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How to Create a Dependent Drop Down List in Google Sheets (Dynamic & Easy)
🔄 How to Create a Dependent Drop Down List in Google Sheets
A dependent drop-down list means that the options in the second dropdown depend on the selection made in the first. This is especially useful for things like selecting a category and sub-category, country and state, etc.
✅ Step-by-Step Example:
Let’s say you want this setup:
📋 Source Data:
| Category | Sub-Items |
|---|---|
| Fruits | Apple, Banana, Mango |
| Vegetables | Carrot, Spinach |
| Beverages | Tea, Coffee |
🔧 Step 1: Set Up Your Lists
Use a new sheet (e.g., named "Lists"):
makefileCopyEditA1: Fruits B1: Apple C1: Banana D1: Mango
A2: Vegetables B2: Carrot C2: Spinach
A3: Beverages B3: Tea C3: Coffee
🔧 Step 2: Name Each Range
- Select B1:D1 (Apple, Banana, Mango).
- Go to Data > Named ranges, name it
Fruits. - Do the same for:
- B2:C2 → Name it
Vegetables - B3:C3 → Name it
Beverages
- B2:C2 → Name it
📝 Important: The named range must match exactly with the text in your first dropdown.
🔧 Step 3: Create the First Dropdown (Main Category)
- In your main sheet, click on cell A1.
- Go to Data > Data validation.
- Under Criteria, choose List of items and type:
CopyEditFruits,Vegetables,Beverages
Click Done.
🔧 Step 4: Create the Dependent Dropdown
- Click on cell B1 (where the dependent dropdown will go).
- Go to Data > Data validation.
- Under Criteria, choose Custom formula is.
- Enter:
excelCopyEdit=INDIRECT(A1)
✅ This tells Google Sheets: “Get the named range based on the value in A1.”
Click Done.
🔍 How It Works:
- When you select “Fruits” in A1 → B1 will show Apple, Banana, Mango
- If you select “Vegetables”, you’ll see Carrot, Spinach in B1
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