There are times when you would like to restrict the data that is being entered into a range of cells in MS Excel to a predefined list of values. This makes it more efficient and much easier for the person who is entering the data. Not only that, but it really narrows the margin for errors.
It couldn’t be easier to create a custom down-down list in Excel.
Follow the steps below to learn how:
- Enter a list of values you would like to use for your drop-down list someplace in your workbook.
- Select the range of cells you have just entered and type a name for your list in the Name box, which is to the left of the Formula Bar. Please note that the name must begin with a letter and have no spaces (i.e. Class_Selections).
- Click Enter.
- Select the range of cells where you would like the drop-down list to be activated in your workbook.
- Click on the Data tab and click the Data Validation button in the Data Tools group.
- Click the Settings tab.
- From the Allow drop-down menu, select List.
- In the Source box, enter an equal sign and the name you gave to your list.
- Click OK.
Extra! You can also access your drop-down list without using your mouse. When the active cell is in the input range, hold down your ALT key and use the down arrow key.