Microsoft Excel is an excellent program for entering and organising data of any kind. However, sometimes repetitive data entry can get tedious when the same data items are frequently re-entered in different cells. The program offers a feature to streamline data entry for cases such as this. The drop-down list box allows anyone to define a set of data that is frequently used, then create a menu to offer multiple items for selection. The process of creating this list box involves several steps.
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Things you need
- Microsoft Excel
Open the spreadsheet you want to create the drop-down list for in Excel.
Locate an area on the spreadsheet to house the list of data items that will appear in the drop-down list box. This can be in any location, or on a separate worksheet tab.
Type the list in several cells of a single column. Place each list item in the cell below the prior item.
Select the cells in your spreadsheet that will use the drop-down list box. Use the mouse and drag over the range of cells that are currently empty.
Click the "Data" menu and select the "Validation" command. A pop-up box will appear.
Choose the "List" option from the "Allow" menu on the "Settings" tab.
Click in the "Source" field. Select the cells you typed earlier that contain all the list items for the drop-down list box. Drag your mouse over these cells, and the cell address will be automatically entered into the "Source" box. Click "OK" when finished.
Click in any cell you chose for the list. An arrow appears on the right edge of the cell. Choose any of the multiple items in this drop-down list box for the value of this cell.
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