Skip to main content

How to create drop down list from another workbook in Excel?

Author Siluvia Last modified

It is quite easy to create a data validation drop down list among worksheets within a workbook. But if the source data you need for the drop-down list locates in another workbook, how would you do? In this tutorial, you will learn how to create a drop fown list from another workbook in Excel in details.

Create drop down list from another workbook in Excel

Create drop down list from another workbook in Excel

For creating drop dpwn list from another workbook, please do as follows.

1. Firstly, rename the workbook that contains the source data as “SourceData” or others you like. After renaming the workbook, open it.

2. Select the source data range (A2:A10 in this case), and then click Formulars > Define Name. See screenshot:

click Formulars > Define Name

3. In the popping up New Name dialog box, type SourceList in the Name box, and click the OK button.

set options in the dialog box

4. Press Ctrl + S to save the workbook.

5. Open the workbook where you want to create the drop down list, and click Formula > Define Name.

click Formula > Define Name

6. In the New Name dialog box, you need to:

1). Enter a name in the Name dialog box. In this case, we enter New;
2). Copy and paste =SourceData.xlsx!SourceList to the Refers to box;
3). Click the OK button. See screenshot:

set options in the dialog box

Notes:

1). SourceData in this formula is the name of the workbook that contains the source data;
2). And the SourceList is the range name you specified in the source data workbook;
3). If the workbook name of the source data contains spaces or other characters such as -, #..., you need to inclose the workbook name with single quotation marks such as ='Source Data.xlsx'! SourceList.

7. Select the cells for inserting the drop down list, and click Data > Data Validation.

click Data > Data Validation

8. In this Data Validation dialog box, go to the Settings tab, select List in the Allow drop-down list, enter =New in the Source box, and finally click the OK button. See screenshot:

specify the options in the Data Validation dialog box

Note: The =New you entered into the Source box is the range name you specified in above step 6.

9. Then a Microsoft Excel prompt box pops up, just click the Yes button.

click Yes in the promtp box

Now the drop dow list is created with the data in other workbook. See screenshot:

the drop dow list is created with the data in other workbook

Note: This method is somewhat frustrated, when using the drop-down list, you need to make sure the source data workbook is opened, otherwise, the drop down list won't display.

a screenshot of kutools for excel ai

Unlock Excel Magic with Kutools AI

  • Smart Execution: Perform cell operations, analyze data, and create charts—all driven by simple commands.
  • Custom Formulas: Generate tailored formulas to streamline your workflows.
  • VBA Coding: Write and implement VBA code effortlessly.
  • Formula Interpretation: Understand complex formulas with ease.
  • Text Translation: Break language barriers within your spreadsheets.
Enhance your Excel capabilities with AI-powered tools. Download Now and experience efficiency like never before!

Related articles:

Best Office Productivity Tools

🤖 Kutools AI Aide: Revolutionize data analysis based on: Intelligent Execution   |  Generate Code  |  Create Custom Formulas  |  Analyze Data and Generate Charts  |  Invoke Kutools Functions…
Popular Features: Find, Highlight or Identify Duplicates   |  Delete Blank Rows   |  Combine Columns or Cells without Losing Data   |   Round without Formula ...
Super Lookup: Multiple Criteria VLookup  |   Multiple Value VLookup  |   VLookup Across Multiple Sheets   |   Fuzzy Lookup ....
Advanced Drop-down List: Quickly Create Drop Down List   |  Dependent Drop Down List   |  Multi-select Drop Down List ....
Column Manager: Add a Specific Number of Columns  |  Move Columns  |  Toggle Visibility Status of Hidden Columns  |  Compare Ranges & Columns ...
Featured Features: Grid Focus   |  Design View   |   Big Formula Bar   |  Workbook & Sheet Manager   |  Resource Library (Auto Text)   |  Date Picker   |  Combine Worksheets   |  Encrypt/Decrypt Cells   |  Send Emails by List   |  Super Filter   |   Special Filter (filter bold/italic/strikethrough...) ...
Top 15 Toolsets:  12 Text Tools (Add Text, Remove Characters, ...)   |   50+ Chart Types (Gantt Chart, ...)   |   40+ Practical Formulas (Calculate age based on birthday, ...)   |   19 Insertion Tools (Insert QR Code, Insert Picture from Path, ...)   |   12 Conversion Tools (Numbers to Words, Currency Conversion, ...)   |   7 Merge & Split Tools (Advanced Combine Rows, Split Cells, ...)   |   ... and more
Use Kutools in your preferred language – supports English, Spanish, German, French, Chinese, and 40+ others!

Supercharge Your Excel Skills with Kutools for Excel, and Experience Efficiency Like Never Before. Kutools for Excel Offers Over 300 Advanced Features to Boost Productivity and Save Time.  Click Here to Get The Feature You Need The Most...

Office Tab Brings Tabbed interface to Office, and Make Your Work Much Easier

  • Enable tabbed editing and reading in Word, Excel, PowerPoint, Publisher, Access, Visio and Project.
  • Open and create multiple documents in new tabs of the same window, rather than in new windows.
  • Increases your productivity by 50%, and reduces hundreds of mouse clicks for you every day!