How to Create a Drop Down List in Excel

Step-by-Step Guide

1. 1

   Step 1: Open the Excel document in which you want to create a drop-down list.

   Each item should reside in its own cell, and be displayed in the same column.
   
   For example, if you're creating a drop-down menu that contains a list of sports, type "baseball" in cell A1, "basketball" in cell A2, "football" in cell A3, and so on. ,, Select Name, then select Define. ,,, The Data Validation menu will then appear on your screen. ,, For example, if you named your drop-down items "Sports," then type "=Sports."
   
   ,, , This will prevent users from entering data that is not part of your drop-down list.
   
   If you want users to have the ability to enter their own data into the drop-down list, then omit the checkmark from this field. ,
2. 2

   Step 2: Go to a blank or new sheet within the Excel document.

3. 3

   Step 3: Type a list of items you want displayed in your drop-down list.

4. 4

   Step 4: Select all of the cells that contain the drop-down items you entered.

5. 5

   Step 5: Click on the Insert Menu.

6. 6

   Step 6: Type a name for your drop-down items in the "Name" field

7. 7

   Step 7: then click on "OK." The name you choose will be for reference only

8. 8

   Step 8: and will not be displayed in your Excel spreadsheet.

9. 9

   Step 9: Click directly on the cell in your spreadsheet in which you want the drop-down list to appear.

10. 10

    Step 10: Click on the "Data" button

11. 11

    Step 11: and select "Data Validation."

12. 12

    Step 12: Click on the "Settings" tab

13. 13

    Step 13: then select "List" from the "Allow" drop-down menu.

14. 14

    Step 14: Go to the "Source" box

15. 15

    Step 15: and type an equals sign

16. 16

    Step 16: followed by the name you chose for your drop-down list.

17. 17

    Step 17: Place a checkmark next to "In-cell dropdown."

18. 18

    Step 18: Place a checkmark next to "Ignore blank" if you want to provide users with the option to select none of the items in your drop-down list.

19. 19

    Step 19: Click on the tab labeled "Error Alert."

20. 20

    Step 20: Place a checkmark next to "Show error alert after invalid data is entered."

21. 21

    Step 21: Click on "OK." Your drop-down list will now be made available in your spreadsheet.

Detailed Guide

About the Author