Answer

To create a drop-down list from a table in Excel, convert the data range into a table, reference the table column as the source, and apply Data Validation using the List option.

Prepare the source table

A structured table ensures the drop-down list updates automatically when values change.

1. Enter the list items in a single column.

2. Select any cell inside the range.

3. Press Ctrl + T on Windows or Command + T on Mac.

4. Confirm the range and enable My table has headers.

5. Select OK.

Excel assigns a table name, such as Table1, by default. The column header becomes the field name.

Create the drop-down list

Data Validation controls the allowed inputs in a cell or column.

1. Select the target cell or the entire column where the drop-down list should appear.

2. Open the Data tab.

3. Select Data Validation.

   • Windows: Data → Data Validation → Data Validation.

   • Mac: Data → Data Validation.

4. Choose List under Allow.

5. Enter the source using the table column reference.

Use this structure in the Source field:

=TableName[ColumnHeader]

6. Select OK.

The drop-down list now displays every value from the selected table column.

Apply the drop-down list to an entire column

Applying the rule to a full column enforces consistent data entry.

1. Select the column header or the desired cell range.

2. Apply Data Validation using the same table reference.

3. Confirm the settings.

Every cell in the selected column inherits the drop-down list.

Understand automatic updates

Tables expand dynamically by design.

A new value added beneath the table column becomes part of the drop-down list instantly. A deleted value disappears from the list immediately. This behavior reduces manual maintenance and prevents outdated options.

Control input behavior

Data Validation settings define how Excel reacts to invalid entries.

1. Open Data Validation.

2. Use the Input Message tab to display guidance when a cell is selected.

3. Use the Error Alert tab to block or warn against invalid entries.

4. Select Stop to enforce strict selection from the list.

Windows and Mac differences

The functionality remains consistent across platforms. The keyboard shortcuts and menu paths differ slightly. Formula syntax, table behavior, and validation rules remain identical.

Common issues and resolutions

A drop-down arrow not appearing indicates that Data Validation was not applied to the correct cells. A source error indicates a misspelled table or column name. A static list indicates that the source used a fixed range instead of a table reference.

Using table-based drop-down lists improves data accuracy, reduces manual updates, and enforces consistent input across worksheets.

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