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How to create dependent drop-down lists in Word document?


As the left screenshot shown, you need to limit the choices in the second drop-down list based on the option in the first drop-down, how can you do? This article will show you method to create dependent drop-down lists in Word document.

Create dependent drop down lists in Word with VBA code


Create dependent drop down lists in Word with VBA code

The below VBA code can help you creating dependent drop-down lists in a Word document. Please follow the instruction step by step.

1. Firstly, you need to insert two drop-down lists in your Word document. Click Developer > Legacy Forms > Drop-Down Form Field. See screenshot:

2. Right click the first drop-down list (this drop-down list should be the parent one), and click Properties. See screenshot:

3. In the opening Drop-down Form Field Options dialog box, you need to:

3.1 Enter the category into the Drop-down item box and then click the Add button, repeat the operation until all categories are added to the Items in drop-down list box.

3.2 Enter ddfood into the Bookmark box.

3.3 Click the OK button. See screenshot:

4. Right click the second drop-down list, click Properties to open its Drop-down Form Field Options dialog box, and in the dialog, enter ddCategory into the Bookmark box and click the OK button. See screenshot:

5. Press the Alt + F11 keys to open the Microsoft Visual Basic for Applications window.

6. In the Microsoft Visual Basic for Applications window, click Insert > Module, then copy below VBA code into the Module window.

VBA code: Create dependent drop-down list in Word

Sub Populateddfood()
'Update by Extendoffice 2018/10/25
    Dim xDirection As FormField
    Dim xState As FormField
    On Error Resume Next
    Set xDirection = ActiveDocument.FormFields("ddfood")
    Set xState = ActiveDocument.FormFields("ddCategory")
    If ((xDirection Is Nothing) Or (xState Is Nothing)) Then Exit Sub
    With xState.DropDown.ListEntries
        .Clear
        Select Case xDirection.Result
            Case "Fruit"
                .Add "Apple"
                .Add "Banana"
                .Add "Peach"
                .Add "Lychee"
                .Add "Watermelon"
            Case "Vegetable"
                .Add "Cabbage"
                .Add "Onion"
            Case "Meat"
                .Add "Pork"
                .Add "Beef"
                .Add "Mutton"
        End Select
    End With
End Sub

Notes:

1. In the code, please change items under each case as you need.

2. ddfood and ddCategory should match the Bookmark options you entered in the above two Drop-down Form Field Options dialog boxes.

7. Save the code and go back to the document.

8. Right click the first drop-down list and click Properties to open the Drop-down Form Field Options dialog box. In the dialog box, please select the above Macro name (here is Popolateddfood) from the Exit drop-down list, and then click the OK button.

9. Now click Developer > Restrict Editing as below screenshot shown.

10. In the Restrict Editing pane , you need to:

10.1), Check the Allow only this type of editing in the document box;

10.2) Select Filling in forms option from the drop-down list;

10.3) Click the Yes, Start Enforcing Protection button;

10.4) In the Start Enforcing Protection dialog, enter the password and click the OK button. See screenshot:

Now the dependent drop-down lists are created. When selecting Fruit from the first drop-down list, only the fruit categories can be selected in the second one.



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  • To post as a guest, your comment is unpublished.
    مهسا · 1 months ago
    سلام من همه مراحل رو رفتم ولی درآخر وقتی از لیست اول یه استان رو انتخاب می کنم تویه لیست دوم فقط شهر های اون استان رو نمیاره
    چیکار باید بکنم؟
  • To post as a guest, your comment is unpublished.
    Silas Pickens · 1 months ago
    I am using this same code however the text that I replacing the ddcategory with has 100 plus words. Is there anyway to wrap the text to prevent it from going off of the page and disappearing?
  • To post as a guest, your comment is unpublished.
    Amy · 3 months ago
    Thank you for this very useful resource.

    Is it possible to repeat the same dependent drop down multiple times within a form?

    I need the form filler to assign a category to each new row (but with the same options each time).I have successfully created the drop downs but when I restrict editing to test they seem to reset themselves as I work down the rows.

    Thanks
    Amy
  • To post as a guest, your comment is unpublished.
    Eduardo Gallardo · 3 months ago
    Hello, How can i duplicate the categories box? I have used the code above and works well, but only for one box. What do I do in the code if for example if I need to select up to 3 fruits once I have selected the Fruit group? I am duplicating the field I created but only one works.
    ---------------------
    Select
    FRUIT: banana
    apple
    "select item"


    ----------------------------------
    Select
    Vegetable: Cabbage
    onion
    "select item"
  • To post as a guest, your comment is unpublished.
    Ed · 3 months ago
    Is there a way to add multiple category fields based on the one selection? for example I need say Select "Wine" but i need to be able to select 5 options (fruity, red, strong, etc...) from the 10 possible options in the second drop-down field list. I followed instructions above and works well on one field with one other dependent field only. But I need 5 dependent fields, all the same triggered by the one field in this case "wine". I duplicate the drop-down field it doesn't work, I am trying to add a second field to the code, but not sure how: ActiveDocument.FormFields("ddCategory") and ("ddCategory2")
    • To post as a guest, your comment is unpublished.
      crystal · 1 months ago
      Hi Ed,
      Sorry can't help you with that. Thank you for your comment.
  • To post as a guest, your comment is unpublished.
    SRMoritz · 4 months ago
    HI I got the drop downs to work. I have a question
    When I make the selection for the first drop down, Is there any way to automate the coordinating and related selections for the following drop downs? For example. I have a parent drop down Attorney, the two child drop downs are Title and Phone number respectively. When I select the attorney name, I would like the related child drop downs to auto populate the title and phone number. How would I be able to do that?

    Thanks in advance.

    Sylvia
    • To post as a guest, your comment is unpublished.
      crystal · 4 months ago
      Good day,
      Sorry can't help you with that yet. Thanks for your comment.
  • To post as a guest, your comment is unpublished.
    Paul · 5 months ago
    Hi,

    How do we text wrap? I followed the step and it works fine except that when the second list is too long, it goes beyond the page. Is there a way to have it automatically wrap?
    • To post as a guest, your comment is unpublished.
      crystal · 4 months ago
      Hi Paul,
      Sorry can't help you with that yet. Thanks for your comment.
  • To post as a guest, your comment is unpublished.
    Marc · 6 months ago
    Hi There,
    are there restrictions with the name in the field (e.g. 2 words, or use of special caracters)?
    Like Field A (Company Name) Field B (Director Name, like Jack Black).
    Thanks!
    • To post as a guest, your comment is unpublished.
      crystal · 4 months ago
      Hi Marc,
      Yes, there are restrictions with the name in the field.
      For multiple words with spaces, you need to replace the spaces with undelines such as Company_Name.
      And bookmark name can't contain any of the special characters such as / \ : * ? " < > |
      Thanks for your comment.
  • To post as a guest, your comment is unpublished.
    mary · 8 months ago
    can this be done in older versions of Word or have to be saved as a certain doc type?
  • To post as a guest, your comment is unpublished.
    Ingrid · 8 months ago
    Can you add this to multiple areas on a single page consisting of multiple sections? I was able to successfully complete the process in one section of my document, but when I attempt to complete the same process while on the same page, but in a different section of my document and with new drop down options, only my first added boxes are working, not the ones in the second section..
    • To post as a guest, your comment is unpublished.
      crystal · 7 months ago
      Hi ingrid,
      Supposing you have three groups of dependent drop-down lists in your document. If you need all dependent drop-down lists take effect, please apply the below VBA code and do the below settings:

      In the step 4 and 5 we mentioned in the article, now you need to do the following changes:
      1. For the first group of the dependent drop-down lists, please get into each drop-down list's Properties window and specify the Bookmark as ddfood1 and ddCategory1 separately;
      2. For the second group of the dependent drop-down lists, please get into each drop-down list's Properties window and specify the Bookmark as ddfood2 and ddCategory2 separately;
      2. For the third group of the dependent drop-down lists, please get into each drop-down list's Properties window and specify the Bookmark as ddfood3 and ddCategory3 separately;

      Then go ahead exactly as we provided in the article to finish the whole settings.

      VBA code:
      Sub Populateddfood()
      'Update by Extendoffice 2019/03/18
      Dim xDirection As FormField
      Dim xState As FormField
      Dim xRng As Range
      Dim xFoodBM, xCategoryBM As String
      Set xRng = Selection.Range
      On Error Resume Next
      For i = 1 To ActiveDocument.FormFields.Count
      xFoodBM = "ddfood" & i
      xCategoryBM = "ddCategory" & i
      Set xDirection = ActiveDocument.FormFields(xFoodBM)
      Set xState = ActiveDocument.FormFields(xCategoryBM)
      If (Not (xState Is Nothing)) And (Not (xDirection Is Nothing)) Then
      With xState.DropDown.ListEntries
      .Clear
      Select Case xDirection.Result
      Case "Fruit"
      .Add "Apple"
      .Add "Banana"
      .Add "Peach"
      .Add "Lychee"
      .Add "Watermelon"
      Case "Vegetable"
      .Add "Cabbage"
      .Add "Onion"
      Case "Meat"
      .Add "Pork"
      .Add "Beef"
      .Add "Mutton"
      End Select
      End With
      End If
      Set xDirection = Nothing
      Set xState = Nothing
      Next
      xRng.Select
      End Sub
  • To post as a guest, your comment is unpublished.
    MM · 9 months ago
    Is there a similar code to do the almost the exact same thing except have a text form field automatically populate depending upon the dropdown choice? For example, choosing a specific company in the dropdown and having a text form field automatically populate with the city where the company is located?
    • To post as a guest, your comment is unpublished.
      crystal · 8 months ago
      Good day,
      Sorry can help you with that. Thank you for your comment.