If you find yourself typing the same data into Excel spreadsheet cells, a drop-down list can help save time. A drop-down list draws a list of names, numbers or other data from somewhere else in the worksheet, and places an arrow in the cell. When you click on the cell, you are provided an options list. All you have to do is click on the option and Excel will fill in the cell automatically.
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Type a list of entries for the drop-down list in a single column. For example, if you want a drop-down list for the days of the week, type "Monday" in cell A1, "Tuesday" in cell A2, "Wednesday" in cell A3, "Thursday" in cell A4, "Friday" in cell A5, "Saturday" in cell A6, and "Sunday" in cell A7.
Click on the cell where the drop-down list will go.
Click on the "Data" tab, then click on "Data Validation," then click on "Data Validation" again.
Click on the "Settings" tab in the dialogue box.
Click on "List" from the "Allow" box.
Enter the cell references into the "Source" text box. In the above example, you would type "=A1:A7." The "in-cell drop-down" check box should already be checked. If it isn't, make sure to check it.
Click on the "OK" button. Excel will insert a list into the chosen location.
Tips and warnings
- If you want to use cells from a different worksheet, name that group of cells by selecting the cells and then clicking on the "Name" box at the left side of the formula bar. Type in a name for the cells and press the "Enter" key.
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