How to Create a Dependent Drop-Down List in Google Sheets

The drop-down lists are useful when you are creating data entry forms or creating interactive dashboards to visualize your data. Sometimes, you may need to create drop-down list depend on another dropdown list, in other words, a dependent drop-down list. In this tutorial, I will show you how to create a second drop-down list, which is populated dynamically as the value in the first dropd-down list change.

Creating a dependent drop-down list in Google Sheets is easy compared to Microsoft Excel. Here I am using the powerful QUERY() function to generate the dependent list.

Creating dependent drop-down list in Google Sheets

Let’s say you are going to create a data entry form that consists of two fields with drop-down lists, namely “Region” and “Country“. A region consists of many countries. The country drop-down list should be populated dynamically as the region changed.

To do this, first, you need to create a drop-down list using data validation. Then you need to create a candidate list for the second dropdown list. This can be done using, Google Sheet QUERY function. Then you can use it to generate the dependent drop-down list.

Creating main drop-down list

This is straightforward. You can use the data validation option to create the main drop-down list.

  1. Select the cell you want to create the drop-down list.
  2. Go to Data> Data Validation.
  3. In the popup window, for the first box of the Criteria field, select “List from a range” (yes, it is the default option).
  4. For the Data Range, we use our region list. Here I have named the range as “Regions“. So I type the range as Regions in the Data Range box.
  5. Add validation text as necessary and click Save.

Now your main drop-down is ready, and it shows only the unique values in the region list.

Creating the dependent drop-down list

Before creating the dependent drop-down list, you need to create a candidate list (List of countries in the selected region) to be used in the data validation. This list should be dynamically updated when you choose the region from the main dropdown list.

Creating the candidate list

For this purpose, I am going to use the Google Sheets QUERY() function. The function looks like the following:

=query(CountriesByRegion,"select B where A='"&RegionDL&"'")

In the above function, I have used “Named Ranges” to make the function more readable. “A” and “B” are column labels.

The argument CountriesByRegion is the table which includes all the list of regions and countries (or you may use A1 notation for this; e.g. A2:B213). And the Region refers to the cell which contains the main drop-down list. The above function filters the countries of the selected region and creates a filtered list, as shown in the following video.

Set data validation

Now you can use the above filtered list to create another data validation rule for the country drop-down list (dependent list) as we created the region list (main list) at the beginning.

You can make a copy above Google Sheet from this link.

You can apply the dependent dropdown list to only one cell using this method. If you want to apply the dependent dropdown list in multiple rows, you may read; “Multi-Row Dependent Dropdown List in Google Sheets“.

Wrapping Up

In this tutorial, I showed you how to create a dependent drop-down list, which is dynamically populate based on the selection of another drop-down list on Google Sheets. This will be helping you to create Google Sheets data entry form or interactive dashboards to visualize your data.

However, this method cannot be applied to multiple rows. If you want to create a multi-row dependent dropdown list in Google Sheets, you can learn it from here.

7 thoughts on “How to Create a Dependent Drop-Down List in Google Sheets”

  1. You are assuming that the people how came here does know how to do the CountryByRegion, but it is not the case.
    To be complete, should all parts be shown .
    Cheers!

    Reply
  2. Thank You, Gonzalo for your comment.

    CountriesByRegion is the name given to the range of cells which performs this query on. You can read more about named range from this link.

    I updated the post and added the link to the above Google Sheet, so you make a copy to your drive and try it.

    Reply
  3. Hi, Is there any way to make the dependent drop-menu usable for an entire column?
    I’ve created a double tier dependent drop menu, and now I want to have this dependent drop-menus in all the cells of the 3 columns for this/a.k.a. in multiple rows.

    (Also, thank you sharing your example sheet. I caught a little error you made – Your drop menu of filtered countries doesn’t include all the countries in the filter. I think your defined range for that section is cut short. For example, if you select region: “Sub-Saharan Africa”, you are unable to select Zimbabwe.)

    Thank you!

    Reply
  4. This is great! I’m just struggling with how to use it with two different sheets. I have a master sheet with continents and regions and the other sheet for others to use to search the data on the master sheet. Right now the drop boxes on the Search sheet shows all regions even if the drop box for the continent is selected on one continent. How do I tinker this?

    Reply

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