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How To Create Drop Down List With Multiple Selections Or Values In Excel?
Excel is a powerful spreadsheet tool that is widely used by individuals, businesses, and organizations alike. One of the most useful features of Excel is the ability to create drop-down lists, which can greatly simplify data entry and ensure consistency across different cells or columns. In this tutorial, we will focus on how to create a drop-down list with multiple selections or values in Excel. This feature is particularly useful when you want to allow users to select more than one option from a list of choices. We will walk you through the step-by-step process of creating such a drop-down list, and you will learn how to customize it to suit your specific needs. By the end of this tutorial, you will have a better understanding of how to use Excel's drop-down list feature and be able to apply it to your own spreadsheets.
Create Drop Down List With Multiple Selections Or Values
Here we can complete the task just by inserting the VAB code into the sheet. So let us see a simple process to know how you can create a drop-down list with multiple selections or values in Excel.
Step 1
Consider any Excel sheet where you have a data validation list. First, right-click on the sheet name and select View Code to open the VBA application. Then copy the below-mentioned code into the text box as shown below.
Right click > View code > Copy code.
Code
Private Sub Worksheet_Change(ByVal Target As Range)
Dim xRng As Range
Dim xValue1 As String
Dim xValue2 As String
If Target.Count > 1 Then Exit Sub
On Error Resume Next
Set xRng = Cells.SpecialCells(xlCellTypeAllValidation)
If xRng Is Nothing Then Exit Sub
Application.EnableEvents = False
If Not Application.Intersect(Target, xRng) Is Nothing Then
xValue2 = Target.Value
Application.Undo
xValue1 = Target.Value
Target.Value = xValue2
If xValue1 <> "" Then
If xValue2 <> "" Then
If xValue1 = xValue2 Or _
InStr(1, xValue1, ", " & xValue2) Or _
InStr(1, xValue1, xValue2 & ",") Then
Target.Value = xValue1
Else
Target.Value = xValue1 & ", " & xValue2
End If
End If
End If
End If
Application.EnableEvents = True
End Sub
Step 2
From now on, we can select multiple values for a data validation list.
Note −
Use the code below to allow multiple selections in a drop-down list without creating duplicates (you can remove an item by selecting it once more).
CodePrivate Sub Worksheet_Change(ByVal Target As Range)
Dim xRng As Range
Dim xValue1 As String
Dim xValue2 As String
Dim semiColonCnt As Integer
Dim xType As Integer
If Target.Count > 1 Then Exit Sub
On Error Resume Next
xType = 0
xType = Target.Validation.Type
If xType = 3 Then
Application.ScreenUpdating = False
Application.EnableEvents = False
xValue2 = Target.Value
Application.Undo
xValue1 = Target.Value
Target.Value = xValue2
If xValue1 <> "" Then
If xValue2 <> "" Then
If xValue1 = xValue2 Or xValue1 = xValue2 & ";" Or xValue1 = xValue2 & "; " Then ' leave the value if only one in list
xValue1 = Replace(xValue1, "; ", "")
xValue1 = Replace(xValue1, ";", "")
Target.Value = xValue1
ElseIf InStr(1, xValue1, "; " & xValue2) Then
xValue1 = Replace(xValue1, xValue2, "") ' removes existing value from the list on repeat selection
Target.Value = xValue1
ElseIf InStr(1, xValue1, xValue2 & ";") Then
xValue1 = Replace(xValue1, xValue2, "")
Target.Value = xValue1
Else
Target.Value = xValue1 & "; " & xValue2
End If
Target.Value = Replace(Target.Value, ";;", ";")
Target.Value = Replace(Target.Value, "; ;", ";")
If Target.Value <> "" Then
If Right(Target.Value, 2) = "; " Then
Target.Value = Left(Target.Value, Len(Target.Value) - 2)
End If
End If
If InStr(1, Target.Value, "; ") = 1 Then ' check for ; as first character and remove it
Target.Value = Replace(Target.Value, "; ", "", 1, 1)
End If
If InStr(1, Target.Value, ";") = 1 Then
Target.Value = Replace(Target.Value, ";", "", 1, 1)
End If
semiColonCnt = 0
For i = 1 To Len(Target.Value)
If InStr(i, Target.Value, ";") Then
semiColonCnt = semiColonCnt + 1
End If
Next i
If semiColonCnt = 1 Then ' remove ; if last character
Target.Value = Replace(Target.Value, "; ", "")
Target.Value = Replace(Target.Value, ";", "")
End If
End If
End If
Application.EnableEvents = True
Application.ScreenUpdating = True
End If
End Sub
Conclusion
In this tutorial, we have used a simple example to demonstrate how you can create a drop-down list with multiple selections or values in Excel to highlight a particular set of data.
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