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How to create a dynamic list without blank in Excel?

In some cases, you have a list of data with some blanks, and now you want to create a dynamic list based on these data without the blanks, and most of you may remove the blank one by one then create the dynamic list, but here I will tell you a quick way to solve this task in Excel.

Create a dynamic list and remove blanks


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1. Select a cell next to the original list and type this formula =IF(B2="","",MAX(A$1:A1)+1) into it, and then drag the autofill handle down to the range you need. Now you will see only the cells with data has a number next to. See screenshot:

doc-drop-down-list-without-blank-1

In above formula, B2 is the first cell in the range that you will create a dynamic list by.

2. Then go to another column and type this formula =IFERROR(INDEX($B$2:$B$11,MATCH(ROW()-ROW($D$1),$A$2:$A$11,0)),"") into it, and then drag the autofill handle down until blank cells appears.

doc-drop-down-list-without-blank-2

In the above formula, B2: B11 is the range of original data, and A2:A11 is the range that number the row in step 1.

3. Then select a cell or range you want to create the dynamic list without blanks, and click Data > Data Validation. See screenshot:

doc-drop-down-list-without-blank-3

4. In the Data Validation dialog, select List from the Allow list, and type this formula =OFFSET(Sheet1!$C$1,1,0,MAX(Sheet1!$A:$A),1) into Source textbox. See screenshot:

doc-drop-down-list-without-blank-4

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Note:

1. In Excel 2007, users cannot use reference to other worksheets or workbook for Data Validation criteria. Therefore, you need to select a blank cell in current worksheet in Step 3, and enter the formula =OFFSET($C$1,1,0,MAX($A:$A),1) into Source text box in Step 4.

2. In the above formula, C1 is the first cell of the new list you made in step 2.

5. Click OK. Then you can see the dynamic list is created without blanks.

doc-drop-down-list-without-blank-5


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  • To post as a guest, your comment is unpublished.
    JV · 21 days ago
    Hi Guys, your tutorial above 'create a dynamic list without blank in Excel' worked perfectly for me.

    Without people like you I would never have gained the skills in Excel I have today.

    Thank You so very much. Regards. JV
  • To post as a guest, your comment is unpublished.
    Rodrigo · 21 days ago
    This works perfectly, thanks, but what can I do in case of dependant lists, where the secondary list depends on a primary list in another cell?
  • To post as a guest, your comment is unpublished.
    sdafasf · 2 months ago
    I recreated the exact same formulas and cells and it repeats the numbers. Instead of 1, 2, 3, it's showing, 1, 1, 2, 2, 3, 3, etc.
    • To post as a guest, your comment is unpublished.
      Sunny · 29 days ago
      Hi, sdafasf, could you upload your data and formula for details?
  • To post as a guest, your comment is unpublished.
    Jerome · 1 years ago
    I'm just getting circular reference on the max formula? It's not working. If I change my iteration settings, it just keeps continuously keeps adding for no reason.
  • To post as a guest, your comment is unpublished.
    Pavan · 1 years ago
    Thanks. For some reason i does not populate the last 8 row. Say my total count or max value is 34 this formula populates only 26. Any idea?