Need to create a drop-down list in Excel? If so, I’ll show you the steps to create a drop-down list in Excel 2016.
To start, let’s review an example where you have 5 simple tasks that you wish to track:
(1) Place a purchase order to buy a computer
(2) Pay for the purchase order
(3) Delivery of order arrived
(4) Install the computer
(5) Test that the computer is operational
You can create a drop-down list to track the status of each of the above tasks.
Here is the list of statuses that you can use to track your tasks:
Steps to create a drop-down list in Excel
Let’s now review the steps to create a drop-down list in Excel:
(1) To begin, copy/type the tasks’ descriptions into ‘Sheet1.’ You may also add a second column (i.e., column B) to track the task status. The second column is where we will place the drop-down list
(2) Now, switch to ‘Sheet2‘ where you’ll need to copy/ type the list of statuses that will be available to choose from the drop-down list.
Your Sheet2 should look like this:
(3) Return to Sheet1 and then select the B2 cell (this is the cell where you’ll initially place your drop-down list)
Next, click on the Data tab.
And finally, press on the Data Validation icon as below:
(4) You’ll now notice that the Data Validation box will appear on your screen:
(5) Select the ‘List‘ option from the drop-down menu:
(6) Press on the “Up” arrow in order to specify the location where the values for the drop-down list can be taken:
(7) You’ll now need to switch to Sheet2 (as your values for the drop-down list are located in that sheet):
(8) Once in Sheet2, select the range of cells of A1 to A5 where the values for the drop-down list are located.
Then, press the “Down” arrow:
(9) Finally, press OK:
(10) Your drop-down list is now available to be used in cell B2 under Sheet1.
Press on the “Down” arrow to choose your desired value from the drop-down list:
(11) Here are the values that you can choose from your drop list:
Apply the drop-down list across additional cells
Earlier, you saw how to apply the drop-down list in cell B2.
But what if you want to apply the drop-down across additional cells?
In that case, simply drag the drop-down list across multiple cells.
To do so, simply hover on the bottom right-hand-side of cell B2, until you see the ‘+’ symbol
Then, drag-down the + symbol all the way to cell B6:
Your drop-down list is now available for each of your 5 tasks. Let’s now choose some values from the list.
For the ‘Place a purchase order to buy a computer‘ task, let’s choose the option of ‘Completed‘ from the list under cell B2:
For the last task, let’s select the value of ‘Pending‘ as can be seen below:
Here is the complete set of values chosen from the drop-down list for each of the 5 tasks:
That’s it! You may also want to check the following source for additional tutorials on MS Excel.