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How to set/show preselected value for drop down list in Excel?

Author: Sun Last Modified: 2020-04-28

In default, the general drop down list you created is show blank before you choosing one value from the list, but in some cases, you may want to show or set a preselected value/default value for the drop down list before users selecting one from the list as bellow screenshot shown. Here this article can help you.


arrow blue right bubble Set default value (preselected value) for drop down list with formula

To set default value for the drop down list, you need to create a general drop down list first, and then use a formula.

1. Create a drop down list. Select a cell or a range that you want to place the drop down list, here is K1, and click Data > Data Validation. See screenshot:
doc show preselected value drop down list 2

2. Then in the Data Validation dialog, under Settings tab, select List from Allow list, and then select the value you want to show in the drop down list to Source textbox. See screenshot:
doc show preselected value drop down list 3

3. Then click Error Alert tab in the Data Validation dialog, and uncheck Show error alert after invalid data is entered option. see screenshot:
doc show preselected value drop down list 4

4. Click OK to closed the dialog, and go to the drop down list, and type this formula =IF(J1="", "--select--") into it, and press Enter key. See screenshot:
doc show preselected value drop down list 5

Tip: In the formula, J1 is a blank cell next to the K1, make sure that the cell is blank, and "--select--" is the preselected value you want to show, and you can change them as you need.

5. Then keep the drop down list cell selected, and click Data > Data Validation to show Data Validation dialog again, and go to Error Alert tab, and check Show error alert after invalid data is entered option back. See screenshot:
doc show preselected value drop down list 6

7. Click OK, now before users select values from the drop down list, there is a default value shown in the specified cell with drop down list.
doc show preselected value drop down list 7

Note: While a value is selected from the drop down list, the default value disappears.
doc show preselected value drop down list 8


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Comments (15)
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This comment was minimized by the moderator on the site
Hi,

How to count (D71) conditionally formatted RED color cell (D40:D70)?

Pls guide...

Thanks.
This comment was minimized by the moderator on the site
Hi,

How to make default value (UP) for certain range of column (C40:C70) only in the below code? Add what command?

Private Sub Worksheet_Change(ByVal Target As Range)
‘Updated by ARUN
Dim xObjV As Validation
On Error Resume Next
Set xObjV = Target.Validation
If xObjV.Type = xlValidateList Then
If IsEmpty(Target.Value) Then Target.Value = “UP”
End If
End Sub

Pls guide…

Thanks.
This comment was minimized by the moderator on the site
Try this code
Private Sub Worksheet_Change(ByVal Target As Range)
    'Updated by ExtendOffice
    Dim xObjV As Validation
    On Error Resume Next
    Set xObjV = Target.Validation
    
    'Check if the target is within C40:C70
    If Not Intersect(Target, Range("C40:C70")) Is Nothing Then
        If xObjV.Type = xlValidateList Then
            If IsEmpty(Target.Value) Then Target.Value = "UP"
        End If
    End If
End Sub
This comment was minimized by the moderator on the site
Hi,

Its working...

Thanks
This comment was minimized by the moderator on the site
Hello, How can I get defined value limit in excel dropdown menu, like I want to Enter Apple in product against three name and it should not put 4th entry and give error if i do so, any solution please.
This comment was minimized by the moderator on the site
Sorry, I do not understand your question, could you describe with more details or upload a file to describe it?
This comment was minimized by the moderator on the site
Hello, How can I get defined value limit in excel dropdown menu, like I want to Enter Apple in product against three name and it should not put 4th entry and give error if i do so, any soluition please.
This comment was minimized by the moderator on the site
hello, my data is about names and phone numbers. can make it if two names selected in one cells using data validations, the particular name which their name as selected, their phone numbers will be shown next to it.

help me!
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