Summary

To enable a dropdown with an "all" option you can use data validation for the dropdown list, and a formula based on IF, SUM, and SUMIF functions to calculate a conditional sum. In the example shown the formula in G5 is:

=IF(F5="all",SUM(qty),SUMIF(color,F5,qty))

where "color" (C5:C15) and "qty" (D5:D15) are named ranges.

Example

When F5 is selected, the following dropdown appears:

Dropdown sum with all option in action

When the user makes a selection, the correct sum is returned.

Generic formula

=IF(F5="all",SUM(D:D),SUMIF(C:C,A1,D:D))

Explanation 

The dropdown is set up with a simple data validation rule based on a "list":

Red,Blue,Green,All

The named ranges "color" (C5:C15) and "qty" (D5:D15) are for convenience only.

The formula in G5 performs a conditional sum based on the current dropdown selection in F5. The outermost function is an IF statement, which checks if the selection is "all":

=IF(F5="all",SUM(qty)

If so, the formula returns the sum of quantity column as a final result.

If F5 is any value except "all" (i.e. "red", "blue", or "green"), the logical test returns FALSE and IF routes the formula to the SUMIF function:

SUMIF(color,F5,qty)

SUMIF calculates a conditional sum based on the value in F5 and returns the result.

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Hi - I'm Dave Bruns, and I run Exceljet with my wife, Lisa. Our goal is to help you work faster in Excel. We create short videos, and clear examples of formulas, functions, pivot tables, conditional formatting, and charts.

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