How to create a drop-down menu in Excel

Updated: 09/03/2019 by Computer Hope
Microsoft Excel

A drop-down list is a feature often found on web pages and electronic forms where users enter data to create an account, fill out a survey, or purchase products. In Microsoft Excel, a drop-down list can be created from data contained in the Excel spreadsheet and used for many purposes. Click a link below for the type of drop-down list you want to create in your Excel spreadsheet.

Create a drop-down list using existing data

If you want to create and insert a drop-down list using data already entered in the spreadsheet, follow the steps below.

  1. In the spreadsheet, select the cell where you'd like to create a drop-down list.
  2. In the Excel Ribbon, click the Data tab.
  3. On the Data tab, click the Data Validation option.
  4. In the Data Validation window, click the Allow drop-down list and select the List option.
  5. Click in the Source field, then select the range of cells containing the values you want to display in the new drop-down list.
Note

The order of the values in the selected range of cells is the same as in the drop-down list.

  1. Click the OK button to create the drop-down list.

Create a drop-down list in Microsoft Excel using existing data

Drop-down list in Microsoft Excel, created using existing data

Create a drop-down list by defining the list of values

If you want to create and insert a drop-down list, and define the list of values to display, follow the steps below.

Tip

It may be best to create a list of values in a second worksheet, allowing you to hide it later by hiding the worksheet.

  1. In the spreadsheet, select the cell to contain the drop-down list.
  2. In the Excel Ribbon, click the Data tab.
  3. On the Data tab, click the Data Validation option.
  4. In the Data Validation window, click the Allow drop-down list and select the List option.
  5. Click in the Source field, then type the values you want to display in the drop-down list. Separate each value you enter with a comma.
Note

The order of the values in the Source field is the order those values appear in the drop-down list.

  1. Click the OK button to create the drop-down list.

Create a drop-down list in Microsoft Excel by defining the list of values

Drop-down list in Microsoft Excel, created by defining the list of values