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Excel Data Validation -- Hide Previously Used Items in Dropdown

Thanks to Excel MVP, Peo Sjoblom, who contributed the original formula for this technique, and to Daniel.M, who suggested the enhanced formulas. Set up the Main Table Create the List of Items Create the Excel Data Validation List Apply the Excel Data Validation Test the Excel Data Validation Dependent Data Validation

To download a zipped sample file, click here: Excel Data Validation -- Hidden Items -- Sample

You can limit the choices in an Excel Data Validation list, hiding items that have been previously selected. For example, if you are assigning employees to a shift, you want to avoid assigning the same employee twice. In the dropdown list, the names that have been used are removed.

Set up the Main Table Start by setting up the table in which you want to use the Excel Data Validation. In this example, the worksheet is named 'Schedule' and the range A1:C7 is being used. Column B will have Data Validation applied.
Create the List of Items Create a list which contains the items you want to see in the Excel data validation dropdown list. Here, the employee names have been entered in cells A1:A6, on a sheet named 'Employees' Create the Validation List A) Enter a formula to calculate if a name has been used. 1. On the Employees sheet, in cell B1, enter the following formula:

=IF(COUNTIF(Schedule!$B$2:$B$7,A1)>=1,"",ROW())

2. Copy the formula down to cell B6.

This formula counts the occurrences of "Bert" in cells B2:B7 on the Schedule worksheet. If the count is greater than or equal to 1, the cell will appear blank. Otherwise, the row number will be displayed. B) Create the list of unused names The next step is to create a multi-cell array formula which will move any blank cells to the end of the list. Select cells C1:C6 Enter the following array formula (the formula is long, and should be all on one line) =IF(ROW(A1:A6)-ROW(A1)+1>COUNT(B1:B6),"",     INDEX(A:A,SMALL(B1:B6,ROW(INDIRECT("1:"&ROWS(A1:A6)))))) 3. Press Ctrl+Shift+Enter to enter the array formula in cells C1:C6

Single-Cell Formula Alternative If you'd prefer a single-cell formula (easier to edit), you could use this formula, also by Daniel.M. He recommends it for small ranges (<=200 cells): Select cell C1 Enter the following formula (the formula is long, and should be all on one line) =IF(ROW(A1)-ROW(A$1)+1>COUNT(B$1:B$6),"", INDEX(A:A,SMALL(B$1:B$6,1+ROW(A1)-ROW(A$1)))) Press Enter Copy the formula down to row 6

Name the Excel Data Validation List 1. Choose Insert>Name>Define 2. In the Names in workbook box, type a one-word name for the range, e.g. NameCheck. 3. In the Refers to box, type the following formula (all on one line): =OFFSET(Employees!$C$1,0,0,COUNTA(Employees!$C$1:$C$6)-COUNTBLANK(Employees!$C$1:$C$6),1) 4. Click OK

Apply the Excel Data Validation 1. Select the cells in which you want to apply data validation using the Excel data validation list 2. From the Data menu, choose Validation. 3. From the Allow dropdown list, choose List 4. In the Source box, type an equal sign and the list name, for example: =NameCheck 5. Click OK.

Test the Excel Data Validation The dropdown list in column B shows only the names that haven't been used. Other names have been removed. To download a zipped sample file, click here: Data Validation -- Hidden Items -- Sample Dependent Data Validation This technique can be modified, and used with Dependent Data Validation, as in the zipped sample workbook found here: Hide Previously Used - Dependent

Excel Tutorials - Data Validation

Data Validation Basics Data Validation - Create Dependent Lists Data Validation - Dependent Dropdowns from a Sorted List   Data Validation - Dependent Lists With INDEX   Hide Previously Used Items in a Dropdown List Data Validation - Display Messages to the User Data Validation - Display Input Messages in a Text Box  Data Validation - Use a List from Another Workbook Data Validation Criteria Examples Data Validation Custom Criteria Examples Data Validation Tips Data Validation Documentation Data Validation Combo Box      Data Validation Combo Box - Named Ranges Data Validation Combo Box -- Click Data Validation - Add New Items

 

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Last updated: April 10, 2010 8:16 PM