Excel Tutorial: How To Create A Custom List In Excel

Introduction


Custom lists in Excel are a powerful tool that can save you time and improve the accuracy of your work. They allow you to create your own list of items or values that you can then use to fill cells in a worksheet, sort data, and perform other tasks more efficiently.

In this tutorial, we will cover how to create a custom list in Excel, including the steps to define a custom list and how to use it in your worksheets.


Key Takeaways


  • Custom lists in Excel can save time and improve accuracy in your work.
  • They allow you to create your own list of items or values for efficient data management.
  • Custom lists can be used in data validation, sorting, autofill functions, and Excel formulas.
  • Adding new items to an existing custom list and organizing it can make data input easier.
  • Incorporating custom lists into your Excel workflow can enhance productivity and efficiency.


Understanding Custom Lists


Definition of custom lists in Excel

Custom lists in Excel refer to a set of user-defined values that can be used to fill cells in a specified order. These lists can consist of any sequence of text, numbers, or dates that are frequently used in your worksheets. Custom lists can be created and added to Excel to automate the process of data entry and to streamline common tasks.

Explanation of how custom lists can save time and improve efficiency

Custom lists in Excel offer a simple and efficient way to fill cells with repetitive data. By defining a custom list and using it in a worksheet, you can speed up the process of entering data and reduce the likelihood of errors. This can be particularly useful for data entry tasks, where the same set of values needs to be repeated multiple times. Custom lists can save time and improve efficiency by eliminating the need to manually type out the same values over and over again.


Creating a Custom List


Creating a custom list in Excel allows you to input a specific sequence of data that you frequently use in your spreadsheets. This can save time and reduce the chance of errors. Here's a step-by-step guide on how to create a custom list in Excel, as well as different ways to input data into the custom list.

Step-by-step guide on how to create a custom list in Excel


  • Select the File tab: Click on the File tab at the top left corner of the Excel window to access the backstage view.
  • Click on Options: In the backstage view, select "Options" to open the Excel Options dialog box.
  • Select the Advanced category: In the Excel Options dialog box, click on the "Advanced" category on the left-hand side.
  • Scroll down to the General section: In the Advanced category, scroll down to the "General" section.
  • Edit Custom Lists: Click on the "Edit Custom Lists" button to open the Custom Lists dialog box.
  • Input your custom list: In the Custom Lists dialog box, input your custom list in the "List entries" box, separating each entry with a comma.
  • Click Add: After inputting your custom list, click the "Add" button to save the list.
  • Click OK: Once you've added your custom list, click "OK" to close the Custom Lists dialog box and then click "OK" in the Excel Options dialog box to apply the changes.

Exploring the different ways to input data into the custom list


After creating a custom list, there are several ways to input data from the list into your Excel spreadsheets:

  • Manual Input: Simply type the first item from your custom list into a cell, then drag the fill handle across the cells where you want to input the subsequent items from the list.
  • AutoFill: If you have a cell containing an item from your custom list, you can use the AutoFill handle to drag the item across cells, automatically populating them with the subsequent items from the list.
  • Copy and Paste: You can also copy a cell containing an item from your custom list and paste it into other cells to quickly input multiple items from the list.


Expanding Custom Lists


Custom lists in Excel can be a time-saving tool for data entry and organization. Once you have created a custom list, you may find the need to expand it with new items. Additionally, managing and organizing your custom lists can make them easily accessible for future use.

A. How to add new items to an existing custom list
  • Step 1: Open the Custom Lists dialog box


  • In Excel, go to the File tab, select Options, and then click on Advanced. Scroll down to the General section and click on the Edit Custom Lists button. This will open the Custom Lists dialog box.

  • Step 2: Input new items


  • In the Custom Lists dialog box, you can see the existing custom lists. In the "List entries" field, simply type in the new items you want to add to the custom list, each on a separate line. Click the Add button to include the new items in the list.

  • Step 3: Save the changes


  • Once you have added the new items to the custom list, click OK to save the changes and close the Custom Lists dialog box.


B. Tips for managing and organizing custom lists for easy access
  • Group similar lists together


  • When creating multiple custom lists, try to organize them in a way that makes sense for your workflow. You can group similar lists together, such as lists for different departments or categories, to make them easier to find.

  • Use the AutoFill feature


  • Excel's AutoFill feature can be a helpful tool for quickly populating cells with the items from your custom lists. This can save time and reduce the need for manual data entry.

  • Keep the lists updated


  • As your data needs change, it's important to review and update your custom lists accordingly. Adding new items and removing outdated ones can help keep your lists relevant and accurate.



Utilizing Custom Lists in Excel


Custom lists in Excel allow users to create their own lists of items and use them in various functions such as data validation, sorting, and autofill. This can be particularly useful for users who frequently work with specific sets of data or need to standardize certain lists across multiple workbooks.

A. How custom lists can be used in data validation


Custom lists can be utilized in Excel's data validation feature to restrict the input of data to only items in the custom list. This ensures that users enter consistent and accurate data by selecting from a predefined list of options. To do this, users can simply create a custom list and then apply it to the data validation settings for the desired cells or range of cells.

  • Create a custom list: Users can create a custom list by going to the Excel Options, selecting the Advanced tab, and then scrolling down to the General section. From there, they can click on "Edit Custom Lists" and input their list of items, either in a single column or a comma-separated format.
  • Apply to data validation: Once the custom list has been created, users can go to the Data tab, select Data Validation, and choose "List" as the validation criteria. Then, they can input the range of cells to which they want to apply the custom list and specify the source as the custom list created earlier.

B. The benefits of using custom lists in sorting and autofill functions


Custom lists can also be beneficial when sorting data or using the autofill function in Excel. By creating a custom list, users can easily sort their data in the order of their custom list, or quickly autofill a series of items based on the custom list.

  • Sorting: Users can simply select the data they want to sort, go to the Data tab, and choose the custom list as the sorting criteria. This can be particularly useful for organizing data according to specific categories or sequences.
  • Autofill: When users start typing an item from their custom list in a cell, they can use the autofill handle to drag the item down to populate adjacent cells with the rest of the items from the custom list. This saves time and ensures accuracy when filling in repetitive data.


Custom Lists in Formulas and Functions


Custom lists in Excel allow you to create your own set of values that can be used in formulas, functions, and even for data validation. This feature can save you time by eliminating the need to manually type out the same list of values over and over again.

Incorporating custom lists into Excel formulas


When creating formulas in Excel, you can incorporate custom lists to save time and improve accuracy. Instead of typing out the same set of values, you can use the custom list to reference the values automatically.

  • Using custom lists with VLOOKUP: You can use a custom list to define the lookup values in the VLOOKUP function, making it easier to reference specific values in a large dataset.
  • Using custom lists with SUMIF: By incorporating a custom list into the criteria for the SUMIF function, you can easily calculate sums based on specific values from the custom list.

Examples of how custom lists can be used in various functions


Custom lists can be used in a variety of functions within Excel to streamline your workflow and improve efficiency.

  • Auto-filling a series: You can use a custom list to automatically fill a series of values in a column or row, saving time and reducing the risk of errors.
  • Data validation: Custom lists can be used for data validation, ensuring that only specific values from the custom list can be entered into a cell.


Conclusion


In conclusion, custom lists in Excel play a crucial role in streamlining and organizing data entry and analysis. By creating custom lists, users can save time and effort by auto-filling repetitive data and ensuring consistency throughout their workbooks. We highly encourage our readers to explore and incorporate custom lists into their Excel workflows to maximize efficiency and productivity.

Excel Dashboard

ONLY $99
ULTIMATE EXCEL DASHBOARDS BUNDLE

    Immediate Download

    MAC & PC Compatible

    Free Email Support

Related aticles