How To Create Data Validation Lists From Pivot Tables || Excel Tips & Tricks || dptutorials
Channel: dptutorials
Date: 2019-12-13

In this tutorial let us see how to Create Data Validation Lists from Pivot Tables in Excel

Let us consider a situation where you need to get the data validated list of candidates, from where you need to create a drop-down menu.

Download the excel copy here: https://drive.google.com/file/d/1Nr_LCUanKEsl8LtzLvBo7hEghiu3J1p2/view?usp=sharing

Here is the data with a list of candidates and their sales data.
First, let me create a drop-down menu in the cell F4, by going to Data tab Data tools group, click the data validation tool button. 

This will open up data validation dialogue. From allow drop-down select list and in source input field select the source as B4:B39.

Now look at the result and see what kind of list I got. 
This is not exactly what is needed because I have got the duplicate entries as well which is not required. 

So, how to solve this problem and get only the unique values in the drop-down list?

1st method is to copy the whole column containing candidate names into other worksheets and Remove duplicates command from the Data tab and select the unique list as the source for the drop-down.

But this method is also having a serious issue. 

What if the list grows and names get added in the future? In that case, we will have to remove the duplicates and make the unique list every time to create the new drop-down list.

So the best solution is to use the pivot table.
Step-1: select the data and convert them into a table by pressing Ctrl+T

Step-2: Select the table now and Go to the insert tab and click on the pivot table and click ok to create a pivot table.

Step-3: from the pivot table fields, drag the candidate name field to rows. This will give you candidates’ names sorted and unique names.

Step-4: select this pivot table, go to the design tab, from layouts, click grand total, and click off for rows and columns. This will remove the grand total row from the pivot table.

Step-5: Rename this sheet as a pivot

Step-6: Now go to the cell F4, where you want to have the drop-down list

Step-7: Go to Data tab,Data tools group,click the data validation tool button. This will open up data validation dialogue. From allow drop-down select list and in the source input field put this formula:

=OFFSET(pivot!$A$4,0,0,COUNTA(pivot!$A:$A)-1)

Now, if I add any new candidate’s name and refresh the pivot table my drop-down list will get updated automatically and thus saves our time in report making.

So, friends this is how to Create Data Validation Lists from Pivot Tables in Excel 

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