Drop-Down Using Data Validation in Microsoft Excel
This article demonstrates how to
create a drop-down list using either an absolute reference or a named range.
When creating forms, you can force the user to choose one of the options, thus
If you need what is called "conditional" or "cascading" drop-downs, where the
second dropdown is dependent upon the choice in the first drop-down, and so on,
you may want to try
Step 1. Create a list of options
from which to choose.
Start by first creating a list of
the drop-down choices you want to provide. Generally, when creating forms, you
may need to provide more than one drop-down. If you create these on a separate
worksheet, they are "out of the way" when your form is active. Because we use a
separate worksheet, however, we must use a named range for our options list. It
is not possible to use typical cell referencing when your option choices reside
on another worksheet. Because of this, we recommend you always use a named range
when creating this type of drop-down.
We chose department names for our
example. You can list as many as you like, but don't leave any spaces. Our
example contains the list of choices on a worksheet called "Data".
Tip. Make the first option in your list
"Choose" or "Pick from List" to provide directions to the user of the form.
Step 2. Name the range that
contains the options.
We then select our range of
options, and assign a name to the range by typing it into the Name box (that
drop-down just above column A in any worksheet), as shown below, and then hit
Enter. Alternatively, you can select the options, and choose from the menus
InsertàNameàDefine, and type the name there, and hit Enter.
Our sample has a named range
Step 3. Assign validation to the
On our "front-end" worksheetthat
is, the worksheet that contains the form, we provide a label for the drop-down
in B5. We put a nice heavy border on cell C5. Then, select cell C5 and choose
from the menu DataàValidation, and the Data Validation dialog appears. From
the Allow: drop-down, we choose List, as shown below:
We then type an equal sign,
followed by our range name, into the Source: box, as shown:
Tip. Don't forget the equal sign! If you
do, the only option that will appear in your dropdown is the word that you
Alternatively, if you have only
several options from which to choose, and they're not likely to change, you can
actually skip Step 1 and just type the list into the Source: box, separating
each option with commas, as shown below. When typing text options directly into
the Source: box, no equal sign is required.
Hit the OK button to apply the
Data Validation to your cell. Click on the cell to activate it again, and a
drop-down arrow appears next to your cell.
Step 4. Test to see that it
Click the drop-down arrow to view
your choices. Select one of the choices.
Check out the Input Message tab
of the Data Validation dialog. Any Input Message you provide is displayed as a
tool-tip when the cell is selected.
Tip. The arrow doesn't show unless the
cell is selected. There is no way to alter it to show the arrow using the Data
Use Conditional Formatting to
format the cell to have a colored background if it is blank. This lets the user
know that a choice is to be made.
Tip. Making the dropdown provide unique
options from a list that contains the same options multiple times requires
To "copy" the drop-down to other
cells, use the Format Painter.
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