How to Create a Searchable Drop Down List in Excel?

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A searchable drop-down list in Excel makes it easier to find and select items, especially when working with large datasets. In this guide, we will walk you through three effective methods to create a searchable drop-down list in Excel: using the FILTER function, using an ActiveX Combo Box, and the new built-in searchable drop-down feature.

Why Use a Searchable Drop-Down List in Excel?

A standard drop-down list requires users to scroll through long lists manually. By making it searchable, users can type a few characters and instantly narrow down their choices, improving efficiency and accuracy.

This is particularly useful for financial analysts, project managers, and business professionals handling large sets of information. It also reduces errors, ensuring that users select valid entries rather than typing them manually.

Method 1: Creating a Searchable Drop-Down List Using the FILTER Function (No VBA)

This method is best for Microsoft 365 and Excel 2021 users as it utilizes dynamic array functions.

Step 1: Prepare Your Data

1. List your data in a column. For example, enter values in Column A (A2:A100).
2. Ensure that your list contains unique values. If necessary, use Remove Duplicates from the Data tab.

Step 2: Create a Search Box

1. Select an empty cell (e.g., B1) and type “Search:” to label it.
2. In the next cell (B2), users will type their search term.

Step 3: Generate a Filtered List

1. In another column (e.g., D1), enter the following formula: =FILTER(A:A,ISNUMBER(SEARCH(B2,A:A)),"No matches")
2. This formula filters the list in Column A based on the search term entered in B2.

Step 4: Create the Drop-Down List

1. Select the cell where you want the drop-down list.
2. Go to Data > Data Validation.
3. In the Allow field, select List.
4. In the Source field, enter the dynamic range (e.g., =D1:D100).
5. Click OK to apply changes.

Step 5: Test the Searchable Drop-Down List

1. Type a search term in B2.
2. Open the drop-down in the target cell; it should only show relevant results.

Method 2: Creating a Searchable Drop-Down List Using ActiveX Combo Box

This method works for all versions of Excel but requires enabling the Developer tab.

Step 1: Define Your Data Range

1. Select your data list (e.g., A1:A100).
2. Go to Formulas > Define Name.
3. Enter a name like “List” and click OK.

Step 2: Insert an ActiveX Combo Box

1. Go to Developer > Insert > Combo Box (ActiveX Control).
2. Draw the Combo Box where you want it on your worksheet.

Step 3: Configure the Combo Box

1. Right-click the Combo Box and select Properties.
2. Set the following properties:
   • ListFillRange: List (the named range)
   • LinkedCell: Specify a cell where the selected value will appear
   • MatchEntry: Set to 2 - fmMatchEntryNone for partial matching

Step 4: Exit Design Mode

1. Click on Developer > Design Mode to disable it.
2. Test your Combo Box by typing into it; it should filter results dynamically.

Method 3: Built-In Searchable Drop-Down List (No Formulas Required)

Microsoft Excel has introduced a native searchable drop-down list feature in Office 365 (Beta Channel). This feature allows users to filter drop-down options without writing complex formulas.

Step 1: Prepare Your Data

1. Enter a list of items in a column (e.g., A1:A100).
2. Ensure the list includes all the values you want in your drop-down.

Step 2: Create the Drop-Down List

1. Select the cell(s) where you want to apply the drop-down list.
2. Navigate to Data > Data Validation.
3. Under Allow, choose List.
4. In the Source field, select the list of values from Column A.
5. Click OK to finalize the drop-down list.

Step 3: Using the Searchable Drop-Down List

1. Click on the drop-down cell.
2. Start typing a keyword (e.g., “cheese”), and Excel will automatically filter matching items.
3. Use arrow keys to navigate results and press Enter to select.
4. Blank cells are automatically excluded, ensuring a cleaner drop-down list.

Bonus: New Right-Click Search Box

Excel now includes a search box when you right-click on a cell:

• Right-click on any cell, and a search box will appear.
• You can search for Excel functions (e.g., “Insert Table”).
• This allows users to quickly find and apply formatting or actions directly from the right-click menu.

Comparing the Three Methods

Choosing the Best Method

• Use the FILTER function method if you’re using Excel 2021 or Microsoft 365 and want a straightforward approach without VBA.
• Use the ActiveX Combo Box method if you need compatibility with older versions of Excel and require more customization.
• Use the built-in searchable drop-down list if you have Office 365 Beta and want a hassle-free, formula-free option with auto-excluding blank cells.

By following these steps, you can create a searchable drop-down list in Excel that improves usability and efficiency. Choose the method that best suits your needs and optimize your workflow!

Vaishvi Desai

Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.