Dropdown lists from validation in Excel - Cheat Sheet & Quick Revision

Recall & Review

beginner

What is a dropdown list in Excel data validation?

A dropdown list is a feature in Excel that lets you pick a value from a list of options in a cell, making data entry easier and more accurate.

beginner

How do you create a dropdown list using data validation in Excel?

Select the cell, go to Data > Data Validation, choose 'List' under Allow, then enter the list items separated by commas or select a range with the list values.

intermediate

Why use a range of cells instead of typing list items directly in the data validation source?

Using a range lets you easily update the list by changing the cells without editing the validation settings again.

beginner

What happens if you enter a value not in the dropdown list in a validated cell?

Excel will show an error message and prevent the entry unless you change the error alert settings to allow it.

beginner

Can dropdown lists created by data validation be copied to other cells?

Yes, you can copy and paste cells with dropdown lists to other cells to reuse the same list settings.

Which Excel menu do you use to create a dropdown list?

A Review > Protect Sheet

B Home > Format Painter

C Data > Data Validation

D Insert > Table

Dropdown lists are created using Data Validation found under the Data menu.

What option should you select under 'Allow' to create a dropdown list?

A List

B Whole Number

C Date

D Text Length

Choosing 'List' allows you to specify a list of values for the dropdown.

How can you update the dropdown list items without reopening Data Validation?

A Change the source range cells if you used a range

B Edit the cell directly

C Use the Undo button

D Change the worksheet name

If the list is based on a range, updating that range updates the dropdown automatically.

What separates list items if you type them directly in the source box?

A Semicolons

B Commas

C Spaces

D Periods

List items typed directly are separated by commas.

What does Excel do if you enter a value not in the dropdown list by default?

A Accepts the value silently

B Automatically adds it to the list

C Changes the cell color

D Shows an error and blocks the entry

By default, Excel blocks invalid entries and shows an error message.

Explain how to create a dropdown list in Excel using data validation.

Think about the steps from selecting the cell to setting the list source.

Describe the benefits of using a cell range as the source for a dropdown list instead of typing items directly.

Consider how changing the list items works in both cases.