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Hi Adeline. I am an Excel user like you.
I believe I have sorted out the issue you are having. You are entering different Data Validation lists for each row in your Sheet 1 based on the Project for that row. Then, when the data is sorted, the data will sort, but the Data Validation settings don't move with the sort. Here is a solution.
You need to set up your Data Validation lists based on Named Ranges that can be referenced based on the project name in that row. When the data is sorted the Data Validation will then look at whatever project name has moved into that row and will find the correct Data Validation for that project.
- Set up your Sheet 2 to identify your Named Ranges. Here is a Sample idea:
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Your Named Range names have to meet certain criteria like no spaces, etc. so I entered the name to use for a named range in Column B shown in yellow next to the Project name. This will be important because we will use a VLOOKUP for the project name to find the appropriate named range for the Data Validation list.
- Select all of the cells that will be used for the Named Range. I included ample cells for multiple possible entries. In my example the cells B2:B10 would be named Launch1, B:12:B20 would be named Launch2, and B22:B30 would be named Launch3. To name the range, select those cells and then in the upper corner of the screen where the active cell is shown click in that window and type the new Named Range and the hit Enter. Repeat for the other Named Ranges.
Note: It is extremely important that the spelling and Case of the Named Range and the name in B1, etc., match or Excel won't be able to find the Named Range later in the process.
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Now go back to Sheet 1 and select all of the cells in the Wave column that you want to add Data Validation. Open the Data Validation window, Choose List, and in the Source line enter this formula:
=INDIRECT(VLOOKUP(A2,Sheet2!$A$1:$B$30,2,FALSE))
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Adjust the formula as needed to the Sheet name and range that matches your sheet 2 data and click OK.
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Excel will now use the list associated with the Named Range for that project no matter what row the project is in after sorting.