Help with validation list in excel 2007

R

RHarding

New Member
Joined
Aug 9, 2011
Messages
4
Hi All

I work in a window cleaning company and every time we clean a location i log it onto a spreadsheet.
At the moment i have a list of locations in Sheet2 and use validation to pick the location from the drop down list in Sheet1
However, the list of locations is very long and i am forever scrolling up and down. To get round this problem i have split the list into 3 catagorys as follows:

Schools 178 values
Civic Buildings 300 values
Other 233 values

In Sheet1, i have inserted a collumn (now B) which again using validation can only be one of the catagorys. Cell C1 gives the last value in Collumn B.

In Sheet2, Collumns B C & D are the 3 lists of locations by catagory.
In Collumn A, using the following IF formula, it looks at the value of Sheet1 C1, and returns the value in that list of the sheet.

=IFIF('Sheet1'!$C$1="SCHOOL",Sheet2!B2,IF('Sheet1'!$C$1="CIVIC",Sheet2!C2,IF('Sheet1'!$C$1="OTHER",Sheet2!D2,"")))

Example:

<TABLE style="WIDTH: 250pt; BORDER-COLLAPSE: collapse" border=0 cellSpacing=0 cellPadding=0 width=333 x:str><COLGROUP><COL style="WIDTH: 41pt; mso-width-source: userset; mso-width-alt: 1974" width=54><COL style="WIDTH: 25pt; mso-width-source: userset; mso-width-alt: 1206" width=33><COL style="WIDTH: 59pt; mso-width-source: userset; mso-width-alt: 2889" width=79><COL style="WIDTH: 87pt; mso-width-source: userset; mso-width-alt: 4242" width=116><COL style="WIDTH: 38pt; mso-width-source: userset; mso-width-alt: 1865" width=51><TBODY><TR style="HEIGHT: 12.75pt" height=17><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; WIDTH: 41pt; HEIGHT: 12.75pt; BORDER-TOP: windowtext 0.5pt solid; BORDER-RIGHT: windowtext 0.5pt solid" class=xl22 height=17 width=54>Sheet1</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; WIDTH: 25pt; BORDER-TOP: windowtext 0.5pt solid; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23 width=33></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; WIDTH: 59pt; BORDER-TOP: windowtext 0.5pt solid; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23 width=79></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; WIDTH: 87pt; BORDER-TOP: windowtext 0.5pt solid; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23 width=116></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; WIDTH: 38pt; BORDER-TOP: windowtext 0.5pt solid; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23 width=51></TD></TR><TR style="HEIGHT: 12.75pt" height=17><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; HEIGHT: 12.75pt; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23 height=17></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl22>A</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23>B</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23>C</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD></TR><TR style="HEIGHT: 12.75pt" height=17><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; HEIGHT: 12.75pt; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl22 height=17 align=right x:num>1</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23>REF</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23>CATAGORY</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23>LAST VALUE IN B</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD></TR><TR style="HEIGHT: 12.75pt" height=17><TD style="BORDER-BOTTOM: #d4d0c8; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; HEIGHT: 12.75pt; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl24 height=17 align=right x:num>2</TD><TD style="BORDER-BOTTOM: #d4d0c8; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl25></TD><TD style="BORDER-BOTTOM: #d4d0c8; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl25></TD><TD style="BORDER-BOTTOM: #d4d0c8; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl25></TD><TD style="BORDER-BOTTOM: #d4d0c8; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl25></TD></TR><TR style="HEIGHT: 12.75pt" height=17><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: #d4d0c8; BACKGROUND-COLOR: transparent; HEIGHT: 12.75pt; BORDER-TOP: windowtext 0.5pt solid; BORDER-RIGHT: #d4d0c8" class=xl28 height=17></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: #d4d0c8; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext 0.5pt solid; BORDER-RIGHT: #d4d0c8" class=xl29></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: #d4d0c8; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext 0.5pt solid; BORDER-RIGHT: #d4d0c8" class=xl29></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: #d4d0c8; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext 0.5pt solid; BORDER-RIGHT: #d4d0c8" class=xl29></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: #d4d0c8; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext 0.5pt solid; BORDER-RIGHT: #d4d0c8" class=xl29></TD></TR><TR style="HEIGHT: 12.75pt" height=17><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; HEIGHT: 12.75pt; BORDER-TOP: #d4d0c8; BORDER-RIGHT: windowtext 0.5pt solid" class=xl26 height=17>Sheet2</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: #d4d0c8; BORDER-RIGHT: windowtext 0.5pt solid" class=xl27></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: #d4d0c8; BORDER-RIGHT: windowtext 0.5pt solid" class=xl27></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: #d4d0c8; BORDER-RIGHT: windowtext 0.5pt solid" class=xl27></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: #d4d0c8; BORDER-RIGHT: windowtext 0.5pt solid" class=xl27></TD></TR><TR style="HEIGHT: 12.75pt" height=17><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; HEIGHT: 12.75pt; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23 height=17></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl22>A</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23>B</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23>C</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23>D</TD></TR><TR style="HEIGHT: 12.75pt" height=17><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; HEIGHT: 12.75pt; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl22 height=17 align=right x:num>1</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23>SCHOOL</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23>CIVIC</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23>OTHER</TD></TR><TR style="HEIGHT: 12.75pt" height=17><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; HEIGHT: 12.75pt; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl22 height=17 align=right x:num>2</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD></TR><TR style="HEIGHT: 12.75pt" height=17><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; HEIGHT: 12.75pt; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23 height=17 align=right x:num>3</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD></TR><TR style="HEIGHT: 12.75pt" height=17><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; HEIGHT: 12.75pt; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl22 height=17 align=right x:num>4</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl23></TD></TR></TBODY></TABLE>
So if the clean i needed to log was in a school, i would pick school from the drop down list in Sheet1 B2, which would make the value of C1 = School, which would make the value of Sheet2 A2 the value row 2 of the school list, and a3 the value of row 3 in the school list and so on and so on.

So the whole point of this is that i now have a data validation list in Sheet 1 collumn C, which is the list of values in Sheet2 A1:A301. (to row 301 because that is the last possible cell with a value)

So that all works fine, but whenever i pick school or other, the drop down list in collumn C includes all the blank lines that make up to 301 values.

Ive tried searching for ways to remove the blank lines but have come up with nothing that works!

Does anyone have a solution or even a better way i could be doing things?

Any help would be much appreciated!

Thanks

Rachel
 

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