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Excel Ignore Blanks in Data Validation List

You are here: Home / Excel Formulas / Excel Ignore Blanks in Data Validation List
Excel Ignore Blanks in Data Validation List
February 6, 2013 by Mynda Treacy

Last week I showed you how you can extract a list that excludes blank cells for use in a data validation list.

excel extract a list exluding blanks

Using this array formula in cells C2:C10:

=IFERROR(INDEX($A$2:$A$10,SMALL(IF(ISTEXT($A$2:$A$10),ROW($A$1:$A$9),""), ROW(A1))),"")

Aside: Roberto from Excel blog E90E50 pointed out to me that we can actually leave out the "" from the SMALL(IF part of the formula as the SMALL function doesn’t consider the Boolean values. So we can shorten the formula to this:

=IFERROR(INDEX($A$2:$A$10,SMALL(IF(ISTEXT($A$2:$A$10),ROW($A$1:$A$9)), ROW(A1))),"")

Entered with CTRL+SHIFT+ENTER as it’s an array formula.

OK moving on, now that we have a list in column C without blanks we want to use it as the Source of our Data Validation List, and we want to allow for growth in the list, which means it needs to be dynamic.

It’d be nice if we could use one of the ways to create dynamic named ranges I showed you a couple of weeks ago, but we can’t 🙁

This is because those examples use the COUNTA function, and COUNTA counts blanks returned from formulas.

Which means it would include cells C8:C10 because although they appear blank they actually evaluate to blank using the IFERROR part of the formula.

When a Blank Cell Isn’t Really Blank

excel extract a list exluding blanks

excel extract a list exluding blanks

We therefore need to use a slightly different formula that excludes blank cells (both real and fake) from the count.

Note: ‘fake blank cell’ is not a technical term :).

Exclude Blanks in a Dynamic Named Range

We can use the following formula to dynamically calculate the named range that excludes both fake blank cells (blanks generated from a formula), and real blank/empty cells:

=Sheet1!$C$2:INDEX(Sheet1!$C$2:$C$1000,SUMPRODUCT(--(Sheet1!$C$2:$C$1000<>"")))

In English this reads:

Return a range that starts in cell C2 through to the last cell in the range C2:C1000 that isn’t blank.

Which evaluates to:

Sheet1!$C$2:$C$7

We can give the formula a name (listIndex) in the name manger:

excel extract a list exluding blanks

And use the name as the source for our Data Validation list:

excel extract a list exluding blanks

Let’s inspect this formula a little closer:

=Sheet1!$C$2:INDEX(Sheet1!$C$2:$C$1000,SUMPRODUCT(--(Sheet1!$C$2:$C$1000<>"")))

The starting point of the range is fixed:

Sheet1!$C$2:

The second part is resolved using the INDEX function.

Remember the syntax for INDEX is:

=INDEX(reference, row_num, [column_num], [area_num])

And we’re only using the first two arguments in this formula.

First the SUMPRODUCT part:

excel extract a list exluding blanks

Our formula therefore evaluates SUMPRODUCT like this:

=Sheet1!$C$2:INDEX(Sheet1!$C$2:$C$1000,6)

Since there are 6 cells in the range C2:C1000 that are not blank.

And since C7 is the 6th in the range C2:C1000 INDEX evaluates like this:

=Sheet1!$C$2:$C$7

Download the workbook

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This Excel workbook contains the solutions discussed in last week’s blog post on extracting a list that excludes blank cells, plus this week’s dynamic named range that excludes blanks.. Note: This is a .xlsx file. Please ensure your browser doesn't change the file extension on download.

Bonus: See sheet ‘r’ in this workbook for an alternative solution provided by Roberto that hides errors using conditional formatting instead of IFERROR, and therefore uses a different formula for the named range used in the data validation list.

Thanks for sharing, Roberto 🙂

Excel Ignore Blanks in Data Validation List

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Category: Excel Formulas
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Next Post:Excel Shortcut When Using Dates as Formula CriteriaExcel Shortcut When Using Dates as Formula Criteria

Reader Interactions

Comments

  1. Kevin

    December 1, 2021 at 6:14 am

    Hi! so what if I just want to generate a column with all the text in another column generated by formulas? I mean, those blanks are not real blanks as you described, but I would like to generate another column where it only shows the result where it’s not ” “. Is that possible?

    Reply
    • Mynda Treacy

      December 1, 2021 at 9:31 am

      Hi Kevin,

      I’m not sure I follow you because I think that’s what the formula above does i.e. generate a list of values ignoring the blanks. If you have Microsoft 365 or Excel 2021, you can use the FILTER function, which won’t give you false blanks with “”.

      Mynda

      Reply
  2. Nathan H

    April 17, 2021 at 8:41 am

    I am trying to use this in conjunction with a dropdown list that utilized the “=INDIRECT” function.

    In the Name Manager, I see that the value of the named range is shown as {,,,}. When I set the dropdown list equal to the name, there is no issue (all the values show up without blanks). When I try to use the “=INDIRECT” function, an error occurs and I can’t select any items from the dropdown list.

    Reply
    • Catalin Bombea

      April 18, 2021 at 2:57 am

      Hi Nathan,
      Can you upload a file with the formulas you are using, to see what you are saying?
      You can use our forum to create a new topic for upload.
      Excel Forum

      Reply
  3. Craig

    March 10, 2021 at 1:15 am

    Spot on, stuff like this makes life so much better 🙂

    Reply
    • Mynda Treacy

      March 10, 2021 at 8:58 am

      Great to hear, Craig!

      Reply
  4. Markus

    January 15, 2021 at 6:49 am

    AWESOME! … Exactly what I’ve searched for.

    Thank you so much 😀

    Reply
    • Mynda Treacy

      January 15, 2021 at 8:59 am

      Glad it was helpful, Markus!

      Reply
  5. Stijn

    December 17, 2020 at 1:14 am

    Thank you, this works very well.

    I was wondering if you have an idea how to extend the formula a little bit to be able to do the following:
    Let’s say column B has a number behind every tea type in column A (e.g. Chamomile; 2). Could we get a list in column C that has each tea type repeated the same number of times as the number in column B?

    So we would not only remove empty lines but also repeat lines a specific number of times, giving a longer list with some names repeated multiple times…

    Reply
    • Mynda Treacy

      December 17, 2020 at 10:32 am

      Hi Stijn,

      You could do this with Power Query, but not with a formula.

      Mynda

      Reply
      • Stijn

        January 5, 2021 at 2:17 am

        Hi,
        Thanks, I will check that out.

        Cheers

        Reply
  6. Kim Munoz

    September 3, 2020 at 4:47 am

    Thank you for this post! The portion eliminating False blanks solved my issue as my dropdown list was pulling in blanks from my array formula.

    Reply
    • Mynda Treacy

      September 3, 2020 at 9:13 am

      Great to hear it was helpful, Kim!

      Reply
  7. Matthew

    July 14, 2020 at 3:50 pm

    Hello, how to ignore duplicate values?

    Reply
    • Philip Treacy

      July 14, 2020 at 4:08 pm

      Hi Matthew,

      Do you mean how to remove duplicates from a data validation list? You could use the UNIQUE function to extract a unique list if you have dynamic arrays?

      If that doesn’t work for you please start a topic on the forum and attach your workbook with sample data.

      Regards

      Phil

      Reply
  8. excel_wanabe

    July 2, 2019 at 7:37 am

    You are a god amongst mere mortals

    Reply
  9. Paul

    December 15, 2018 at 6:31 am

    I have just tried this and it has returned exactly the same entries complete with blanks

    Reply
    • Mynda Treacy

      December 15, 2018 at 7:50 am

      Hi Paul,

      It’s difficult to help troubleshoot in the comments but if you post your question on our Excel forum where you can upload a sample Excel file we can help you.

      Mynda

      Reply
  10. Greg

    November 30, 2018 at 1:54 am

    In your formula, you are including $A$1 and only going down to $A$9 Why? What is in A1 your example only shows from Row 2 down. What’s in Row 1?

    =IFERROR(INDEX($A$2:$A$10,SMALL(IF(ISTEXT($A$2:$A$10),ROW($A$1:$A$9),””), ROW(A1))),””)

    Reply
    • Mynda Treacy

      November 30, 2018 at 9:25 am

      Hi Greg,

      The ROW function simply returns an array of numbers 1 to 9 for use by the SMALL Function. The ROW function is further explained here.

      I hope that clarifies things, but let me know if you have further questions.

      Mynda

      Reply
  11. Josefina

    November 29, 2018 at 5:43 am

    I have done the *Exclude Blanks in a Dynamic Named Range* repeatedly but it won’t return the list. In the Name Manager the Value for the named range returns {…}. Am I missing something?

    Reply
    • Mynda Treacy

      November 29, 2018 at 10:45 am

      The Name Manager won’t show the result of the formula, but it should display in the data validation list.

      Reply
  12. Syed Ali Raza

    September 1, 2018 at 9:30 pm

    I have multiple list columns and i want to make Dynamic name range which pick dynamic list based on parent value. is that possible here.

    i made a formula and it works but it cant exclude blanks. PFB

    =OFFSET(OFFSET(Sheet2!$C$2,0,MATCH(Sheet3!$A2,Sheet2!$C$2:$GT$2,0)),1,-1,COUNTA(Sheet2!$C$3:$GT$200)-COUNTBLANK(Sheet2!C$3:GT$200))

    Please help i am stuck.

    Reply
    • Catalin Bombea

      September 2, 2018 at 3:13 pm

      Hi Syed,
      Those blanks are most probably returned by a formula, I guess it’s a zero length string – “”, excel will not see those as blanks. Use instead:
      SUMPRODUCT((Sheet2!C$3:GT$200<>“”)*1) to count non-empty cells.

      Reply
  13. Norman Brown

    August 20, 2017 at 1:59 pm

    Would this be the same method if I have blanks that were in each column instead of rows

    Reply
    • Mynda Treacy

      August 21, 2017 at 8:46 am

      Hi Norman,

      No, you would have to use COLUMN instead of ROW and your INDEX range would obviously be different. Probably best if you can post your question and sample Excel file here on our Excel Forum so we can give you a specific answer.

      Mynda

      Reply
  14. JeteMc

    June 9, 2017 at 11:18 am

    Thank You very much for taking the time to post this.

    Reply
  15. Kai

    April 7, 2017 at 12:49 pm

    Hi,

    =Sheet1!$C$2:INDEX(Sheet1!$C$2:$C$1000,SUMPRODUCT(–(Sheet1!$C$2:$C$1000″”)))

    Is there a way to use the above formula with name range and #Header feature? I have a table with lots of data and need to be able to use headers to reference to columns for dropdown boxes. However the formula I’m working on counts “fake blanks”. Your formula is perfect for not counting “fake blanks” as my data has formulas inside. I’ve been stuck on this for days. Hope you can help me! THANKS SO MUCH!!!

    Reply
    • Catalin Bombea

      April 8, 2017 at 9:46 pm

      Hi Kai,
      Can you please upload on our forum a sample file so we can understand what you need? I guess you have a table with multiple columns, and you want to change the column used in the validation list based on a user selection. If this is the case, you have to define a name with table headers only, the formula will not be the same.
      Create a new topic on the forum, I am sure we will find a solution, once we see your structure and the desired result.
      Catalin

      Reply
  16. Meindert

    February 14, 2017 at 9:11 pm

    Please know that in my list i have multiple drop down lists. Some dropdown list depend on what value the above drop down list is.

    =INDEX(INDIRECT(SUBSTITUTE(E8;”-“;””));0;3) This is the value for the dropdown list(s) where the 3 changes in the corresponding row so the other dropdown list will have: =INDEX(INDIRECT(SUBSTITUTE(E8;”-“;””));0;5)

    In the name manager my original range was =Data!$H$2:$M$17 So i changed it to your formula like this: =Data!$H$2:INDEX(Data!$H$2:$M$1000;SUMPRODUCT(–(Data!$H$2:$M$1000″”)))

    However when i change the dropdownlists wont work anymore.

    Could you please help?

    Reply
    • Catalin Bombea

      February 15, 2017 at 10:30 pm

      Hi,
      Can you upload a sample file on our forum (create a new topic) with your data setup? Without a file, it’s hard to see a reason.
      Catalin

      Reply
  17. ttt

    January 12, 2017 at 10:21 pm

    i pasted this =IFERROR(INDEX($A$2:$A$10,SMALL(IF(ISTEXT($A$2:$A$10),ROW($A$1:$A$9),””), ROW(A1))),””)
    and all rows has Chamomile entered

    Reply
    • Catalin Bombea

      January 13, 2017 at 12:45 am

      Make sure that the calculation is set to Automatic, or force a recalculation with Shift+F9 (recalculate active sheet)

      Reply
  18. Jim

    December 5, 2016 at 11:12 am

    Hi I am trying to mirror this formula “{=IFERROR(INDEX($A$2:$A$10,SMALL(IF(ISTEXT($A$2:$A$10),ROW($A$1:$A$9)), ROW(A1))),””)}” starting at different row and column (i.e B65 instead of A1 and so on) and the formula does not work..

    I can only get it to work as long as I paste in/mirror the exact same cells in the example…

    Can you think of any reasons why this is occurring? thanks in advance

    Reply
    • Catalin Bombea

      December 5, 2016 at 6:52 pm

      Hi Jim,
      Your formula should look like this:
      =IFERROR(INDEX($B$65:$B$100,SMALL(IF(ISTEXT($B$65:$B$100),ROW($B$64:$B$99)), ROW(A1))),””)
      Cherrs,
      Catalin

      Reply
  19. Grant

    November 2, 2016 at 7:39 pm

    Just what I was looking for today! Perfect! Thanks!

    Reply
  20. Rotem Cohen

    October 2, 2016 at 10:43 pm

    I think you forgot to delete the “SMALL” in the “”shortened” version of the IFERROR formula.

    Reply
    • Rotem Cohen

      October 2, 2016 at 11:50 pm

      Never mind. I understand what you meant now (removing the “”)

      (though I can’t get any of it to work anyway.) 🙁

      Reply
      • Mynda Treacy

        October 3, 2016 at 8:04 am

        Hi Rotem,

        If you’d like some help with why it’s not working you can post your workbook and question on our Excel Forum and one of us will be happy to help.

        Mynda

        Reply
  21. jc cheow

    March 14, 2016 at 11:58 am

    I am trying to combine this with the formula below:
    =IF(ISBLANK(!A9),Categories,OFFSET(INDEX(Categories,,MATCH(!A9,Categories,)),1,,COUNTA(OFFSET(INDEX(Categories,,MATCH(!A9,Categories,)),1,,100))))
    which is from “Excel Factor 19 Dynamic Dependent Data Validation” but has not been successful.

    Appreciate any help from all the experts here.

    Thanks a million!!!

    Reply
    • Mynda Treacy

      March 14, 2016 at 12:06 pm

      Hi JC,

      The IF function returns a single value not a range. I presume ‘Categories’ is a range given it’s use in the other nested functions. Other than that I have no advice without seeing your file and you telling me what you’re hoping this formula will do.

      Mynda

      Reply
      • jc cheow

        March 14, 2016 at 12:29 pm

        Hi, Mynda,

        Thanks for the response. Please let me know how to attach my file.

        The formula is actually used in data validation and not in a cell, so it provides a range.

        Reply
        • Mynda Treacy

          March 14, 2016 at 12:30 pm

          Hi JC,

          You can send your file via the Help Desk.

          Please explain in your help desk ticket what you want the formula to do.

          Thanks,

          Mynda

          Reply
  22. ke

    December 10, 2015 at 3:56 am

    I’ve modified your name manager formula, =Sheet1!$C$2:INDEX(Sheet1!$C$2:$C$1000,SUMPRODUCT(–(Sheet1!$C$2:$C$1000″”))), to fit my needs which encompasses a much larger range i.e. J4:J15000 instead of C2:C1000. More than half of that range are blanks. That equation is not working quite right as the data validation list only shows non-blank entries from J4 to about J3360ish, so there’s a lot of entries I’m unable to use in the data validation list. Why doesn’t it show everything in the full range J4:J15000? Is there a way to? Thanks in advance!

    Reply
    • Catalin Bombea

      December 11, 2015 at 9:54 am

      Hi,
      Can you prepare a sample with you data and formulas?
      There is no other way to help you without seeing the file, you can upload the file to our Help Desk system.
      Thanks
      Catalin

      Reply
  23. René

    August 19, 2015 at 7:39 pm

    Hi Mynda,

    As an alternative way for checking on “”, you could also check on lenght of the content of the cell. The SUMPRODUCT part of your formula would read:

    SUMPRODUCT(–(LEN(Sheet1!$C$2:$C$1000)>0))

    It’s not a big thing, just another way of reaching the same goal.

    kind regards,
    René

    Reply
  24. Gourav Bhatt

    August 13, 2015 at 10:31 pm

    Brilliantly elegant solution! Thank you!

    Reply
  25. Ben

    July 15, 2015 at 1:15 am

    If you don’t want to worry about using name manager then you can type the following directly in to the source box for the list.

    =INDIRECT(CELL("address",Sheet1!$C$2) & ":" & CELL("address",INDEX(Sheet1!$C$2:$C$1000,SUMPRODUCT(--(Sheet1!$C$2:$C$1000"")))))

    Great walk-though.

    Reply
    • Mynda Treacy

      July 15, 2015 at 9:53 am

      Thanks for sharing, Ben.

      The only downside is it results in blanks at the end of the list. Not a biggy, but it would be nice if it didn’t.

      Cheers,

      Mynda

      Reply
  26. Craig Whelan

    October 16, 2014 at 1:17 am

    Brilliantly elegant solution! Thank you!

    Reply
    • Mynda Treacy

      October 16, 2014 at 6:48 am

      Thanks, Craig. Glad you liked it.

      Reply
  27. Roi Mintz

    August 24, 2014 at 4:10 pm

    Hi,

    I just wanted to say huge thanks for your incredible solution, to a problem that was seemed to have no solution at all.

    It is really amazing!

    Thanks a lot!
    Roi

    Reply
    • Mynda Treacy

      August 24, 2014 at 7:03 pm

      You’re most welcome, Roi 🙂

      Reply
  28. SWilliams

    May 24, 2014 at 3:48 am

    Hello,
    In Excel 2007 I am working
    Column A = Name Range
    Column B = % of cells that could be a value or “0” or blank or errors
    Column V = Single Name

    I need to include the “0” values but ignore the blanks
    here is my formula which is partially working -except for ignoring the blank cells. Can you assist?

    =IFERROR(SUMIF(A:A, matches a name in column v,tell me what the value in Column B is),”-“) ——– how would I insert a piece to ignore blanks?

    Thank you for your help
    S

    Reply
    • Catalin Bombea

      May 24, 2014 at 2:00 pm

      Hi,
      Can you please upload a sample workbook with your data structure on our Help Desk? It will be a lot easier for us to understand your situation and to assist you in this problem. Any detail you can give is important: you need to include the “0” but ignore the blanks where? In a data validation list?
      I’ll wait for the file 🙂
      Cheers,
      Catalin

      Reply
  29. Tim

    October 1, 2013 at 1:58 pm

    Hi,
    I’m just starting to understand this and it’s great but why can’t I get it to work using both text and numbers in my list? I’ve tried variations, ISBLANK, or(istext,isnumber). I just don’t know enough about how excel works. Any help would be appreciated

    Reply
    • Mynda Treacy

      October 1, 2013 at 7:47 pm

      Hi Tim,

      If you download the file available in the blog post above (here it is again) you can use the ‘Not Blank Formula’ (column E) and the data validation list that uses the OFFSET formula (column K).

      Let me know if you get stuck.

      Kind regards,

      Mynda.

      Reply
    • Stan Ludovyski

      March 19, 2015 at 8:18 pm

      Hi there,

      This method works perfectly for lists which are just manually entered values. However, I have a list which is populated based on the result of a formula [that formula being =IF(L9=TRUE,C9,””)], and I am trying to remove the blanks that result in this list from my drop down list. They are “false blanks” as you named them above, and I am having trouble modifying your formula to suit. Currently, the new list generated has the same blanks in the same spots.

      Is anyone able to help out with this one?

      Many thanks!

      Reply
      • Mynda Treacy

        March 19, 2015 at 8:46 pm

        Hi Stan,

        It’s tricky without seeing your file. Are you able to send it to us via the Help Desk?

        Cheers,

        Mynda

        Reply
      • Luca

        May 17, 2016 at 3:34 pm

        Hi, for some reason the list has the right number of non empty entries but it is only showing the first the remaining are blank?

        L.E.:
        Was a solution found for formula created values?

        Thanks!

        Reply
        • Catalin Bombea

          May 18, 2016 at 1:06 pm

          Hi Luca,
          Simply replace from the formula the ISBLANK($A$2:$A$9) with LEN($A$2:$A$9)=0 and press Ctrl+Shift+Enter, this will take care of both situations, for blanks and zero length strings “”
          The final formula should look like this:
          =IFERROR(INDEX($A$2:$A$9, SMALL(IF(LEN($A$2:$A$9)=0,"", ROW($A$2:$A$9)-MIN(ROW($A$2:$A$9))+1), ROW(A1))),"")
          Cheers,
          Catalin

          Reply

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