Excel Drop Down List: make one in 30 seconds

A drop down list lets people pick from fixed choices instead of typing. No typos, no “Done” next to “done” next to “DONE”.

Make one from typed options

1. Select the cells that should have the list.
2. Go to Data › Data Validation.
3. Under Allow, choose List.
4. In Source, type the options separated by commas: Open, Done, Waiting.
5. Click OK. Each cell now shows an arrow.

Make one from a range (better for long lists)

Type the options in a column somewhere — say F1:F10. In Data Validation, set Source to =$F$1:$F$10. Change the column later and the list updates itself.

Tip: put the options on a separate sheet named Lists and hide it.

Edit or remove the list

Select the cells, open Data Validation again. Change the Source, or click Clear All to remove the list.

Copy the list to other cells

Copy a cell that has the list, select the target cells, right-click › Paste Special › Validation.

Common problems

No arrow shows. Click the cell — the arrow appears only on the selected cell.

People can still type anything. On the Error Alert tab of Data Validation, keep Show error alert ticked with style Stop.

Want a Yes/No list? Same steps, Source: Yes, No.