Dynamic List With Blank Cells

If a list contains blank cells, the usual method for creating a dynamic named range doesn’t work. For example, you can use an OFFSET formula, which counts the entries in the column. The count is used to set the number of rows in the range.

When there are blanks, as in the screen shot below, the range is incorrect. There are 9 items, so 9 rows are included, but the last item is in the 12th row of the list.

datavaldynamicblanks01

If you create a drop down list based on this range, it includes blanks, and August is the last month, instead of December.

datavaldynamicblanks02

We’ll fix the problem, to create a list with all the items, and no blank cells.

Remove Blanks for Drop Down List in Excel  blog.contextures.com

Number the Non-Blank Cells

To create a drop down list without blanks, you can add formulas to the worksheet.

First, add a formula in cell A2, and copy it down to cell A13. This will number the cells that are not blank.

=IF(B2="","",MAX(A$1:A1)+1)

datavaldynamicblanks03

Create a List Without Blanks

Next, create a list that pulls the numbered items into a new column.

Enter this formula into cell D2, and copy down to D13. This INDEX/MATCH formula creates a list with all the blanks at the end.

=IFERROR(INDEX($B$2:$B$13,MATCH(ROW()-ROW($D$1),$A$2:$A$13,0)),"")

datavaldynamicblanks04

Create a Dynamic Range Without Blanks

After you use formulas to create a second list, without the blanks, you can name that range, and base the dynamic range on that.

This range is named ListMonths, and uses the MAX from column A as the row count.

=OFFSET(Sheet1!$D$1,1,0,MAX(Sheet1!$A:$A),1)

datavaldynamicblanks05

If you create a drop down list based on the ListMonths range, it does not include blanks, and December is the last month.

datavaldynamicblanks06

Download the Sample File

To see the formulas, you can download the file from my Contextures website. On the Sample Excel Files page, go to the Data Validation, and look for DV0063 - Dynamic List With Blank Cells. The zipped file is in xlsx format, and does not contain macros.

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8 comments to Dynamic List With Blank Cells

  • Col Delane

    Hi Debra
    This is a clever solution to a perennial problem, though I do wonder if we as an Excel community too often look for "work arounds" to solve problems by building more and more 'structure' into our workbooks, when there are simpler methods. In your example you've had to add two additional ranges, whereas a quick and simple sort of the original months table would overcome the problem. I know that there is generally no shortage of spreadsheet real-estate so so space is not an issue, but I believe less (without being austere!) is best.

    When I have a number of such tables that need to by dynamic, I use a separate sheet for them, and to cater for further rows being added in future, either:
    1. locate the ranges/tables vertically one under another (with a couple of blank rows in between), or more usually
    2. arrange the ranges/tables side by side, and build a boundary fence (\=) in a single row below all tables a couple of rows under the longest table range - and anchor the range references for the COUNT or COUNTA function (used in the OFFSET function to return the dynamic range) to this fence. Then I just add new values to each table above the fence as and when required without having to anything more. If one table reaches the fence, I just insert a few more blanks rows across all tables immediately above the fence. I also apply Conditional Formatting to fill cells in the tables with a light yellow colour if blank to indicate that these are available for input.

    Cheers
    Col

  • interesting post, Debra, thanks!

    I also like Col's approach as I also tend to avoid creating additional data. I would go with something like "fill'em up with zeros" (or similar) and then conditional format them to not show with ";;;"

    Bob Umlas follows a similar approach as you do, Debra, utilizing array formulas and the SMALL function

  • MF

    Hi Debra,
    I learned about Data Validation long before. But I have to say it you really take me to the next level of using Data Validation. Thank you so much for all these articles regarding Data Validation. Actually, as inspired by this post and also inquired by a friend, I am going to write a post about making a Dynamic List that always put the man with least hours of job assigned on the top of the list. I will share with you once I am done with the post.

    Hi Col and Phil, I agree with you on simplicity. However, something simple to you may not be simple at all to ordinary users in real workplaces. In order to have flexibility, we may have to trade off some extra cells to make the spreadsheet user-friendly.

  • […] by Debra Dalgleish who holds the excellent Contextures Blog.  This post is inspired by a recent post of […]

  • balu

    Hi,
    I have data in Column A (Eg: Jan, Mar, Feb, Apr) and how can i get the data in sorting order in drop down.

  • Kris

    Wonder if there is a way to put a standard cell first and if i use the drop down, then it will be selected. dunno if that makes sense to anyone.

  • Jon

    excel if returning an error stating 'IFERROR' is unrecognized text. Not sure how to overcome that.

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