Inserting and Using Drop Down Lists in Excel

Aug 28, 2015 | General Interest, Office 365, Productivity, Tips and Tricks, Uncategorized

A helpful tool when working in Excel spreadsheets is the drop down codes. These can be used a variety of ways. For this example we’ll use a spreadsheet with names and address that we are tracking for how a customer was contacted.

In the Status column I want drop down choices for the following:

[list style=”bullet”][li]Direct Mail[/li][li]E-Mail[/li][li]Phone Call[/li][li]Face To Face[/li][li]No Contact[/li][/list]

Here’s how we’ll insert these choices.

1. First, you’ll add a new spreadsheet to your Excel workbook to hold your drop down choices. I named mine KEY.

2. Input your data for your drop down choices.

3. Go back to your main list spreadsheet and highlight all cells within the column you want the drop downs to be active in. For example, I’m using column A and titled it Status.

4. Go to the Data tab on the Ribbon and click Data Validation.

5. The Data Validation window will appear. In the first tab Settings, under Validation criteria, choose “List” under the Allow drop-down option.

6. A new box will appear called Source. This is where you will put the location of your Key.

7. Put your cursor in the Source field. Click on the KEY spreadsheet tab and then select your drop down codes. Click OK in the Data Validation window.

8. Now in your first spreadsheet in your Status column, you’ll see a drop down arrow next to the cell your cursor is in. Click on the drop down to select your choice. That’s your result!

Drop downs in Excel spreadsheets are immensely helpful if you need to reuse the same options many times and want to ensure consistency in data entry. We hope this tip helps!

Recent Posts

Cloud Use Cases for Small and Growing Businesses

Cloud Use Cases for Small and Growing Businesses

As you may have heard, the cloud is a network of remote servers hosted on the Internet. But for businesses the world over, the cloud represents the next step in technological evolution. The cloud unlocks speed, flexibility, scale, and cost savings that businesses of...

2023 Cybersecurity Trends for Small Business

2023 Cybersecurity Trends for Small Business

The threat of cybercrime continues to grow each year, and small businesses are particularly vulnerable. The latest cybersecurity trends indicate that organizations of all sizes must remain vigilant in order to protect their valuable data.  In this article, we'll cover...

Security in a Co-Managed IT Environment

Security in a Co-Managed IT Environment

Security in a co-managed IT environment looks a little different than in a traditional environment. Don’t be alarmed. When leveraging a partner to co-manage your environment, you’ll actually have better, more robust security in most cases than if you were to manage...

Five Signs you Need Better IT Support

Five Signs you Need Better IT Support

IT systems can make or break any business. They provide an avenue for communication and collaboration, help with organizational efficiency, and drive improved customer service. Without proper IT support, businesses are often left in despair and experience hindering...

Co-Managed IT Services for Financial Services

Co-Managed IT Services for Financial Services

Financial services companies are faced with the challenge of keeping up with technology because they cannot sacrifice data security or compliance. As a result, more organizations are turning to co-managed IT services as an option that provides a balance between cost...

Co-Managed IT Services for Oil and Gas

Co-Managed IT Services for Oil and Gas

The Oil and Gas industry is an ever-evolving sector that operates in a highly competitive global market. Companies must stay ahead of the competition to remain profitable, which means keeping up with the latest technologies and trends. One way to do this is with...