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Simplifying Database for Excel
Kristi Aubuchon 
    
4 years ago
I need to set up a very simple database in Excel for a coworker; Access would be too complicated for her to use. I apologize if I don't know the correct terminology, but here is what I need:
--need to set up an Excel spreadsheet that will allow us to choose from a customer dropdown menu on each row. The selection will need to fill in the customer number, name, and contact info., which could be in one cell or spread over multiple cells.  If this type of thing has a specific name, please inform me.
--we would also need to keep a running list of active customers to choose from that can be edited to add new customers and delete old ones.
Thanks for your help.
Kevin Robertson  @Reply  
          
4 years ago
Create a lookup table containing all the data to be looked up.
Use a Data Validation List for you dropdown covered in Excel Expert 10.
To fill in the fields when a customer is selected I recommend XLOOKUP.

I would also recommend the use of official Excel Tables.

I built a simple sheet (see screenshot). Is this what you are looking to do?
Kevin Robertson  @Reply  
          
4 years ago

Kristi Aubuchon OP  @Reply  
    
4 years ago
Yes, this is what I need. Thank you.  Will this work for having the table of customers in one worksheet and the form with the dropdown menu in another worksheet, or would they all need to be in the same worksheet?
Kevin Robertson  @Reply  
          
4 years ago
It will work with the table on a separate sheet. I only put it on the same sheet for the screenshot.
Kristi Aubuchon OP  @Reply  
    
4 years ago
gotcha. thanks so much.
Kristi Aubuchon OP  @Reply  
    
4 years ago
Kevin, I have one more question for you.  Using Data Validation and XLOOKUP, how to make text cells for Customer # and Billing Address stay blank when the dropdown for the Customer Name has not been chosen yet?  Thanks.
Kevin Robertson  @Reply  
          
4 years ago

Kristi Aubuchon OP  @Reply  
    
4 years ago
Thank you. I seem to have another issue. I am trying to use this spreadsheet on a Mac computer.  I have the Data Validation working, but I cannot get the VLOOKUP to display the correct result.  I have tried every way that I can to get it to work, even using the wizard, but still get an error message.  At one point I was able to get an answer, but it was pulling data from the wrong column.  Any suggestions?  Thanks.
Kevin Robertson  @Reply  
          
4 years ago
What does the sheet look like?
Is the lookup table set up correctly?
Is the syntax correct?
What is the error message?

Tips & Tricks - Excel - VLOOKUP

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