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Add assignee dropdown

in Excel you can create drop-down lists and let people choose from a specific list of items so here are three fruit if I select banana that's fine but if I try and type grapes into that cell I get a warning message in most workbooks that's the kind of drop-down list that you're going to use but in some cases you might want to create a short drop-down list and then let people add items as they go along if they find there are new things that should be in that list so we're going to see how you can use a bit of programming and you can download the sample workbook to see how it works and I'm going to show you how it's set up first we'll take a look at how this programming works so I'm going to this data entry sheet and I can select a client or fruit as we saw on the previous sheet so if I press tab to start a new row I could select one of these clients and we can see four names here I'm going to type a different name I'm going to type Mike when I press tab Mike's name wasn't on the list so I get a popup message that says it's a new item do I want to add it to the drop-down list so if that's something I'm only ever going to use once I could say no but if I think I'm going to use that name again I'll click yes now when I go back to this drop-down there's Mike at the end so it adds the new name and sorts it alphabetically same thing for the fruit we can see the three fruit choices if I type grapes press Enter it says add this item to the drop-down and if I say yes that item is added these lists are on a different sheet we can click here to see the list there are two tables so here's the list of clients and the list of fruit you can also change the list here if I decide that no Mike really shouldn't be on that list I can delete it and it clears that out of the list and resizes the list if it got shorter so here I can say oh we're not going to use bananas anymore delete that it removes it from the list and then again the size of the list and all of this happens with code and to see the code I'm going to right click on the data entry sheet and click view code and here is what's happening in the background there is code that runs automatically if we change something on the worksheet it's doing a few things first of all it's going to check and see if we had more than one cell selected when we change things or if we changed that cell to an empty cell and in either of those cases it just quits running this macro otherwise it goes forward and it checks to make sure we're not in row 1 because that's just where the headings are then it checks to see if there are any data validation cells on the worksheet and if there are did we change one of those data validation cells then it gets the name that we're using for the data validation list and it finds that named range on the list worksheet it figures out where it is and it figures out if the item we just entered is in that list if it is in the list nothing has to happen but if it's not in the list it's going to ask you if you want to add it so it puts up a message box and if you click yes then it figures out what column that list is in where the last row is and then it puts the value you just typed in as the last item it gets the name of the list and then it sorts the list and finally at the very end it would resize it there's also code on the list worksheet and I can see it over here in the project Explorer so I'll just double click there and this is a little simpler code it looks at the cell you just changed so if you make a change on this list sheet was it in the list and if it is in the list get the name of the list if it wasn't in a list then none of this will run it just exits the code if it wasn't a list it sorts that list and then resizes it will go back to excel you could copy the code from the sample file into a workbook of your own just make sure you put it on the sheet where you're entering the data and put the other code on a sheet where you have your list you might have to change the names that are referred to in the code and then you'll be able to add new items to the drop-down list on the fly as you're entering data for more excel tips and tutorials and to download the sample file for this video please visit mike on textures website at www.extracareanimalhospital.net