Creating a drop-down list in Microsoft Excel

 Mar 25, 2014

Nothing looks more clever than a drop-down list of options for people to choose from in your Microsoft Excel spreadsheet. Drop-down lists also makes data entry easier, more accurate and consistent. You can create your own drop-down list by using the data validation rule in your spreadsheet.

How to create a simple drop-down list in Microsoft Excel

  1. Select the cell(s) that you want the drop-down list to be applied to.
  2. Choose the ‘Data’ tab in the ribbon and click the ‘Data Validation’ button.
  3. From the ‘Allow’ drop-down list, choose ‘List.’
  4. In the ‘Source’ box, enter the items that you want in the drop-down list separated by commas.
  5. Click OK.

Create a drop-down list in Microsoft Excel

In the above example, it is unlikely that the list will ever need to change. However, if the list does need to be updated, it is a good idea to put the list on the worksheet and define it as a table so that the entries added later are automatically added to the drop-down list. To create a drop-down list of changing entries, simply follow the steps below.
  1. Enter the list into the cells.
  2. Define the list as a ‘Table’ by going to the ‘Insert’ tab and clicking the ‘Table’ button.
  3. Refer to the ‘Table’ as the ‘Source’ of the ‘List.’

Creating a drop-down list in Microsoft Excel

As additional entries are made, the table expands and the new entries appear in the drop-down list. Pretty simple, right? If you’d like to find out more about the data validation rule and other advanced features in Microsoft Excel, I recommend that you take a look at New Horizons’ Microsoft Excel training programs.

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About the Author:

Ben Kirk  

With over 16 years of experience working as a Desktop Applications specialist for a number of large education services providers, Ben is one of New Horizons most skilled and dynamic instructors. With his Advanced Diploma of Business Skills alongside his practical experience and expertise, Ben is able to provide insight and guidance to students at all skill levels across the entire Microsoft Office suite.

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