How to Insert Drop

1. Open your workbook to a blank page or add a new worksheet. To keep your active worksheet tidy, you will want your list stored on a separate sheet from where the drop-down box is.
2. Enter your items for the drop-down list in a single column on the blank worksheet. For easy identification, add a title to your list in the row before your list begins, such as 'Colors' for a list of colors. Your list will appear in the order you have it in this column.
3. Highlight your list of items with your mouse, not including the title. With these highlighted, click in the box to the left of the formula bar and type in a name for your list. Use a name that matches your list title exactly, including case, to make the name easier to find if you have multiple lists. This process creates a name for your range of cells for the computer to identify. For example, if your list is titled 'Colors' in cell A1 and your list includes 'Red,' 'Blue' and 'Green' in cells A2 through A4, respectively, highlight A2 through A4 and type 'Colors' in the upper left box to name that cell range.
4. Press 'Enter' to set the name for your list. If you do not press 'Enter,' the name does not apply.
5. Select the worksheet where you want the drop-down list to appear, and click inside the cell where you want the list. Single-click in the cell only; you cannot add data validation while editing a cell, which is accessed by double-clicking.
6. Select the 'Data' tab on the Office ribbon, and then choose 'Data validation' in the 'Data tools' area.
7. Click 'List' from the drop-down menu under 'Allow' in the dialog box, and make sure 'In-cell drop-down' is selected.
8. Click inside the 'Source' box. Type an equal sign, and then type the list name exactly as you entered it on the other worksheet. For example, type '=Colors' (without quotation marks) for the list in the previous example.
9. Select 'OK.' The drop-down list is now a part of the cell, and when users click inside the cell, they will see the arrow indicating a drop-down list. Click the arrow to see the list, and then select an option to populate the cell.