Excel 2010 Bible

Chapter 25: Using Data Validation

573

Creating a Drop-Down List

Perhaps one of the most common uses of data validation is to create a drop-down list in a cell.

Figure 25.4 shows an example that uses the month names in A1:A12 as the list source.

FIGURE 25.4

This drop-down list (with an Input Message) was created using data validation.

To create a drop-down list in a cell

1. Enter the list items into a single-row or single-column range. These items will appear
   in the drop-down list.


2. Select the cell that will contain the drop-down list and then access the Data
   Validation dialog box (choose Data ➪ Data Tools ➪ Data Validation).


3. From the Settings tab, select the List option (from the Allow drop-down list) and
   specify the range that contains the list, using the Source control.


4. Make sure that the In-Cell Dropdown check box is selected.


5. Set any other Data Validation options as desired.


6. Click OK. The cell displays an input message (if specified) and a drop-down arrow when
   it’s activated. Click the arrow and choose an item from the list that appears.

Tip
If you have a short list, you can enter the items directly into the Source control of the Settings tab of the Data
Validation dialog box. (This control appears when you choose the List option in the Allow drop-down list.) Just
separate each item with list separators specified in your regional settings (a comma if you use the U.S. regional
settings). n

New
In previous versions of Excel the range that contains the list must be on the same worksheet as the cell that
contains the data validation. That restriction was removed in Excel 2010. The list range can be on any work-
sheet in the workbook. n