How to create a drop down list in Excel Use this feature to help get your data input right at source, with built in data validation and in cell drop down Limit the amount of spelling variations, inconsistencies and errors in Excel https://www.selectdistinct.co.uk/2024/01/02/dropdown-lists-in-excel/ #Excel #dropdown #datavalidation

1. Drop Down Lists
In Excel

2. Dropdown lists in Excel are a useful feature that allow users to select an item
from a list of options.
They are commonly used in data entry to control what data is entered. And to
ensure that users do not enter incorrect data, preventing some errors

3. Creating a drop-down list
step by step guide to creating a drop-down list in Excel
We will use an example of creating a master list of stores for a fictional retailer, we want to
control three key inputs
Nearest City,
we want to have no misspellings, no abbreviations and consistent names
Location Type,
we want to limit to High Street, Shopping Centre or Retail Park
Brand,
select the brand from a list, avoiding typo's

4. Step 1, Create the lists
We added a store attributes page
Then added the key lists that we want to control
It is also a good idea to create these as Excel tables
Once you have finished the lists, highlight them and
press Ctrl + T on each one to make them an excel table

5. Step 2, Set up Validation
Select the cell you want to have the drop-down list
appear in
On the Ribbon, click on Data Validation

6. Step 3, Define the Source Data
In the allow settings,
Choose ‘List’
Then in source, set the range of cells that contain the
values you want to appear in the drop down
Ensure the In cell dropdown option is ticked and click
OK
You now have a drop down list

7. Making the list dynamic
Similar to a fixed list
But…..
In the source you use the INDIRECT function to return
values from the column (Brand) in the table (Brands)
Now this range will automatically include any new
brands that get added

8. To edit a drop-down list
To edit a dropdown list, simply select one of the cells
with the validation, and select data validation on the
data ribbon
You are then presented with the data validation
dialogue box.
From there you can edit the settings or other controls as
you need to

9. Add an input message
You have the option to add an input message.
This message can pop up to prompt the user to select a
value from the drop-down list
You can enter your own text in this message
To do this, select the cell with the validation, then when
the data validation box appears, select the Input
message tab

10. Add an error message
It is also a good idea to add an error message
Go to the Error Alert tab
Set the style to Stop, Enter a title and message
This then shows if a user enters an invalid value
You can also change the style to warning or information
(These allow invalid values)

11. Using drop down lists in excel is a really simple yet
powerful way to begin to control data quality,
preventing errors at source whilst giving you control
over what users see

12. For more Tips, Tricks and
Timesavers, visit our website
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Credit: simon.harrison@selectdistinct.co.uk