Create a drop-down list

Create a drop-down list Show All

To make data entry easier, or to limit entries to certain items that you define, you can create a drop-down list that

gets its choices from cells elsewhere on the worksheet.

Type the entries for the drop-down list in a single column or row. Do not include blank cells in the list.

If you type the list on a different worksheet from the data entry cell, define a name (name: A word or string of characters that represents a cell, range of cells, formula, or constant value. Use easy-to-understand names, such as Products, to refer to hard to understand ranges, such as Sales!C20:C30.) for the list.

Select the cell, range of cells, or nonadjacent selections (nonadjacent selection: A selection of two or more cells or ranges that don't touch each other. When plotting nonadjacent selections in a chart, make sure that the combined selections form a rectangular shape.) that you want to name.

Click the Name box at the left end of the formula bar (formula bar: A bar at the top of the Excel window that you use to enter or edit values or formulas in cells or charts. Displays the constant value or formula stored in the active cell.)

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Name box

Type the name for the cells.

Press ENTER.

Note You cannot name a cell while you are changing the contents of the cell.

If you type the list in a different workbook, define a name with an external reference to the list.

Open the workbook that contains the list of drop-down entries.

Open the workbook where you want to validate cells, point to Name on the Insert menu, and then click Define.

In the Names in workbook box, type the name.

In the Refers to box, delete the contents, and keep the insertion pointer in the box.

On the Window menu, click the name of the workbook that contains the list of drop-down entries, and then click the worksheet that contains the list.

Select the cells containing the list.