Answer

To copy and paste a drop-down list in Excel, copy the cell that contains the drop-down and paste it using the appropriate paste option so the data validation rules are preserved

Method 1: Copy and Paste the Entire Cell (Recommended)

This method copies both the visible value and the drop-down list settings.

Steps

1. Select the cell that contains the drop-down list.

2. Press Ctrl + C on Windows or Command + C on Mac.

3. Select the destination cell or range.

4. Press Ctrl + V on Windows or Command + V on Mac.

Result

The pasted cells retain the same drop-down list, validation rules, and formatting.

Method 2: Paste Only Data Validation (Best for Existing Data)

This method applies the drop-down list to cells that already contain values or formatting.

Steps

1. Select the cell with the drop-down list.

2. Copy the cell.

3. Select the destination cell or range.

4. Right-click and choose Paste Special.

5. Select Validation.

6. Click OK.

Result

The drop-down list is applied without changing existing values or formatting.

Method 3: Use the Fill Handle to Copy a Drop-Down List

This method works when copying to adjacent cells.

Steps

1. Select the cell containing the drop-down list.

2. Hover over the bottom-right corner until the fill handle appears.

3. Drag the handle across the target cells.

Result

The drop-down list is duplicated across the selected range.

Method 4: Copy a Drop-Down List Across Non-Adjacent Cells

This method applies the same drop-down list to multiple separate cells.

Steps

1. Copy the cell that contains the drop-down list.

2. Hold Ctrl on Windows or Command on Mac.

3. Select multiple non-adjacent destination cells.

4. Paste the copied cell.

Result

Each selected cell receives the same drop-down list configuration.

How to copy a drop-down list without copying the selected value?

Yes. Use Paste Special → Validation to copy only the drop-down list rules while keeping existing cell values unchanged.

Windows and Mac Differences

Paste Special Access

1. Windows uses right-click or Ctrl + Alt + V.

2. Mac uses right-click or Command + Control + V.

Ribbon Location

1. Windows places Paste Special under the Home tab.

2. Mac places Paste Special under the Edit menu.

Common Issues and Fixes

Drop-down list disappears after pasting

The issue occurs when pasting values only. Use normal paste or Paste Special → Validation.

Drop-down references break

The issue occurs when the source list uses relative references. Convert the source range to absolute references before copying.

Best Practices

1. Store drop-down source lists on a dedicated worksheet.

2. Use named ranges to prevent reference errors.

3. Apply data validation before distributing the file.

4. Test pasted cells for correct selection behavior.

5. Lock validated cells to prevent accidental edits.

Related Excel Features

• Data Validation

• Named Ranges

• Paste Special

• Fill Handle

• Worksheet Protection

Each feature supports accurate and consistent use of drop-down lists across worksheets and.

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