How to find drop down list source in excel

Answer

What is a drop-down list source in Excel?

A drop-down list source in Excel is the data reference that populates the selectable options in a cell's validation list. This source appears in the Data Validation dialog box and can be a manual list, cell range, named range, or formula.

How to find the source of a drop-down list using Data Validation

To find the source of a drop-down list in Excel, select the cell containing the drop-down. Open the Data Validation dialog box by navigating to Data tab > Data Validation, and check the Source field on the Settings tab.

This displays the exact range, named range, or formula powering the list. Examples of source formats include =C$5: C$13 for cell ranges or =Product for named ranges.

Types of drop-down list sources

Excel drop-down lists support multiple source types via the Data Validation dialog box. The Source field displays each type distinctly for identification and editing.

Manual lists

Manual lists contain comma-separated values typed directly into the Source field, such as Yes,No,Maybe. This creates a static list without referencing cells.

Cell ranges

Cell range sources display as range references like =B$2: B$11 for the current sheet or =ListSheet!$A$1:$A$8 for another sheet. Absolute references ($ signs) lock the range during copying.

Named ranges

Named range sources appear as references like =Categories, which point to a defined range viewable in Name Manager. This format simplifies maintenance for dynamic or hidden lists.

Formulas

Formula-based sources use functions like =INDIRECT(G5) for dependent lists or =OFFSET(Lists!A$2,0,0,COUNTA(Lists! A:$A)-1) for dynamic expansion. The formula appears verbatim in the Source field.

How to find drop-down list source using Name Manager

Excel supports named ranges as drop-down sources, shown as the name (e.g., =Categories) in the Data Validation Source field. To trace the underlying cell range, use Name Manager on the Formulas tab.

Steps to access Name Manager

1. Select the cell with the drop-down.
2. Go to Data > Data Validation to confirm the named range in Source.
3. Switch to Formulas tab > Name Manager. The keyboard shortcut Ctrl+F3 opens Name Manager directly.

Tracing the range

1. Locate the named range in the Name Manager list and select it.
2. The "Refers to" field shows the exact cell range (e.g., =Sheet1!A$1: A$10) or formula defining it.
3. Click Edit to modify or Delete to remove the named range.
4. Verify changes by testing the drop-down.

Keyboard shortcuts to find drop-down list sources

Excel provides keyboard shortcuts and alternative methods to access the Data Validation dialog box quickly. These streamline workflows without relying on the ribbon menu.

Primary shortcuts

1. Press Alt + A + V + V (sequence, not held) to open the Data Validation dialog directly from any cell.
2. The legacy shortcut Alt + D + L works across Excel versions.

Opening the drop-down list

Use Alt + Down Arrow on a cell with validation to expand the list instantly. This aids quick source verification before accessing the full dialog.

Additional methods

1. Right-click the cell and select Data Validation from the context menu.
2. Navigate to Home tab > Find & Select > Go To Special > Data validation > OK, then press Alt + A + V + V.
3. Press Ctrl + G > Special > Data validation to select all validated cells in a workbook for bulk checks.

How to find drop-down source on a different worksheet

To find the source of a drop-down list located on a different worksheet, select the cell with the drop-down and check the Data Validation settings. The source reference reveals the exact location.

Same workbook, different worksheet

1. Select the drop-down cell.
2. Go to Data > Data Validation.
3. Examine the Source field.

The Source field displays formats like =SheetName!A$1: A$10 for direct ranges or =NamedRange for named references. Trace named ranges via Formulas > Name Manager to see the referring sheet and range.

The source sheet may be hidden. Right-click a sheet tab, select Unhide, and choose the hidden sheet to access it.

How to find drop-down source in an external workbook

The Source field shows external links in formats like ='[ExternalFile.xlsx]Sheet1'!A$1: A$10. The external file must be open for the drop-down to function fully.

Use Name Manager to highlight the range location. Copy linked data via Paste Special > Paste Link into the current workbook to simplify tracing without keeping the external file open.

Very hidden sheets

Sheets set to "very hidden" do not appear in the Unhide menu. Access VBA by pressing Alt+F11, find the sheet under Microsoft Excel Objects, and set the Visible property to -1 (xlSheetVisible).

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