dynamic data validation lists
Post on 03-Jul-2015
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Dynamic Content for Data Validation Lists
Building Solutions for Business
Data Validation Lists Overview
• Data validation provides a way to ensure the contents of the cell are restricted to specific choices in a list
• Data entry by list is faster and more accurate than typing a response in a cell
• It is an intuitive and familiar input method
• Will increase usability of data entry forms
The ChallengeBuilding a drop down list based on fixed or named ranges is not flexible, and can be complex for users to manage.
Data validation list can be difficult to manage when:
• The source location of the list changes
• New entries are added to the list
The Solution• This deck will step through building a data
validation list the traditional way
• It will then use a newer more flexible, self-managing method
• This method is very useful if you are distributing solutions to end users with less Excel experience
Building a Simple List• This example will walk through building a
dropdown validation list based on a range of cells
• Using cell ranges allows for the content of the list to be more easily managed
• Enter list values in a range of cells.
• Click on the data validation button in the data ribbon
• Select List from the Allow box
• Select the range of cells the list will display
• The list and data are now connected
• Changes to the source data will be shown in the list
Use Named Ranges• Using named ranged references for a list is a best
practice strategy
• From the previous example, let’s define the list of fruits with a name called “lstFruits”
• The data validation will now reference the name rather than a static range of cells
• Define a name for the range of cells using the name box to the left of the formula bar
• Use the name range in the list definition
What if the contents of list changes?
• This list will need to be maintained and sorted
• When adding items to a named range, you must take care that the item is picked up by the range
• This level of maintenance can be time consuming and beyond the skills of some users
• The answer is to create self maintaining lists
Dynamic List Ranges To the Rescue
• Let Excel automatically determine the number of rows in the list and just display those
• Items can be added or removed as required without impacting the ease of maintenance
Create the first item of list data starting at row 1
Note the old static definition of the list
Change the definition of the lstFruits name to the following
What the Formula Does
• This formula makes everything work
• CountA – will count all of the non-blank rows in the column
• Index – will determine the bottom of the list
=sheet3!$A$1:INDEX(sheet3!$A:$A,COUNTA(sheet3!$A:$A))
You’re Done• You can now add and change items in the list
without altering name definitions or tweaking named ranged
For more ideas and tips visit our blog at http://www.excelgenius.ca
Building Solutions for Business
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