Video: Create reusable lists

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For lists that you use often, you can create a reusable list, so you don't have to type the list every time you need it.

Create a custom list

  1. Select the cells within the list that you want to reuse.

  2. Select File > Options.

  3. Select Advanced, scroll-down, and in the General section, select Edit Custom Lists.

  4. Select Import, and then select OK.

    Tip: You can also create a custom list by typing the list into List entries.

  5. Select OK to exit the Excel Options dialog box.

Use a custom list

  • Type any data in a cell from the custom list, and then drag the fill handle across cells.

Sort by custom list

  1. Select a cell in the column you want to sort.

  2. Select Data > Sort.

  3. For Sort by, select the column you want to sort.

  4. For Sort on, select Values.

  5. For Order, select Custom list.

  6. In Custom lists, select the custom list.

  7. Click OK to close the Custom Lists dialog box.

  8. Click OK to close the Sort dialog box.

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Sort data using a custom list

This data is here. Let's highlight it.

We're about to create what's called a custom list, and one of the major reasons for using it is because we want to use it often, and we don't want to type these entries all the time.

We don't want to be forced to go to a different file and copy/paste this information.

So let's highlight it. We go to the File tab in the ribbon.

Down the far left side, the very last choice is called Options. Let's go there.

It opens the Excel Options dialog box. Off to the left, choose Advanced and scroll down to the very bottom, practically, and we eventually will see Edit Custom Lists.

Built-in Custom lists consist of days of the week, months of the year, and their appropriate abbreviations. We see them there.

Those are built in. You can't touch them. You can't change them. They're there.

But we've got our data highlighted in the background.

Here's the Import button. Click, and there we see it.

This has been added to the Custom lists that we have already. Click OK.

Click OK. That's now available in any worksheet.

We don't need this list here. I might keep it here for reference for a little bit.

We have changed our Excel Settings.

So on any worksheet at any time, maybe an empty worksheet here, Sheet2, I'm setting up some data.

I'm gonna put the heading in later.

I want to see ADC first of all right here.

I'll press Ctrl+ Enter so the active cell doesn't move downward.

And I'll drag from the corner. It's about 25 or so. I forget.

I'll drag down there. Whoops, a bit too far, that's okay.

I've copied all of these. It repeats since I dragged it a bit too far. Don't need that. Get rid of it. So, that's available at all times.

Now, every word that's in there is potentially the start of a list.

Now, for the moment I'm not thinking about that list.

The work Operations is in here. That's a fairly common word.

You might see it in a different context.

So, maybe working elsewhere, a different worksheet.

I've got the word Operations in here.

Maybe I need to copy that a few times and a few cells below it I want to repeat it. I drag from the corner.

What do I get? I start getting the other data that's below it in that list because it's part of a custom list entry.

I want this to be a custom list. So I've got the data highlighted.

And then, like before with this other list, I'll go the File tab in the ribbon, Options down the lefthand side.

Once again, in the Excel Options dialog box, choose Advanced. And in the list here, scroll down.

Edit Custom lists, and since I've got it highlighted, simply import.

If I didn't have it highlighted, by the way, and I wasn't on a worksheet, I could be typing it in this panel right here called List entries, typing the entry and either pressing comma or Enter after each one.

So the list has been imported. You see our previous lists that we added before.

It's there as well too. We've added this one. Click OK, click OK.

Now, back to the other sheet, HR List.

I'd like to sort this by not the order that we see here, not alphabetically, but by the order of that custom list.

We can't use the A-Z Z-A buttons. We use the larger Sort button.

And in the sort dialog box, we want to Sort by Status, Values, but not the order A to Z or Z to A, but by order of a custom list.

And which custom list? Well, it's the one we just created right here. Click OK and OK.

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