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MAKE A LIST IN EXCEL HOW TO
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If you want an alphabetized list, simply sort the list source, as shown in Figure H. In such a simple example, an alphabetized list isn’t necessary. Figure F The validation list is available for new records.

MAKE A LIST IN EXCEL HOW TO

You can learn more about a Table-less technique by reading How to use Excel’s Data Validation feature to prevent data entry mistakes. If you can’t convert the data set into a Table, you must work much harder to get the same dynamic results, but it is possible.

MAKE A LIST IN EXCEL UPDATE

You can update the list source and the validation control will update automatically, as shown in Figure G. When you add a new record to the Table, Excel extends the validation control automatically ( Figure F). You might be wondering why the Table objects were necessary. Figure E Choose values from the dropdown list. Once you’ve used a value, just rely on AutoComplete and enter a character or two and let the feature complete the value.

MAKE A LIST IN EXCEL CODE

In addition, you can enter each manually by choosing the appropriate code from the dropdown, as shown in Figure E. With the validation list in place, you can start filling the cells in column E with the appropriate shelf code values. You’re referencing the named range, not the Table object (even though they’re the same range).įigure D Reference the named range you gave the list source.

In the Source control, enter =Shelf_Code_List, as shown in Figure D.

In the Data Tools group, choose Data Validation from the Data Validation dropdown.

(Your Table might not have any data yet, and in that case, you’ll be selecting a single cell.)

Select E2:E15–these are the existing cells you want to fill using the validation control.

Now you’re ready to create the validation list, as follows:

In the resulting dialog, check Top Row (if necessary), and Excel will use the header text to name the range Shelf_Code_List ( Figure C).

In the Defined Names group, click the Create From Selection option.

You can’t specify a Table object as the source for a validation list, but you can if you give the Table a range name, as follows: There’s one more step before you can build the validation list.

In the resulting dialog, check or uncheck the My Table Has Headers option ( Figure B), and click OK.įigure B Specify whether your table has headers.

If you’re working with your own data, you can convert a data range into a Table as follows: These two data sets are Table objects in the demonstration file. Figure A We’ll use these two Table objects to build a dynamic validation list. We’ll add the validation control to column E and use it to enter the appropriate shelf code for each record. We have a data set in columns B through E and a list of unique shelf code values. If both the data set and the list source are Table objects, Excel updates everything as you work.įigure A shows a simple sheet with two Table objects. In its simplest form, a validation list isn’t dynamic, but combining the feature with the Table object changes that.

And while that may sound silly, a misspelled value returns erroneous results, whether you’re filtering or using complex functions to analyze your data. You can’t keep a user from choosing the wrong value, but at least it’ll be spelled right. You’ll want to use these lists to ease data input and to prevent errors. SEE: 30 things you should never do in Microsoft Office (free TechRepublic PDF) A dynamic validation listĪ validation list lets you limit users to specific values. The browser edition supports validation lists and Table objects, but inserting new data into a Table is awkward–that edition ignores the Tab wrap to the new record behavior when entering a new record. The VLOOKUP() function is available in earlier menu versions, but both techniques rely on the Table object to be dynamic, and the menu versions don’t support the Table object.

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For your convenience, you can download the demonstration. I’m using Excel 2016 (desktop), but both techniques will work in earlier versions. How to return first and last times from timestamps in Microsoft ExcelĬhecklist: Microsoft 365 app and services deployments on Macs Master Microsoft Office with this accredited training Neither technique is superior–your needs will dictate your choice. In this article, I’ll show you two advanced list features using a validation list and a lookup function to generate a dynamic list. You don’t have to do much to take advantage of them, but sometimes you’ll need something more sophisticated. The article Five ways to take advantage of Excel list features showed five basic list features built right into Excel. If you need a dynamic list, try one of these techniques. How to create two advanced dynamic lists in ExcelĪdvanced list solutions are easy thanks to Excel's Table object.