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• #How to add drop down in excel how to#

There are ways invalid values might get into the cells. Drop down list works in new rows as wellĭrop down lists are not perfect when it comes to data validation. Type 4 in Employee Number and see that the Employee Name column will have a drop down for the fourth row as well automatically. If we enter a fourth row in the DATA table. The amazing part of this method is that 1) the list of values can grow over time and 2) the data table cells can also be extended without any issues. Then, follow steps as mentioned earlier to choose L_EMP as source of our data validation list. Select the three cells in Employee Name column. We want to implement drop down list for Employee Name column. Let’s say we have a table (call it DATA table) as shown below with just two columns. We can follow similar steps as outlined earlier. This means that the drop-down list should be enabled for each application. For example, we have an Applications table where we must select the Job ID from list of available Job IDs (coming from another sheet). In almost all my templates, I use drop down lists inside tables. So, if you need the same drop down in different cells (far apart), it is easy. The data validation and drop down list will also be copied over. You can copy this cell (which has the drop down list) and paste in another cell.

More than one cell especially when cells are far apart Let’s look at a couple of ways to extend this technique further.

#How to add drop down in excel how to#

So far, we have learnt how to implement drop-down list in one cell. Entering Input Message Entering Error Alert Message Extensions These are recommended if the user who is going to use the file is not familiar with the data and needs direction. Drop down list is complete Optional:Ī couple of optional steps are to provide the input message and error alert message. Now, we have implemented the drop down list in cell E2. You will now see that the Source is L_EMP (our list of employee names). Step 4.3 – Select sourceĬhoose our name L_EMP and press OK. Then, we need to inform Excel where the List is.Ĭlick inside the Source field. We are currently focusing on a simple drop down list of names. Note: There are different types of data validation that can be done in Excel. In the following window, choose List for the ‘Allow:’ Step 4.2 – Choose Allow List Step 4.1 – Data Validation set up for a single cell Then select Data Validation from the Data ribbon. Let’s select the cell where we want to apply data validation or drop down list. We will implement first in a single cell. Step 3.3 – Edit the Name Step 4: Implement Data validation For example, L_EMP as this is a list of Employee Names. I usually provide all my lists names that start with L. In the next window that opens, specify the name we want to give. In the following window, click on New, as we are creating a new Name. Or select from the Formulas ribbon as shown below. Select the list of values and then press Ctrl+F3 to open Name Manager. Once you hit OK, you will see that the table is created. Please make sure that you check the box ‘My Table has headers’. Select all four cells with data and press Ctrl+T Step 2 – Convert to table Then, we have entered names of three employees. Step 1 – Enter list of valuesįirst value (Employee Name) refers to the header or field name. In a blank new sheet, let’s type the following information. How to build a drop down list? Step 1: Enter list of values Now, we know what a drop down list is, let’s see how we can build this. If the user enters a value not in the list, it will not allow. If the user enters an invalid value, there will be an error message. User can choose Mike from the list instead of typing the value. John, Mike and Kate are the allowed values When click on the downward arrow button, we see John, Mike, and Kate. In the image above, you can see the message for the user instructing what data is expected in that cell.

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