Excel - Drop-down list settings Tutorial

In this video, you will learn about drop-down list settings in Microsoft 365. The video covers how to use drop-down lists in Excel and SharePoint to create interactive forms and improve data entry efficiency.
This will help you create more organized and user-friendly spreadsheets and websites.

4:14
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Available in Microsoft365

Objectifs :

Understand how to create and manage drop-down lists in Excel using comma-delimited lists, cell ranges, and named ranges, while avoiding common errors associated with case sensitivity.

Chapitres :

Introduction to Drop-Down Lists
Drop-down lists in Excel allow users to select from predefined options, enhancing data entry accuracy. This video covers three methods to create drop-down lists: using a comma-delimited list, a cell range, and a named range.
Using a Comma-Delimited List
A comma-delimited list is suitable for a small number of static values. However, it is case-sensitive, which can lead to errors if users type entries instead of selecting from the list. For instance, typing 'YES' in all capital letters may trigger an error if error messages are enabled.
Creating a Drop-Down List with a Cell Range
To avoid case sensitivity issues, it is recommended to use a cell range for drop-down list entries. Follow these steps: 1. Select the cell where you want the drop-down list. 2. Click the 'Data' tab and select 'Data Validation'. 3. In the Data Validation dialog, set 'Allow' to 'List'. 4. In the 'Source' field, select the cell range containing your options, which can be on a different worksheet for added flexibility. 5. Click 'OK' to create the drop-down list. Verify that the cell now contains the drop-down list with the specified options.
Copying Drop-Down Lists
To use the drop-down list in other locations: - Select the cell with the drop-down list. - Press 'Delete' to clear any existing text or numbers. - Use 'Ctrl + C' to copy the cell, then select the destination cells and press 'Ctrl + V' to paste. The destination cells will now have the same drop-down list.
Using Named Ranges for Drop-Down Lists
Named ranges provide a more organized way to manage drop-down list options. To create a named range: 1. Select the cell range you want to name. 2. In the name box, type the desired name (e.g., '_Veggies'). 3. Ensure the name starts with a letter or underscore and contains no spaces or predefined statements. To create a drop-down list using a named range: 1. Select the cell for the drop-down list. 2. Click 'Data Validation' and select 'List'. 3. In the 'Source' field, press 'F3' to select the named range. 4. Click 'OK' twice to finalize. Verify that the cell contains the drop-down list with entries from the named range.
Conclusion
In this video, we explored how to create and manage drop-down lists in Excel using different methods. Understanding these techniques is essential for improving data entry efficiency and accuracy in your spreadsheets.

FAQ :

What is a drop-down list in a spreadsheet?

A drop-down list is a feature that allows users to select a value from a predefined list of options, making data entry easier and more consistent.

How do I create a drop-down list using a comma delimited list?

To create a drop-down list using a comma delimited list, go to the Data tab, click on Data Validation, select 'List', and enter your options separated by commas in the Source field.

What are the advantages of using a cell range for drop-down list options?

Using a cell range allows for greater flexibility, as you can easily update the list of options without changing the data validation settings. It also helps avoid case sensitivity issues.

Can I use a named range for my drop-down list?

Yes, you can use a named range for your drop-down list. First, create a named range for the desired cell range, then select it in the Data Validation Source field.

What should I do if I encounter an error when selecting from a drop-down list?

If you encounter an error, ensure that the entry matches one of the options in the drop-down list exactly, as the list is case sensitive. You may also need to check the data validation settings.

Quelques cas d'usages :

Creating a Product Selection Tool

In an e-commerce setting, you can use drop-down lists to allow customers to select product options, such as size or color, improving the user experience and reducing order errors.

Streamlining Data Entry in Surveys

When designing a survey, drop-down lists can be used to standardize responses for questions with limited options, making data analysis easier and more accurate.

Managing Employee Information

In HR management, drop-down lists can help in maintaining consistent data entry for employee roles, departments, or statuses, ensuring uniformity across records.

Budget Planning

In financial planning, drop-down lists can be used to select expense categories, making it easier to track and manage budgets while minimizing data entry errors.

Project Management Task Assignment

In project management tools, drop-down lists can facilitate the assignment of tasks to team members by providing a list of available personnel, enhancing workflow efficiency.

Glossaire :

Comma Delimited List

A list of values separated by commas, used to define options in a drop-down list. This type of list is case sensitive and is suitable for a small number of static values.

Data Validation

A feature in spreadsheet applications that allows users to control the type of data entered into a cell. It can be used to create drop-down lists, restrict entries, and provide error messages.

Cell Range

A selection of two or more cells in a spreadsheet, which can be used to define options for a drop-down list. The range must be a single row or column.

Named Range

A user-defined name that refers to a specific cell range in a spreadsheet. Named ranges make it easier to manage and reference data.

Source

In the context of drop-down lists, the source refers to the cell range or named range that contains the options available for selection.

Error Messages

Notifications that appear when a user enters invalid data in a cell, based on the data validation rules set for that cell.

00:00:05

or a named range to define the options in a drop-down list.

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We used a comma delimited list in the previous video.

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You might use such a list if there are just a few values

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and they're unlikely to change.

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If you need to change the list entries, such as adding and deleting entries,

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this type of drop-down list is more time consuming to manage;

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we'll cover managing drop-down list in video 4.

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A comma delimited list is also case sensitive.

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This can be a problem when someone types an entry

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instead of picking it from the list.

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For example, typing "YES" in all capital letters returns

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an error if Error messages are enabled; which is a default.

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To avoid the problem, let's use a cell range,

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for the entries in the drop-down list.

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Select the cell where you want a drop-down list,

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click the Data tab, and click Data validation.

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In the Data Validation dialog, set Allowed to list, this enables a list in the cell.

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Leave In-cell drop down selected, this enables a drop-down list in the cell;

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leave Ignore blank selected.

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We'll cover this in the next video.

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To provide the options in your drop-down list, click in Source

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and select the cell range that contains the options.

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It can be on a different worksheet as in this example,

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giving you greater flexibility in configuring and protecting the worksheets.

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We'll cover this in video 4.

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The range must be a single row or column; and click OK.

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Verify this cell contains a drop-down list with

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the options provided by the cell range.

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To use this drop-down list in other locations, copy it to other cells.

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Select the cell, if it shows a text or a number entry

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press Delete to clear it; this way texts and numbers

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won't appear in the destination cells so it doesn't seem

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like an entry was already selected.

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You can use the keyboard shortcut Ctrl-C to copy the cell

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then select the destination cells, and press Ctrl-V to paste it.

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These cells now have the drop-down list.

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A named range, such as "Fruits", is easier to remember

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than a cell range such as A2:A37.

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To use a named range for the options in your drop-down list,

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you start by creating one.

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Select the cell range you want to name,

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in the name box, type the name you want for the range.

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For example, _Veggies.

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The first character of a name must be a letter or an underscore

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the rest of the name can be letters,

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numbers, periods and underscores.

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A name can't have spaces, and you can't use predefined statements

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such as True or False, or cell references, such as A1.

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When you select the cells of a named range,

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you'll see the name in the name box.

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Now you're ready to create a drop-down list that uses the named range.

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Select the cell where you want to drop down list,

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click Data validation,

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select List, click in Source, press F3, select the name,

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click OK and click OK again.

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Verify this all contains the dropdown list

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with the entries provided by the named range;

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and copy the list to the other cells.

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