Part Two: How to create a SEARCHABLE drop-down list in Microsoft Excel

Part Two: How to create a SEARCHABLE drop-down list in Microsoft Excel

Making a dynamic drop-down list is one thing. But if the list contains hundreds of thousands of items and you need to select a specific one, it will be both tedious and time-consuming that becomes worse when the list is unsorted.
The solution is to make the list searchable. So, whenever you type in some alphabets and click the drop-down arrow, it should display all the results containing those specific alphabets only.

1 How to make this?

We will start with the same dataset as used in part one (see column A in figure 1)

Figure 1: Given dataset of different car brands

We want to create on this example a drop-down list in cell E2 of a data list in column A.

1.1 Step 1: Search function

Go to C2 cell and apply the search formula =SEARCH($E$2, A2) and press enter. Drag the formula to apply it across the entire column, where:

  • $E$2 is the cell where you want to create a searchable drop(-)down list.
  • A2 is the starting point of your data list.

Figure 2: Search function

Now, when you type in E2 to make a search. The search formula will check the data list (A column) for the typed alphabets and display the index number in the C column wherever it finds those specific alphabets, otherwise value error as below.

Suppose (see figure 3a) we type ‘audi’ in cell E2, we get 1 in the first row because this correspond with the first item of column A. Suppose (see figure 3b) we type a, we get 1;#VALUE;5; #VALUE;5; #VALUE;5;6. This means the letter a can be find in the first item on the first letter; on the third, fifth and seventh item on the fifth letter and on the sixth item on the sixth letter.

Figure 3a: Example on Search function

Figure 3b: Example on Search function

1.2 Step 2: ISNUMBER function / TRUE-FALSE / 0-1

Now, change the formula to =ISNUMBER(SEARCH($E$2,A2)), to display “True” or “False”

Figure 4: ISNUMBER function, result true/false

Now, we want to convert “True”, “False” into 1 and 0

Go to formula and change the formula to =IF(ISNUMBER(SEARCH($E$2,A2)),1,0)

Figure 5: Converting result of ISNUMMBER into 1/0

1.3 Step 3: GEenerating an incremental order whenever the typed alphabets are found

Change the formula to =if(isnumber(search($E$2,A2)),max($C$1:C1)+1,0)

Figure 6: Creating an incremental order in column C when typed alphabets are founded

1.4 Step 4: Indexing number of items (Rows function)

Go to cell B2 and apply the rows formula to count rows: =rows($A$2:A2), press enter and drag the formula.

Figure 7: Indexing Items

1.5 Step 5: XLOOKUP function

Now, we want to apply the XLOOKUP formula. Go to B2 and apply the formula: =XLOOKUP(ROWS($A$2:A2),C2:C9,A2:A9;””)

Figure 8: Applying XLOOKUP function

1.6 Step 6: OFFSET function  – Name Manager

Now, move to cell G2 and apply the formula: =OFFSET($B$2,,,COUNTIF($B$2:B9,”?*”)), copy the formula and press enter.

Figure 9: Applying OFFSET function

Go to Formula Tab → Define Name → click Define Name

Figure 10: Name Manager – How defining name

In the pop-up box, give a name and paste the formula, press Ok

Figure 11: Defining name to offset function

Now, move to the cell where you want to create the drop-down list (e.g. E2)

Go to Data → Data Validation → click Data Validation

Figure 12: Finding the Data validation dialogue box

Go to setting → select List → click in source text box and press F3 key

Select the formula that you created earlier, press Ok.

Figure 13: Data validation – F3 Paste Name dialogue box

Before we can use our list we have to make sure that the error alert checkbox is unchecked. See third tab, figure 14. When this is done, press ok.

Figure 14: Data validation – Alert checkbox

Your searchable drop-down list is created in E2. You can type and search the long list.

Excel SEARCH functions: Part Two: The SEARCH function

Excel SEARCH functions: Part Two: The SEARCH function

As explained in part one, the SEARCH function in Excel is very similar to FIND because it also returns the location of a substring in a text string.

The syntax and arguments are akin to those of FIND.

1 Syntax

=SEARCH (find_text, within_text, [start_num])

The breakdown of this is:

  • Find_text indicates the text to find.
  • Within_text indicates the text to search within.
  • Start_num is an optional argument that specifies from which position the search shall begin in the text. If omitted, the search starts from the 1st position in the text.

If the SEARCH function does not find the find_text character(s), a #VALUE! error is returned.

2 Difference with find function

  • Not case-sensitive.
  • Allows the use of wildcards in find_text (i.e. “?”, “*” and “~”).
    • “?” is used to find a single character.
    • “*” is used for match sequence.
    • If you want to search the “*” or “?” the use the “~” before character.

3 Examples

  1. Suppose you want to find the word “car” in “motorcar”.
    The formula =SEARCH (“car”; “motorcar”) returns 6 because the substring begins at the sixth character of the word “motorcar”.
  2. Suppose you want to find the letter “e” in “Examples”.
    The formula =SEARCH (“e”; “Examples”) returns 1 because “e” is the first character in the word “Examples”, ignoring the case. The default search position = 1. Suppose the formula was = SEARCH (“e”; “Examples”;2). This returns 7 because the second “e” in the word “Examples” is the seventh character.

When a value is not found, the result will be an error. This was also the case in the FIND function. The function =SEARCH(“F”;”OPERAHOUSE”) gives an error as result!

Figure 1: Examples in practice – SEARCH

Excel SEARCH functions: Part One: The FIND function

Excel SEARCH functions: Part One: The FIND function

Excel provides a wide variety of text and numeric data processing tools. Two popular search functions are FIND and SEARCH. These are similar functions. First, I will discuss the FIND function.

The FIND function in Excel is used to return the position of a specific character or substring within a text string.

1 Syntax

= FIND(find_text, within_text, [start_num])

The breakdown of this is:

  • Find_text indicates the character or substring you want to find.
  • Within_text indicates the text string to be searched within. Usually it is supplied as a cell reference, but you can also type the string directly in the formula.
  • Start_num is an optional argument that specifies from which character the search shall begin. If omitted, the search starts from the 1st character of the within_text string.

If the FIND function does not find the find_text character(s), a #VALUE! error is returned.

2 Examples

I will explain this with three easy examples.

  1. Suppose you want to find the letter “O” in “OPERAHOUSE”.
    The formula for this is :
    = FIND(“O”; ”OPERAHOUSE”) or you can directly refer to the cell =FIND(“O”; A3).
    This formula returns 1 because “O” is the first letter in the word “OPERAHOUSE”. If you want to find the second “O” of this word, you have to adapt this formula to = FIND(“O”;”OPERAHOUSE”;2). This returns 7 as result.
  2. Suppose now that you want to find the small letter “o” instead of the big letter “O”.
    Using the formula =FIND(“o”; ”OPERAHOUSE”) or =FIND(“o”;A9) results in an error because the FIND function is case sensitive.
  3. Last, we want to check if there is an “F” in the word “OPERAHOUSE”.
    The formula =FIND(“F”;”OPERAHOUSE”) or =FIND(“F”;A12) returns an error because there is no “F” in “OPERAHOUSE”.

Figure 1: Examples in practice – FIND