Validation - clear blanks from drop down

H

Hayley

I have 2 validation boxes. The first is a simple list of 5 options (based on
a 'name' range). The second is a filter of a larger list depending on the
answer in the first box. I have made my 'name' range as big as the largest
list but other lists are quite short. The problem I have it that the drop
down box is showing all the blank cells in my 'name' range.

The bigger problem is that when you select the pull down it highlights the
blank field first instead of the first item on the list so you have to scroll
up. This is a problem as staff think there is nothing on the list. So how do
I either not show the blanks or get the drop down to start at the top of the
list?
 
H

Hayley

The range is an array formula so I had copy it down enough rows to allow for
the largest number of items. So while the result is blank the cell has a
formula. So your suggestion didn't work.
 
B

Biff

Hi!

Are the blanks cells scattered within the range or are they all at the end
of the range?

Did you try Debra's suggestion of using a dynamic range? If so, what does
you formula look like?

Biff
 
H

Hayley

Blank cells are at the end of the range.

The formula in the 'name' range was the same as Debra's suggestion (with
columns changed). The formula in the select cell is as below

=IF(ISERROR(INDEX($T$1:$U$62,SMALL(IF($T$1:$T$62=$W$1,ROW($T$1:$T$62)),ROW(3:3)),2)),"",INDEX($T$1:$U$62,SMALL(IF($T$1:$T$62=$W$1,ROW($T$1:$T$62)),ROW(3:3)),2))
 
B

Biff

That's the formula you are using as the source for your drop down list?

That formula only returns a single value.

I think we're not understanding each other!

Assume you have a range of values that you want to use as the source for a
data validation drop down list. That range includes formula blanks in
several cells at the end of the range. This range is A1:A10 and looks
something like this:

A1 = Joe
A2 = Mary
A3 = Lisa
A4 = Tom
A5 = Karen
A6 = "" (formula blank)
A7 = "" (formula blank)
A8 = "" (formula blank)
A9 = "" (formula blank)
A10 = "" (formula blank)

To use this range as the source for a drop down:

Select the cell where you want the drop down.
Goto Data>Validation
Allow: List
Source: =OFFSET($A$1,,,SUMPRODUCT(--(LEN($A$1:$A$10)>0)))
OK out

Your drop down list will not contain any blank selections.
=IF(ISERROR(INDEX($T$1:$U$62,SMALL(IF($T$1:$T$62=$W$1,ROW($T$1:$T$62)),ROW(3:3)),2)),"",INDEX($T$1:$U$62,SMALL(IF($T$1:$T$62=$W$1,ROW($T$1:$T$62)),ROW(3:3)),2))
Click to expand...

While I'm at it, that formula can be shortened to: (if my hunch is correct!)

=IF(ROWS($1:1)<=COUNTIF($T$1:$T$62,$W$1),INDEX($U$1:$U$62,SMALL(IF($T$1:$T$62=$W$1,ROW($T$1:$T$62)),ROW(3:3))),"")

Biff
 
H

Hayley

Thanks Biff!!!!!!!!!

Works a treat when i put it in the source field. I was trying to put it in
the name field and wasn't working. However my reference list is on another
sheet so validation dosn't allow this however I can lock down the first sheet
and hid the list there.

Your shortened formaula also works. I have NO idea what it all means but it
works. I found the first one at
http://office.microsoft.com/en-us/assistance/HA012260381033.aspx
 
B

Biff

Let's assume the list is on sheet 2 A1:A10:

A1 = Joe
A2 = Mary
A3 = Lisa
A4 = Tom
A5 = Karen
A6 = "" (formula blank)
A7 = "" (formula blank)
A8 = "" (formula blank)
A9 = "" (formula blank)
A10 = "" (formula blank)
So how would Biff formula work/look??
Click to expand...

Goto Insert>Name>Define
Names in workbook: type in: Mylist
Refers to: =OFFSET(Sheet2!$A$1,,,SUMPRODUCT(--(LEN(Sheet2!$A$1:$A$10)>0)))
OK

Now, back on Sheet1 (or whatever other sheet) where your drop down is, as
the source for the drop down use =MyList.
Your shortened formaula also works. I have NO idea what it all means but it
works. I found the first one at
http://office.microsoft.com/en-us/assistance/HA012260381033.aspx
Click to expand...

Yes, I've seen that article. I "used" to write formulas like that too! <bg>

The =IF(ROWS($1:1)<=COUNTIF($T$1:$T$62,$W$1) part is just a pseudo error
trap and is much shorter and more efficient than:

=IF(ISERROR(INDEX($T$1:$U$62,SMALL(IF($T$1:$T$62=$W$1,ROW($T$1:$T$62)),ROW(3:3)),2))

Biff
 
H

Hayley

EXCELLENT - All works - phew! Thanks for your help. My challenge now is to
try and understand what the formulas are all doing!
 
D

David

Biff,
What if you data has blanks at the beginning of the data? How do you prevent
those blanks from showing up? Great stuff by the way!

David
 
T

T. Valko

See this screencap:

http://img107.imageshack.us/img107/5702/sourcenf2.jpg

The drop down is in cell A1.
The source for the drop down is F1:F7.

If the blank cells at the top of the source list are *empty* cells you could
use the formula in row 11 as the drop down source.
Or, you could use the formula in row 13 which accounts for both empty cells
and cells that are blank as a result of formula blanks.

If the source list has a header followed by empty/blank cells:

Header
<empty>
<empty>
Bill
Mary
Sam

Change the formula OFFSET to start at the first empty/blank cell.

Biff
 
T

T. Valko

Need to clarify:
If the source list has a header followed by empty/blank cells:
Change the formula OFFSET to start at the first empty/blank cell.
Click to expand...

What I meant was change *all* references in the formula to start with the
first empty/blank cell.

Biff
 
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