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How to create drop-down list in Excel like a Pro?

1/3/2019

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Drop-down list in Excel
The drop-down list is the great way to organize and sort the information in your office.

The excel drop-down list is used to enter the data in the cells from the pre-defined list.
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The main function of the drop-down list is to limit the number of inputs and prevent the user from making mistakes and enter the data fast.
In this tutorial, I will discuss the number of ways of making the drop-down list:

Creating drop-down list with comma separated entries

​This is one of the easiest and the fastest ways to create the drop-down list. It is generally used when you want to create a questionnaire for your clients or the customers or for the staff.

You can create the drop-down list using this method and can make it attractive and easy to use for them.

Step:1 Select a cell or range for the drop-down list:
​
Just write the questions which you want to be answered by them in the following format as shown in the screenshot below:
Selecting range of cells
Selecting range of cells for the drop-down list.
​After that select every cell next to the questions in order to make a drop-down list.

Step 2: Use data validation to create drop-down list:

The next step after selecting the cells is to go to the data validation and click on it as follows:
  • Data> Data validation

Creating list using data validation
Step 3: Select the options and type the entries:
  • On clicking the data validation, the new window will pop up asking you to select the validation criteria:
  • Under “Allow” select the List tick “Ignore blank” and “In-cell drop-down”
  • In the “Source” field, you can type your options like:Daily, alternate days, weekly, once in 15 days

All the procedure is shown in the screenshot below:
Typing entries for drop-down list
Step 4: ​Your drop-down list is ready in no time:

Now when you click the OK tab after entering the values, the drop-down list is created in your selected cells.
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The users can select the options of their choice from the drop-down box.
Drop-down list is ready

Creating drop-down list based on named range

Creating this type of drop-down list may take time but once created it is very easy to implement it anywhere in the excel worksheet.

Let us know to create this type of list.
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Step 1: Type the entries of the drop-down list like I have typed in the screenshot shown below:
Type the entries for the drop-down list
The next step would be to give the name to the list.

It can be done as follows:
  • Select the list
  • Right click them and then choose the Define name from the context menu or alternatively, you can press Ctrl + F3.
  • The following window will open, asking you to define the name of the selected list. Give the name to the list like I have given it “Fruits” in the Name field mentioned below. 
Naming the drop-down list
{Please make sure that your name range doesn’t include space or hyphens, you can use underscore (_) instead}
  • Also don’t forget to mention the correct range in the Refers to: field
  • After that press OK

The next step would be to select the cell for the drop-down list 

You can select the range of cells or the entire column to create the drop-down list.
I have selected the single cell in the following screenshot:
Selecting cell for the list
After that apply data validation to the selected cell:

On the Excel ribbon look for Data tab and then click the Data validation. The process is shown in the following screenshot:
Apply data validation
Write the name and configure the options:

In the data validation window under the settings tab, choose the following options:
  • Under Allow field choose List
  • Tick Ignore blank and In-cell dropdown
  • Under Source field, type the name of your list starting with = sign, for example =Fruits
  • Finally, click the OK button to create your dropdown list.
Write name and configure options
Your list is ready:
Picture
Thank you :)
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