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How to create dependent drop-down lists in a Word document?

Author: Siluvia Last Modified: 2025-04-11
Example showing limiting the choices in the second drop-down list based on the selected option in the first drop-down list

As shown in the screenshot, you may want to limit the choices in the second drop-down list based on the selection made in the first drop-down list. This article shows you how to create dependent drop-down lists in a Word document.

Create dependent drop-down lists in Word with VBA code

Create dependent drop-down lists in Word with VBA code

The VBA method below helps you create a dependent drop-down list where the second list changes based on what is selected in the first list. Follow these steps:

  1. Make sure the "Developer" tab is visible in your Word ribbon (if not, see the tutorial How to show the Developer tab in Word?). Then insert two drop-down lists by clicking "Developer" > "Legacy Forms" > "Drop-Down Form Field" twice.
    Developer tab with Legacy Forms selected and Drop-Down Form Field highlighted
  2. Right-click the first drop-down (this will be the parent list) and click "Properties".
    First drop-down list right-clicked with Properties option selected
  3. In the "Drop-down Form Field Options" dialog:
    1. Enter the categories (e.g., "Fruit", "Vegetable", "Meat") into the "Drop-down item" box one at a time, clicking "Add" after each.
    2. Type "ddfood" in the "Bookmark" box.
    3. Click "OK".
      Drop-down Form Field Options dialog box
  4. Right-click the second drop-down list, select "Properties", type "ddCategory" in the "Bookmark" box, and click "OK".
    Drop-down Form Field Options dialog box
  5. Press Alt + F11 to open the Microsoft Visual Basic for Applications window.
  6. In the VBA window, click "Insert" > "Module", then paste the following code: 
    Sub Populateddfood()
'Update by Extendoffice 2018/10/25
    Dim xDirection As FormField
    Dim xState As FormField
    On Error Resume Next
    Set xDirection = ActiveDocument.FormFields("ddfood")
    Set xState = ActiveDocument.FormFields("ddCategory")
    If ((xDirection Is Nothing) Or (xState Is Nothing)) Then Exit Sub
    With xState.DropDown.ListEntries
        .Clear
        Select Case xDirection.Result
            Case "Fruit"
                .Add "Apple"
                .Add "Banana"
                .Add "Peach"
                .Add "Lychee"
                .Add "Watermelon"
            Case "Vegetable"
                .Add "Cabbage"
                .Add "Onion"
            Case "Meat"
                .Add "Pork"
                .Add "Beef"
                .Add "Mutton"
        End Select
    End With
End Sub

    Notes:

    • In the code, change the items under each "Case" statement to suit your content.
    • "ddfood" and "ddCategory" must match the Bookmark names you entered in the "Drop-down Form Field Options" dialog boxes.
  7. Save the code and return to your document.
  8. Right-click the first drop-down list again and select "Properties". In the "Drop-down Form Field Options" dialog box that appears, from the "Exit" dropdown list, choose the macro name "Populateddfood", then click "OK".
    Drop-down Form Field Options dialog box
  9. Click "Developer" > "Restrict Editing".
    Restrict Editing button on the Developer tab on the ribbon
  10. In the "Restrict Editing" pane:
    1. Check "Allow only this type of editing in the document".
    2. Select "Filling in forms" from the dropdown list.
    3. Click "Yes, Start Enforcing Protection".
    4. In the "Start Enforcing Protection" dialog, set a password and click "OK".
      Restrict Editing pane and Start Enforcing Protection dialog

Now the dependent drop-down list is active. When you select "Fruit" in the first list, only fruit options will appear in the second list.

Examples showing limiting the choices in the second drop-down list based on the selected option in the first drop-down list

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