How to Add a Drop Down List in Excel Using Tables and INDIRECT

Creating drop down lists in Excel is a fantastic way to ensure data consistency and simplify data entry. While there are several methods to achieve this, using Excel tables combined with the INDIRECT() function offers a dynamic and easily manageable solution. This method is especially useful when you need your drop down list to automatically update as you add or remove items from your source list.

Utilizing Excel Tables for Dynamic Drop Down Lists

Excel tables are powerful tools for managing and analyzing data. When you convert a range of cells into a table, you unlock features like automatic resizing, structured references, and calculated columns. These features become particularly advantageous when creating drop down lists. Instead of relying on static named ranges, which require manual updates, tables dynamically adjust to changes in your data.

The key to creating a dynamic drop down list lies in the INDIRECT() function. This function allows you to use a text string to represent a range reference. By combining INDIRECT() with the structured referencing of Excel tables, you can create a drop down list that automatically expands or contracts with your table data.

Step-by-Step Guide to Create a Drop Down List with INDIRECT

Let’s walk through the steps to create a dynamic drop down list using Excel tables and the INDIRECT() function:

Step 1: Create an Excel Table for Your List Source

First, you need to set up the source data for your drop down list in an Excel table.

1. Select the range of cells containing the items you want to appear in your drop down list. Ensure your list has a header.
2. Go to the Insert tab on the Excel ribbon and click on Table.
3. In the “Create Table” dialog box, ensure that “My table has headers” is checked if your selected range includes headers, and click OK.
4. Give your table a descriptive name. You can do this by selecting any cell within the table, going to the Table Design tab, and entering a name in the Table Name box (e.g., TYesOrNo).
5. Name the column that contains the values for your drop down list. For example, you might name it “ID”.

Step 2: Define Data Validation Using INDIRECT()

Now, you will set up the data validation for the cells where you want the drop down list to appear, using the INDIRECT() function to reference your table column.

1. Select the cell(s) where you want to insert the drop down list.

2. Go to the Data tab on the Excel ribbon and click on Data Validation.

3. In the “Data Validation” dialog box, under the Settings tab, choose List from the “Allow” dropdown.

4. In the Source box, enter the following formula, replacing TYesOrNo with your table name and ID with your column name:

   =INDIRECT("TYesOrNo[ID]")

5. Click OK.

You have now successfully created a dynamic drop down list!

Step 3: Customize Your Drop Down List (Optional)

You can further customize your drop down list. For instance, you can create a calculated column in your table to display more informative values in the drop down.

• In your table, add a new column (e.g., “Display Value”).
• Enter a formula in the first cell of this column to create a combined value. For example, if you have columns named “Code” and “Description”, you could use the formula = [Code] & " - " & [Description] to display values like “Yes – Definitely Yes” and “No – Definitely No”.
• Update your Data Validation Source formula to reference this new column: =INDIRECT("TYesOrNo[Display Value]").

This way, your drop down list will show the customized display values.

Alt text: An Excel spreadsheet showing a dropdown list in a cell, created using the INDIRECT formula referencing a table column named ‘ID’. The dropdown list contains ‘Yes’ and ‘No’ options, demonstrating how to add a dynamic dropdown list in Excel using tables and the INDIRECT function.

Benefits of Using INDIRECT for Drop Down Lists

Using INDIRECT() with Excel tables for drop down lists offers several advantages:

• Dynamic Lists: As you add or remove rows from your Excel table, the drop down list automatically updates to reflect these changes. You no longer need to manually adjust named ranges.
• Easier Management: Referencing table names and column names is more intuitive and easier to manage compared to remembering and updating named ranges.
• Reusability and Consistency: If you use consistent column names like “ID” or “Code” across your lookup tables, you can easily reuse the same INDIRECT() formula for different drop down lists, simply by changing the table name. This promotes consistency and reduces errors.
• Simplified Copying: Copying and pasting data validation with INDIRECT() references is straightforward. You only need to modify the table name in the formula to adapt it to different contexts.

Conclusion

Creating dynamic drop down lists in Excel using tables and the INDIRECT() function is an efficient and robust method. It simplifies data management, ensures your drop down lists are always up-to-date, and enhances the overall usability of your spreadsheets. By implementing this technique, you can save time and reduce the potential for errors in your data entry processes. Try using INDIRECT() with tables for your next Excel project and experience the benefits of dynamic drop down lists.