How to Create an Option List in Excel (Step-by-Step + Free Template)

Want to make Excel more interactive? An **option list** (also known as a drop-down menu) lets you **select predefined values** instead of typing them manually. This is great for **status tracking, categories, or any repetitive data entry**.

In this guide, we’ll show you how to **create an option list in Excel** using Data Validation. Plus, grab our **free pre-built templates** (Basic & Advanced) at the end.

Table of Contents

💡 Why Use an Option List?

Adding an option list:

Makes data entry **faster and consistent**
Reduces **typos** and errors
Ensures only **valid values** are entered
Perfect for **statuses, categories, and pre-defined choices**

🛠 Step-by-Step: Create an Option List in Excel

1. Prepare Your List of Options

On a separate sheet or column, type the values you want in your list.
Example:

Pending
In Progress
Completed

2. Select the Target Cells

Highlight the cells where you want to display the option list (e.g., the “Status” column).

3. Apply Data Validation

Go to:

Data → Data Validation → Settings

Then:

Choose **Allow: List**
For **Source**, select your prepared list of options

4. (Optional) Name Your Range

If you want to reuse this list across your workbook:

Highlight your options list.
Go to **Formulas → Define Name** and assign a name (e.g., "StatusList").
Use `=StatusList` in the Data Validation source box.

5. Test Your Drop-Down

Click a cell — a small arrow should appear. Click it to select from your list.

📥 Download the Free Option List Templates

We’ve created two ready-to-use templates:

Basic Option List: A simple drop-down for status tracking.
Advanced Dependent Option List: A multi-level drop-down where selecting a category filters subcategories.

📥 Download Basic Option List Template
📥 Download Advanced Option List Template

🚀 Final Thoughts

Option lists are a **simple yet powerful way** to control data entry in Excel. Start with the basic template, or try the advanced version for dependent lists that make your sheets smarter.

Looking for a **more dynamic form** with dependent multi-level drop-downs? Contact us to build a **customized interactive Excel tool**.

💡 Also read: How to Create an Excel Dashboard (Step-by-Step)

💡 Related: How to Create a Drop-Down in Excel