Click path
1 Select cells
2 Data
3 Data validation
4 Dropdown
Criteria → Dropdown (from a range) or Dropdown (from a list of items).
Excel drop-down list
Turn any cell into a clickable drop-down. Use Data → Data Validation → Allow: List, feed options by typing them or pointing at a range, then edit or clear the rule when the list changes.
Menu paths & shortcuts
Create an Excel drop-down list (data validation → List) or a Google Sheets dropdown in a few clicks:
Click path (Ribbon)
1 Select cells
2 Data
3 Data Validation
4 Allow: List
Source can be a typed list (Apple,Banana) or a range like =$A$2:$A$5. Alt → A → V → V opens Data Validation on Windows.
Windows ribbon shortcut
Windows
Alt ➔ A ➔ V ➔ V
Mac
Mac Excel has no single built-in shortcut — use the Data tab, or assign a custom shortcut in macOS System Settings.
Two ways to feed the list
Type the list
In the Source box, type values separated by commas (or semicolons in some locales): Pending,Approved,Rejected. Fast for short fixed lists.
Point at a range
Put options in a column (or named range) and set Source to =$A$2:$A$5. Easier to edit later — change the cells, and the drop-down follows after you refresh the rule.
Dependent (cascading) drop-downs
Need City options that change with Region? Use INDIRECT or FILTER with named ranges / tables so the second list depends on the first selection. Keep each list on its own sheet for clarity.
Data Validation → List step by step
- Select the cells that should show the drop-down
- Data tab → Data Validation (Windows ribbon: Alt → A → V → V)
- Allow → List; Source → typed values or =$A$2:$A$5
- OK — click a cell to pick from the list
Related cell tools
FAQ
How do I create a drop-down list in Excel?
Select the cells, open Data → Data Validation, set Allow to List, and enter a comma-separated Source or a range like =$A$2:$A$5. Click OK — each cell gets a drop-down arrow.
How do I edit or clear an Excel drop-down list?
Select the cells again, reopen Data Validation, and change Source (or the cells in a linked range). To remove the drop-down, open Data Validation and choose Clear All — cell values can remain.
Typed list vs range — which should I use?
Type short fixed lists directly in Source. Use a worksheet range (or named range) when options change often — updating the source cells is easier than reopening the dialog every time.