How to Create a Drop-Down List in Excel (Step by Step)

Method 1: type the items directly

1. Select the cell or cells that should have the list.
2. Go to Data > Data Validation.
3. Under Allow, choose List.
4. In Source, type the items separated by commas, for example Yes,No,Maybe.
5. Click OK. A small arrow appears when the cell is selected.

Method 2: use a range of cells

Type the items in a column, for example F2:F6. Select the target cell, open Data Validation, choose List and click the Source box, then select F2:F6. This is easier to edit later: change the cell and the list changes.

Make the list grow automatically

Select your items and press Ctrl+T to turn them into a table. In Source, use a named range or the table column through a name such as =INDIRECT("Table1[Items]"). New rows added to the table then appear in the list. In Microsoft 365 you can also use a dynamic array reference like =$F$2#.

Useful settings

• Input Message tab: shows a tip when the cell is selected.
• Error Alert tab: choose Stop to reject anything not in the list.
• Ignore blank: allow the cell to stay empty.

Remove or copy a drop-down

To remove it, select the cell, open Data Validation and click Clear All. To copy only the list, copy the cell and use Paste Special > Validation.

Where drop-downs help

Status columns in trackers, product categories on invoices, and month pickers on calendars. See them in action in our project tracker template and the monthly Excel calendar. More rules are covered in data validation in Excel.

Frequently asked questions

More free tools: All free tools · Data validation · Project tracker template · Conditional formatting