What is the drop down list limit

Answer

The drop-down list limit in Excel depends on the source method used. Direct entry into the Data Validation source box allows a maximum of 256 characters, including commas and spaces. Referencing a worksheet range supports up to 32,767 items.

Direct entry limit

The source box in the Data Validation dialog accepts 256 characters total when typing items separated by commas (e.g., "Item1,Item2,Item3"). This character count includes all text, commas, and spaces. Exceeding this limit causes the OK button to gray out or become unresponsive. Excel does not display a specific error message in the user interface; it silently enforces the cap by preventing validation rule application.

VBA or API-based implementations trigger an explicit exception: "The total length of a DataValidation list cannot exceed 255 characters."

Range reference limit

Linking a drop-down list to a cell range on a worksheet supports up to 32,767 items. This limit applies uniformly across Excel 2010, 2016, 2019, and Microsoft 365. The maximum row capacity in Excel worksheets (1,048,576 rows) accommodates this item count without issue.

Named range and dynamic array limits

Named ranges and dynamic arrays follow the same 32,767-item cap as standard range references. Named ranges bypass the 256-character direct entry restriction by referencing cells. Dynamic arrays in Microsoft 365, such as UNIQUE, FILTER, and SORT, spill to fit available rows and inherit the 32,767-item limit when used in Data Validation sources.

Complex formulas defining named ranges (e.g., OFFSET or INDIRECT) may encounter a 255-character formula limit during creation. This restriction affects the name definition process, not the drop-down functionality.

Visible items in the drop-down menu

The drop-down menu displays 8 to 12 items at once, regardless of the total items in the source. Users scroll to access additional entries in longer lists. This visible item cap is a fixed user interface design, separate from the data capacity limits.

Version consistency

The 256-character direct entry limit and 32,767-item range reference limit remain consistent across Excel 2010, 2016, 2019, and Microsoft 365. Microsoft 365 introduces dynamic array features for easier management of large lists but does not alter these core limits.

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