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Create A Drop

To create a drop-down list in a cell from a range of cells: 1. Enter the list items in a single column without blanks. 2. Select the cell where you want the drop-down and go to Data > Validation > Settings. 3. Specify the list range by entering "=Sheet1!A1:A4" in the Source box. 4. Select the In-cell drop-down box and choose options for blank/invalid entries.

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Michael Pittman
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29 views

Create A Drop

To create a drop-down list in a cell from a range of cells: 1. Enter the list items in a single column without blanks. 2. Select the cell where you want the drop-down and go to Data > Validation > Settings. 3. Specify the list range by entering "=Sheet1!A1:A4" in the Source box. 4. Select the In-cell drop-down box and choose options for blank/invalid entries.

Uploaded by

Michael Pittman
Copyright
© Attribution Non-Commercial (BY-NC)
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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Create a drop-down list from a range of cells

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To make data entry easier, or to limit entries to certain items that you define, you
can create a drop-down list of valid entries that is compiled from cells elsewhere on
the worksheet. When you create a drop-down list for a cell, it displays an arrow next
to that cell. To enter information in that cell, click the arrow, and then click the
entry that you want.

To create a drop-down list from a range of cells, use the Validation command under the Data menu.

1. To create a list of valid entries for the drop-down list, type the entries in a single column or row
without blank cells. For example:
A
1 Sales
2 Finance
3 R&D
4 MIS

2. NOTE You may want to sort the data in the order that you want it to appear in the drop-down list.
3. If you want to use another worksheet or another workbook, do one of the following:

Use a different worksheet in the same workbook Type the list on that worksheet, and then
define a name for the list.

How?

Use a different worksheet in a different workbook Type the list on that worksheet, and then
define a name with an external reference to the list.

How?

2. Select the cell where you want the drop-down list.


3. On the Data menu, click Validation, and then click the Settings tab.
4. In the Allow box, click List.
5. To specify the location of the list of valid entries, do one of the following:
o If the list is in the current worksheet, enter a reference to your list in the Source box.
o If the list is on a different worksheet in the same workbook or a different workbook, enter
the name that you defined for your list in the Source box.

In both cases, make sure that the reference or name is preceded with an equal sign (=). For
example, enter =ValidDepts.

6. Make sure that the In-cell drop-down check box is selected.


7. To specify whether the cell can be left blank, select or clear the Ignore blank check box.
8. Optionally, display an input message when the cell is clicked.

How?

4. Specify how you want Microsoft Office Excel to respond when invalid data is entered.

How?

NOTES
• The width of the drop-down list is determined by the width of the cell that has the data validation.
You may need to adjust the width of that cell to prevent truncating the width of valid entries that
are wider than the width of the drop-down list.
• The maximum number of entries that you can have in a drop-down list is 32,767.

• If the validation list is on another worksheet in the same workbook or another workbook and you
want to prevent users from seeing it or making changes, consider hiding and protecting that
worksheet. For more information, see Display or hide a workbook or sheet and Overview of security
and protection in Excel.

Change or delete a defined name


1. On the Insert menu, point to Name, and then click Define.
2. In the Names in workbook list, click the name you want to change.
3. Do one of the following:
o Change the name
1. Type the new name for the reference, and then click Add.
2. Click the original name, and then click Delete.
o Change the cell, formula, or constant represented by a name

Change it in the Refers to box.

o Delete the name

Click Delete.

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