Dependent Drop Down List in Excel Tutorial

In this step-by-step tutorial, first we learn how to create a basic dropdown list in Microsoft Excel. Next, we look at how to create multiple dependent drop-down lists. With multiple dependent drop-down lists, the second or the subsequent drop-down list adjusts based on the selection in the first drop down list. This is helpful to validate data entry.

Few quick notes:
✅ This requires the =xlookup function, which is available as part of Microsoft 365. Unfortunately, older versions of Excel don't currently support this.
✅ To use this on multiple rows, use =transpose as part of the formula: =TRANSPOSE(SORT(UNIQUE(XLOOKUP(A8,Table1[#Headers],Table1),,TRUE))) Then you'll just need to copy the formula down for however many rows you have. You can even place the filtered list on a separate sheet or just hide those columns.

👋 Additional resources

⌚ Timestamps
0:00 Introduction
0:42 Create simple drop-down list
2:50 Create dependent drop-down list
3:43 Use XLOOKUP function
6:17 Create drop-down list with XLOOKUP output
7:07 Use UNIQUE function
9:20 Use SORT function
10:44 Wrap up

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#stratvert

[KevinStratvert]

✅ This requires the =xlookup function, which is available as part of Microsoft 365. Unfortunately, older versions of Excel don't currently support this.
✅ To use this on multiple rows, use =transpose as part of the formula: =TRANSPOSE(SORT(UNIQUE(XLOOKUP(A8, Table1[#Headers], Table1), , TRUE))) Then you'll just need to copy the formula down for however many rows you have. You can even place the filtered list on a separate sheet or just hide those columns.

[simnerfamily]

Is it me? The tutorial was great but it only works for the first cell, as there is an Xlookup off that cell. So when I move to row two the solution wont work, which seriously limits its usability

[lulup]

Thank you so so much for this. I have been trying to create a dependent drop down for about a week using 8 different tutorial videos, some of which had so many steps I gave up half way. Your video was so quick and easy to follow that I was able to do the steps in real time alongside you. My spreadsheet is finally complete, looks great and working beautifully. No changing cell names, lots of gaps or error codes for having spaces. I could hug you

[jefffunnell]

Thank you Kevin! Your videos are always helpful, I learn something new every time. Also appreciate that you keep them relatively short, pretty high level and with examples that help me apply the functionality to my everyday job role. Great information as usual!

[charlottehiggins]

This by far was the easiest way I have seen to use an 'X' lookup. I have been intimidated by the lookup functions, but by watching your tutorial, I am more confident in using this going forward. Thank you!!!

[zasta]

Your videos are so well structured and well explained, it removes the issues I didn't even know I'm going to have. Bravo, thanks!

[CeliaKWen]

I can’t find anyone else who explains this better. So glad I have found you 😺😺

[dlltvgo]

Explained so well and kept to the point perfectly. Not like other excel trainings that drag on and on. It was exactly what I was looking for and it worked perfectly the first time.

[robertredding]

The XLOOKUP formula is referencing the top row of your 1st column to return the "Filtered List". But when you go list the customers for the next sales rep on the 2nd row, it still references the first sales since that is the "Lookup Value" in the XLOOKUP formula

[Kaisby]

Hi Kevin, I thought I would drop a quick comment on your presentation of dependant drop-down lists. I found your explanations and step by step instructions, very concise, accurate and clear. It is instructional videos such as these that really allow your viewers / subscribers to become very productive not only with XL and other Office mainstream apps, but also with other products (hardware or software) that you demo.

I would suggest that you have only 3 or 4 YouTube peers of equal calibre.

Keep up the great work!

Harry

[soniamartell]

Thank you so much for this video! This was easier than what I've seen in other videos! I love that you provided instructions for adding this to multiple rows. Would you ever consider making a video about it? I followed the entire video and succeeded until I tried adding to multiple rows. THANK YOU!

[lesvogiatzakis]

A huge help Kevin. Simplified and refunctioned an Excel assessment tool that I couldn’t make work for years!

[elim]

Best tutorial I have ever watched on YouTube. Perfectly spoken language!!!! Really really appreciate!!!

[janejones]

This was brilliant! I have seen several ways to create dependent drop downs and this was by far the easiest. Thank you for your superb tutorial it really helped me with a data collection issue I was facing

[SteveHinrichs]

I am so amazed how much you know about Microsoft. I know you worked there, but your videos have made look great at my company. I have built some awesome files because of your videos. Thank you very much.

[gajabathiarjuntg]

Great video Kevin. This Multiple Dependent Drop-Down Lists in Excel is more helpful and easy to complete the work. Thanks for pulling out this video.

[SavageGothamChess]

Can we all agree that Kevin's Voice is calm.

[Iherditday]

I love how easy you describe each action. Thanks!

[stuartpitt]

That is brilliant, unbelievable. Even the additional pieces like SORT, UNIQUE. Thank you very much.

[RavenZamir]

Clear and concise.
Great learning and teaching moment.
Thanks again Kevin.
Your video tutorials are the best. Subscribing ti your channel is one of my best decicions.