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How to take dropdown in excel?

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Answer # 1 #

Drop-down lists in Excel are helpful if you want to be sure that users select an item from a list, instead of typing their own values.

To create a drop-down list in Excel, execute the following steps.

1. On the second sheet, type the items you want to appear in the drop-down list.

Note: if you don't want users to access the items on Sheet2, you can hide Sheet2. To achieve this, right click on the sheet tab of Sheet2 and click on Hide.

2. On the first sheet, select cell B1.

3. On the Data tab, in the Data Tools group, click Data Validation.

The 'Data Validation' dialog box appears.

4. In the Allow box, click List.

5. Click in the Source box and select the range A1:A3 on Sheet2.

6. Click OK.

Result:

Note: to copy/paste a drop-down list, select the cell with the drop-down list and press CTRL + c, select another cell and press CTRL + v.

7. You can also type the items directly into the Source box, instead of using a range reference.

Note: this makes your drop-down list case sensitive. For example, if a user types yes, an error alert will be displayed.

You can also create a drop-down list in Excel that allows other entries.

1. First, if you type a value that is not in the list, Excel shows an error alert.

To allow other entries, execute the following steps.

2. On the Data tab, in the Data Tools group, click Data Validation.

The 'Data Validation' dialog box appears.

3. On the Error Alert tab, uncheck 'Show error alert after invalid data is entered'.

4. Click OK.

5. You can now enter a value that is not in the list.

You can add or remove items from a drop-down list in Excel without opening the 'Data Validation' dialog box and changing the range reference. This saves time.

1. To add an item to a drop-down list, go to the items and select an item.

2. Right click, and then click Insert.

3. Select "Shift cells down" and click OK.

Result:

Note: Excel automatically changed the range reference from Sheet2!$A$1:$A$3 to Sheet2!$A$1:$A$4. You can check this by opening the 'Data Validation' dialog box.

4. Type a new item.

Result:

5. To remove an item from a drop-down list, at step 2, click Delete, select "Shift cells up" and click OK.

You can also use a formula that updates your drop-down list automatically when you add an item to the end of the list.

1. On the first sheet, select cell B1.

2. On the Data tab, in the Data Tools group, click Data Validation.

The 'Data Validation' dialog box appears.

3. In the Allow box, click List.

4. Click in the Source box and enter the formula: =OFFSET(Sheet2!$A$1,0,0,COUNTA(Sheet2!$A:$A),1)

Explanation: the OFFSET function takes 5 arguments. Reference: Sheet2!$A$1, rows to offset: 0, columns to offset: 0, height: COUNTA(Sheet2!$A:$A) and width: 1. COUNTA(Sheet2!$A:$A) counts the number of values in column A on Sheet2 that are not empty. When you add an item to the list on Sheet2, COUNTA(Sheet2!$A:$A) increases. As a result, the range returned by the OFFSET function expands and the drop-down list will be updated.

5. Click OK.

6. On the second sheet, simply add a new item to the end of the list.

Result:

To remove a drop-down list in Excel, execute the following steps.

1. Select the cell with the drop-down list.

2. On the Data tab, in the Data Tools group, click Data Validation.

The 'Data Validation' dialog box appears.

3. Click Clear All.

Note: to remove all other drop-down lists with the same settings, check "Apply these changes to all other cells with the same settings" before you click on Clear All.

4. Click OK.

Want to learn even more about drop-down lists in Excel? Learn how to create dependent drop-down lists.

1. For example, if the user selects Pizza from a first drop-down list.

2. A second drop-down list contains the Pizza items.

3. But if the user selects Chinese from the first drop-down list, the second drop-down list contains the Chinese dishes.

You can also store your items in an Excel table to create a dynamic drop-down list.

1. On the second sheet, select a list item.

2. On the Insert tab, in the Tables group, click Table.

3. Excel automatically selects the data for you. Click OK.

4. If you select the list, Excel reveals the structured reference.

5. Use this structured reference to create a dynamic drop-down list.

Explanation: the INDIRECT function in Excel converts a text string into a valid reference.

6. On the second sheet, simply add a new item to the end of the list.

Result:

Note: try it yourself. Download the Excel file and create this drop-down list.

7. When using tables, use the UNIQUE function in Excel 365/2021 to extract unique list items.

Note: this dynamic array function, entered into cell F1, fills multiple cells. Wow! This behavior in Excel 365/2021 is called spilling.

8. Use this spill range to create a magic drop-down list.

Explanation: always use the first cell (F1) and a hash character to refer to a spill range.

Result:

Note: when you add new records, the UNIQUE function automatically extracts new unique list items and Excel automatically updates the drop-down list.

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Nusrat Action:
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Answer # 2 #
  • Step 1: Select the Cell. Select the cell where you want to create the drop-down list.
  • Step 2: Use the Shortcut. Press "Alt + D + L" on your keyboard.
  • Step 3: Enter the List Source.
  • Step 4: Click OK.
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Itechxon zeoer
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Answer # 3 #

We used a comma-delimited list in the previous video.

You might use such a list if there are just a few values, and they are unlikely to change.

If you need to change the list entries, such as adding and deleting entries, this type of drop-down list is more time consuming to manage.

We'll cover managing drop-down lists in video 4.

A comma-delimited list is also case sensitive.

This can be a problem when someone types an entry instead of picking it from the list.

For example, typing YES in all capital letters returns an error, if error messages are enabled, which is the default.

To avoid the problem, let's use a cell range for the entries in the drop-down list.

Select a cell where you want a drop-down list.

Click the DATA tab, and click Data Validation.

In the Data Validation dialog, set Allow to List; this enables a list in the cell.

Leave In-cell drop-down selected; this enables a drop-down list in the cell.

Leave Ignore blank selected; we'll cover this in the next video.

To provide the options in your drop-down list, click in Source and select the cell range that contains the options.

It can be on a different worksheet, as in this example, giving you greater flexibility in configuring and protecting the worksheets. We'll cover this in video 4.

The range must be a single row or column, and click OK.

Verify the cell contains a drop-down list with the options provided by the cell range.

To use this drop-down list in other locations, copy it to other cells.

Select the cell.

If it shows a text or number entry, press Delete to clear it.

This way, text and numbers won't appear in the destination cells, so it doesn't seem like an entry was already selected.

You can use the keyboard shortcut Ctrl+C to copy the cell.

Then select the destination cells and press Ctrl+V to paste it.

These cells now have the drop-down list.

A named range, such as Fruits, is easier to remember than a cell range, such as A2:A37.

To use a named range for the options in your drop-down list, you start by creating one.

Select the cell range you want to name.

In the name box, type the name you want for the range. For example, "_Veggies".

The first character of a name must be a letter or an underscore.

The rest of the name can be letters, numbers, periods, and underscores.

A name can't have spaces.

And you can't use predefined statements, such as true or false, or cell references, such as A1.

When you select the cells of a named range, you'll see the name in the name box.

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Chandrahaas Ratti
Real Estate Lawyer
Answer # 4 #

Select a cell where you want a drop-down list. Click the DATA tab, and click Data Validation. In the Data Validation dialog, set Allow to List; this enables a list in the cell. Leave In-cell drop-down selected; this enables a drop-down list in the cell.

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Guido Der
Chief People Officer
Answer # 5 #

Whether you're running a business or running a home, keeping things organized is key to success. There are tons of apps and websites to help you stay organized nowadays and, though I've tried many, I always come back to old faithful Microsoft Excel.

Also: How to add a drop down list in Google Sheets

Microsoft Excel is more than a computer program your parents used at their desk jobs. When used effectively, it can be a rewarding tool in your arsenal, whether you're a business owner, a professional, need to manage your household finances or schedule, or simply need a budget. Drop-down lists are one way to simplify data input within Excel, which is helpful where time is money.

Creating a yes/no drop-down in Excel uses the process we followed for the example above. All you need to do is follow these steps:

No formula is needed to create drop-down lists in Excel. All you need to do is change how the data is added to the cell from typing in text to selecting from your list by going to Data Validation within the toolbar.

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Shakti Mathew
MANAGER LABOR RELATIONS