How To Create a Dropdown List in Excel (in Simple Steps)

Learn how to create a dropdown list in Excel using the Data Validation feature in simple and quick steps.

If you have a set of pre-defined values that you want users to enter in cells, you can use Excel’s Data Validation feature to create a drop-down list. Once the dropdown list is set up, you can select the value from a dropdown instead of typing it manually. The added benefit is that Excel will also validate manually entered entries and flag those that are not in the predefined list.

In this quick and easy guide, I’ll show you the steps to create a dropdown list in Microsoft Excel. Let’s get started.

Before You Start

• The steps below are tested to work in Excel 2019, 2021, and 365.

Steps to Create a Dropdown List in Excel

1. Open the Excel workbook.
2. Select the cells, column, or row for which you want to add the dropdown list.
3. Go to the “Data” tab at the top.
4. Click the “Data Validation” option.
5. Go to the “Settings” tab.
6. Select “List” from the “Allow” dropdown.
7. Select the “Source” field and enter the values you want to appear in the list, separated by commas.
8. Click “OK“.
9. With that, you’ve created a dropdown list in Excel.
10. To use it, select the cell, click the drop-down arrow that appears next to it, and pick a value from the list.

Detailed Steps (With Screenshots)

First, open the Excel workbook by double-clicking on the file. Once the workbook opens, select the cells, column, or row for which you want to add a dropdown menu. Next, go to the “Data” tab on the top ribbon menu and then click the “Data Validation” option in the “Data Tools” section.

The above action opens the “Data Validation” dialog. Ensure you are in the “Settings” tab and select “List” from the “Allow” dropdown menu.

Next, select the “Source” field and enter the comma-separated values that you want to appear in the list. Alternatively, if you already have the values in cells, you can select the cell range with your mouse.

Make sure the “Ignore blank” and “In-cell dropdown” checkboxes are selected and click “OK“.

That is all. With that, you’ve created and added the dropdown list in Excel. From now on, you can select the cell, click the drop-down arrow next to it, and choose a value. You can also type a value manually. As long as the value you enter matches one of the items in the list, Excel won’t complain.

If you have any questions or need help, comment below. I’ll be happy to assist.