Drop-down List Arrow Always Visible in Excel
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Drop-down List Arrow Always Visible for Data Validation

Bottom Line: The drop-down arrow (icon) for a data validation list disappears when another cell is selected.  This technique will make the drop-down arrow permanently visible on the worksheet, even if the user selects a different cell.

Skill Level: Intermediate

Excel Drop-down List Always Visible When Another Cell Selected

Video: Drop-down List Arrow Always Visible

 

Mr Excel Podcast #1816 – Other solutions by Bill Jelen

Drop-down Arrow Always Visible Example.xlsx (28.9 KB)

Problem: The Drop-down List Arrows Disappear

Drop-down lists in a cell (also known as validation lists) are a great way to make your Excel model interactive.  When a user selects the cell that contains a drop-down list, a small icon appears to the right of the cell.  Clicking on this icon allows them to make a selection from a list.

The problem is that the drop-down icon arrow disappears when the user selects a different cell.  This means the user won’t necessarily know that there is a drop-down list for them to choose from.

Excel Drop-down List Disappears When Other Cell Selected

Solution: Create a Fake Drop-down Icon

One possible solution is to create a fake drop-down icon in the cell to the right of the cell that contains the validation list.

You can do this by placing a Wingdings 3 character in the cell to the right.  Then format the cell to look like like a disabled drop-down arrow icon.

Excel Drop-down List Fake Arrow Cell Formatting Properties

Here are the steps to create the icon:

  1. Select the cell to the right of the cell that contains a validation list.
  2. Go to the Insert tab on the ribbon, press the Symbol button.
  3. On the Symbol window, choose “Wingdings 3” from the Text drop-down.
  4. Find the symbol that looks like the down-arrow. Character code 128, or letter “q”.
    Symbol Menu for Wingdings 3 Character Code 128 Drop-down Arrow
  5. Press the Insert button, then the Close button.
  6. Format the cell with the following properties:
    1. Border Color = Grey, Border Width = Single
    2. Fill Color = Light Grey
    3. Font Color = Grey

This will create the drop-down icon in the cell and give it a disabled appearance.

When the user selects the cell to the left that contains the list, the real drop-down icon will appear.

Please see the video above for further details and instruction.

Add a Hyperlink to the Fake Drop-down

I received an awesome suggestion from the TheCric1 on the YouTube video comments about an alternative to the Input Message for the fake cell.

The suggestion was to use put a hyperlink in the fake drop-down cell that points to the cell to the left that contains the data validation.

Fake Drop-down Hyperlink Formula Before and After

This means when the user clicks the fake drop-down cell, the cell with the validation list will automatically be selected and the user can select from the list.  The great part about this is that the user does not have to move the mouse cursor to select the cell to the left.

This article contains more info and a video on how to keep the drop-down arrow always visible.

I updated the sample file with this solution as well, and you can download it below.

It basically uses the HYPERLINK function in the fake drop-down cell.  Here is the formula that you can insert into the fake drop-down cell.

Excel Drop-down List Always Visible Hyperlink Formula

=HYPERLINK(“#”&ADDRESS(ROW(),COLUMN()-1),CHAR(128))

Choose Wingdings 3 as the font and change the formatting of the cell to give it the look of a disabled grey button.

Input Message

The cell that contains the fake icon will probably fake the user at first.  They are likely to click on the cell that contains the fake icon to select from the list.  I’ve done it several times… 🙂

Excel Drop-down List Input Message

To help prevent this, I added an Input Message to the fake icon cell.  When the user selects this cell, a message will appear that tells them to “select the cell to the left to activate the drop-down menu.”

To create the data validation Input Message:

  1. Go to the Data tab in the ribbon, then press the Data Validation button.
  2. Select the Input Message tab.
  3. Click the checkbox: “Show input message when cell is selected”.
  4. Type a message in the Input Message: box.

Excel Drop-down List Input Message Data Validation Menu

Copy & Paste to Other Cells

Once the fake icon cell is setup you can copy and paste it to other cells in your spreadsheet.

You can also download the example file and copy it directly into any of your Excel files.

Download

Download the file that I used in the video, and copy/paste the fake drop-down icon into your file.

Drop-down Arrow Always Visible Example.xlsx (28.9 KB)

Here is another solution based on a question from Paul in the comments.  This method uses a macro and a shape that looks like the drop-down button.  When the user clicks the shape, the cell to the left of it is selected and the drop-down list is opened.  This uses the VBA SendKeys method which is NOT always reliable.  See the notes in the file and macro code for more details.

Data Validation Drop-down Arrow Always Visible - Macro.xlsm (19.4 KB)

Limitations

The biggest drawback of this technique is that the cell to the right of the validation list cell must be blank, and also be about 18 pixels wide.

If your drop-down validation lists are in an Excel Table, then you will have to insert a blank column.

Excel Drop-down List Fake Arrow Icon in a Table

Now that you know this trick, you can plan on how you will incorporate it into your model at design time.

Additional Resources

Please leave a comment below with any questions or suggestions.  Thank you!

Please share
Jon Acampora
 

Welcome to Excel Campus! I am excited you are here. My name is Jon and my goal is to help you learn Excel to save time with your job and advance in your career. I've been an avid Excel user and VBA developer for 10+ years. I am also a Microsoft MVP. I try to learn something new everyday, and want to share this knowledge with you to help you improve your skills. When I'm not looking at spreadsheets, I get outdoors and surf. :) more about me

Click Here to Leave a Comment Below 52 comments
Jasmine - May 16, 2017

Hello,

Is there any way I can click this Drop Down List Arrow using only the keyboard, and not the mouse?

Thanks

Reply
leo rizzo - May 11, 2017

Hi, is there a way to have a drop down within another drop down? so for example, you click the drop down and have 4 options, when you hover over one option it provides an additional drop down etc. I’m trying to create a drop down where you would pick an Office building, when you hover over it, it gives you Floors, when you hover over floors you get Desk numbers to select.

Reply
George - March 14, 2017

Hi Jon,
I’ve got a file with drop down list where could see it in other laptop but I could not see the drop down list at all in my laptop, any reason for that and what could be the solution?
thanks
George

Reply
Nadine - February 20, 2017

Hi Jon,

Is there a way to create a drop down menu for a cell that tells specific information instead of creating options to choose and fill in. For instance, I am creating a graph that will highlight all projects that I am working on. To give more specific information about the project I wanted users to be able to click the drop down tab on the project and specific information be viewed. Thanks in advance.

Reply
Vipul - December 25, 2016

Can any body please help me solving this issue regarding DV
In 2003, I was able to select arrow key of DV by clicking anywhere in cell,
but in 2010, I am forced to go to arrow key at right most part of cell.
Why this happens?

Reply
    Jon Acampora - December 27, 2016

    Hi Vipul,
    I can’t answer the why, but that is the way it works in 2010 and later. You can also use Alt+Down Arrow to open the menu. I hope that helps

    Reply
Justin - December 5, 2016

Hi Jon,

Thanks for this solution!

I only have one follow up question:

Right now with the hyperlink formula, getting the drop down list to open requires 2 clicks. Once when you click the “inactive” drop down arrow and again when you click the real drop down arrow.

Is there a way to make it so that clicking the “inactive” arrow will automatically open the drop down list without having to click a second time?

Reply
    Jon Acampora - December 10, 2016

    Hi Justin,
    I believe the only way to do that is by using VBA. We can use the SendKeys method in VBA to show the drop-down list when the user selects the cell. This forum post contains a macro that will do this. The SendKeys method is not always reliable and has some issues, but it should work for this simple process.

    I will write up an article on this macro when I get a chance. Thanks!

    Reply
Ethan - September 20, 2016

Hey Jon,

I have a large workbook of data. A number of columns have data validations – lists in them which is feeding from a range on other worksheets. When I save and close out the file, the drop down feature is lost. When I scroll over the cells the drop down arrow no longer appears. The only way to see it is if I right click and select “pick from drop down list.” Is there any way to get it back to display without having to right click?
Thanks

Reply
    Jon Acampora - September 27, 2016

    Hi Ethan,
    I’m not sure what would be causing that unless you have a macro that is deleting data validation in cells in the workbook close event.

    Reply
Kristal - July 20, 2016

Hello,
Do you know how I can move the drop down button to the left side of the cell?
Thank You

Reply
JF - May 4, 2016

Great tip. How about this?
1) Screenshot (or snip) the real button
2) Crop it cleanly in Paintbrush, then save as a PNG format
3) Paste the picture in on the sheet wherever needed (no need to worry about column widths, fonts, etc
4) Add hyperlink to the button-picture to the input cell (so that the “real” button appears.

Reply
    Jon Acampora - May 7, 2016

    Hi JF,
    Great suggestion! I went ahead and created the button image so anyone can right-click and save as…

    Excel Drop Down Validation List Button

    The only drawback is if you had a lot cells with drop-down lists, then you would have to manually apply the link to each button. With the character and the formula you can copy/paste anywhere once you have it setup.

    But for just a few drop-downs this technique will work great. Thanks again! 🙂

    Reply
LD - April 8, 2016

Hello,

When I used the hyperlink formula =HYPERLINK(“#”&ADDRESS(ROW(),COLUMN()-1),CHAR(128))for the fake cell, all of the wingding characters appear in the row next to the fake cell.
What am I doing wrong?

Reply
    Jon Acampora - April 8, 2016

    Hi LD,
    The characters are appearing in the row below the formula? Do you have the text wrapped in the cell, or any other custom formatting. I’m not exactly sure what would cause that.

    Reply
    Alex Tremper - June 6, 2016

    I am having this same issue as well. When I paste that formula into the cell with the wingdings character for the dropdown menu, it just appears in the row next to the wingdings character representing the dropdown menu arrow. Not sure how to fix this.

    Reply
      Jon Acampora - June 8, 2016

      Hi Alex,
      Can you send me your file? I’m not sure I fully understand. The cell with the wingdings character is supposed to appear in the cell to the right of the cell that contains the drop-down (cell validation). It will not appear in the same cell. Excel cannot do that.

      Thanks!

      Reply
santosh sharma - February 11, 2016

when Creating drop down with combo box also there is one limitation please tell me how to remove this.

when i select any option from drop down and save it –>> then again re-open this it will not show the saved value. but only blank will show there .

i am using combo box so that my drop down should be visible.

Reply
Bogdan - January 13, 2016

Thank you!

Reply
Dmitri Martin - January 11, 2016

This will cause the dropdown to appear right away without clicking on the arrow a second time:

Private Sub Worksheet_SelectionChange(ByVal Target As Range)
    On Error GoTo Err1:

    If Target.Cells.Count = 1 Then
        If Target.Validation.InCellDropdown = True Then
            Application.SendKeys ("%{UP}")
        End If
    End If

Err1:
    'do nothing
End Sub

Reply
    Jon Acampora - January 14, 2016

    Very cool Dmitri. Thanks for sharing!

    Reply
      Paul - December 15, 2016

      Hi Jon,

      could you help me modified Dimitri’s cod to works when I select a shape, rather than a cell.

      Regards,

      Paul

      Reply
        Jon Acampora - December 20, 2016

        Hi Paul,

        Great suggestion! I just added a file to the Downloads section above that does this. It uses a shape that is an image of the drop-down arrow, and has the macro assigned to it. The macro selects the cell to the left of the shape and then uses the SendKeys method to perform the Alt+Down Arrow keyboard shortcut. You can copy/paste the image next to other cells in the workbook that contain validation. The same macro can be used for any shape in the workbook that is assigned to the macro. The macro automatically determines which shape is calling it using the Application.Caller property.

        I also noted in the file that the SendKeys method is notorious for being unreliable. It should work in most situations, but it does have issues. It sometimes turns the number lock off on the user’s computer. I added a line of code in the macro to turn it back on. If this is causing issues for the user, you can delete that line of code.

        I hope that helps. Thanks!

        Reply
Monmusu Suu - December 11, 2015

A good alternative, though it’d get time consuming if you need to do a lot of them, us by using combo boxes. In the developer tab (You might have to enable it by going to file>options>customise ribbon and selecting developer.), click on insert, and under activex Controlls, click on the combo box (second icon from the left, top row), and draw the selection box in the cell you want. You can resize it later. click on properties in the developer ribbon, and you can fill in the range under ListFillRange and the linked cell choose the cell you drew the combo box over. You can link the cell to any cell, but I find hiding the combo box over it looks better. You can change the appearance as well. When finished, if you click on the design mode icon in he developer tab, it will close and the combo box will no longer be movable or resizeable. You can click he design mode icon again to change it, and to bring the box back up to change the linked cells and range you click on properties.

Reply
    Jon Acampora - December 12, 2015

    Thanks for the detailed instructions Monmusu! I agree that combo boxes are another great alternative to validation lists.

    Reply
Zachary Pick - November 3, 2015

Like a charm. That is awesome. Thank you very much!

Reply
Mindy Weller - August 21, 2015

I tried using the formula you noted to create a hyperlink from the fake drop-down icon to the actual dropdown list but I couldn’t get it to work. Could you provide more detailed instruction on how to create the hyperlink between cells in the same sheet?

Reply
Phyo Htet - March 12, 2015

Thank You! very much.

Reply
Mynda - December 2, 2014

Great tip, Jon.

A while back I shared a tip from Zoran for formatting the cell containing the data validation list with a custom number format which shows the wingding down arrow at the end of the text. You can see what I mean here under the bonus tip for point 1.:

http://www.myonlinetraininghub.com/excel-factor-21-hyperlink-triptych

Cheers,

Mynda

Reply
Excel Roundup 20141201 « Contextures Blog - November 30, 2014

[…] with drop down lists only show an arrow when selected, so Jon Acompora created a workaround, to always show an […]

Reply
Chris Macro - November 30, 2014

Love the creativity in this solution. The one major drawback I see to this is most users when they see a drop down are going to click the arrow icon instead of the cell to the left. This might cause more confusion as clicking the fake drop down will not show the choices for the data validation. Does your solution address this? (I might have skipped over it accidentally)

Reply
    Jon Acampora - December 1, 2014

    Hi Chris,
    My original solution did address this with an Input Message. However, there was a great comment the YouTube video about making the arrow icon cell a hyperlink that points to the validation cell. I updated the post with this new technique.
    Thanks!

    Reply
Oz - November 26, 2014

Very very clever. Great solution.

Reply
Abhilash VK - November 26, 2014

Awesome Tip Jon. I will add this trick to my blog http://www.exceltoxl.com.

Reply
MF - November 25, 2014

Interesting trick. This inspires me to try this trick using comment and I am quite happy with the result.
Is there a way I can put a screen shot here?

This is what I did:
Insert Comment, and Display it of course
In the comment box, leave nothing but ▼
Adust the comment box to a size of the row height and a width of a default dropdown
Move it and align it to just the next cell to the right
Format the comment box with a grey fill
Last but not least, send the comment box to back
Apply the data validation to the cell as usual.

What do you think? 🙂

Reply
    Jon Acampora - November 26, 2014

    That’s an interesting technique MF. I’d say the only drawback is that you would have to have the comments always visible. This might not work if there are other comments on the sheet. But still a very creative solution none the less!

    Right now the only way you can post an image here is by posting a link.

    Thanks! 🙂

    Reply
      MF - November 26, 2014

      Hi Jon,
      It still works for multiple comments… although it’s quite time consuming to Show/Hide comments one by one. 😛
      Cheers

      Reply
Sumit Bansal - November 25, 2014

Very Creative 🙂

Reply

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