How to save frequently used list and reuse it in future work in Excel?
Do you often use the same list of data in Excel and want an easier way to reuse it without manually re-entering it each time? This tutorial shows two simple methods to save a frequently used list and quickly reuse it in future worksheets:
Save a list and reuse it with Edit Custom List feature
Save and reuse your list with formatting using Kutools for Excel
Which Method Should You Use?
Conclusion
Save a list and reuse it with Edit Custom List feature
You can use the Edit Custom List feature to save the frequently used list for next time using. Please do as follows.
1. Select the list, and then click File > Options.
2. In the Excel Options dialog box, click Advanced in the left pane, scroll down to the General section, and then click the Edit Custom Lists button. See screenshot:
3. In the Custom Lists dialog box, click the Import button to add the list values into the Custom lists box, and then click the OK button.
4. When it returns to the Excel Options dialog box, click the OK button.
5. To apply this list, enter the first value into a cell and drag the Fill Handle down the column to populate the rest of the list.
Save and reuse your list with formatting using Kutools for Excel
The Resource Library feature of Kutools for Excel allows you to easily save a frequently used list as an auto-text entry. This method not only saves the list but also preserves its cell formatting, enabling you to quickly reuse the list with consistent formatting whenever needed.
When first installing Kutools for Excel, the Navigation pane will be opened and located on the left side of Excel by default.
1. Shift to the Resource Library section by clicking the Resource Library button 
in the Navigation pane.
2. Save the frequently used list as an Auto Text entry:
button.
3. Quickly reuse the list in future work with just a few clicks:
The list, along with its cell formatting, will be instantly inserted into the column starting at the selected cell.
Click to know more about Kutools' Resource Library.
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Which Method Should You Use?
| Feature | Edit Custom List | Kutools Resource Library |
|---|---|---|
| Best for | Simple lists that only need to reuse the same values | Lists that need to retain both values and cell formatting |
| How the list is saved | Imported into Excel’s Custom Lists collection | Saved as a reusable entry in the Resource Library |
| How to reuse the list | Enter the first list item and drag the Fill Handle | Select a destination cell and click the saved library entry |
| Formatting preserved | No; only the list values are reused | Yes; values and cell formatting are inserted together |
| Insertion method | Excel automatically fills the remaining items in sequence | The complete saved range is inserted with one click |
| Main advantage | Simple built-in solution for recurring text sequences | Faster reuse while preserving the original appearance |
| Recommended use | Best for department names, status lists, regions, months, or other simple sequences | Best for formatted lists, templates, standard tables, and frequently reused worksheet content |
Conclusion
Saving frequently used lists can reduce repetitive data entry and help maintain consistency across your Excel worksheets.
Use Excel’s Edit Custom List feature when you only need to reuse a simple sequence of values. After saving the list, you can enter its first item and drag the Fill Handle to quickly populate the remaining entries.
When you need to preserve both the list values and their original cell formatting, Kutools for Excel’s Resource Library provides a more flexible solution. It allows you to organize frequently used lists into groups and insert a saved list into any worksheet with just a few clicks.
Choose the method that matches your needs to reuse common lists more efficiently and avoid repeatedly creating the same worksheet content.
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