Answer

To create a dynamic drop-down list based on criteria in Excel, use a structured data range, apply data validation, and connect the list to a formula that filters values based on a selected condition.

What is a dynamic drop-down list?

A dynamic drop-down list is a data validation list that updates its available options automatically when the underlying data or selected criteria change.

Why use criteria-based drop-down lists?

Criteria-based drop-down lists improve data accuracy, reduce manual errors, and enforce controlled data entry when values depend on another selection.

Method 1: Using Excel Tables and the FILTER Function (Windows and Macbook)

What does this method do?

This method creates a dependent drop-down list that updates instantly when the criteria cell changes.

Requirements

1. Excel version that supports dynamic arrays.

2. Source data organized in a table format.

Steps

1. Convert the source data into a table using Ctrl + T on Windows or Command + T on Macbook.

2. Place the criteria selection in a single cell.

3. In an empty helper cell, enter a formula that filters values based on the selected criteria.

4. Select the target cell for the drop-down list.

5. Open Data → Data Validation.

6. Choose List under Allow.

7. Set the source to the helper cell formula output.

Formula 

\text{=FILTER(Table1[Item], Table1[Category]=A1)}

Explanation

The FILTER function returns only the values that match the selected criterion, creating a list that expands or contracts automatically.

Method 2: Using Named Ranges with OFFSET and MATCH (Windows and Macbook)

What does this method do?

This method supports older Excel versions that do not include dynamic array functions.

Steps

1. Define named ranges for each category.

2. Open Formulas → Name Manager.

3. Create a named range using a formula.

4. Apply the named range in data validation.

Formula  

\text{=OFFSET($B$2, MATCH($A$1, $A$2:$A$10, 0)-1, 0, COUNTIF($A$2:$A$10, $A$1), 1)}

Explanation

OFFSET defines a dynamic range while MATCH locates the first instance of the selected criterion.

Method 3: Using INDIRECT with Named Ranges (Windows and Macbook)

What does this method do?

This method links the drop-down list directly to a named range that matches the selected criterion.

Steps

1. Create named ranges for each criteria group.

2. Ensure each named range matches the criteria text exactly.

3. Apply data validation to the dependent cell.

4. Use the INDIRECT function as the list source.

Formula 

\text{=INDIRECT(A1)}

Explanation

INDIRECT converts the selected text into a reference, allowing Excel to pull values dynamically.

What is different between Windows and Macbook?

The feature set is identical. Keyboard shortcuts differ. Menu labels remain consistent across platforms.

Common errors and fixes

1. An empty drop-down list occurs due to a mismatched set of criteria names.

2. Data validation rejects dynamic arrays when helper cells are omitted.

3. INDIRECT fails when names include spaces.

Best practices for reliability

1. Use tables for automatic range expansion.

2. Avoid volatile functions when working with large datasets.

3. Validate criteria values before applying dependent logic.

4. Document named ranges clearly in the Name Manager.

When should each method be used?

Use FILTER for modern Excel versions requiring real-time updates.
Use OFFSET for compatibility with legacy versions.
Use INDIRECT for simple category-based dependencies with static naming conventions.

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