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How To Create A Searchable Drop Down List In Excel

Sunday, June 15th 2025. | Excel Templates

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Creating a Searchable Drop-Down List in Excel

Excel’s data validation feature is powerful, but its standard drop-down lists can become cumbersome when dealing with extensive datasets. Manually scrolling through hundreds or thousands of entries to find the desired value is inefficient. A searchable drop-down list provides a significant improvement, allowing users to type a few characters and narrow down the options quickly. This article outlines how to implement a searchable drop-down list in Excel using a combination of named ranges, formulas, and a dynamic array formula (available in Excel 365 and later versions). We will explore two methods: one using the `FILTER` function and another utilizing `INDEX` and `MATCH` which is compatible with older versions of excel.

Method 1: Using the `FILTER` Function (Excel 365 and Later)

The `FILTER` function elegantly handles creating a dynamic, filtered list based on user input. This is the preferred method for users with Excel 365 or later.

Step 1: Prepare Your Data

First, you need the data you want to appear in your drop-down list. Enter this data into a single column in your Excel sheet (e.g., column A, starting from A2). Avoid leaving any blank rows within the data range. For clarity, let’s assume your data occupies cells A2:A200.

Step 2: Create a Named Range for Your Data

Naming your data range makes your formulas more readable and easier to maintain. Select the entire range of your data (A2:A200). Go to the “Formulas” tab on the Excel ribbon and click “Define Name.” In the “New Name” dialog box, enter a descriptive name for your range, such as “ProductList,” and click “OK.” This assigns the name “ProductList” to the range A2:A200.

Step 3: Create a Helper Cell for User Input

Choose a cell where the user will type their search query. Let’s use cell D2. This cell will hold the text that filters the drop-down list.

Step 4: Implement the `FILTER` Formula

This is the core of the searchable drop-down. Choose a column where you want the filtered list to appear (e.g., column E, starting at E2). In cell E2, enter the following formula:

=FILTER(ProductList, ISNUMBER(SEARCH(D2, ProductList)), "")

Let’s break down this formula:

FILTER(ProductList, condition, [if_empty]): The FILTER function returns a subset of an array based on a specified condition.
ProductList: This is the named range containing your original list of products.
ISNUMBER(SEARCH(D2, ProductList)): This is the crucial condition.
- SEARCH(D2, ProductList): This function searches for the text in cell D2 (the user’s input) within each item in the ProductList. It returns the starting position of the text if found, or an error if not found.
- ISNUMBER(...): This function checks if the result of the SEARCH function is a number. If SEARCH finds the text, it returns a number (the starting position), and ISNUMBER returns TRUE. If SEARCH doesn’t find the text, it returns an error, and ISNUMBER returns FALSE.
"": This optional argument specifies what to return if the filter results in an empty list. Here, we’re returning an empty string, so the drop-down will appear empty if no matching results are found. You could also return a message like “No matches found” instead.

This formula creates a dynamic array in column E. As you type in cell D2, the list in column E will automatically update to show only the products that contain the text you entered. If D2 is empty, the entire ProductList will be displayed.

Step 5: Create the Drop-Down List

Now, create the drop-down list using data validation. Select the cell where you want the drop-down (e.g., cell B2). Go to the “Data” tab on the ribbon and click “Data Validation.” In the “Data Validation” dialog box, configure the following settings:

“Allow”: Choose “List.”
“Source”: Enter =E2#. The # symbol tells Excel to use the dynamic array starting in cell E2. This ensures that the drop-down list automatically expands and contracts based on the filtered list.
“Ignore blank”: Check this box to prevent blank entries from appearing in the drop-down when the filtered list is shorter than the original list.
“In-cell dropdown”: Make sure this box is checked.

Click “OK.” You now have a searchable drop-down list in cell B2. As you type in cell D2, the options in the drop-down list will be filtered.

Method 2: Using `INDEX` and `MATCH` (Compatible with Older Excel Versions)

This method is more complex but compatible with Excel versions that don’t have the `FILTER` function. It relies on creating a helper column to rank the matching items and then using `INDEX` and `MATCH` to create a dynamic list.

Step 1 & 2: Prepare your data and Create a Named Range (Same as above)

Follow steps 1 and 2 from the FILTER method.

Step 3: Create a Helper Cell for User Input (Same as above)

Follow step 3 from the FILTER method.

Step 4: Create a Helper Column to Rank Matches

In column E (starting from E2), enter the following formula and drag it down to match the length of your ProductList:

=IF(ISNUMBER(SEARCH($D$2,ProductList)),ROW()-ROW(INDEX(ProductList,1,1))+1,"")

This formula checks if the search term in D2 is found in each item in ProductList. If found, it returns the row number of that item within the ProductList range. If not found, it returns a blank.

Step 5: Create a Named Range for the Ranking Helper Column

Select the ranking helper column E2:E200 and create a named range called “RankingList” like you did in Step 2.

Step 6: Create the Filtered List

In column F (starting from F2), enter the following array formula and drag it down to match the length of your ProductList. Remember to enter this formula as an array formula by pressing Ctrl+Shift+Enter.

=IFERROR(INDEX(ProductList,SMALL(RankingList,ROW()-ROW(INDEX(RankingList,1,1))+1)),"")

This formula uses the SMALL function to find the smallest ranking number (the row number of the first match) from RankingList. It then uses the INDEX function to return the corresponding item from ProductList. IFERROR handles cases where there are fewer matches than the row number.

Step 7: Create the Drop-Down List

Select the cell where you want the drop-down (e.g., cell B2). Go to the “Data” tab on the ribbon and click “Data Validation.” In the “Data Validation” dialog box, configure the following settings:

“Allow”: Choose “List.”
“Source”: Enter =OFFSET($F$2,0,0,COUNTIF($F:$F,"<>"),1).
“Ignore blank”: Check this box to prevent blank entries from appearing in the drop-down when the filtered list is shorter than the original list.
“In-cell dropdown”: Make sure this box is checked.

Click “OK.” Now cell B2 will contain the searchable drop-down list.

Conclusion

Both methods provide a searchable drop-down list in Excel. The `FILTER` function method is simpler and more efficient for Excel 365 users. The `INDEX` and `MATCH` method provides compatibility with older versions of Excel. Choose the method that best suits your Excel version and data management needs. Regardless of the method, this enhancement improves data entry accuracy and efficiency, especially when working with large datasets.

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