Creating a drop-down list in Word

A drop-down list in Word is a box that shows a set of choices when someone clicks it. You create one by inserting a form field and linking it to the choices you want to appear. The reader clicks the arrow, sees your list, and picks one option. The choice stays visible in the document.

Word calls this feature "content controls". You find it in the Developer tab, which is hidden by default. Once you turn on the Developer tab, you can insert a drop-down control in seconds and add your own list of options.

This works in Word for Windows and Word for Mac, though the steps differ slightly. The result is the same: a clickable box that limits choices to what you specify.

Key Takeaways

  • You must turn on the Developer tab first — it does not appear in the default ribbon, but you can enable it in Word Options or Preferences in under one minute.
  • Insert a drop-down content control from the Developer tab, then right-click it and choose "Properties" to add your list of options.
  • Each option you add appears as a separate choice in the drop-down when someone clicks the arrow.
  • You can protect the document so readers can only fill in the form fields and cannot edit the rest of the text.

Turn on the Developer tab in Word for Windows

Open Word and go to File in the top left. Click Options at the bottom of the menu. A window titled "Word Options" opens.

On the left side, click Customize Ribbon. On the right side, you see a list of tabs. Scroll down until you find Developer. Click the checkbox next to it to turn it on. Click OK at the bottom of the window. The Developer tab now appears in your ribbon next to the other tabs.

Turn on the Developer tab in Word for Mac

Open Word and click Word in the top menu bar. Click Preferences. A window opens. Look for Ribbon & Toolbar and click it.

In the list on the left, find Developer and click the checkbox next to it. Click the red close button in the top left corner of the window. The Developer tab now appears in your ribbon.

Insert the drop-down control

Click where in your document you want the drop-down to appear. Click the Developer tab in the ribbon. Look for a button labeled Drop-Down List Content Control — it looks like a small box with a downward arrow. Click it.

A gray box appears in your document. This is your drop-down field. It currently says "Click here to enter text." Do not type in it yet. Instead, right-click on the gray box and choose Properties.

Add your list of options

A window titled "Content Control Properties" opens. Near the bottom, you see a section called Drop-Down List Properties. Below that is a box labeled Display Name — you can leave this as is or type a name for this field.

Below that, you see a field that says Add choice with a button next to it. Type the first option you want in your list. For example, if you are making a form for shirt sizes, type "Small". Click the Add button. The word "Small" moves into the list above.

Type the next option — "Medium" — and click Add again. Repeat for every choice you want: "Large", "Extra Large", and so on. Each one appears in the list in the order you add them. When you are done, click OK.

Test and use your drop-down

The gray box in your document now shows your first option. Click on it. An arrow appears on the right side. Click the arrow and your full list drops down. Click any option to select it. That option now shows in the box.

If you need to change the list later, right-click the drop-down box again, choose Properties, and add, remove, or reorder your options. You can also delete an option by clicking it in the list and clicking the Remove button.

Protect your form so only the drop-downs can be filled in

If you are sharing this document as a form, you can lock it so readers can only click the drop-down and cannot edit the rest of your text. Click the Developer tab. On the right side, look for a button called Restrict Editing or Protect Form (the name varies by Word version).

Click it. A panel opens on the right side of your screen. Check the box that says Protect form. Now when someone opens the document, they can only click inside the drop-down fields. They cannot change any other text. If you need to edit the document later, click the same button again to turn off protection.

Frequently Asked Questions

Can I reorder the options in my drop-down after I create it?

Yes. Right-click the drop-down box and choose Properties. In the list, click the option you want to move. Use the up and down arrow buttons on the right side of the list to move it higher or lower. Click OK when you are done.

What if I want to delete an option from the list?

Right-click the drop-down box and choose Properties. Click the option you want to remove in the list. Click the Remove button. Click OK.

Can someone type their own answer instead of picking from the list?

No. A drop-down list content control only allows the choices you add. If you want to let people type their own answer or pick from a list, you need a different control called a "Combo Box" instead. This is also in the Developer tab, but it works differently.

What happens if I save the document and open it again?

Your drop-down list stays exactly as you built it. The options remain, and anyone who opens the file can click and choose from them. If you protected the form, that protection also stays on until you turn it off.

Does this work the same way in older versions of Word?

The steps are nearly identical in Word 2016 and later. In much older versions (Word 2007 and earlier), the Developer tab exists but the content controls look slightly different. The basic process — turn on Developer, insert control, add options — is the same.