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Here is a Guide on Working with a Pivot Table Drop Down List

We can create a drop-down menu in preparing a pivot table to ensure that there aren’t spelling mistakes. This also prevents values that we do not allow to be entered into the table. The steps below will walk through the process.

Creating the Options for the Drop-down Menu

  • We will open a new sheet and type the content that will form the main part of our table

Figure 1: Options for the Drop-down List or menu

  • We will select the range where we will insert only values present in the list. We will use A3:A11
  • We will click on the data tab

Figure 2: Click on Data Tab

  • We will click on Data Validation

Figure 3: Using Data Validation Feature

  • We will select List in the Allow Validation criteria and select the range (I3:I5) of the options for the list as the source
  • We will click on OK

Figure 4: Drop-down Menu

  • If we enter a value in the range (A3:A11) that is not in I3:I5, we will receive an error message

Figure 5: Error message due to an Invalid Input in the range

Setting up the Data

  • With the drop-down menu, we will create data that has clients and Sales
  • We will select the range A2:B11
  • We will click on the Insert tab and click on Table

Figure 6: Clicking on Table

  • We will click on OK

Figure 7: Create table dialog box

Figure 8: Created table

Inserting the Pivot Table

  • We will click on anywhere within the table and click on Pivot table as shown in figure 7
  • We will fill the Location field as D3 and check the existing worksheet box

Figure 9: Creating the Pivot Table

  • We will click OK
  • We will check the Pivot Table Fields as shown in figure 11

Figure 10: Checking Pivot Table Fields

Figure 11: Created Pivot Table

Adding values to the Pivot Table

  • Assuming someone wants to add another client to the Pivot Table, if the individual adds a name that isn’t in I3:I5, an error message is displayed.
  • We can add more values by placing the cursor on CELL A11 AND PRESS ENTER. This will make the table to continue the range. If we simply click on Cell A12, the result will be allowed but can’t go into our Pivot Table.

Figure 12: Adding Values to the Pivot Table

  • After adding the values, we will click on a cell within the pivot table. We will right-click and click on REFRESH to update the pivot table

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