How to Create a Drop-Down List in Microsoft Word

If you are creating a digital form, questionnaire, or standardized template in Microsoft Word, you may want to limit the choices a user can type into a specific section. For example, if you have a field for “Department,” allowing users to type freely can result in inconsistent answers like “HR,” “Human Resources,” or “Human Res.”

The best way to enforce consistency is by adding a drop-down list. This allows the reader to simply click the field and select an option from a pre-defined list of choices that you have provided.

In this guide, you will learn how to enable the Developer tab and insert a custom drop-down list into your Microsoft Word document.

Step 1: Enable the Developer Tab

The tools required to create interactive forms are hidden by default in Word to keep the interface clean. You must first reveal the Developer tab.

1. Open your Microsoft Word document.
2. Click on File in the top-left corner, then click Options at the bottom of the left sidebar. (If you are on a Mac, click Word in the top menu bar, then Preferences, then Ribbon & Toolbar).
3. In the Word Options window, click on Customize Ribbon on the left side.
4. Look at the right-hand column under “Main Tabs.” Scroll down and check the box next to Developer.
5. Click OK. You will now see the Developer tab listed at the top of your screen next to View and Help.

Step 2: Insert the Drop-Down List

Now that the Developer tab is visible, you can add the actual drop-down menu.

1. Click precisely where you want the drop-down list to appear in your document.
2. Click on the newly revealed Developer tab.
3. In the “Controls” group, look for an icon that looks like a small drop-down menu. Hover over it to ensure it says Drop-Down List Content Control. Click it.
4. A small, grey box will appear in your document containing the text “Choose an item.”

Step 3: Add Your Custom Choices

The drop-down list is currently empty. You must populate it with the options you want your users to choose from.

1. Click on the drop-down list box you just inserted so it is highlighted.
2. On the Developer tab in the “Controls” group, click Properties.
3. A new window titled “Content Control Properties” will open. Look at the bottom section labeled Drop-Down List Properties.
4. Click the Add… button on the right side.
5. Type your first option in the “Display Name” box (e.g., “Marketing”) and click OK.
6. Repeat the process by clicking Add… for every choice you want to include in the menu.
7. (Optional) If you want to delete the default “Choose an item” text, select it from the list and click Remove.
8. Once all your options are added, click OK to close the properties window.

Testing Your Form

Your drop-down list is now fully functional. You can test it by clicking the small arrow on the right side of the grey box to reveal the list of choices you just entered. By locking these options, you ensure that every person who fills out your Word document provides clean, standardized data.