative to pie chart?"
I answer in You Say “Pie”, I Say “Bar”.
This visualization was created because it was easy to print before computers. In this day and age, it should not exist.
I think the 100% Bar Chart is just as useless/unreadable as Pies - we should rename them something like Mama's Strudel Charts - how big a slice would you like, Dear?
My money's with Jon on this topic.
The primary function of any pie chart with more than 2 or 3 data points is to obfuscate. But maybe that is the main purpose, as @Jerome suggests...
@Jerome.. Good point. Also sometimes, there is just no relationship at all.
@Martin... Organized religion is finding it tough to get converts even after 2000+ years of struggle. Jon, Stephen, countless others (and me) are a small army, it would take atleast 5000 more years before pie charts vanish... patience and good to have you here 🙂
@Jon .. very well done sir, very well done.
good points every one...
I've got to throw my vote into Jon's camp (which is also Stephen Few's camp) -- bars just tend to work better. One observation about when we say "what people are used to." There are two distinct groups here (depending on the situation, a person can fall in either one): the person who *creates* the chart and the person who *consumes* the chart. Granted, the consumers are "used to" pie charts. But, it's not like a bar chart is something they would struggle to understand or that would require explanation (like sparklines and bullet graphs). Chart consumers are "used to" consuming whatever is put in front of them. Chart creators, on the other hand, may be "used to" creating pie charts, but that isn't an excuse for them to continue to do so -- many people are used to driving without a seatbelt, leaving lights on in their house needlessly, and forwarding not-all-that-funny anecdotes via email. That doesn't mean the practice shouldn't be discouraged!
[...] example that Chandoo used recently is counting uses of words. Clearly, there are other meanings of “bar” (take bar mitzvah or bar none, for [...]
[…] Grouping smaller slices in pie chart […]
Good article. Is it possible to do that with line charts?
Hi,
Is this available in excel 2013?