Skip to main content

How to create dynamic data validation and extend the drop down automatically?

Author: Xiaoyang Last Modified: 2024-09-13

Normally, when you create a drop down list in a worksheet, the drop down list will not be changed with the new data entering dynamically, in this case, you need to modify the source data to extend the list manually. In this article, I will introduce how to make the data validation dynamically and auto extend the drop down list when new data entered.

Create dynamic data validation and auto extend the drop down by creating a Table

Create dynamic data validation and auto extend the drop down by Defining range name


arrow blue right bubble Create dynamic data validation and auto extend the drop down by creating a Table

To create a dynamic data validation list, you can create a table first, and then apply the Data Validation feature. Please do as follows:

Create a table format for the source data list:

1. Select the data list that you want to use as the source data for the drop down list, and then click Insert > Table, in the popped out Create Table dialog, check My table has headers if your data list has headers, see screenshot:

click Insert > Table to insert a table for the data

2. Then click OK button, the table has been created, see screenshot:

the table is created

Define a range name for the table:

3. Then select the table you have created but ignoring the header, and type a name for this table in the Name box, and press Enter key, see screenshot:

create a range name for the data

Create a dynamic data validation list:

4. After defining the name for the table, and then select the cells where you want to insert the drop down list, and click Data > Data Validation > Data Validation, see screenshot:

 click Data > Data Validation > Data Validation

5. And in the Data Validation dialog box, under the Settings tab, select List from the Allow section, and then enter this formula: =Namelist (Namelist is the name you have created for the table in step 3) into the Source text box, see screenshot:

set options in the dialog box

6. Then click OK button, the drop down list has inserted into the selected cells, from now on, when you enter new name into the source data list, it will be added into the drop down list as well automatically, see screenshot:

the dynamic drop down list is created

a screenshot of kutools for excel ai

Unlock Excel Magic with Kutools AI

  • Smart Execution: Perform cell operations, analyze data, and create charts—all driven by simple commands.
  • Custom Formulas: Generate tailored formulas to streamline your workflows.
  • VBA Coding: Write and implement VBA code effortlessly.
  • Formula Interpretation: Understand complex formulas with ease.
  • Text Translation: Break language barriers within your spreadsheets.
Enhance your Excel capabilities with AI-powered tools. Download Now and experience efficiency like never before!

arrow blue right bubble Create dynamic data validation and auto extend the drop down by Defining range name

Except creating a table, you can also finish this task by defining a range name with a formula, please do with following steps:

1. Click Formulas > Define Name, see screenshot:

Click Formulas > Define Name

2. In the New Name dialog box, specify a name as Namelist you need, and then type this formula: =OFFSET(Sheet1!$A$2,0,0,COUNTA(Sheet1!$A:$A),1) into the Refers to text box, see screenshot:

type the formula into the New Name dialog box

Note: In the above formula, Sheet1 is the worksheet name contains the data list, A2 is the first cell in the data list, A:A is the column which has the data list.

3. Click OK button, and then go to the Data Validation dialog box by clicking Data > Data Validation > Data Validation, in the Data Validation dialog, select List from the Allow section, and then enter this formula: =Namelist (Namelist is the name you have created in step 2) into the Source text box, see screenshot:

specify options in the Data Validation dialog box

4. And then click OK, now, when you enter new name into the data list, the drop down list will be extended automatically. See screenshot:

the drop down list will be extended automatically when entering new data

Best Office Productivity Tools

🤖 Kutools AI Aide: Revolutionize data analysis based on: Intelligent Execution   |  Generate Code  |  Create Custom Formulas  |  Analyze Data and Generate Charts  |  Invoke Kutools Functions
Popular Features: Find, Highlight or Identify Duplicates   |  Delete Blank Rows   |  Combine Columns or Cells without Losing Data   |   Round without Formula ...
Super Lookup: Multiple Criteria VLookup    Multiple Value VLookup  |   VLookup Across Multiple Sheets   |   Fuzzy Lookup ....
Advanced Drop-down List: Quickly Create Drop Down List   |  Dependent Drop Down List   |  Multi-select Drop Down List ....
Column Manager: Add a Specific Number of Columns  |  Move Columns  |  Toggle Visibility Status of Hidden Columns  |  Compare Ranges & Columns ...
Featured Features: Grid Focus   |  Design View   |   Big Formula Bar    Workbook & Sheet Manager   |  Resource Library (Auto Text)   |  Date Picker   |  Combine Worksheets   |  Encrypt/Decrypt Cells    Send Emails by List   |  Super Filter   |   Special Filter (filter bold/italic/strikethrough...) ...
Top 15 Toolsets12 Text Tools (Add Text, Remove Characters, ...)   |   50+ Chart Types (Gantt Chart, ...)   |   40+ Practical Formulas (Calculate age based on birthday, ...)   |   19 Insertion Tools (Insert QR Code, Insert Picture from Path, ...)   |   12 Conversion Tools (Numbers to Words, Currency Conversion, ...)   |   7 Merge & Split Tools (Advanced Combine Rows, Split Cells, ...)   |   ... and more
Use Kutools in your preferred language – supports English, Spanish, German, French, Chinese, and 40+ others!

Supercharge Your Excel Skills with Kutools for Excel, and Experience Efficiency Like Never Before. Kutools for Excel Offers Over 300 Advanced Features to Boost Productivity and Save Time.  Click Here to Get The Feature You Need The Most...


Office Tab Brings Tabbed interface to Office, and Make Your Work Much Easier

  • Enable tabbed editing and reading in Word, Excel, PowerPoint, Publisher, Access, Visio and Project.
  • Open and create multiple documents in new tabs of the same window, rather than in new windows.
  • Increases your productivity by 50%, and reduces hundreds of mouse clicks for you every day!