XL: How to Use the Forms Controls on a Worksheet

ID: Q142135

The information in this article applies to:

SUMMARY

Microsoft Excel provides several controls for dialog sheets. These controls can be used on worksheets to help you select data. For example, drop-down boxes, list boxes, spinners, and scroll bars are useful for selecting items from a list.


MORE INFORMATION

By adding a control to a worksheet and linking it to a cell, you can return a numeric value for the current position of the control. You can use that numeric value in conjunction with the INDEX function to select different items from the list.

The following procedures demonstrate the use of drop-downs, list boxes, spinners, and scroll bars. The examples use the same list, cell link, and Index function.

To Set Up the List, Cell Link, and Index

  1. In a new worksheet, type the following items in the range H1:H20: 

    
      H1 : Roller Skates
      H2 : VCR
      H3 : Desk
      H4 : Mug
      H5 : Car
      H6 : Washing Machine
      H7 : Rocket Launcher
      H8 : Bike
      H9 : Phone
      H10: Candle
      H11: Candy
      H12: Speakers
      H13: Dress
      H14: Blanket
      H15: Dryer
      H16: Guitar
      H17: Dryer
      H18: Tool Set
      H19: VCR
      H20: Hard Disk


  2. In cell A1, type the following formula:

    =INDEX(H1:H20,G1,0)


List Box Example

  1. On the Forms toolbar, click the List Box button and create a list box that covers cells B2:E10.

    If the Forms toolbar is not visible in Excel 97 and Excel 98 Macintosh Edition, point to Toolbars on the View menu, and then click Forms. In earlier versions, click Toolbars on the View menu, select the Forms toolbar check box, and click OK.


  2. In Excel 97 and Excel 98 Macintosh Edition, click Control on the Format menu. In earlier versions, click Object on the Format menu. Click the Control tab, type the following information, and click OK:

    a. To specify the range for the list, type "H1:H20" (without the quotation marks) in the Input Range box.

    b. To put a number value in cell G1 (depending on which item is selected in the list), type "G1" (without the quotation marks) in the Cell Link box.

    NOTE: The INDEX() formula uses the value in G1 it to return the proper list item.



    c. Under Selection Type, make sure that the Single option is selected. Click OK.

    NOTE: The Multi and Extended options are only useful when you are using a Visual Basic for Applications procedure to return the values of the list. Note also that the 3D Shading check box adds a three-dimensional look to the list box.


The list box should display the list of items. To use the list box, click any cell to unselect the list box. When you click an item in the list, cell G1 is updated to a number indicating the position of the item selected in the list. The INDEX formula in cell A1 uses this number to display the item's name.

Drop-Down Box Example

  1. In Excel 97 or Excel 98 Macintosh Edition, click the Combo Box button on the Forms toolbar. In earlier versions, click the Drop-Down button on the Forms toolbar. Create an object that covers cells B2:E2.


  2. In Excel 97 and Excel 98 Macintosh Edition, click Control on the Format menu. In earlier versions, click Object on the Format menu. Click the Control tab, type the following information, and click OK:

    a. To specify the range for the list, type "H1:H20" (without the quotation marks) in the Input Range box.

    b. To put a number value in cell G1 (depending on which item is selected in the list), type "G1" (without the quotation marks) in the Cell Link box.

    NOTE: The INDEX formula uses the value in G1 it to return the proper list item. c. In the Drop-Down Lines box, type "10" (without the quotation marks). Ignore this step if you are using Excel for the Macintosh.

    This entry determines how many items will be displayed before it is necessary to use a scroll bar to view the other items. Click OK.

    NOTE: The 3D Shading check box is optional; it adds a three- dimensional look to the drop-down or combo box.


The drop-down or combo box should display the list of items. To use the drop-down or combo box, click any cell to unselect the object. When you click an item in the drop-down or combo box, cell G1 is updated to a number indicating the position in the list of the item selected. The INDEX formula in cell A1 uses this number to display the item's name.

Spinner

  1. On the Forms toolbar, click the Spinner button, and create a spinner that covers cells B2:B3. Size the spinner to be about one fourth of the width of the column.


  2. In Excel 97 and Excel 98 Macintosh Edition, click Control on the Format menu. In earlier versions, click Object on the Format menu. Click the Control tab, type the following information, and click OK:

    a. In the Current Value box, type "1" (without the quotation marks). This value initializes the spinner so the INDEX formula will point to the first item in the list.

    b. In the Minimum Value box, type "1", without quotes. This value restricts the top of the spinner to the first item in the list.

    c. In the Maximum Value box, type "20" (without the quotation marks). This number specifies the maximum number of entries in the list.

    d. In the Incremental Change box, type "1" (without the quotation marks). This value controls how much the spinner control increments the current value.

    e. To put a number value in cell G1 (depending on which item is selected in the list), type "G1" (without the quotation marks) in the Cell Link box. Click OK.


Click any cell to deselect the spinner. When you click the up or down control on the spinner, cell G1 is updated to a number indicating the current value of the spinner plus or minus the incremental change of the spinner. This number then updates the INDEX formula in cell A1 to show the next or previous item. The spinner value will not change if the current value is 1 and you click the down control or if the current value is 20 and you click the up control.

Scroll Bar

  1. Click the Scroll Bar button on the Forms toolbar and create a scroll bar that covers cells B2:B6 in height and is about one fourth of the width of the column.


  2. In Excel 97 and Excel 98, click Control on the Format menu. In earlier versions, click Object on the Format menu. Click the Control tab, type the following information, and click OK:

    a. In the Current Value box type "1" (without the quotation marks). This initializes the scroll bar so the INDEX formula will point to the first item in the list.

    b. In the Minimum Value box, type "1" (without the quotation marks). This value restricts the top of the scroll bar to the first item in the list.

    c. In the Maximum Value box, type "20" (without the quotation marks). This number specifies the maximum number of entries in the list.

    d. In the Incremental Change box, type "1" (without the quotation marks). This value controls how many numbers the scroll bar control increments the current value.

    e. In the Page Change box type "5" (without the quotation marks). This entry controls how much the current value will be incremented if you click inside the scroll bar on either side of the scroll box).

    f. To put a number value in cell G1 (depending on which item is selected in the list), type "G1" (without the quotation marks) in the Cell Link box. Click OK.

    NOTE: The 3D Shading check box is optional; it adds a three- dimensional look to the scroll bar.


Click any cell to unselect the scroll bar. When you click the up or down control on the scroll bar, cell G1 is updated to a number indicating the current value of the scroll bar plus or minus the incremental change of the scroll bar. This number is used in the INDEX formula in cell A1 to show the item next or previous to the current item. You can also drag the scroll box to change the value or click in the scroll bar on either side of the scroll box to increment it by 5 (the Page Change value). The scroll bar will not change if the current value is 1, and you click the down control, or if the current value is 20, and you click the up control.


REFERENCES

Microsoft Excel 97



For more information about Adding Controls to a Worksheet, click the Index Tab in Microsoft Excel Help, type the following text 


   forms toolbar


and then double-click the selected text to go to the "Add buttons, check boxes or other controls to a worksheet" topic.

Additional query words: xl97 8.00 dropdown 


Keywords          : kbualink97 xlui xlformula 
Version           : WINDOWS:5.0,5.0c,7.0,7.0a,97; MACINTOSH:5.0,5.0a,98
Platform          : MACINTOSH WINDOWS 
Issue type        : kbhowto kbinfo

Last Reviewed: April 21, 1999