Excel drop-down list

While typing items directly into the Data Validation dialog box works for short lists, it can get cumbersome for longer ones. A more efficient way is to use a range of cells as the source for your drop-down list.

Here’s how you can do that:

• First, list your items in a column in your spreadsheet.
• Select the cell where you want the drop-down list.
• Go to the Data tab and click on Data Validation.
• Choose List from the Allow dropdown.
• In the Source box, click on the small grid icon and then select the range where your list items are located.
• Click OK.

Now, your drop-down list is linked to a range of cells.

This makes it easier to update your list.

Excel drop down list with color

Just change the entries in your source range, and your drop-down list will automatically update. This method is perfect for lists that might change over time, like product inventories or employee names.

What if your list of items is constantly changing?

Manually updating the range every time can be tedious. Instead, you can create a dynamic drop-down list using a named range or a table.

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