Excel dependent drop down list VBA

Author: Oscar Cronquist Article last updated on May 06, 2019

This article demonstrates how to automatically create drop-down lists if adjacent data grows, there are two methods explained here. The first method uses an Excel defined Table.

The benefit of using a drop-down list in an Excel defined Table is that the whole table column contains drop-down lists automatically, it will also expand automatically if more values are added to the Table meaning you don't need to copy and paste drop-down lists.

You only need to copy a drop-down list and paste once to a cell in the Table column and Excel will instantly fill the remaining column cells with the same drop-down list.

The second method is an event procedure that makes sure there are drop-down lists in column A if there are adjacent values in column B and C.

Table of Contents

Add Drop Down lists automatically

Create a table

1. Select cell range A1:C11
2. Go to tab "Insert"
3. Press with left mouse button on "Table" button
4. Select "My table has headers"
5. Press with left mouse button on OK!

Name Excel defined Table

1. Select any cell in the Table you just created.
2. Go to tab "Desing" on the ribbon.
3. Change the Table name to Table1.
4. Press Enter.

Repeat the steps above with cell range E1:E8, name the Excel defined Table: Table2

Apply data validations lists to the Table

1. Select cell A2
2. Go to tab "Data"
3. Press with left mouse button on "Data Validation" button
4. Allow:List
5. Source:INDIRECT["Table2[Region]"]
6. Press with left mouse button on Ok!

The entire first column now contains a drop-down list in each cell. If the table expands, the new cell has a drop-down list!

This article demonstrates how to use excel defined tables in a drop-down list:

How to use an Excel Table name in Data Validation Lists and Conditional Formatting formulas

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Applying data validation lists dynamically [VBA]

The data validation lists contain values from a named range. The named range [E2:E8] expands when you add new values to the list.

The animated gif shows you that. The animated gif below also shows you when adding a new company name in cell B11, a drop-down list [Data validation list] is instantly applied to cell range A2:A11.

The VBA code in this sheet and a named formula make it all happen!

Let me explain how I created this sheet, instead of using an Excel defined Table I created a named range that expands. I have created comments to the VBA code I created, you can find it further down in this article.

Dynamic named range

1. Go to "Formulas" tab
2. Press with left mouse button on "Name Manager" button
3. Press with left mouse button on "New.."
4. Type Region
5. Type in source field:

   =OFFSET['Data Validation Lists'!$E$2, 0, 0, COUNTA['Data Validation Lists'!$E:$E]-1]

6. Press with left mouse button on Close

Add VBA code to sheet

1. Press with right mouse button on on the sheet name.
2. Press with left mouse button on "View Code".
   
3. Paste VBA code to sheet module.
   

VBA code

'Event code that runs if a cell value changes. 'The Target argument contains the cell address that changed. Private Sub Worksheet_Change[ByVal Target As Range] 'Dimension variables and declare data types Dim Lrow As Single Dim AStr As String Dim Value As Variant 'Check if Target cell is located in column B or C or if a cell value changed in column E. If Not Intersect[Target, Range["$B:$C"]] Is Nothing _ Or Not Intersect[Target, Range["E:E"]] Is Nothing Then 'Save last non-empty cell row in column B to variable Lrow Lrow = ActiveSheet.Range["B" & Rows.Count].End[xlUp].Row 'Add values in named range Region to string variable AStr For Each Value In Range["Region"] AStr = AStr & "," & Value Next Value 'Populate a cell range in column A with drop-down lists, based on the number of rows in variable Lrow 'The drop-down lists contain values from string variable AStr With ActiveSheet.Range["A2:A" & Lrow].Validation .Delete .Add Type:=xlValidateList, AlertStyle:=xlValidAlertStop, Operator:= _ xlBetween, Formula1:=AStr .IgnoreBlank = True .InCellDropdown = True .InputTitle = "" .ErrorTitle = "" .InputMessage = "" .ErrorMessage = "" .ShowInput = True .ShowError = True End With End If End Sub

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A drop-down list means that one cell includes several values. When the user clicks the arrow on the right, a certain scroll appears. He can choose a specific one.

A drop-down list is a very handy Excel tool for checking the entered data. The following features of drop-down lists allow you to increase the convenience of data handling: data substitution, displaying data from another sheet or file, the presence of the search and dependency function.



Path: the «DATA» menu – the «Data Validation» tool – the «Settings» tab. The data type – «List».

You can enter the values from which the drop-down list will consist, in different ways:

1. Manually through the «Comma» in the «Source:» field.
2. Enter the values in advance. Specify a range of cells with a list as a source.
3. Assign a name for a range of values and enter the name in the «Source:» field.

Any of the mentioned options will give the same result.



It is necessary to make a drop-down list with values from the dynamic range. If changes are made to the available range [data are added or deleted], they are automatically reflected in the drop-down list.

1. Highlight the range for the drop-down list. Find the «Format As Table» tool in the main menu.
2. The styles will open. Choose any of them. For solving our task, design does not matter. The presence of the header is important. In our example, the header is cell A1 with the word «Trees». That is, you need to select a table style with a header row. You’ll get the following range:
3. Put the cursor on the cell where the drop-down list will be located. Open the parameters of the «Data Validation» tool [the path is described above]. In the «Source:» field, write the following function:

Let’s test it. Here is our table with a list on one sheet:

Add the new value «Spruce» to the table.

Now delete the «Birch» value.

The "smart table", which easily "expands" and changes, has helped us to perform our task.

Now let's make it possible to enter new values directly into the cell with this list and have data automatically added to the range.

1. Form a named range. Path: «FORMULAS» - «Define Name» - «New Name». Enter a unique name for the range and press OK.
2. Create a drop-down list in any cell. You already know how to do this. Source – name range: =trees.
3. Clear the following check boxes: «Error Alert», «Show error alert invalid data entered». If you do not do this, Excel will not allow you to enter new values.
4. Launch the Visual Basic Editor. To do this, right-click on the name of the sheet and go to the «View Code» tab. Alternatively, press Alt + F11 simultaneously. Copy the code [just insert your parameters].


Private Sub Worksheet_Change[ByVal Target As Range]
Dim lReply As Long
    If Target.Cells.Count > 1 Then Exit Sub
    If Target.Address = "$C$2" Then
     If IsEmpty[Target] Then Exit Sub
       If WorksheetFunction.CountIf[Range["trees"], Target] = 0 Then
          lReply = MsgBox["Add entered name " & _
                         Target & " in the drop-down list?", vbYesNo + vbQuestion]
          If lReply = vbYes Then
              Range["trees"].Cells[Range["trees"].Rows.Count + 1, 1] = Target
          End If
       End If
     End If
End Sub


5. Save it, setting the «Excel Macro-Enabled Workbook» file type.

When you enter a new name in the empty cell of the drop-down list, the following message will appear: «Add entered name Baobab?».

Click «OK» and one more row with the «Baobab» value will be added.

Excel drop-down list with data from another sheet / file

When the values for the drop-down list are located on another sheet or in another workbook, the standard method does not work. You can solve the problem with the help of the =INDIRECT[] function: it will form the correct link to an external source of information.

1. Activate the cell where we want to put the drop-down menu.
2. Open the Data Validation options. In the «Source:» field, enter the following formula:

The name of the file from which the information for the list is taken is enclosed in square brackets. This file must be opened. If the book with the desired values is stored in a different folder, you need to specify the path completely.

How to create dependent drop-down lists

Take three named ranges:

It is an indispensable prerequisite. Above you can see how to turn a normal scroll in a named range [using the «Name Manager»]. Remember that the name cannot contain spaces or punctuation.

1. Create the first drop-down list, which will include the names of the ranges.
2. Having placed the cursor on the «Source:» field, go to the sheet and select the required cells alternately.
3. Now create the second drop-down menu. It should reflect those words that correspond to the name chosen in the first scroll. If the «Trees», then «Linden», «Maple», etc. should correspond to it. Enter the following function: =INDIRECT[А1] in the «Source:» field. A1 is a cell with the first range.

Selecting multiple values from a drop-down list in Excel

Sometimes, you need to select several items from the drop-down list. Let's consider the ways of performing this task.

1. Create a standard ComboBox using the «Data Validation» tool. Add a ready-made macro to the sheet module. The way how to do this is described above. With its help, the selected values will be added to the right of the drop-down menu.


Private Sub Worksheet_Change[ByVal Target As Range]
    On Error Resume Next
    If Not Intersect[Target, Range["E2:E9"]] Is Nothing And Target.Cells.Count = 1 Then
        Application.EnableEvents = False
        If Len[Target.Offset[0, 1]] = 0 Then            Target.Offset[0, 1] = Target

        Else


            Target.End[xlToRight].Offset[0, 1] = Target
        End If        Target.ClearContents

        Application.EnableEvents = True


    End If
End Sub


2. For the selected values to be shown from below, insert another code for processing.


Private Sub Worksheet_Change[ByVal Target As Range]
    On Error Resume Next
    If Not Intersect[Target, Range["H2:K2"]] Is Nothing And Target.Cells.Count = 1 Then
        Application.EnableEvents = False
        If Len[Target.Offset[1, 0]] = 0 Then            Target.Offset[1, 0] = Target

        Else


            Target.End[xlDown].Offset[1, 0] = Target
        End If        Target.ClearContents

        Application.EnableEvents = True


    End If
End Sub


3. For the selected values to be displayed in the same cell separated by any punctuation mark, apply this module.

Private Sub Worksheet_Change[ByVal Target As Range]
    On Error Resume Next
    If Not Intersect[Target, Range["C2:C5"]] Is Nothing And Target.Cells.Count = 1 Then
        Application.EnableEvents = False        newVal = Target        Application.Undo        oldval = Target

        If Len[oldval] 0 And oldval newVal Then

            Target = Target & "," & newVal
        Else            Target = newVal

        End If

        If Len[newVal] = 0 Then Target.ClearContents
        Application.EnableEvents = True
    End If
End Sub

Do not forget to change the ranges to "your own" ones. Create scroll in the classical way. The rest of the work will be done by macros.

Searchable drop-down list in Excel

1. On the «DEVELOPER» tab find the «Insert» tool – «ActiveX». Here you need the button «Combo Box [ActiveX Control]» [focus your attention on the tooltips].
2. Click on the icon – «Design Mode» becomes active. Draw a small rectangle [the place of the future scroll] with a cursor that transforms to a "cross".
3. Click «Properties» to open a Combobox1 of settings.
4. Enter the range in the ListFillRange row [manually]. The cell where the selected value will be displayed can be changed in the LinkedCell row. Changing of the font and size can be done in Font row.

Download drop-down lists example

When you enter the first letters from the keyboard, the appropriate items are displayed. These are not all the pleasant moments of this instrument. Here you can customize the visual representation of information, specify two columns at once as a source.