Answer

To create a drop-down list in Excel from another sheet, use Data Validation with a referenced list range stored on a separate worksheet.

Prepare the source list on another sheet

A source list is the set of values that will appear in the drop-down.

1. Create a new worksheet or use an existing one.

2. Enter each list item in a single column with no blank cells.

3. Confirm the list contains unique, clean values since duplicates appear repeatedly in the drop-down.

4. Avoid merged cells because Data Validation ignores merged ranges.

Create a named range for the source list

A named range creates a stable reference and prevents errors when sheets are renamed.

1. Select the entire list on the source sheet.

2. Click the Name Box next to the formula bar.

3. Type a clear name without spaces.

4. Press Enter to save the name.

Named ranges improve workbook reliability and reduce reference errors according to Microsoft Excel documentation.

Apply Data Validation to create the drop-down

Data Validation restricts input to approved values.

1. Select the column or cells where the drop-down is required.

2. Open the Data tab.

3. Click Data Validation.

4. Set Allow to List.

5. Enter the named range preceded by an equals sign.

6. Click OK.

The drop-down arrow appears immediately after confirmation.

Create a drop-down without a named range

Excel supports direct sheet references using Data Validation.

1. Select the target cells.

2. Open Data Validation.

3. Choose List under Allow.

4. Enter the source range using this structure:

   =SheetName!A1:A10

5. Click OK.

This method works only when the source sheet name contains no spaces or special characters.

Lock the source list to prevent accidental edits

Source lists should remain unchanged to preserve data accuracy.

1. Select the source list.

2. Open Format Cells.

3. Enable Locked.

4. Protect the worksheet using Review → Protect Sheet.

Protected lists reduce data entry errors and maintain consistency.

Differences between Windows and Mac

Excel features are consistent across platforms with minor interface variations.

• Windows places Data Validation directly in the Data ribbon.

• Mac places Data Validation under Data → Tools.

• Named ranges behave identically on both platforms.

Functionality remains unchanged across operating systems.

Common errors and direct fixes

Drop-downs fail due to incorrect references or invalid ranges.

1. Error: “The source currently evaluates to an error.”
   Fix: Confirm the named range exists and contains no blanks.

2. Error: Drop down does not appear.
   Fix: Confirm In-cell dropdown is checked in Data Validation.

3. Error: Values change unexpectedly.
   Fix: Lock the source list and protect the sheet.

Why using another sheet improves data quality

Centralized lists increase consistency and reduce invalid entries.

• Structured validation reduces manual input errors by over 60%.

• Central lists simplify updates across large workbooks.

• Standardized entries improve sorting, filtering, and reporting accuracy.

Excel Data Validation is documented as a core integrity feature by Microsoft Support.

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