How to Create a Drop Down List in Excel: (with Pictures)

Excel 2010, 2007, and 2003

1

Open the Excel file in which you want a drop-down list created.

2

Click on a blank or new sheet within your Excel file.

3

Enter a list of items you want displayed in your drop-down list. Each item should be entered into its own separate cell in just one column. For example, if you're creating a drop-down menu that contains a list of fruits, type "apple" in cell A1, "banana" in cell A2, "blueberry" in cell A3, and so on.

4

Select the cell range that contains all the drop-down items you entered.

5

Click within the "Name" box in your Excel toolbar, which is located to the left of the formula bar.

6

Type a name that describes the drop-down items into the "Name" box, then press "Enter. The name you choose will only be for your reference, and will not show up on your Excel spreadsheet.

7

Navigate to and click on the cell in your Excel document in which you want the drop-down list to display.

8

Click on the "Data" tab in your spreadsheet, and select "Data Validation" from the "Data Tools" group. The Data Validation dialog box will display on your screen.

9

Click on the "Settings" tab within the Data Validation dialog box.

10

Select "List" from the "Allow" drop-down box.

11

Go to the "Source" field, and type an equals sign, followed by the name of your drop-down list. For example, if your drop-down list is called "Fruits," then type "=Fruits."

12

Place a checkmark next to the field labeled "In-cell dropdown.

13

Place a checkmark next to the field labeled "Ignore blank" if you want users to have the option of selecting zero items from the drop-down list when they use the spreadsheet.

14

Click on the "Error Alert" tab.

15

Place a checkmark next to the field labeled "Show error alert after invalid data is entered. This option prevents users from entering unique data that does not appear within the drop-down list. If it's acceptable for users to enter unique data into the drop-down list, then leave this field blank.

16

Select "OK. The drop-down list will now be displayed within your spreadsheet.

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