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This wikiHow teaches you how to use a computer to create drop-down lists on a Microsoft Excel worksheet. This feature allows you to create a list of items to select from, and insert a drop-down selector into any empty cell on the worksheet. The drop-down box feature is only available on the desktop version of Excel.
Steps
Create a list
- For example, if you wanted the drop-down list to include “New York”, “Boston”, and “Los Angeles”, you could enter “New York” in cell A1, “Boston” in cell A2, and “Los Angeles” in cell A3.
- The Data Validation pop-up dialog will automatically open with the Settings tab.
In-cell dropdown . When you check this option, you will create a drop-down list located in the selected cell on the worksheet.
Ignore blank (optional). When this box is checked, the user will be able to leave the drop-down box blank without an error message.
- If the drop-down box you are creating is a required field, you need to make sure that this box is unchecked. Or you may not tick.
- For example, if you already have “New York”, “Boston” and “Los Angeles” data in cells A1, A2, and A3, you need to select the cell range A1 to A3.
- Or you can manually enter the values of the drop-down list in the “Source” box here. In this case, you need to be sure to separate each item separately with a comma.
Customize property list
Show input message… . This option allows you to display a small pop-up message if the drop-down box is selected.
- If you don’t want the pop-up message to be displayed, there’s no need to check the box.
- The input message and title you type here will show up in a small yellow message that pops up next to the drop-down box when the cell containing the list is selected.
Show error alert… (Show error alert). When this option is checked, an error message will pop up when the user enters invalid data in the drop-down box.
- If you don’t want the error message to pop up, don’t check this box.
- The Stop option will display a pop-up with an error message, which prevents the user from entering data that is not in the drop-down list.
- The Warning and Information options do not prevent the user from entering invalid data, but will display an error message with a yellow ” ! ” or a blue ” i “.
- You can leave these fields blank. The default title and error message will then be the generic Microsoft Excel error template.
- The default error template is titled “Microsoft Excel” and it says “The value you entered is not valid. A user has restricted values that can be entered into this cell”. limited values can be entered in this box). [1] X Research Source
Advice
- After creating the drop-down list, open the drop-down list to make sure that all the items that you have entered are displayed properly. In some cases, you may need to expand the cell to show all the items.
- When entering items for the list, you need to enter the order in which you want the data to appear in the drop-down menu. For example, you can enter data in alphabetical order to make it easier for users to find items or values.
Warning
- You won’t be able to access the “Data Validation” menu if the sheet is protected or shared. In this case, you need to remove the protection or unshare the document, then try accessing the Data Validation menu again. [2] X Research Source
This article is co-authored by a team of editors and trained researchers who confirm the accuracy and completeness of the article.
The wikiHow Content Management team carefully monitors the work of editors to ensure that every article is up to a high standard of quality.
This article has been viewed 11,044 times.
This wikiHow teaches you how to use a computer to create drop-down lists on a Microsoft Excel worksheet. This feature allows you to create a list of items to select from, and insert a drop-down selector into any empty cell on the worksheet. The drop-down box feature is only available on the desktop version of Excel.
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