Once you have selected your data, click the same icon on the Data Validation dialogue box. Now select the cells on your spreadsheet that you want in your list. When you click this icon, the Data Validation dialogue box will shrink: To let Excel handle the job, click the icon to the right of the Source textbox: You can either just type in your cell references here, or let Excel do it for you.
Source means which data you want to go in your list. Select List from the drop down menu, and you'll see a new area appear: To create a drop down menu, click the down arrow just to the right of "Allow: Any Value" on the Settings tab: When you click Data Validation, you'll see the following dialogue box appear: On the Data Tools panel, click on the Data Validation item. From the Data tab, locate the Data Tools panel. With Column A highlighted, click on Data from the Excel Ribbon at the top. Now click on Column A to highlight that entire column: The data in Columns F, G and H above will be going in to our list. But don't type anything in columns A, B, C or E: It doesn't need to go in the same columns as ours. So, type the same data as in the image below. We now need some data to go in our lists. So, create the following headings in a new spreadsheet: In the image above, we can simply select a student from the drop down menu - no more typing! We can also do the same for the Subject and Grade. Here's a picture of your finished spreadsheet: We only have to click a cell in the A column to see this same list of students. In the example below, we have a class of students on a drop down menu. In Excel, this comes under the heading of Data Validation. If you have to type the same data into cells all the time, then adding a drop down menu to your spreadsheet could be the answer.
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