Answer

To update a drop-down list created using Data Validation, change the source range or the source values used by the list.

Steps on Windows

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

2. Select Data on the Ribbon.

3. Select Data Validation.

4. Select Settings.

5. Locate the Source field.

6. Update the cell range or edit the values directly.

7. Select OK.

Steps on Mac

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

2. Select Data on the menu bar.

3. Select Data Validation.

4. Select Settings.

5. Locate the Source field.

6. Update the cell range or edit the values directly.

7. Select OK.

The difference between Windows and Mac appears only in menu placement. The validation logic remains identical.

How to update a drop-down list that uses a typed list?

To update a typed list, edit the comma-separated values inside the Source field.

Steps

1. Select the drop-down cell.

2. Open Data Validation.

3. Replace the existing values in the Source box.

4. Keep commas as separators without spaces.

5. Select OK.

Typed lists update instantly after confirmation.

How to update a drop-down list linked to a cell range?

To update a range-based list, modify the values inside the referenced cells.

Steps

1. Identify the range used in the Source field.

2. Add, remove, or edit values in that range.

3. Return to the drop-down cell.

4. Open the list to confirm the update.

The drop-down reflects changes automatically without reopening Data Validation.

How to update a drop-down list using a named range?

To update a named range list, redefine the named range.

Steps on Windows

1. Select Formulas.

2. Select Name Manager.

3. Select the named range.

4. Select Edit.

5. Adjust the referenced cells.

6. Select OK.

Steps on Mac

1. Select Formulas.

2. Select Define Name.

3. Select the named range.

4. Update the reference.

5. Select OK.

Named ranges provide stable references and reduce validation errors.

How to update a drop-down list automatically when new values are added?

Yes. Excel updates the list automatically when the source range uses a Table or a dynamic named range.

Using an Excel Table

1. Select the source list.

2. Select Insert.

3. Select Table.

4. Confirm headers.

5. Use the table column as the validation source.

Tables expand automatically when new entries appear.

How to refresh a drop-down list that does not update?

To refresh a non-updating list, reapply the Data Validation rule.

Steps

1. Select the drop-down cell.

2. Open Data Validation.

3. Select OK without changing settings.

This action forces Excel to re-evaluate the source.

How to update dependent drop-down lists?

To update dependent lists, update the source ranges linked to each dependency level.

Steps

1. Identify all referenced ranges or named ranges.

2. Update the parent list values.

3. Update the dependent range values.

4. Confirm validation sources remain accurate.

Consistency across all linked ranges prevents broken dependencies.

How to remove old values from a drop-down list?

To remove old values, delete them from the source or remove them from the Source field.

Steps

1. Locate the validation source.

2. Delete unwanted entries.

3. Confirm the drop-down updates correctly.

Deleted source values disappear immediately from the list.

How to update multiple drop-down lists at once?

To update multiple lists simultaneously, modify the shared source.

Steps

1. Identify drop-downs using the same source.

2. Update the source range or named range.

3. Confirm updates across all linked cells.

Shared sources ensure uniform data control.

How to avoid errors when updating drop-down lists?

To avoid errors, maintain clean data sources and consistent references.

Best Practices

1. Remove blank cells from sources.

2. Avoid merged cells in source ranges.

3. Use tables or named ranges for scalability.

4. Keep validation rules documented.

Structured sources reduce maintenance time and data inconsistencies.

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