How to create a drop down list allow free text

Answer

To create a dropdown list that allows free text entry in Excel, set up Data Validation with the List option, then modify the Error Alert settings to permit entries outside the predefined options. This method works across Excel 365, Excel 2021, Excel 2019, Excel 2016, and earlier versions.

Why default dropdowns restrict entry

The default Data Validation dropdown in Excel restricts users to only the listed options. Entering text outside the list triggers a "Stop" style error alert that blocks the input with the message: "The value you entered is not valid. A user has restricted values that can be entered into this cell."

How to create the dropdown list

1. Select the cell or range where the dropdown should appear.
2. Go to the Data tab on the Ribbon.
3. Click Data Validation in the Data Tools group, then select Data Validation again from the dropdown menu.
4. In the Settings tab, choose List from the Allow dropdown.
5. Enter items in the Source box separated by commas (e.g., "Yes,No,Maybe") or select a cell range like =A$1: A$5.
6. Ensure the Ignore blank checkbox is checked.
7. Ensure the In-cell dropdown checkbox is selected.
8. Click OK.

How to enable free text entry

To allow users to type entries outside the predefined list, modify the Error Alert settings:

1. Select the cell or range with the existing dropdown.
2. Go to Data > Data Validation.
3. Click the Error Alert tab.
4. Uncheck the "Show error alert after invalid data is entered" checkbox to disable all alerts.
5. Click OK.

The dropdown arrow remains visible, and users can select from the list or type custom entries without any error messages.

Alternative method using warning or information alerts

Keeping some form of alert while permitting overrides provides a balance between guidance and flexibility:

1. Select the cell or range with the dropdown.
2. Go to Data > Data Validation.
3. Click the Error Alert tab.
4. Keep the "Show error alert after invalid data is entered" checkbox checked.
5. Change the Style from "Stop" to "Warning" or "Information."
6. Enter a custom Title and Error message to guide users.
7. Click OK.

The Warning style displays a message with Yes, No, and Cancel buttons, allowing users to proceed with their entry. The Information style shows a message with OK and Cancel buttons, permitting the custom entry after acknowledgment. 

How to verify the configuration

1. Click the cell with the dropdown to confirm the arrow appears.
2. Select an option from the list to confirm standard selection works.
3. Type a custom entry not in the list and press Enter.
4. Confirm the entry is accepted (with no alert, or with a dismissible warning/information alert depending on your configuration).

Dropdown arrow visibility

The dropdown arrow appears only when the cell is selected and remains visible during editing. The arrow disappears when the cell contains invalid data or when the "In-cell dropdown" option is unchecked in the Settings tab. 

Invalid entry indicators

Invalid entries display a small triangle (error indicator) in the cell's top-left corner in Excel's default view. Users can identify invalid data across worksheets by going to Data > Data Tools > Data Validation > Circle Invalid Data. Excel displays red circles around cells that contain values not matching their validation criteria.

Key limitations

1. The dropdown displays 8 to 12 visible items before requiring scrolling. Longer lists require users to scroll through options.
2. The Source field has a 255-character limit. Lists exceeding this limit require using a cell range reference or named range instead of comma-separated values.
3. Copying validation rules to merged cells or across worksheets can produce unexpected results. Testing validation behavior after copying is necessary.
4. Named ranges used as source data require manual updates when adding new items, unless the source is formatted as an Excel Table, which updates associated dropdowns automatically.

When free text dropdown lists are useful

Survey forms collecting feedback use predefined options like "Excellent, Good, Fair, Poor" while needing an "Other" option for unique responses. Free text entry captures detailed comments without rigid lists, improving data completeness.

Data entry templates for customer intake or HR onboarding use dropdowns for standard fields like department names, with free entry for rare exceptions. This approach balances standardization and flexibility in high-volume entry workflows.

Inventory tracking systems list common item categories but allow free text for new or custom products. Users select from dropdowns for speed and override with specifics when needed, supporting dynamic inventory without constant list updates.

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