How to create drop down list with multiple selections or values in Excel?
By default, you can only select one item in a data validation drop-down list in Excel. How can you make multiple selections in the drop-down list as below gif shown? The methods in this article can help you solve the problem.
More tutorial for drop down list...
Create drop down list with multiple selections with VBA code
This section provides two VBA codes to help you make multiple selections in drop-down lists in a worksheet. The two VBA codes can achieve:
You can apply one of the following VBA codes to make multiple selections in a drop-down list in a worksheet in Excel. Please do as follows.
1. Open the worksheet contains the data validation drop-down lists from which you want to make multiple selections. Right click the sheet tab and select View Code from the context menu.
2. In the Microsoft Visual Basic for Applications window, copy the below VBA code into the code window. See screenshot:
VBA code 1: Allow multiple selections in a drop-down list without duplicates
Private Sub Worksheet_Change(ByVal Target As Range)
'Updated by Extendoffice 2019/11/13
Dim xRng As Range
Dim xValue1 As String
Dim xValue2 As String
If Target.Count > 1 Then Exit Sub
On Error Resume Next
Set xRng = Cells.SpecialCells(xlCellTypeAllValidation)
If xRng Is Nothing Then Exit Sub
Application.EnableEvents = False
If Not Application.Intersect(Target, xRng) Is Nothing Then
xValue2 = Target.Value
Application.Undo
xValue1 = Target.Value
Target.Value = xValue2
If xValue1 <> "" Then
If xValue2 <> "" Then
If xValue1 = xValue2 Or _
InStr(1, xValue1, ", " & xValue2) Or _
InStr(1, xValue1, xValue2 & ",") Then
Target.Value = xValue1
Else
Target.Value = xValue1 & ", " & xValue2
End If
End If
End If
End If
Application.EnableEvents = True
End Sub3. Press the Alt + Q keys to close the Microsoft Visual Basic for Applications window.
Now you can select multiple items from the drop-down list in the current worksheet.
Supposing you have selected an item accidently and need to remove it without clearing the whole cell and starting over. The following VBA code 2 can do you a favor.
VBA code 2: Allow multiple selections in a drop-down list without duplicates (delete existing items by selecting it again)
Private Sub Worksheet_Change(ByVal Target As Range)
'Updated by Extendoffice 2023/01/11
'Updated by Ken Gardner 2022/07/11
Dim xRng As Range
Dim xValue1 As String
Dim xValue2 As String
Dim semiColonCnt As Integer
Dim xType As Integer
If Target.Count > 1 Then Exit Sub
On Error Resume Next
xType = 0
xType = Target.Validation.Type
If xType = 3 Then
Application.ScreenUpdating = False
Application.EnableEvents = False
xValue2 = Target.Value
Application.Undo
xValue1 = Target.Value
Target.Value = xValue2
If xValue1 <> "" Then
If xValue2 <> "" Then
If xValue1 = xValue2 Or xValue1 = xValue2 & ";" Or xValue1 = xValue2 & "; " Then ' leave the value if only one in list
xValue1 = Replace(xValue1, "; ", "")
xValue1 = Replace(xValue1, ";", "")
Target.Value = xValue1
ElseIf InStr(1, xValue1, "; " & xValue2) Then
xValue1 = Replace(xValue1, xValue2, "") ' removes existing value from the list on repeat selection
Target.Value = xValue1
ElseIf InStr(1, xValue1, xValue2 & ";") Then
xValue1 = Replace(xValue1, xValue2, "")
Target.Value = xValue1
Else
Target.Value = xValue1 & "; " & xValue2
End If
Target.Value = Replace(Target.Value, ";;", ";")
Target.Value = Replace(Target.Value, "; ;", ";")
If Target.Value <> "" Then
If Right(Target.Value, 2) = "; " Then
Target.Value = Left(Target.Value, Len(Target.Value) - 2)
End If
End If
If InStr(1, Target.Value, "; ") = 1 Then ' check for ; as first character and remove it
Target.Value = Replace(Target.Value, "; ", "", 1, 1)
End If
If InStr(1, Target.Value, ";") = 1 Then
Target.Value = Replace(Target.Value, ";", "", 1, 1)
End If
semiColonCnt = 0
For i = 1 To Len(Target.Value)
If InStr(i, Target.Value, ";") Then
semiColonCnt = semiColonCnt + 1
End If
Next i
If semiColonCnt = 1 Then ' remove ; if last character
Target.Value = Replace(Target.Value, "; ", "")
Target.Value = Replace(Target.Value, ";", "")
End If
End If
End If
Application.EnableEvents = True
Application.ScreenUpdating = True
End If
End Sub
Notes:
Easily create drop down list with multiple selections with an amazing tool
As you can see, the above VBA codes are not easy to handle. Here we highly recommend the Multi-select Drop-down List feature of Kutools for Excel to help you easily handle this task with clicks. With this feature, you can easily select multiple items from the drop-down list in a specified range, current worksheet, current workbook or all opened workbooks as you need.
Tip: Before applying this tool, please install Kutools for Excel firstly. Go to free download now.
- Select Kutools > Drop-down List > Multi-select Drop-down List.
- In the Multi-select Drop-down List dialog box, do the following settings.
2.1) Specify where you want to apply this feature in the Set scope section;2.2) Specify the separator for the selected items in a cell;2.3) Decide the text direction；2.4) Click OK.
Result
Related articles:
Autocomplete when typing in Excel drop down list
If you have a data validation drop down list with large values, you need to scroll down in the list just for finding the proper one, or type the whole word into the list box directly. If there is method for allowing to auto complete when typing the first letter in the drop down list, everything will become easier. This tutorial provides the method to solve the problem.
Create drop down list from another workbook in Excel
It is quite easy to create a data validation drop down list among worksheets within a workbook. But if the list data you need for the data validation locates in another workbook, what would you do? In this tutorial, you will learn how to create a drop fown list from another workbook in Excel in details.
Create a searchable drop down list in Excel
For a drop down list with numerous values, finding a proper one is not an easy work. Previously we have introduced a method of auto completing drop down list when enter the first letter into the drop down box. Besides the autocomplete function, you can also make the drop down list searchable for enhancing the working efficiency in finding proper values in the drop down list. For making drop down list searchable, try the method in this tutorial.
Auto populate other cells when selecting values in Excel drop down list
Let’s say you have created a drop down list based on the values in cell range B8:B14. When you selecting any value in the drop down list, you want the corresponding values in cell range C8:C14 be automatically populated in a selected cell. For solving the problem, the methods in this tutorial will do you a favor.
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