Dynamic Table Reference in Excel: A Detailed Guide

Microsoft Excel offers a powerful feature called dynamic table references that allow you to refer to data based on cell values. This article will explore how to create dynamic table references using IF and INDIRECT functions in Excel, specifically in versions like Excel 2007. Follow these detailed steps to achieve your desired results.

Introduction to Dynamic Table References

A dynamic table reference in Excel allows you to reference tables based on the value of a cell. This is particularly useful in scenarios where you need to switch between different tables based on user input, such as a validation list. Here, we will illustrate how to create a validation list and use dynamic references to fetch data from either of two tables.

Setting Up the Example Data

First, let's set up a test file with some sample data. Consider two tables, Toon and Tone, each containing the names of cartoon characters. We will then reverse sort the Tone list from Z to A.

Step 1: Create the Tables

Open a new Excel workbook and create two tables: Toon and Tone. Input the names of the cartoon characters in each table. For example, in the Toon table, you might have characters like Tom and Dick. In the Tone table, characters like Harry and Richard. Ensure that the tables are named correctly. In the Table Name field in the Table Style Options tab, name the tables as Toon and Tone. Now, sort the Tone table from Z to A. This will reverse the order of the names.

Creating the Validation List

Next, we will create a validation list that allows users to choose either the Toon or Tone table.

Step 2: Create the Validation List in Cell B2

Select cell B2. Go to the Data tab and click on Data Validation. Select List from the Allow drop-down menu. Enter the list of names for the validation, i.e., Toon and Tone. These names should match the table names you defined earlier. Click OK to apply the validation.

Step 3: Create the Dynamic Reference Formula

Now, create a dynamic formula that references either the Toon or Tone table based on the user's selection in cell B2. Select the cell range B3 to D10. Enter the following formula and press enter:

IF(LEN(B2)4,INDIRECT("'"B2"'![@[Character]]"), "")

This formula checks the length of the string in cell B2. If the length is 4 (which typically matches the table name "Toon"), it uses INDIRECT to refer to the corresponding table. If not, it returns an empty string.

Testing the Dynamic Reference

Finally, test the dynamic reference by changing the value in cell B2 from "Toon" to "Tone" and vice versa. Observe how the data in the cell range B3 to D10 changes accordingly.

Important Notes

Version Differences: The behavior of dynamic references might vary slightly between versions of Excel. Ensure that your version, such as Excel 2007, supports the formula as described. Table Tab Names: Make sure the tab names of the tables are correctly named, i.e., Toon and Tone. Dynamic References Compatibility: The example provided uses a simple IF and INDIRECT combination. If you are working in a more complex scenario, you might need to adjust the formula accordingly.

Conclusion

This article has demonstrated how to create dynamic table references in Excel, specifically using the IF and INDIRECT functions. By following these steps, you can efficiently manage data from multiple tables based on user input, enhancing the flexibility and functionality of your Excel workbook.

Additional Resources

For more advanced dynamic references and other Excel tips, visit the following links:

ExcelJet - Dynamic Column Reference Chandoo - Indirect Function Tips Tricks