How to Create a Drop Down List with the Latest Items at Top in Microsoft Excel

When working with large datasets in Microsoft Excel, it's often helpful to have a drop down list that displays the latest items at the top. This can make it easier to navigate and find specific information quickly. In this article, we'll explore how to create a drop down list with the latest items at top using the SORTBY function.

Step 1: Enable Data Validation

To start, you'll need to enable data validation on your worksheet. To do this, select the cell where you want to display the drop down list and go to the 'Data' tab in the ribbon. Click on 'Data Validation' and then select 'Allow' > 'List' from the dropdown menu.

Step 2: Create the List

Next, create a list of items that you want to display in your drop down list. This can be a range of cells or a named range. For example, let's say you have a list of employee names on a worksheet and you want to use this list as the basis for your drop down.

Step 3: Sort the List

To sort the list with the latest items at top, use the SORTBY function. This function is only available in Microsoft Excel 365, but it's a powerful tool that allows you to sort data based on multiple criteria.

In this example, let's say we want to sort our employee list by last name and then by first name. We can do this using the following formula:

=SORTBY(A2:A10, B2:B10, 'asc')

This formula sorts the range A2:A10 (which contains the employee names) based on the values in range B2:B10 (which contains the last names), and then further sorts the results by the values in column A. The 'asc' argument specifies that we want to sort in ascending order.

Step 4: Apply the Formula

Once you've created your SORTBY formula, apply it to your drop down list by selecting the cell where you want to display the list and going back to the 'Data' tab. Click on 'Data Validation' and then select 'Allow' > 'List' from the dropdown menu.

In the 'Source' field, enter the following formula:

=SORTBY(A2:A10, B2:B10, 'asc')

This will apply your SORTBY formula to the drop down list and display the latest items at top.

Creating a drop down list with the latest items at top is just one of many ways you can customize your Microsoft Excel experience. By using the SORTBY function and applying it to your data validation, you can make your lists more user-friendly and easier to navigate. Whether you're working with large datasets or just need to streamline your workflow, this technique is sure to come in handy.

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