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

In this video tutorial, learn how to extract or filter data in Excel based on a drop-down list selection.
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: trumpexcel.com/extract-data-f...
Here are some other similar videos you may find useful:
✅ Dynamic Filter in Excel - Filter As You Type (with & without VBA) - • Dynamic Filter in Exce...
✅ Advanced Filter in Excel - • Advanced Filter in Exc...
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✅ Free Excel Course (Basic to Advanced) - trumpexcel.com/learn-excel/
✅ Free Dashboard Course - bit.ly/free-excel-dashboard-c...
✅ Free VBA course - bit.ly/excel-vba-course
✅ Free Power Query Course - bit.ly/power-query-course
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[@trumpexcel]

If you found this video useful, please give it a thumbs up 👍 and subscribe to the channel. Also, let me know what topics you want me to cover in future videos. Here are some other similar videos you may find useful: ✅ Dynamic Filter in Excel - Filter As You Type (with & without VBA) - kzbin.info/www/bejne/rnO1nHasa7eKmac ✅ Advanced Filter in Excel - kzbin.info/www/bejne/kIapdqSgebGAaKs Also, I have made all of my courses available for FREE. You can check these out using the below links: ✅ Free Excel Course (Basic to Advanced) - trumpexcel.com/learn-excel/ ✅ Free Dashboard Course - bit.ly/free-excel-dashboard-course ✅ Free VBA course - bit.ly/excel-vba-course ✅ Free Power Query Course - bit.ly/power-query-course

[@PiyushKumar-wl7py]

Dear sir How can we use same in Google sheet. Pls help me to do this. I am struggling to do same in Google sheet.

[@AUSSIEMALAYALI2024]

great application , is this workout example sheet available ?

[@trumpexcel]

@@AUSSIEMALAYALI2024 You can download the file from here: trumpexcel.com/extract-data-from-drop-down-list/

[@trumpexcel]

@@PiyushKumar-wl7py Google Sheets has a FILTER function that can do this. Have a look at this - spreadsheetpoint.com/filter-function-google-sheets/

[@RohinCooper]

how to use helpers with 2 criteria

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Glad you found it useful Ratna!

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Happy to know the video helped :)

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Glad the video helped Tina!

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Thanks ! Beautiful extract data on a drop-down list selection......................... thanks sir !

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Very helpful tutorial. It had the exact answers that I was seeking. Thank you sir.

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This is a most excellent explanation with intermediate steps very clearly explained. Thanks. The next step would be to indicate how you deal with the dataset expanding or contracting, something that happens often in real life.

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This is very useful. I have a spreadsheet where I select the product category, using your information it now pulls in all the vendors who are in a certain product category. What I would like to do next is have a drop down or data validation that pulls in the returned vendors (from the product category search) in the list. Once I select a vendor it would return that vendor contact information.

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Glad you found the video useful!

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This was very helpful. I was going to go the IF statements route which was going to be a loooong and tedious formula...

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