Single-Use Drop-Down List

One of the really cool uses for the data validation feature in Excel is the ability to create a single-use drop-down list. This list allows users to select the cell and then select from a list of pre-defined values for that cell. Once the user makes a selection and moves to a different cell, the arrow for the drop-down list disappears.

Start by creating a list of the values that you want available in the drop-down list. You can create this list almost anywhere, but for design purposes it is a good idea to put the list on a different worksheet than the one where the data entry will be.

For example, let's say that you want a list of employee names. On a new worksheet, enter the employee names in any manner desired. (You probably will want to sort them in some manner.) Select the list and give it a name such as Employees. (To define a name use Insert | Name | Define or, in Excel 2007, display the Formulas tab of the ruler and click Define Name in the Defined Names group.) Now, back on the main worksheet, follow these steps:

1. Select the cell where you want the drop-down list to appear.
2. Choose Validation from the Data menu. Excel displays the Data Validation dialog box, with the Settings tab displayed. (To display the Data Validation dialog box in Excel 2007, display the Data tab of the ruler and then click Data Validation in the Data Tools group.)
3. Using the Allow drop-down list, choose List. (Click here to see a related figure.)
4. Make sure the In-Cell Dropdown check box is selected.
5. In the Source box, enter =Employees. (This is the name you earlier gave to the employee list.) Don't forget the equal sign; it is very important.
6. Click OK.

Now, whenever someone selects the cell you used in step 1, they'll see a drop-down list arrow to the right of the cell. Clicking on the list provides a drop-down listing all the employees. The user can select one of the employees, but cannot enter a different name. When they move to a different cell, the drop-down list disappears, but the selected value remains visible.

As a side note, if you don't want to place your data list in a worksheet, then you can enter the choices directly into the Data Validation dialog box. In step 5 (the Source box), leave out the equal sign and just enter the choices. Separate them by commas, and those are the choices that will be available to the user.