Extract Data based on a Drop-Down List selection in Excel

This Excel trick is extremely useful in situations where you have a huge dataset and you want to extract part of it by making a selection.

0:00 Intro to the dataset
2:15 Creating a Drop-down List
3:30 Adding Helper Columns to have the formula that will help extract the data
8:18 Extract Data based on the drop-down selection

For example, suppose you have the sales transaction records or various products. You can use this technique to select the product item from the excel drop-down list and all the records for that item would get extracted and listed separately.

Since this is dynamic, you can change the selection from the drop-down, and the results would update instantly.

There are three steps in extracting data based on a drop-down selection:
1. Create a Unique list of items.
2. Create a drop-down to display these unique items.
3. Use helper columns to extract the records for the selected item.

It also uses Excel formulas (INDEX, MATCH, ROWS, and SMALL functions) to extract the data based on the drop-down selection. It can work for extracting the data on the same or different worksheet in Excel

This is a great way to give the user the flexibility to quickly filter the data and get the records that they need.

For example, you can create this to quickly extract the data based on the selection of country name from the drop-down. As soon you the selection is made, this will filter all the records for that specific country.

And you can select another country from the drop-down and it will instantly update and show you the results from the second country.

You can also extend the concept shown in this video to create multiple filters. For example, you can select country and product name and it will extract the data of records that match both the criteria.

Step-by-step written tutorial and download file:

Here are some other similar videos you may find useful:

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