Faster data entry with Drop-Down Lists in Microsoft Excel

With Error-Free Entry  


Along with typos, inconsistent entries in Excel sheets can irritate you.

Drop-down lists are simple but strong feature to keep data accurate. This guide will explain how to create them in Excel 365-2013.

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So, what Are Drop-Down Lists in Microsoft Excel?

Drop-down Lists allow the input in a cell to be restricted to pre-defined choices. They can be used perfectly for forms, status updates, category selections, and many more.


Steps for making a drop-down list:

  1. Select the cell or cells where you want to apply the list.

  2. Go to Data tabData ValidationData Validation again.

  3. Under ‘Allow’, select List.

  4. In the Source box, type the list items separated by commas, e.g., Yes, No, Maybe, or provide a range reference such as =A1:A3.

  5. Click Apply.


Pro Tip: 

Use a named range or store the data in a hidden worksheet for long or dynamic lists.

Use Cases:

  • Project Status Updates (To Do, In Progress, Done)

  • Employee Departments (HR, Sales, IT)

  • Order Priority (High, Medium, Low) 

Tips for Better Lists:

  • This utilises Conditional Formatting to highlight the selection.

  • Use IF formulas for further action.

  • Lock the cell with a password so that it cannot be edited.


Drop-down lists make things neat and tidy and increase work efficiency and accuracy. Using it initially will ensure that data entry across all Excel versions will be clean and consistent.

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