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A drop down list allows you to enter data into an Excel spreadsheet from a preset list of entries. Thiscan be done to make data entry easier or to limit the number of acceptable choices.

Part 2 covers how to create a drop down list using data on a different worksheet. 

Example: Creating a drop down list in Excel 2007 

Note: For help with this example, see the image to the right..

1.  Enter the following data into cells:

A1 - GingerbreadA2 - LemonA3 - Oatmeal RaisinA4 - Chocolate ChipE1 - The Cookie ShopD2 - Cookie Type:

2.  Click on cell E2 - the location where the results will be displayed.

3.  Click on the Data tab.

4.  Click on the Data Validation option from the ribbon to open the menu.

5.  Click on the Data Validation in the menu to bring up the dialog box.

6.  Click on Settings tab in the dialog box.

7.  From the Allow menu choose List .

8.  Click on the Source line in the dialog box.

9.  Drag select cells A1 - A4 in the spreadsheet.

10. Click OK in the dialog box.

11. A down arrow should appear next to cell E2.

12. When you click on the arrow the drop down list should open to display the four cookie names.

This article covers creating a drop down list on a different worksheet. 

Example: Creating a drop down list with data on a different worksheet 

Note: For help with this example, see the image to the right.

1.  Enter the following data into the correct cells on Sheet 1 or a worksheet:

E1 - The Cookie ShopD2 - Cookie Type:

2.  Click on the Sheet tab for Sheet 2.

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3.  Enter the following data into the correct cells on Sheet 2 or a worksheet:

A1 - GingerbreadA2 - Lemon

A3 - Oatmeal RaisinA4 - Chocolate Chip

4.  Drag select cells A1 - A4 on Sheet 2.

5.  Type "cookies" (no quotes) in the Name Box and press the ENTER key on the keyboard.

6.  Click on the Sheet tab for Sheet 1.

7.  Click on cell E2 - the location where the results will be displayed.

8.  Click on the Data tab.

9.  Click on the Data Validation option from the ribbon to open the menu.

10. Click on the Data Validation in the menu to bring up the dialog box.

11. Click on Settings tab in the dialog box.

12. From the Allow menu choose List .

13. Type "=cookies" (no quotes) on the Source line in the dialog box.

14. Click OK in the dialog box.

15. A down arrow should appear next to cell E2.

16. When you click on the arrow the drop down list should open to display the four cookie names.

Excel's VLOOKUP function, which stands for vertical lookup, is used to find specific information thathas been stored in a spreadsheet table.

IF you have an inventory list of parts or a large membership contact list, VLOOKUP can help you finddata that matches specific criteria such as the price of a specific item or a person's phone number.

VLOOKUP Example 

Note: Refer to the image above for more information on this example. The syntax of the VLOOKUPfunction is covered in detail on page two. 

=VLOOKUP("Widget",D4:E9,2,False)

  "Widget" - this VLOOKUP function is looking for the price of Widgets.

  D4 : E9 - it is looking for this information in the data table located in cells D4 to E9.

  2- VLOOKUP is looking for the price in the second column of the table.

  False - indicates that only an exact match to the lookup _value "Widget" will be accepted.

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The VLOOKUP function returns the results of its search - $14.76 - in cell D1.

VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)

Excel VLOOKUP Function Syntax: 

lookup _value:This argument is the value that is searched for in the first column of the table array. The lookup _value can be a text string, a logical value (TRUE or FALSE only), a number, or a cell reference to avalue.

table_array:This is the range of  data that the function searches to find your information. The table_array mustcontain at least two columns of data. The first column contains the lookup_values. These values canbe text, numbers, or logical values. This argument is a named range or a reference to a range of  cells. 

If you are using a reference to a range a cells, it is a good idea to use an absolute cell reference forthe table_array.

If you don’t use an absolute reference and you copy the VLOOKUP function to other cells, there is agood chance you will get error messages in the cells the function is copied to.

col_index_num: For this argument, enter the column number of the table_array from which you want data returnedfrom. For example:

  if the col_index_num is 1, it returns a value from the first column in table_array;

  if the col_index_num is 2, it returns a value from the second column in table_array.

range_lookup: A logical value (TRUE or FALSE only) that indicates whether you want VLOOKUP to find an exact or anapproximate match to the lookup_value.

  If TRUE or if this argument is omitted, VLOOKUP will use an approximate match if it cannot find anexact match to the lookup_value. If an exact match is not found, VLOOKUP uses the next largestlookup_value.

  If FALSE, VLOOKUP will only use an exact match to the lookup_value. If there are two or more

values in the first column of table_array that match the lookup_value, the first value found is used.If an exact match is not found, an #N/A error is returned.

Excel VLOOKUP Error Messages

  If the lookup_value is not found in the first column of the table_array, VLOOKUP returns the #N/Aerror value.

  If the col_index_num argument is greater than the number of columns in table_array, VLOOKUPreturns the #REF! error value.

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  If the table_array argument includes empty columns on the left of the table_array, VLOOKUPreturns the #N/A error value.