How to create a drop-down list in Excel

Implementing a drop-down list in Excel is a quick and efficient way to choose predefined data, saving time compared to manual entry. Drop-down lists are perfect for various purposes, such as inputting information into a form.

Here’s how to create a drop-down list using Microsoft Excel on both Windows and Mac.

Create a drop-down list by manually entering data

One of the simplest ways to create a drop-down list in Excel is by manually entering data. This method is effective for beginners and lists that don’t need frequent updates.

Step 1: Select the cell in the column where you want the drop-down list.

Step 2: Go to the Data tab and choose Data validation.

Step 3: Select List from the Allow menu.

Step 4: Enter the items you want in the drop-down list in the Source field, separated by commas.

Step 5: Click OK.

The selected cell will now have a functioning drop-down list with the entered information.

Create a drop-down list by selecting a range of cells

The most common way to create a drop-down list with multiple selections in Excel is by using a range of cells.

Step 1: Choose a column and enter the data for the drop-down list. This can be in the same or a separate spreadsheet.

Step 2: Type each entry in a separate cell of the column.

Step 3: Select the cell where you want the drop-down list to appear.

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