Microsoft Office

Part IV
Using Advanced Excel Features
TIP
The Data ➪ Data Tools ➪ Data Validation drop-down control contains an item named Circle
Invalid Data. When you click this item, circles appear around cells that contain incorrect
entries. If you correct an invalid entry, the circle disappears. To get rid of the circles, choose Data ➪ Data
Tools ➪ Data Validation ➪ Clear Validation Circles. In Figure 25.3, invalid entries are defined as values that
are greater than 100.
FIGURE 25.3
Excel can draw circles around invalid entries (in this case, cells that contains values greater than 100).
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Creating a Drop-Down List
Perhaps one of the most common uses of data validation is to create a drop-down list in a cell. Figure 25.4
shows an example that uses the month names in A1:A12 as the list source.
To create a drop-down list in a cell:
1. Enter the list items into a single-row or single-column range. These items are the ones that
appear in the drop-down list.
2. Select the cell that will contain the drop-down list and access the Data Validation dialog box.
3. In the Settings tab, select the List option and specify the range that contains the list using
the Source control.
4. Make sure that the In-Cell Dropdown check box is checked.
5. Set any other Data Validation options as desired.
After performing these steps, the cell displays a drop-down arrow when it’s activated. Click the arrow and
choose an item from the list that appears.
TIP
If you have a short list, you can enter the items directly into the Source control in the Settings
tab of the Data Validation dialog box. (This control appears when you choose the List option
in the Allow drop-down list.) Just separate each item with list separators specified in your regional settings
(a comma if you use the U.S. regional settings).