To change the kind of message the user receives when they enter an extraneous value, you can go back to the Data Validation window. What happens when we enter a value into a cell that has a Data Validation List, but that value is not one of the options in the list? That depends on the Error Alert settings, which we have control of. It's also worth noting that you can copy and paste Data Validation from one cell to another just as you would copy and paste normal values and formatting. You'll see that each of the cells in your selection now has the same drop-down options as the original cell. Do you want to extend the Data Validation to these cells?”Ĭhoose Yes, and then hit OK when the Data Validation Window appears. This can include blank cells or cells that already have values in them.Īs before, you will click on the Data Validation button in the Data tab, but this time a warning will appear that says, “The selection contains some cells without Data Validation settings. ![]() Start by clicking on the cell that has the list, and then select any additional cells that you want to extend the drop-down list to. If you have created a drop-down list for a particular cell and would like other cells to have the same data validation list, you can easily copy (extend) that list to other cells. How to Copy the Data Validation List to Other Cells The download site also contains installation instructions and videos. Note: You will create a free account for the Excel Campus Members site to access the download and any future updates. It's called List Search and you can access that add-in here:Ĭlick here to download the List Search Add-in Unfortunately, Excel doesn't have an option to search the drop-down list for a particular item, but I've created an add-in that gives you that option. This brings up the drop-down list and you can use your up and down arrow keys to highlight the selection you want, and then press Enter to select. Another way to select it is to use the keyboard shortcut Alt+ ?. To choose the option you want from your drop-down list, you can use your mouse to click on the option you want. Shortcut for Selecting from the Drop-down List Now the values in the range that you've selected show as options that you can choose from in your drop-down list. Once you've selected the values you want to appear in your drop-down list, you can click on the corresponding icon to take you back to the Data Validation window.Īt this point, the range you've selected will show in the Source box and you can just hit OK. Selecting this icon will open up a small window that will auto-fill when you select a range of cells on the worksheet. To do this, instead of typing values into the Source field, you want to select the icon to the right. The second way to fill your list with options is to choose them from a range of values. Note: On some language versions of Excel you will need to use a semicolon ( ) instead of a comma. The options in your drop-down list will appear in the exact same order that you have typed them. It doesn’t matter whether a space follows your comma or not.Ī longer list of options might look like this: “Red, Blue, Green, Purple, Orange, Yellow, Brown”. For example, if there are only two options to choose from, such as Yes and No, you would simply type “Yes, No” (do not include the quotation marks) in the Source box. The first way is by typing all of the options that you want in your drop-down list, separated by commas, into the Source field. Drop-down List from Comma Separated Values You’ll want to select List in the drop-down menu under Allow.Īt this point there are a few ways that you can tell Excel what items you want to include in your drop-down list. The keyboard shortcut to open the Data Validation window is Alt, A, V, V. To create a drop-down list, start by going to the Data tab on the Ribbon and click the Data Validation button. How to Create a Drop-down (Data Validation) List We can also use drop-down lists to create interactive reports and financial models, where results change when the user changes a cell’s value. This can be helpful when multiple users are entering data on the same sheet and you want the options to be limited to a list of items or values that you’ve already approved. They help to make sure that only valid data makes it into the cells that you’ve applied it to. That’s why they are also called data validation lists. It also helps restrict entries so that only values you’ve approved make it onto the sheet. Data-Validation-Lists-Examples.xlsx Download What Are Data Validation Lists?Ĭreating a drop-down list is a great way to ensure that entries are uniform and free from spelling errors.
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