How Do I... Create a Drop Down List in Excel 2007

You can create a drop-down list of valid entries that is compiled from cells on a worksheet to make data entry easier, or to limit entries to certain items that you define.

To create a list of values for the drop down list, you can enter the list in consecutive rows anywhere in the worksheet, or in a separate worksheet in the same workbook.

1. Enter all of the values (names) that you want to use in the drop-down. If needed, sort them so that they are in alphabetical order in the list.
   
   
   
   
2. Select your values (see sample below). Then enter a name for the list in the name box at the upper-left corner of the worksheet (highlighted in red). Press Enter to save this name.
   
   
   
   
   
3. Select the cell or cells where you want to apply the validation.
4. Click the Data tab.
5. Click the arrow next to Data Validation and choose Data Validation.
6. From the Settings tab, under the Allow: drop-down, select List.
7. Leave the 2 check boxes checked.
8. In the Source box, enter an = sign followed by the name of your list (i.e. =Regions).
9. Click OK.
   

In the cell(s) where you have assigned the validation, a small drop-down prompt will appear. When selected, it will display all of the items from the list in alphabetical order. You can choose a value from that list. If you choose to enter a value manually, it must be in the list. If you enter an incorrect value, the following message will appear.

Vince Verbeke, IT Specialist