Dynamic Data Validation Lists

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This document discusses how to create dynamic data validation lists in Excel that automatically update when the source data changes. It provides examples of building simple validation lists using cell ranges and named ranges, but explains that these methods require manual maintenance when the list data changes. The solution presented is to use a dynamic range formula for the list that references the data column and uses COUNTA to dynamically determine the last row, eliminating the need for manual maintenance of the list. Steps are provided to set this up along with an explanation of how the formula works.

Technology

Building Solutions for Business
Dynamic Content for Data
Validation Lists

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 Challenge
Building 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
=sheet3!$A$1:INDEX(sheet3!$A:$A,COUNTA(sheet3!$A:$A))
• 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

You’re Done
• You can now add and change items in the list
without altering name definitions or tweaking
named ranged

Building Solutions for Business
For more ideas and tips visit
our blog at
http://www.excelgenius.ca

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Dynamic Data Validation Lists

1. Building Solutions for Business Dynamic Content for Data Validation Lists

2. 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

3. The Challenge Building 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

4. 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

5. 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

6. • Enter list values in a range of cells. • Click on the data validation button in the data ribbon • Select List from the Allow box

7. • 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

8. 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

9. • 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

10. 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

11. 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

12. 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

13. What the Formula Does =sheet3!$A$1:INDEX(sheet3!$A:$A,COUNTA(sheet3!$A:$A)) • 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

14. You’re Done • You can now add and change items in the list without altering name definitions or tweaking named ranged

15. Building Solutions for Business For more ideas and tips visit our blog at http://www.excelgenius.ca

Dynamic Data Validation Lists

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