How to Insert a Drop-down List in Excel?

How to Insert a Drop-down List in Excel?

Welcome to the world of Excel, where you learn all the steps needed to create the drop-down list! Working with spreadsheets and Excel can be tricky, mainly because there is so much to remember. But if you want to master creating an Excel drop-down list, you have landed on the right page. With just a few simple and quick steps, you can quickly transform your spreadsheets into very user-friendly books. 

So grab your mouse, and jump into the world of sheets to learn how to create a drop-down list in Excel!

What is the Excel Drop-Down Menu?

The drop-down menu in Excel is used to enter data in a spreadsheet-defined list of items. When you click on the cell, an arrow pops up, allowing you to choose from a list of options. The prominent reason users add a drop-down list in Excel is to limit the options for different users, prevent any mistakes, and assist in quickly entering the data. 

How to Create a Drop-Down List in Excel?

How to Create a Drop-Down List in Excel?

If you need to create a drop-down list in Excel, here’s what you need to do:

  1. Start by selecting the cells where you want the drop-down list to appear. Now this can either be a single cell or a whole column. 
  2. Under the data category, go to the Data Tools group and then click on Data Validation. 
  3. In the Data Validation box that pop’s up, make sure to follow the upcoming steps. 
  4. Select the List option in the Allow box. 
  5. Now, in the present source box, start typing the items you want to add. It could be the names of employees or any items, but make sure there is space in between, or a comma separates them. 
  6. You can select the cells that contain the names of all the items you want in the list. 
  7. After typing or selecting the cells, make sure to check the In-cell dropdown box. 
  8. Select the Ignore blank option, and choose on the basis of your empty cells.  
  9. Then after you’re done, click OK. 

You have now created a drop-down list on your Excel spreadsheet

How to Create a Drop-down Menu From a Range of Cells

To add a drop-down list to your spreadsheets using cell ranges, follow the steps below:

  1. Start preparing a list of all the items you want in your drop-down menu. 
  2. Choose the range of cells wherever you want the drop-down to appear. 
  3. Go to the data category, and then choose the list option. 
  4. Now, choose the range of cells with your items using the source box. 
  5. Click on the OK to apply the drop-down list on your range of cells. 

How to Create a Drop-Down Menu With a Named Range

How to Create a Drop-Down Menu With a Named Range

For a named range, you need to follow the steps stated below:

  1. Come up with all the items that you can write in the cells vertically. 
  2. Now sort the items alphabetically or in the order from the drop-down menu. 
  3. Now create a named range by choosing the cells and then write your name in the name box. 
  4. Now select the cells where the drop-down menu appears at. 
  5. In the Data Validation dialog box, choose List from the Allow box. 
  6. The source box can start with an equals sign and then type the range’s name, Names, Quantity, and Ingredients. 
  7. Click on OK and then apply the drop-down list on your cells. 

Creating a Yes And No Drop-Down in Excel

If you want to create a yes or no drop-down menu in Excel, you will have to follow the steps we have stated below:

  1. Start by selecting the cells that you want the drop-down list to. 
  2. Now click on Data Validation. 
  3. In the source box, you add a Yes or No and make sure there is a comma in between. 
  4. Save the list by clicking OK, and then the drop-down menu with a yes and no will appear. 

Bottom Line

In conclusion, understanding the process for inserting a drop-down list in Excel is an essential skill that can significantly boost the potential of your spreadsheet. Drop-down lists let you make dynamic, user-friendly data entry fields that will improve the productivity and organization of your spreadsheets. Drop-down lists are an easy yet effective way to manage enormous datasets, create forms, or make data entry easier for others. 

So embrace this helpful feature and use it to your advantage to turn your spreadsheets into tidy, practical workstations.

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Abdul Wahab is a Software Engineer by profession and a Tech geek by nature. Having been associated with the tech industry for the last five years, he has covered a wide range of Tech topics and produced well-researched and engaging content. You will mostly find him reviewing tech products and writing blog posts. Binge-watching tech reviews and endlessly reading tech blogs are his favorite hobbies.