Create Drop Down Lists in Excel using Data Validation

In this article, you will learn how to make Excel drop down list from another workbook. While working on reports, you can make reports more secure so that no one can intentionally or unintentionally make any changes to your drop down lists.

The drop down list will be helpful for the end user to select the item from the drop down list rather than typing in Excel.

You can make a drop down menu in Excel, using a list from another workbook as the source. To do this, you need to create 2 name ranges; one in the source file and another in the Main file where you want to use the Data Validation list.

How to insert drop down list in Excel?

To create drop down list, let’s take an example to understand:

We have students name list, we will create drop down list for student name list.

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First we will create a name range. Follow below given steps:

  • Open the file that contains the source list (Source.xlsx in this example) and create a name range for the entries you want to include in your drop down list, e.g. Student_list

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  • Select the cell where you want to insert drop down list
  • Go to Data Tab > Data Validation

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  • Data validation dialog box will appear
  • Select List (allow drop down list) > Enter range name (student_list)

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  • Click OK
  • Now you will see the button in the cell, this is drop down list
  • Click on the button, you will get student list, from where you can pick any name from the list

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In this way, we can create drop down list or pick list in Microsoft Excel by using Data Validation option.


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Find out some more Data Validation articles:-

How to edit a drop down list in Excel?

How to delete drop down list?

How to apply Conditional Formatting in drop down list?

How to create dependent drop down list?

How to create multiple dropdown List without repetition using named ranges?


Video:How to create Drop Down list with Data Validation in Excel

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