Creating a Drop Down List in Excel

A drop down list allows you to enter data into an Excel spreadsheet from a preset list of entries. This can be done to make data entry easier or to limit the number of acceptable choices.

Type 1: Using a Drop Down List for Data Entry

1. Enter the following data into cells.
• A1 - Liverpool
• A2 - Real Madrid
• A3 - Juventus
• A4 - Bayern Munich
• D2 - Club Name:
2. Click on cell E2 - the location where the results will be displayed.
3. Click on the Data tab.
4. Click on the Data Validation option from the ribbon to open the menu.
5. Click on the Data Validation in the menu to bring up the dialog box.
6. Click on Settings tab in the dialog box.
7. From the Allow menu choose List.
8. Click on the Source line in the dialog box.
9. Drag select cells A1 - A4 in the spreadsheet. 
10. Click OK in the dialog box.
11. A down arrow should appear next to cell E2.
12. When you click on the arrow the drop down list should open to display the four club names.

Type 2: Using Data on a Different Worksheet for the Drop Down List

1. Enter the following data into the correct cells on Sheet 1 or a worksheet:
• E1 - Best Soccer Clubs
• D2 - Club Name: 
2. Click on the Sheet tab for Sheet 2.
3. Enter the following data into the correct cells on Sheet 2 or a worksheet:
• A1 - Liverpool
• A2 - Real Madrid
• A3 - Juventus
• A4 - Bayern Munich
4. Drag select cells A1 - A4 on Sheet 2. 
5. Type " clubs" (without the quotes) in the Name Box and press the ENTER key on the keyboard.
6. Click on the Sheet tab for Sheet 1.
7. Click on cell E2 - the location where the results will be displayed.
8. Click on the Data tab.
9. Click on the Data Validation option from the ribbon to open the menu.
10. Click on the Data Validation in the menu to bring up the dialog box.
11. Click on Settings tab in the dialog box.
12. From the Allow menu choose List.
13. Type " =clubs" (without the quotes) on the Source line in the dialog box.
14. Click OK in the dialog box.
15. A down arrow should appear next to cell E2.
16. When you click on the arrow the drop down list should open to display the four club names.