Video: Drop-down list settings - Microsoft Support (2023)

You can use a comma-delimited list, a cell range, or a named range to define the options in a drop-down list. This video focuses on how to use a cell range and named range.

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Create a drop-down list

Add or remove items from a drop-down list

Remove a drop-down list

Lock cells to protect them

You can use a comma-delimited list, a cell range, or a named range to define the options in a drop-down list.

We used a comma-delimited list in the previous video.

You might use such a list if there are just a few values, and they are unlikely to change.

If you need to change the list entries, such as adding and deleting entries, this type of drop-down list is more time consuming to manage.

We'll cover managing drop-down lists in video 4.

A comma-delimited list is also case sensitive.

This can be a problem when someone types an entry instead of picking it from the list.

For example, typing YES in all capital letters returns an error, if error messages are enabled, which is the default.

To avoid the problem, let's use a cell range for the entries in the drop-down list.

Select a cell where you want a drop-down list.

Click the DATA tab, and click Data Validation.

In the Data Validation dialog, set Allow to List; this enables a list in the cell.

Leave In-cell drop-down selected; this enables a drop-down list in the cell.

Leave Ignore blank selected; we'll cover this in the next video.

To provide the options in your drop-down list, click in Source and select the cell range that contains the options.

It can be on a different worksheet, as in this example, giving you greater flexibility in configuring and protecting the worksheets. We'll cover this in video 4.

The range must be a single row or column, and click OK.

Verify the cell contains a drop-down list with the options provided by the cell range.

To use this drop-down list in other locations, copy it to other cells.

Select the cell.

If it shows a text or number entry, press Delete to clear it.

This way, text and numbers won't appear in the destination cells, so it doesn't seem like an entry was already selected.

You can use the keyboard shortcut Ctrl+C to copy the cell.

Then select the destination cells and press Ctrl+V to paste it.

These cells now have the drop-down list.

A named range, such as Fruits, is easier to remember than a cell range, such as A2:A37.

To use a named range for the options in your drop-down list, you start by creating one.

Select the cell range you want to name.

In the name box, type the name you want for the range. For example, "_Veggies".

The first character of a name must be a letter or an underscore.

The rest of the name can be letters, numbers, periods, and underscores.

A name can't have spaces.

And you can't use predefined statements, such as true or false, or cell references, such as A1.

When you select the cells of a named range, you'll see the name in the name box.

Now, you are ready to create a drop-down list that uses the named range.

Select the cell where you want a drop-down list. Click Data Validation, select List, click in Source, press F3, select the name, click OK, and click OK again.

Verify the cell contains the drop-down list with the entries provided by the named range, and copy the list to the other cells.

Up next, Input and error messages.


Video: Drop-down list settings - Microsoft Support? ›

A drop-down list is a list in which the selected item is always visible, and the others are visible on demand by clicking a drop-down button. A combo box is a combination of a standard list box or a drop-down list and an editable text box, thus allowing users to enter a value that isn't in the list.

How do I change my drop-down settings? ›

Edit a drop-down list with items that have been entered manually
  1. On the worksheet where you applied the drop-down list, select a cell that has the drop-down list.
  2. Go to Data > Data Validation.
  3. On the Settings tab, click in the Source box, and then change your list items as needed.

What is a drop-down list in Windows? ›

A drop-down list is a list in which the selected item is always visible, and the others are visible on demand by clicking a drop-down button. A combo box is a combination of a standard list box or a drop-down list and an editable text box, thus allowing users to enter a value that isn't in the list.

How do I enable a drop-down in Outlook? ›

Insert a drop-down list box
  1. On the form template, place the cursor where you want to insert the control.
  2. If the Controls task pane is not visible, click More Controls on the Insert menu, or press ALT+I, C.
  3. In the Controls task pane, do one of the following: ...
  4. Under Insert controls, click Drop-Down List Box.

How do I allow multiple selections in a drop-down list? ›

How to make Excel drop down with multiple selections
  1. Select one or more cells for your dropdown (D3:D7 in our case).
  2. On the Data tab, in the Data Tools group, click Data Validation.
  3. In the Allow drop-down box, select List.
  4. In the Source box, enter the formula that indirectly refers to Table1's column named Items.
May 5, 2023

How do I change the content control in a drop-down list? ›

Add the Drop-Down Form Control
  1. Place your cursor in the document where you want to add the drop-down list.
  2. Go to the Developer tab and click the Drop-Down List Content Control button.
  3. You'll see the control pop into your document as a box with “Choose an item.” inside. You can then move on to setting up the list.
Nov 18, 2022

How do I reset a drop-down menu in Word? ›

The Customize Ribbon options of the Word Options dialog box. If you want to reset a single ribbon tab, use the controls at the right side of the dialog box to select the tab. Click the Reset drop-down list.

What are the 2 types of dropdown? ›

Dropdown buttons can use a single button or a split button with a toggle for triggering the menu. There are two types of dropdowns – single button and split button.

What are the different types of dropdown menus? ›

You have two options for dropdown menus: hoverable dropdown and multi-select dropdown. A hoverable dropdown menu is the most basic type and it only appears when a user hovers over it. A multi-select dropdown menu is when a user can select multiple options from a menu.

What is a drop-down list of options? ›

A drop-down menu is a list of options that gets revealed vertically when a user interacts with the menu by either clicking on it or hovering over it with their cursor.

Where are disabled options in Outlook? ›

Disabled Application Add-ins
  • In Outlook, click the 'File' tab.
  • Click the 'Options' button.
  • In the left-hand pane, click 'Add-ins'
  • In the 'Manage' box, click 'Disabled Items', then click 'Go'
  • Select the 'Beyond Encryption' add-in and click 'Enable'
  • Click 'Close'

How do I fix drag and drop in Outlook? ›

If you try to utilize the drag-and-drop feature and it fails, use the ESC key repeatedly. This is how you do it: Step 1: Locate the file or folder you wish to drag & drop by left-clicking it on your desktop. Step 2: Press the "ESC" key on your keyboard once.

How do I create a drop down list in Microsoft forms? ›

Re: Drop down box and lists
  1. Choose dropdown as question type on Microsoft Forms.
  2. List all answers you would like to add as dropdown on an excel sheet.
  3. On excel sheet, select all and copy (CTRL+C)
  4. Paste (CTRL+V) them to first answer option space on Microsoft Forms.

Can you select multiple options in a drop down in Word? ›

Under Insert controls, click Multiple-Selection List Box. If you cleared the Automatically create data source check box in step 3, select a repeating field in the Multiple-Selection List Box Binding dialog box to which you want to bind the multiple-selection list box.

How do I lock a drop down menu? ›

Select the cells you want to lock. Click HOME, then click the Format Cell dialog box launcher (the arrow to the right of Alignment in the ribbon). Click the Protection tab, check the Locked box, and click OK.

What is drop down menu in MS Word? ›

Drop-down menu is also called as a drop-down list, pull-down menu, pull-down list, or drop-down box. It is used to show a list of options that allows you to select one option from the list based on your requirement.

How do I reset Data Validation? ›

Select the cell(s) with data validation. On the Data tab, click the Data Validation button. On the Settings tab, click the Clear All button, and then click OK.

Can you copy and paste a drop down list in Word? ›

Select the drop down list cell and copy it by pressing the Ctrl + C keys simultaneously. 3. Go to the Word document, click Home > Paste > Paste Special.

What is the difference between dropdown and menu? ›

Menus allow users to make a selection from multiple options. They are less prominent and take up less space than selection controls, such as a set of radio buttons. Dropdown menus display a list of options, triggered by an icon, button, or action. Their placement varies based on the element that opens them.

How many options are in a dropdown? ›

There are 5–15 options.

It's acceptable to use either a listbox or a dropdown list. Favor a dropdown list if screen space is limited.

What is the difference between select and dropdown menu? ›

Select versus Dropdown

A select presents a list of options from which the users can select only one item from that list. It works best in forms when users choose an option from the select list and submit data. A dropdown presents a list of options that users can select one or several options from that list.

What is dynamic drop down menus? ›

Drop-down Menu: Dynamic Select. The drop-down menu is a clear method of showing a list of data, allowing users to pick their choice from the list. This field can be categorized into two types based on the choice of selection types offered.

Where is settings and options in Outlook? ›

To see options for working with Outlook, click File > Options. Options are categorized by Mail, Calendar, Groups, People, and so on.

Where is advanced options in Outlook? ›

To view these options in Microsoft Outlook, in an email message, click File > Options > Mail > Editor Options > Advanced.

How do I adjust settings in Outlook? ›

Update or change your email settings in Outlook for Windows

Use the dropdown under Account Information to select the account you want to change. Select Account Settings. Select the type of information you want to change. Account Settings allows you to add or remove accounts, change server settings, and more.

Why is drag and drop not working? ›

Firstly, the problems with drag-and-drop can be due to corrupted system files. Hence, you can run the System File Checker (SFC) and Deployment Image Servicing Management (DISM) on your system. The SFC scan detects and replaces the corrupt files, while the DISM scan directly replaces these files from Microsoft.

What is Outlook drag and drop? ›

Naturally, we should concentrate on using Outlook efficiently and as quickly and easily as possible. The drag and drop option is one useful feature. It is a simple way to move one or more emails from your inbox to a folder by dragging and dropping them into the desired location.

How do I create a drop box in Microsoft? ›

To add Dropbox as a Place, open your Dropbox desktop app preferences and check the box next to Show Dropbox as a save location in Microsoft Office. To remove Dropbox as a Place, uncheck the box.

How do I add a drop-down list to an email template? ›

Open a blank document and type the text of your email template or copy/paste it from Outlook. Put the cursor where you want a dropdown menu to appear. On the Developer tab, in the Controls group, click either: Drop-Down List Content Control - only allows selecting one of the predefined values.

What is the limit of drop-down list in MS form? ›

The drop-down list form field allows you to only add a maximum of 25 items to the drop-down list.

How do I create a drop down list in multiple columns? ›

In the same or in another spreadsheet, select a cell or several cells in which you want your primary drop-down list to appear. Go to the Data tab, click Data Validation and set up a drop-down list based on a named range in the usual way by selecting List under Allow and entering the range name in the Source box.

How do I create a dependent drop down list in multiple rows? ›

Copy drop down lists across multiple rows

To copy the dependent drop down list, let's do a regular copy/pasting: Select the cell with the secondary drop-down (C3) and press Ctrl + C to copy it. Select all other cells where you want the dependent list to appear (C4:C12) and press Ctrl + V to paste the copied contents.

Can we add checkbox in dropdown? ›

DropDownList displays checkboxes to the left of each item when you set showCheckbox property to true. It allows you to select more than one item at a time from DropDownList. Popup list stays open until the user finishes selection. When you click on an item's text or checkbox then the checkbox checked status get change.

What is the difference between dropdown and multiple choice? ›

Multiple Choice Fields: A question with a group of answers choices that lets the user select one choice only. Dropdown Menus: A question with an answer fields that expands into a list of options that lets the user select one choice.

How do I create a multiple selection list box in Excel? ›

Add a list box to a worksheet
  1. Create a list of items that you want to displayed in your list box like in this picture.
  2. Click Developer > Insert. ...
  3. Under Form Controls, click List box (Form Control).
  4. Click the cell where you want to create the list box.
  5. Click Properties > Control and set the required properties:

What is cascading dropdown? ›

A cascading drop-down list is a series of dependent DropDownList controls in which one DropDownList control depends on the parent or previous DropDownList controls. The items in the DropDownList control are populated based on an item that is selected by the user from another DropDownList control.

How do I create multiple dependent drop down lists in Excel? ›

Example for Creating Multiple Dependent Drop-Down Lists
  1. Let's take a look at the below data for which you intend to create a dependent drop-down list using the offset formula.
  2. Go to the Data tab and click on Data Validation.
  3. Select the List in Allow option in validation criteria.
  4. Select cells E4 to G4 as the source.
May 26, 2021

What is a dynamic dependent drop-down list in Excel? ›

In a Microsoft Excel dependent drop down list, the list of items changes, depending on the value in another cell. For example: Fruit was selected as Produce Type in cell B3, and the drop down showed the Fruit list in cell D3. Next, in cell B4, Vegetable was selected as Produce Type.

Why is my dropdown menu going up? ›

Your dropdown is too big. You should reduce the number of items, or find another way to do what you need. Long dropdown lists make for poor usability.

How do I change my quick settings panel? ›

Add, remove, or move a setting
  1. From the top of your screen, swipe down twice.
  2. At the bottom left, tap Edit .
  3. Touch and hold the setting.
  4. Drag the setting to where you want it. To add a setting, drag it up from "Hold and drag to add tiles." To remove a setting, drag it down to "Drag here to remove."

How do I update a drop-down list in Excel? ›

How to edit drop down list in Excel
  1. Select the cell(s) containing the drop-down list.
  2. On the Data tab, in the Data Tools group, click Data Validation. This will open the Data Validation dialog box.
  3. In the Source box, change, add or remove comma-separated items.
  4. Click OK to save the changes.
Apr 26, 2023

What is the problem with drop down menus? ›

One problem with drop-down navigation is that it can cause difficulty for website visitors with limited dexterity. This includes older people or people with disabilities. The dexterity required to successfully navigate using drop-down navigation can frustrate some people.

Where is my settings menu? ›

From the Home screen, tap Apps > the Apps tab (if necessary) > Settings . From the Home screen, tap the Menu key > Settings.

What is the quick panel layout? ›

Quick Panel is a feature in Android based Samsung Smartphones which provides quick accessibility to frequently used settings WiFi, GPS, Brightness, Sound etc.

How do I create a drop-down list and autofill in Excel? ›

Create drop-down from Excel table
  1. Type the list items in a table or convert an existing range to a table using the Ctrl + T shortcut.
  2. Select the cell(s) where you wish to insert a dropdown.
  3. Open the Data Validation dialog window.
  4. Select List from the Allow drop-down box.
Apr 26, 2023

What is the shortcut to edit a drop-down list in Excel? ›

Select the cell where you want a drop-down list. Click Data Validation, select List, click in Source, press F3, select the name, click OK, and click OK again.

What is a notification bar? ›

Status bar (or notification bar) is an interface element at the top of the screen on Android devices that displays the notification icons, minimized notifications, battery information, device time, and other system status details.


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