Find Multiple Matches & Dependent Drop Down List in Excel (Unsorted Tabular Data Set)
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- Äas pĆidĂĄn 29. 08. 2024
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Dive into the world of dynamic dependent dropdown lists in Excel! Perfect for users who regularly work with unorganized datasets, this tutorial demonstrates how to create dropdown lists that adapt to your data changes. Ideal for those dealing with non-grouped, random data entries.
âŹïž Download the workbook here: pages.xelplus....
đ Key Features:
- Dynamic Dropdown Lists: Master the creation of dropdown lists that automatically update as new data is added or existing data is modified.
- Dealing with Multiple Data Instances: Learn to handle datasets where names or items are not grouped but scattered randomly.
- Excel Table Feature Integration: Leverage the power of Excel tables for expanding dropdown lists, ensuring new names or items reflect in your dropdowns seamlessly.
- Formula-Driven Approach: Explore complex formulas that make these dropdowns possible, ensuring a dynamic and responsive data management experience.
- Step-by-Step Guidance: The video walks you through each step with clear explanations, making it easy to understand and implement.
- Downloadable Workbook Template: Access a ready-to-use Excel workbook template to practice and implement the techniques learned.
This video covers a few topics:
1. How to find multiple matches - (basically an INDEX MATCH that finds all matches instead of the first one only)
2. How to fix table column referencing (absolute column referencing in tables)
3. How to use OFFSET to restrict the dependent drop-down list to non-empty members only (exclude empty cells)
We're going to learn all this, while creating a dependent drop-down list based on a messy random tabular data set.
â â Links to related videos: â â
Part 1 - Get the Unique drop-down list: âą Extract UNIQUE Items f...
Index Match basics: âą How to use Excel Index...
Offset: âą Excel OFFSET Function ...
This video from Kevin Lehrbass summarizes all the different techniques you can use to get a unique drop down list (for Part 1 of the video): âą 00172 Unique Values fo...
â My Online Excel Courses â âș www.xelplus.co...
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#excel
Grab the file I used in the video from here đ pages.xelplus.com/messy-list-file
I so wish I found this channel years ago. I'm a pretty copmpetent excel (inc VBA) user but there is so much to learn here. I have never really got into INDEX, MATCH and OFFSET but I'm now a full convert. Thanks
Welcome aboard!
I whole heatedly thank you for the pain, trouble taken for explaining and posting this video. On behalf of all my Excel friends/addicts/users/learners, I sincerely thank you. Again and Again I repeatedly saying that you are doing a great Job in the Excel field. Many, many are getting benefit in their official/ personal work by learning the tricks from your Excel videos. A Big ROYAL SALUTE to my EXCEL TEACHER/GURU.
Thank you so much Gopala. You're too kind. Your wonderful comments are such a positive encouragement!
Thanks Laila, very beneficial video, I've similar lengthy table but with duplicated values, how can we get the second dependent list with unique values only?
Thank u so much for the useful tutorials.
For those who find the formulas too complex to easily implement in your own projects (it's an excellent method though if you can figure it out), you can use a pivot table instead to create the aggregate. That is far easier to set up and simplifies the drop-down offset formula as well. The trick and limitation with using a pivot table though is that you do need remember to refresh the pivot table every time data changes. An added benefit is that the pivot table can sort as well. (but those who have Office365 insiders will know the new dynamic array formulas are game-changers for these scenarios as well)
This is a massive help, however i was hoping you might be able to show how i would you go about doing this with a third and forth dependant drop down list?
Any thoughts on what data this would be for? You mean like Country, State/Prov, City? Any other thoughts?
I'm mentioning this because I'll do one up if you're still interested....
I think with the new dynamic array formulas, you might be able to replicate this and maybe add an nth unique(filter(previous dropdown)) and so on and so forth.
Leila, THANK YOU! While I didn't need the 2nd drop down box, the solution to pull in only those Apps by Division played well for a scenario at work. This video was a MASSIVE help!
Glad it was helpful Dennis!
THANK YOU THANK YOU THANK YOU!!! I've spent the past two days looking for this exact answer!!!!!!!!!!!
Dear Leila,
Amazing video(s) from you! I got a salary raise recently by using your tips and tricks in excel, and combine them into my work!!
Very much appreciated!! Keep us informed!!
All the best!
Wow, that's great. Congratulations!
Hi leila, Thanks for your training.
You are really awsom but I think you could divide row by criteria part instead of dividing by itself and multiply by row.
Row(table[column])/(table[column]=criteria)
In addition to the excellent excel knowledge rbf Explanation is awesome
Hi Leila! Your videos are easy to digest and understand and allow anyone from a novice beginner like myself to someone well versed in excel. I was wondering how would you create a dependent drop down based on two criteria. For example, lets say you had another column next App in the table and it read Creator and that was the people who created the app. How would you go about listing division based on App AND Creator. Thanks in advance for your time!
Hi, you can use the index aggregate functions: czcams.com/video/fDB1Ktyhp3Y/video.html&ab_channel=LeilaGharani
Also, the Index, match then Index again functions: czcams.com/video/ontXHp9cwOQ/video.html&ab_channel=LeilaGharani
Mr Excelisfun has great beginner to advanced lookup; index, match function which you can check it out: czcams.com/video/u-8D2G0y9EM/video.html&ab_channel=ExcelIsFun
for getting the results referencing multiple criteria.
What I was seeking for and perfectly explained. Step by step in oder to understand well how it works
Glad it was helpful :)
Very Nice explanation and easy method to make layman understand Excell. Thankyou for making such videos it really gives amatures to learn what they need.
Keep up the Good Work Leila
Hi Leila, nice solution! I had a similar task, but I solved it by putting the following into C4: IF(A4=$E$4;COUNTIF($B$4:B4);""), pulled it all the way down, and then INDEX/MATCHed a list of numbers (1,2,3...) with column C. But, the difference was, I never had a same record twice (in other words, each combination of A and B column occured only once). Your solution is great when this is not the case. Thanks for sharing!
That's a nice solution too with a helper column. Thanks for sharing Sandra.
This video is super helpful, however do you happen to have an example of showing how you would you go about doing this with a third and forth dependent drop down list? Example: Division, Category, Inventory Item and Price.
Hi Leila. I am a huge fan of ur command on excel. Thanks for providing this kind of example, quite an advance level learning from it.
Thank you! And you're very welcome. Agree - this formula combines a few advanced techniques together - like solving a puzzle with many pieces. Fun stuff :)
Hi Leila, hope you are doing well. I need your help for a problem, its amongst the most complex i ever came across. The problem is required to be solved without helping column. Would you provide me with your Id so that can send it to you.
This was much helpful. Thank you very much for posting wonderful videos in Excel.
You are most welcome!
Your way of teaching also very beautiful as well as you......
Thank you! That is very kind. Appreciate your support.
Awesome video just learned how to lock references in Tables had a problem with that for a long time. Nonetheless learnt some complicated formulas. But again my favourite is use of named ranges for drop down lists but only difference is this approach is far more integrated and works great with messy lists. Thanks once again Leila. I do follow your videos and enjoy learning new concepts
Thank you Awesh for your feedback. I'm glad you found something new here. Thank you for your support.
Fantastic, just what I was looking for. You are my go to for all things Excel.
Glad it was helpful, Mark!
Thx, for teaching us , I got knowledge thru you n youtube, the basic source I got from u n the others which are very brilliant n sharp minded personnel , since beginning when I need some help I just open yr page n get thru what I need....
Your solutions are very creative and useful. I have been lookong for lectures like this. Thanks a lot.
I'm glad you find these useful. Thank you for your support.
More fun! I really like how you avoid the arrays and how you use aggregate! And thanks for the mention Leila!
Sure - I really like that video you did...it's always fun to look for non CSE formulas :)
Very Good Info. Love To See More. Keep the Videos Coming. I Have learned a lot from you.
Thanks for sharing your tutorials. Very informative and your videos made it easy to digest.
You're welcome zita. Glad you find the videos useful :)
awesome, I love your videos very much. Thank you very much
Hi Leila, Thanks for sharing wonderful tricks of excel with us. You are awesome.
I'm glad you like the tutorials Amarjit. Thank you for your support.
divide by itself to get an error! Brilliant!
This is excellent stuff. Too detailed and easy to understand and implement. I have a question on this topic. What if I have more than 2 depend columns and these other columns also have duplicates like the first column. Is there a easy way to make the dependent lists then?
Glad you like it :) If the setup is too complex, it's probably easier to work with pivots or removing duplicates. Have you seen the link to the video from Kevin that shows other options? Otherwise, you'll need to prepare the data in separate data preparations tables and then refer to them....
Hello Ms. Gharani. I really appreciate the explanation that you include with your videos. For some reason, I cannot get the countif function to work. You mention that you would do a video on that portion of the formula, but I couldn't find it and I can't find what the "?*" portion of the formula does. Counta works, but I have all the blanks then.
Try downloading the workbook. Link is in the description of the video. That should help you find the problem.
I use the formula "Indirect". I create a table named as the frist dropdown list (in this case there we have to create 3 tables, one for productivity, one for game, and other for Utility), and the dropdown list is now the table with the data form that category. If you dont add any new categories this will help you a lot.
Thorough and excellent as always
Hi Leila,
Great tutorial as usual. Your videos helped me in so many ways to solved some issues I faced.
Quick question on this one, during the Offset formula, you've input a Countif to limit the number of returns in the drop-down list. Wouldn't it be easier to use the already available countif in column D? Using maybe an INDEX/MATCH based on the first drop-down?
Hi Leila,
Thanks for all your great videos, I like your no CSE approach. I just want to ask if the list could be also automatically sorted, that's the only thing they missing... Thanks!
Hi mam. I am following you from a while and I'm a huge fan of Excel and its functions. I need to learn VBA Macros so please upload the tutorials of VBA Macros from beginners to Expertise.
Thank you for the support. Next week I'll be putting some videos from my upcoming Excel VBA course :)
@@LeilaGharani Thank yo so much, I am also very exited to Learn VBA.
Dear Leila Gharani, I'm a huge fan of yours. I found many solutions from your videos. I have one question. What If we have duplicates under second column also. How overcome that problem. From Example, What if I have 2 or more apps under same division. I request you to look into this. Thank You.
thanks, Leila! another combo made simple!
Best tutorial. Thank you Leila.
hey Liela great tutorials...what if the App column contains duplicates or more of same values? How do we extract unique only to drop down list?
I have exactly the same question. Was anyone able to figure that out?
Hi Leila, thanks for the video and for the explanation...
When trying to do the formula on my excel, when i copy the formula to the next column and when such cell does not have a indice reference (in case of your example it's the $F$7:F$7) it gives me error #NUM! ...
My question is, if you in the end of the video are deleting such reference (that according to my excel is a mandatory property of the AGGREGATE function), how does such function works if you are deleting such reference ?
Just wondering this cause on mine it works only if such reference exits... ohh and i am using Excel 2019 so for some reason i don't have some functions that i see sometimes on web such has FILTER, QUERY, etc.
Thanks in advance
Absolutely brilliant! Thank you, Leila!
You're very welcome Malina :)
thank you so much, is very helpful. what if I had duplicate values in column B, how can I return only the unique values in my data set (in your case data set range is F8:T10)
Hey thanks for sharing this! it worked for me, however I have a lot of multiple information in my dependent drop down list. It is a lot of repetitive information. How can I shorten the drop down list to only show one of each?
Thanks Leila. This is very interesting. Awesome!!! :) I will surely download the file and practice this.
You're very welcome John. Agree- practice is always good :)
Great video !! step by step well explained. In stead of OFFSET, why not use named ranges and then use the INDIRECT function? For the empty lines you could maybe add a dummy character to make them different? Anyway OFFSET definitively works well but I find INDIRECT somewhat more convenient.
Hi Bart - thanks :) True - named ranges with indirect would work just as well.... I guess it's a personal preference of mine. I can work much faster with offset.
After the 3 mentioned steps, how can I remove duplicates on step 3?
3. How to use OFFSET to restrict the dependent drop-down list to non-empty members only (exclude empty cells)
Thank you!
This is amazing tips. Thanks you so much Leila
You're very welcome!
Thank you Ms. Leila amazing video
Thank you Ismail. Glad you like it!
Nice video if we have only 2 lists, but what if we have 4 dependent lists with same data structure that you are showing here ? any tutorial for that ? it's very complicated to make it for 4 lists using the horizontal way that you did. Any suggestions ?
excel does it all for you , you just need name your list , like you do with first list and excel will find next list . easy
The VBA is slow and clunky, but it delivers a Unique list of Divisions starting in E8, a drop down list in E4, counts for divisions starting in D8, Apps by Division starting F8. There are ways of implimenting the dependent drop down list in VBA, but code was slow enough as it is. Load the code in a module for this worksheet and it will fill in the Before sheet. Disadvantage is the code is slow, but it will add divisions and apps without the need to worry about if you have enough formulas to cover all the divisions and apps. The code also has circular references because it gets the divisions from column A, and then using the division name it goes back to column A to for the .Application.WorksheetFunction.CountIf to count the apps in column B.
Option Explicit
Sub validation()
Dim Rng As Range, Cell As Range, ThisCell As Range
Dim Divisionname As String, FLRange As Range
Dim Finalrow As Integer, colunms As Integer
Dim i As Integer
With Sheet2
.Range("A4", .Range("A4").End(xlDown)).Copy Destination:=.Range("E8")
.Range("E8", .Range("E8").End(xlDown)).RemoveDuplicates Columns:=1, Header:=xlNo
.Range("E8", .Range("E8").End(xlDown)).Interior.ColorIndex = xlNone
End With
Application.EnableEvents = False
Set Rng = Range(Range("E8"), Range("E8").End(xlDown))
With Range("E4").validation
.Delete
.Add Type:=xlValidateList, Formula1:="=" & Rng.Address & ""
Dim rSource As Range
End With
With Range(Range("E8"), Range("E8").End(xlDown))
For Each Cell In Rng
Cell.Offset(0, -1) = .Application.WorksheetFunction.CountIf(Range("A4", Range("A4").End(xlDown)), Cell.Value)
'skip
Next
'End With
Application.EnableEvents = True
Sheets("Before").Range("F8:AA45").ClearContents
Finalrow = Sheets("Before").Range("A10000").End(xlUp).Row
'With Sheets("Before")
Set FLRange = Range(Range("E8"), Range("E8").End(xlDown))
For Each ThisCell In FLRange
For i = 4 To Finalrow
If Cells(i, 1) = ThisCell Then
Range(Cells(i, 2), Cells(i, 2)).Copy
Cells(ThisCell.Row, Columns.Count).End(xlToLeft).Offset(, 1).PasteSpecial Transpose:=True
End If
Next i
Next
End With
Range("E8:BB45").Interior.ColorIndex = xlNo
Range("E8").Select
End Sub
Many thanks! I like that the code adds divisions and Apps without worrying in advance about how much space to include.
The code is pretty clean. I'm still making too many declarations. I don't need Columns as Integer, or rSource as Range but other than that the code is well structured. If you put on Application.ScreenUpdating = False Application.ScreenUpdating = True pair around the code you won't even see it filling in the cells. It's much faster that way.
My inspiration is comes from two of Dr. Verschuurenâs books on simulations, Excel Simulations, and 100 Excel VBA Simulations. He tackles similar problems first through formulas in Excel Simulations, and then with VBA in 100 Excel VBA Simulagtions. It was this sentence which spurred me on which is from the first book, the one with the formulas, not the VBA: âI must admit many simulations, especally of the Monte Carlo type, can do much more for you if you do know how to program Excel.â I guess I put him to the test.
Thank you so much.
4:47 i understood what u r trying to explain ! Well in Advance.
Leela mam u r right ! but no way out ! hahah in organic form.
Inorganic machines are there but will take much system resources , like VBA, JS and bunch of add-on apps !
Always Love the organic way ! what these 100kms of spreadsheets are for ? use use reuse ! hahah
your work is awesome keep it up
Mam, you have both .............beauty with brain...............waiting for your upcomming videos....VBA
I'm not so sure about either the beauty or the brain..... thank you though for your kind comment. The latest video is a basic macro video: czcams.com/video/8IreWUk1Al4/video.html - more to come next week....
thank you so much, I was able to do exactly how you demonstrated. however, there are values repeated even in my second column (in your e.g. "App"). cannot delete them since those are unique referring my third column of date. how do get only the unique values in the dependent drop down? (my data set has state, district, date, name, amount)
Hey Leila,
Brilliant piece of work. Very productive and helpful. Now in this current scenario i want to use these multiple dependent filtered drop down lists to enter additional data to the source table for eg division is in column A and app is in column B i want to be able to add data to columns C and D And so on right in the source table. Can you please help me enter data to the source table after sort listing....
Dear Leila,
I saw the videos and they are very helpful. For all my doubts, i reach out for your training videos.
However I have a small request, Can you please suggest a formula for the data preparation table without using the aggregate function. I am creating a dependent dropdown list for a customer who has a 2003 version of excel and he is not interested to upgrade to excel 2010 or above. Please help at the earliest. Thank you.
Regards,
Vivin
how do I add a 3rd dependent dropdown to this?
For example, if there are multiple rows that say productivity - WenCal - and then a 3rd column for "game"
for example, 3 dropdows so i can select Productivity - WenCal - Availability Calendar
please give a video about match formula for MULTIPLE DROPDOWN LISTS & get a result by that MULTIPLE DROPDOWN LISTS. And the dropdown lists and result are show in ANOTHER SHEET in the excel.
Leila, if I have a third or a fourth dependent column/dropdown list. How do I create the same?
Indeed not easy to digest at first bite, will need to review it. Though great tutorial. Thank you Leila.
Hi Leila, really great!
Hi mam Im biggest fan of yours I'm expert in Advanced Excel but right now I want to learn Vba videos please upload if possible
Thank you for your support. Yes next week, I'll start to post some VBA videos which are a part of my upcoming course.
Awesome, thank you for sharing Leila
Glad you like it Mehdi.
Very helpful, thank you. Could you please explain the same in VBA with respect to combo box?
Thanks for the details. For this Tabular Scenario, will the provided formula works if both the tables have multiple wordings with spaces.. If not, Please help in how to write formula for mentioned scenario. (Ex: Division has multiple wordings stating "A B C' & APP Column also having details with multiple spaces, numbers, special characters like ( ) - in each row - Like 'D (E) - F'
Super thank you Madam.
It was very helpful to me
Thank millions
You're very welcome! I'm glad it is helpful.
Hi, i really like your tutorials. I'm using your formula to make a dependant dropdownlist in a ActiveX ListBox but my problem is that the formula seems to dublicate it self so when the last data in the list is presented it starts over again making the list were long. do you have some great info how to stop this
hammergeil!
you're genious!
Hi Leila, I really really need your expertise here. Imagine we have three columns with a drop-down in each column. Column A drop-down has names, column B drop-down has catalog names and column C has item numbers. I followed your example in the video above however I'm having difficulty pulling the item numbers based on my selections from column A and B. For example I pick BOB in column A and Shirts in column B. I want Column C to show me only the item codes for shirts based on that selection. If I change Shirts to Shoes in column B but still kept BOB in column A, I want to see the item codes for shoes now. How do you write a formula to pull that specific data?
How about if:
A multiple dropdown list that is dependent to the dropdown lists previously but having the same data. Example, in Cell A1, there are 10 items in the dropdown, once an item is chosen, this item will not be available in cell B1 but the other items are still there. And the same goes for C1, the items chosen in A1 and B1 will be removed from the list thereby only having 8 items. and this setup will be repeated up to cell E1. How do we create such list?
Simply thanks
You're very welcome Huzaifah.
Hi Leila, Could you please share a video on Dynamic Dropdown lists that have special characters and spaces in the main dropdown ? This is making me go nuts and cannot find any solutions.
Amazing đ a big thank you â€ïž
You're welcome đ
I have a similar problem, assuming, there were multiple instances of productivity but misspelled how can you group it.. Eg. If you have multiple names for instance, Carl powel, Powel Carl, power Carl, Cal P.. All recorded in your set but is 1 person, how can you match these if you had multiple instances of it
How can I do the same idea if I have an extra condition to extract, say I want to to extract a list from a certain category and also only the apps that cost over 100 which is indicated in a third column
Hi Leila, shall use unique formula into this to avoid repeating values is it possible
Can't thank you enough..
Do I understand your example right, that it MUST use some helping cells? Without helping cells and not using ctrl-shift-enter a solution is not possible, right?
If you copy the formula, instead of dragging, the references to the table, do not move.
Filling with Ctrl + Enter works in a similar way.
That's a GREAT tip! Thanks for sharing.
Awesome video... I am a big fan of yours, if you have videos on VBA pls share...
Thanks. Glad you like it. Yes - next week, I'll start with some macros...
I want to use the data validation by dragging below its not working, what to do, please
Very useful, but how to include searchable function in second drop down list?
Could make a dependent searchable list like i selected the state district city name. Remember don't show others state the name of district
Hi Leila, this has been a great help but I am struggling to try to get this to work when I want to use this in a table! I have modified the formula for the data validation to take into account it being in a table and when I evaluate the formula using F9 it gives me the correct array but on entering I get a #value! error and it won't accept it in the data validation formula box!!! :(
How do you make a unique horizontal / row list (instead of vertical / column list)? My dependent list is much longer than the unique list so it would be better in this format. Thanks
I am a bit confuse, the master table could be deleted? : at 52sec the master table is not showing but you used it in your formula. Am I wrong?
Madam I request
Plz put that excel sheet in description because we will practice.
Hi Leila, I was following the above video and I understood the majority...but I am trying to populate 2 dependent drop down lists that don't involve them going across columns.. I have the following:
=INDEX(DRAWING_SUBTYPE[[DRAWING TYPE]:[DRAWING TYPE]],AGGREGATE(15,6,(DRAWING_SUBTYPE[[DISCIPLINE]:[DISCIPLINE]]=$F5)/(DRAWING_SUBTYPE[[DISCIPLINE]:[DISCIPLINE]]=$F5),6))
My table isn't "messy" (meaning I have my disciplines in order) but it is the same format as what you have other than the first column (discipline), second column (drawing type) and third column (drawing subtype).
I also didn't opt to do the dedicated unique drop-downs, as I already have a table that references my discipline field.
I didn't use the "columns" function, and instead shortened it and put the value of [6] as my [k]. Am I misunderstanding this portion of the formula?
Thanks for any help!
I'm not exactly sure about your data setup, but you probably shouldn't fix the column to just 6, because that will always give you the same result. The columns function there returns 1 in the first cell, 2, in the second cell and so on, so always returning a different match value. One option is to post your specific question either here: www.mrexcel.com/forum or here: www.excelforum.com/ - you can attach a sample file there and also feel free to post a link to your question here too and if I get a chance I can take a look, otherwise you will get answers from others...
I think I am misunderstanding what [k] is supposed to represent.
My data is in the same format as your messy list, but all disciplines are in the same place. My data is located on a separate worksheet called "Discipline & Drawing Type" A30:C144. the table column headers are 'discipline', 'drawing type' & 'drawing subtype' I already have a data validation list for Discipline. I want to have the drawing type list be dependent on the discipline type (the same as your division is to your app) and then add a third dependent drop down list dependent on the first two for drawing subtype.
I will try and post on the forums as well, but any assistance you can give to help me understand the meaning of [k] would be extremely helpful. I am very close, as it is providing me a value when I put the formula in a cell, but is giving me an error when I take the formula and plug it into data validation list formula field
Leila that's a great formula. What if we want to extract the second column app based on the division selection but make it a unique like what you did with the division. so let's say that at the second column (app) we have the same entry for the same division and we want to extract it only 1 time instead of multiple times. So at the area F8:S8 will not have the same entry even if it exist.
Anyone can help me on this Please?
Thank you.
What if the output for the second drop down list also has duplicates, and I want that the output is only unique values?
Thanks LG đ
You're very welcome Dev :)
It would be good to know if i can search your videos on Tutorial with Topics I need to search . Please do let me know how can i search
Nice đ
Thank you so much very nice!!!
You're very welcome Rajesh!
At 6:38, you show proving proving your box as true. I keep getting a false error. Any suggestions would be greatly appreciated.
Hi, Mrs. Leila. I want to ask, how to protect range of cell in excel without showing warning message
Hey Leila.
Thank you as always doing this awesome videos.
Now i'm stuked in something a little bit different.
Can i use the dropdown as a "table name/matrix" for a vloookup
Like, =vloopkup("what im looking for", "in a table defined in a drowpdown", , )