If you’re looking to streamline data entry and ensure consistency in your Excel spreadsheets, creating a drop down list can be a useful tool. With a drop down list, you can provide predefined options for users to select from, making data entry faster and more accurate. In this article, we’ll show you how to create a drop down list in Excel and provide a step-by-step tutorial to help you get started.

How to Create Drop Down List in Excel?

Adding Options to the Drop Down List

Adding options to your drop down list in Excel is a simple process that allows you to customize and expand the range of choices available to users. Once you have created your initial drop down list, you can easily add new options by entering the values in the designated range of cells in Excel.

For example, if you have a drop down list with cities and you want to add a new city, you can type the city name in the next available cell within the list range. Excel will automatically update the drop down list to include the new option, making it seamlessly available for selection.

This flexibility allows you to continually refine and enhance your drop down list to suit your specific needs, whether you’re adding new products, updating customer information, or expanding your list of options. Customizing your drop down list has never been easier!

Step-by-step guide to adding options to a drop down list in Excel:

Create a drop down list in Excel using the Data Validation feature.
Specify a range of cells as the source for the drop down list.
Enter new values in the range of cells to add them as options to the drop down list.
Excel will automatically update the drop down list to include the new options.

Benefits of adding options to a drop down list:

Customize and expand the range of choices available to users.
Easily update and modify the drop down list as needed.
Ensure consistency and accuracy in data entry by providing predefined options.
Create a user-friendly interface for data selection.

Creating Multiple Column Drop Down List

By default, Excel drop down lists only show a single column of options. However, if you want to create a drop down list with multiple columns, you can use a combination of data validation and concatenation formulas.

Here’s how you can create a multiple column drop down list in Excel:

First, set up your list data in a separate table, with each column representing a different option. For example, if you want to create a drop down list with two columns for “Product Name” and “Price,” you would have two columns in your table, with each row representing a different product and its corresponding price.
Next, use the CONCATENATE or TEXTJOIN function to combine the values from multiple columns into a single cell. For example, if your “Product Name” column is in column A and your “Price” column is in column B, you can use the following formula in column C to concatenate the values: =CONCATENATE(A2, ", ", B2) or =TEXTJOIN(", ", TRUE, A2:B2).
After creating the concatenated values in column C, you can use them as the source for your drop down list. Select the cell where you want the drop down list to be, go to the Data tab on the Ribbon, click on Data Validation, and select List as the type of validation. In the source box, specify the range of the concatenated values in column C.

excel dropdown list multiple columns

This will allow you to display multiple columns of data in your drop down list. The user will see the concatenated values in the drop down list, but the selected value will be just the value from the first column. For example, if the user selects a product from the drop down list, only the product name will be displayed in the selected cell.

Customizing Drop Down List Appearance

By default, Excel drop down lists have a plain appearance. However, you can customize the appearance of your drop down list by using conditional formatting. Conditional formatting allows you to apply different formatting styles, such as font color or background color, based on specific conditions.

For example, you can apply a different font color to the selected option in the drop down list to make it stand out. This can be useful for highlighting important or relevant information in your spreadsheet.

To apply conditional formatting to your drop down list in Excel, follow these steps:

Select the cell or range of cells that contain the drop down list.
Go to the Home tab on the Ribbon and click on the Conditional Formatting button.
Choose New Rule from the drop-down menu.
In the New Formatting Rule dialog box, select the Format only cells that contain option.
In the Format only cells with section, choose Cell Value from the first drop-down list, equal to from the second drop-down list, and then enter the formula or value that you want to use as the condition.
Click on the Format button to choose the formatting style you want to apply to the selected cells.
After selecting the formatting style, click on OK to apply the conditional formatting to the drop down list.

By using conditional formatting, you can enhance the visual appeal and functionality of your drop down lists in Excel.

excel drop down list with color

Formatting Condition	Formatting Style
Selected option is “High”	Font color: Red
Selected option is “Medium”	Font color: Blue
Selected option is “Low”	Font color: Green

Editing and Removing Drop Down List

If you need to edit or remove a drop down list in Excel, you can easily do so by accessing the Data Validation settings. This allows you to make changes to the source range or other validation options. Here’s how you can edit or remove a drop down list in Excel:

Editing a Drop Down List

Select the cell that contains the drop down list.
Go to the Data tab on the Ribbon.
Click on Data Validation.
In the Data Validation settings, you can modify the source range or other validation options according to your requirements.
Once you’ve made the necessary edits, click OK to save the changes.

Removing a Drop Down List

Select the cell that contains the drop down list.
Go to the Data tab on the Ribbon.
Click on Data Validation.
In the Data Validation settings, click on the Clear All button.

This will remove the data validation and the drop down list from the selected cell.

By following these steps, you can easily edit or remove drop down lists in Excel, allowing you to customize your spreadsheets as needed.

Linking a Cell Value with a Drop Down List

In Excel, you can link a cell value with a drop down list by using a formula. This can be useful if you want a cell to display a specific value based on the selected option in the drop down list. To do this, you can use the VLOOKUP or INDEX-MATCH function to look up the corresponding value in a table based on the selected option. Simply enter the formula in the cell where you want the linked value to appear, and Excel will update the value based on the selected option in the drop down list.

To link a cell value with a drop down list, follow these steps:

Create a table with the values you want to display in the drop down list. Make sure the table has a column for the options and a column for the linked values.
Select the cell where you want the linked value to appear.
Go to the formula bar and enter the formula that corresponds to the function you want to use (VLOOKUP or INDEX-MATCH).
Include the cell reference of the drop down list as the lookup value in the formula.
Specify the table range where the options and linked values are located.
Specify the column index or column number for the linked value in the table.
Press Enter to apply the formula.

Once you have linked the cell value with the drop down list, the cell will display the corresponding linked value based on the selected option. This allows you to create dynamic and interactive spreadsheets that automatically update based on user input.

For example, let’s say you have a drop down list of products and their prices. You can link a cell with the drop down list to display the price of the selected product. If you change the selected product in the drop down list, the linked cell will automatically update to show the new price.

excel drop down list formula

By linking a cell value with a drop down list, you can enhance the functionality and usability of your Excel spreadsheets. This feature is particularly useful when working with large datasets or when you need to create interactive forms or dashboards.

Conclusion

Drop down lists in Excel are a valuable feature that can greatly enhance your spreadsheet experience. By following the steps outlined in this article, you can effortlessly create, customize, and manage drop down lists in Excel. Whether you’re looking to create a basic list or a more elaborate multi-column dropdown, Excel offers the flexibility to meet your specific requirements.

Incorporating drop down lists into your Excel spreadsheets can significantly streamline data entry and improve accuracy. They provide a user-friendly interface, allowing users to select from a predetermined list of options, thus eliminating the risk of manual input errors. Additionally, drop down lists ensure consistency in data entry, making it easier to analyze and interpret information in your workbook.

Improve your workflow by utilizing the power of drop down lists. With just a few simple steps, you can create an organized and efficient data entry system. Save time, reduce errors, and enhance productivity with drop down lists in Excel. Try implementing them in your spreadsheets and experience the benefits firsthand.