Can I do the following with dependent drop down lists?

Posted on 2009-07-13
Last Modified: 2012-05-07
I have a number of tables in Excel and I want to use drop down lists to limit the data that can be keyed into certain fields.  I can create simple drop down lists with dependent drop downs but I'm not sure if I can use tables where there would be multiple columns of data.

What I have are two tables.  One is about 25 columns and the other is 7.  The common denominator between the two is a numberid code.  There is one occurrence of this code in the 25 column table and several occurences in the 7 column table.  The code number code means little to the end user.  It is the description fields in the next column that are needed for entry.  These are not all unique so I can't rely on them.

My goal in Excel is to select an item from the 25 column table, have that trigger a dependent list from the 7 column table.  The number from the seven column table would then be used in calculations against the fields in the 25 column table.

Is it possible to use a table instead of one column lists for data validation in excel and achieve what I want to do?
Question by:vsllc
  • 3
LVL 31

Accepted Solution

Rob Henson earned 500 total points
ID: 24843696
So if I understand correctly:

Choose one option from a list of unique id's.

Using that option effectively filter the second table for all occurences of that code and show the results in a drop down list so that a further option can be chosen by the user.

If so, yes it can be done. I have assisted on a couple of previous questions that covered both of these separately.

The first bit is relatively simple. The first dropdown is linked to the id column of the first table and the position of the selection is output to a separate cell. The position is then used in a HLOOKUP formula to reference the actual id value from the list.

This value is then used as a filter criteria on the second table and the results are copied to a separate area. The second dropdown is then linked to the appropriate column of the filter results. Again the dropdown will return the position of the chosen option so it will be necessary to convert that to its actual value.

Alternative option would be to have a couple of cells with validation to a list rather than drop downs and then a routine that takes the results of the two choices to where it is required. The second validation list would be generated based on the result of the first, using the Worksheet_Change routine, limited to a specific cell, to trigger the routine to run the filter.

See for filtering the list by a dropdown chosen criteria.

See for changing validations based on user input.

Rob H

Author Comment

ID: 24851522
Thanks for the quick response.  I'll look through these threads and post any follow up questions.

Author Comment

ID: 24852672
Checked the links and there is some good info to work with.  In your Dropdowns file, I want the functionality of selecting a CRM and then seeing the associated list of Program Titles.

However, I may have a limitation to what I want to do as my data is in one table and I am not able to easily create ranges.  There's just over 13,000 rows of info in my table due to the # of parts per product.  Here's a quick example of what my data looks like.  I can't post the actual info.  I need to figure out a way to have a user select a Product and then trigger the appropriate list of items in Parts associated with it (the # of parts changes based on the product).  Based on that part #, there are 25 columns of #'s that I'll need to run calculations on.  These numbers are all in the same row as the part #.

I was thinking of creating sometype of unique id by concatinating brand/products/parts and using that as a reference to capture the data.  I wouldn't want the user to see this field but somehow need to associate it with the selections in the dropdown box.  Don't know how to do it, if it is possible, and if it is even the best option.  Worth noting I tried this in Access but was frustrated with some of the limitations and the amount of time to setup what s/b a fairly simple entry sheet.

Any help is appreciated.

Brand     Products     Parts
XYZ         TV               ###
XYZ         TV               ###
ABC         PC              ###
ABC         PC              ###
ABC         PC              ###
DEF         AC              ###

Author Comment

ID: 24855353
I solved this through a combination of VLOOKUP and OFFSET functions and Dependent Drop Down Menus.  Thanks for the links they were helpful.

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