How to Create a Dependent Drop Down List in Excel

A drop down list is an awesome tool. You can pre-define some values and user can enter data by selecting one of those values.

One of its advanced features is a “Dependent Drop Down List”.

A dependent drop down is all about showing values in a drop down list according to the selection of the value in another drop down.

Today, in this post, I’d like to share with you a Simple 7-Steps Process to create this drop down.

But first of all, let me tell you why it is important.

In the below example, you have two drop-down lists. Size drop down is dependent on product drop down.

If you select the white paper in product cell then in size drop down will show small and medium.

But, if you select gray paper then its size will be medium and large.

So here the basic idea to create a dependent drop down list is to get correct size as per product name.

So let’s get started.

Steps to Create a Dependent Drop Down List in Excel

For creating a dependent drop down list we need to use named ranges and indirect function. And, please download this sample file from here to follow along.

First of all, you have to create named ranges for drop down lists. For this, select product list. Go to -> Formulas -> Defined Names -> Create from selection.
- You’ll get a pop-up. Tick mark “Top Row” & click OK.
- By using same steps, create two more named ranges for sizes. One is for white paper and second for the gray paper.
- Now select the cell where you want to add product drop down and Go to -> Data -> Data Tools -> Data Validation.
- In data validation window, select “List” and in “Source” enter below formula and then click OK.
```
=Indirect(“Product”)
```
- Select the cell where you want to add size drop down list. Go to -> Data -> Data Tools -> Data Validation.
- In data validation window, select “List” and in “Source” enter below formula and click OK.
```
=Indirect(“A5”)
```
Finally, your dependent drop down list is ready. You can download this sample file from here to try it yourself.
How does it work
First, you have created three named ranges. Then we have used one named range to create product drop down.
After that, for the second drop down list, you have used indirect function & refer to the value in product cell.
If you notice, our size named ranges has name equals to the values we have in product drop down.
When we select “WhitePaperSheet” in product cell, then in size cell indirect function refer to the named range “WhitePaperSheet” and when you select “GreyPaperSheet” it will refer to named range “GreyPaperSheet”.