Computer Training

Microsoft Excel 2007 - Create a drop-down list of valid entries for data

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In this example, you will create a drop-down list from a range of cells and then use the Data Validation command to limit cell entries to the items defined.

How to:

1. Open Excel and select Sheet2. In column "A1", create a short list of abbreviated states (PA, NJ, NY, and RI). Press Enter after each entry.
   
2. Select cell range ("A1:A4"), then in the Name box, type the name "ABRV" (Abbreviation). Press Enter.
3. For this example, rename Sheet2 as "List".
4. Click on Sheet1 and type the label "States" in cell "A1".
5. Select the cell range "A2:A5".
6. Click on the tab Data and then the command Data Validation.
7. In the Data Validation dialog box, change the criteria to "List". Confirm that checkmarks are present for “Ignore blank cells” and “In-cell dropdown”.
8. Type an equal sign (=) in the box labeled Source, and then press the keyboard shortcut "F3".
9. Select the Paste Name "States". Click "OK" twice.
10. To enter information in the cells, click the arrow, and then click the entry that you want.