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How to add choices on Excel cell (drop-down)

This document provides a step-by-step guide on how to add choices to Excel cells using the Data Validation feature. It outlines the process of creating a list of options, selecting the cell for the drop-down list, linking the data, and testing the functionality. Additionally, it covers how to add or remove items from the list and how to remove the drop-down list if needed.

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0% found this document useful (0 votes)
5 views3 pages

How to add choices on Excel cell (drop-down)

This document provides a step-by-step guide on how to add choices to Excel cells using the Data Validation feature. It outlines the process of creating a list of options, selecting the cell for the drop-down list, linking the data, and testing the functionality. Additionally, it covers how to add or remove items from the list and how to remove the drop-down list if needed.

Uploaded by

mr.boarbot
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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Adding Choices to Excel Cells: A Step-by-Step Guide

To add choices to Excel cells, you can use the Data Validation feature, which
allows you to create drop-down lists or other types of choices for users to
select from. Here’s a detailed step-by-step guide:

Step 1: Create a List of Options

1. Choose a Sheet: Select a sheet in your Excel workbook where you want
to store the list of choices. This sheet can be hidden later if you don’t
want users to access the list directly .
2.
3. Create a Vertical List: Type the items you want to appear in the drop-
down list in a vertical column. For example, if you want users to choose
from a list of cities, type each city on a separate row .
4.

Step 2: Select the Cell and Access Data Validation

1. Select the Cell: Click on the cell where you want the drop-down list to
be located.
2.
3. Access Data Validation: Go to the Data tab in the Excel ribbon. Click on
Data Validation in the Data Tools group. Alternatively, use the keyboard
shortcut Alt + A + V + V on Windows .
4.

Step 3: Select “List” and Link the Data

1. Allow List: In the Settings tab of the Data Validation dialog box, select
List from the Allow dropdown menu.
2.
3. Link the Data: Click in the Source box. Highlight the range of cells
containing your list of choices on the sheet you created earlier. For
example, if your list is in cells B5:B13, select this range .
4.
3. Confirm: Click OK to complete the setup.

Step 4: Format the Drop-Down List (Optional)

You can format the cell containing the drop-down list to make it more visually
appealing and easier to identify. For example, you can change the
background color or add a border .

Step 5: Test the Drop-Down List

Click on the cell with the drop-down list. You should see a dropdown arrow
appear on the right side of the cell. Clicking this arrow will display the list of
choices you specified. Select an option to ensure it works correctly .

Step 6: Add or Remove Items

1. Add Items: To add an item to the drop-down list, select an item in the
list, right-click, and choose Insert. Select Shift cells down and click OK.
Type the new item .
2.
3. Remove Items: To remove an item, select it, right-click, and choose
Delete. Select Shift cells up and click OK .
4.

Step 7: Remove the Drop-Down List (Optional)

1. Select the Cell: Click on the cell containing the drop-down list.
2.
3. Access Data Validation: Go to the Data tab and click Data Validation.
4.

3. Clear All: In the Settings tab, click Clear All. To remove all other drop-down
lists with the same settings, check Apply these changes to all other cells with
the same settings before clicking Clear All .

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