Tag Archives: hidden columns

How to: uncover Excel data only revealed by a drop-down menu

Sometimes an organisation will publish a spreadsheet where only a part of the full data is shown when you select from a drop-down menu. In order to get all the data, you’d have to manually select each option, and then copy the results into a new spreadsheet.

It’s not great.

In this post, I’ll explain some tricks for finding out exactly where the full data is hidden, and  how to extract it without getting Repetitive Strain Injury. Here goes…

The example

fire data dropdown

To get the data from this spreadsheet you have to select 51 different options from a dropdown menu

The spreadsheet I’m using here is pretty straightforward: it’s a list of the populations for each fire and rescue authority in the UK (XLS). These figures are essential for putting any story about fires into context (giving us a per capita figure rather than just whole numbers) — and yet the authority behind the spreadsheet has made it very difficult to extract those numbers. Continue reading