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How to create a dependent drop-down list in Excel?

Author Sun Last modified

This tutorial explains how to create a drop-down list based on another drop-down list in Excel, as shown in the screenshots below.
A screenshot of a dependent drop-down list in Excel showing places in the USA when USA is selected
A screenshot of a dependent drop-down list showing options for China in Excel
A screenshot of a dependent drop-down list in Excel showing options for France when France is selected

Create a dependent drop-down list by using Names

Create a dependent drop-down list by a handy tool

Easily create a dynamic 2-level or multiple-level dependent drop-down list in Excel

In Excel, to create a 2-level or multiple level drop-down list is complex. Here the Dynamic Drop-down List utility of Kutools for Excel can do you a favor. What you only to do is order the data as example shown, then select the data range and output range, then leave it to the utility.
GIF showing a dependent drop-down list
 

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Create a dependent drop-down list by using Names

For example, here are some country names, and every country has its own scenic spots, and now I want to create the first drop down list about country name, and then create the second drop down list about the scenic spots, which means that, I only can choose the scenic from of the second drop down list based on the selected country in first drop down list.
A screenshot showing the example data for the dependent drop-down list

1. Select the country names, go to the Name box, give a name for the range, press Enter key. See screenshot:
A screenshot showing named ranges for country names

2. Define scenic cells of each country as named range and name with a country name. See screenshot:
A screenshot of naming ranges for China in Excel
A screenshot of naming ranges for USA in Excel
A screenshot of naming ranges for French in Excel

3. Then select a cell you want to create the first drop down list, and click Data > Data Validation > Data Validation. See screenshot:
A screenshot of the Data Validation option on the ribbon

4. In the Data Validation dialog, under the Settings tab, choose List from the Allow section, and type =Country into the Source textbox, Country is the range name you assigned to the countries in step 1. See screenshot:
A screenshot of the Data Validation settings to create a drop-down list

5, click OK. The first drop down list has been created.
A screenshot of the first drop-down list of countries in Excel

Now to create the second drop down list.

6. Select a cell you want to create the second drop down list, click Data > Data Validation > Data Validation.
A screenshot of the Data Validation option on the ribbon

7. In the Data Validation dialog, under the Settings tab, choose List from the Allow list, and type

=INDIRECT($A$5)

into the Source textbox, $A$5 is the cell you create the first drop down list in. See screenshot:
A screenshot of the Data Validation dialog box with the INDIRECT function

8. click OK. Now the second drop down list has been created. See screenshots:
A screenshot of the second dependent drop-down list in Excel


Create a dependent drop-down list by a handy tool

If you want to create a dependent drop-down list more quickly and easily, the Dynamic Drop-down List of Kutools for Excel will be a good helper for you.

Kutools for Excel offers over 300 advanced features to streamline complex tasks, boosting creativity and efficiency. Itegarate with AI capabilities, Kutools automates tasks with precision, making data management effortless. Detailed information of Kutools for Excel...         Free trial...

1. Firstly, place the original data as below screenshot shown
A screenshot showing the source data layout for Kutools dependent drop-down list creation

2. Select the data, click Kutools > Drop-down List > Dynamic Drop-down List.
A screenshot of the Kutools Dynamic Drop-down List option in Excel

3. In the popping dialog, check Mode A: 2 levels dependent Drop-down list option, and then check Horizontal placement list checkbox, and select the output range (the number of output columns must be equal to the number of columns of original data. Click Ok.
A screenshot showing the Dynamic Drop-down List settings

Now the dependent drop-down list has been created.
A screenshot of a 2-level dependent drop-down list created with Kutools
A screenshot of a 2-level dependent drop-down list created with Kutools

Kutools for Excel - Supercharge Excel with over 300 essential tools. Enjoy permanently free AI features! Get It Now


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