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1Repair Windows errors before they cause bigger problems2Fix the driver behind crashes, sound loss and screen glitches3Clear out junk files and repair common Windows errorsCreate a custom list in Excel by entering the items in order in the Custom Lists settings, or by importing a worksheet range that already contains the sequence. You can then use that order to sort data or fill a series. The Windows and Mac menus differ, and a custom sort/fill list is not the same as a dropdown menu in a cell.
Choose how to create the list
Use direct entry for a short sequence you want to type once. Import a range when the ordered items are already in cells or the list is longer. In either case, the sequence you enter determines Excel’s custom order—for example, High, Medium, Low.
| Method | Best for | What you do |
|---|---|---|
| Enter items directly | A short list that is not already in worksheet cells | Type one item per line in the Custom Lists dialog, then add it. |
| Import worksheet cells | A longer list or an order already laid out in a sheet | Select the range in its intended order, then import it in the Custom Lists dialog. |
Create a custom list in Excel for Windows
Microsoft documents this route for Microsoft 365 and Excel 2016, 2019, 2021, and 2024 on Windows. The setting is in Excel Options.
Enter a short list directly
- Open File > Options > Advanced.
- Scroll to the General section and select Edit Custom Lists.
- In the Custom Lists dialog, select the new-list entry and type each item on its own line, in the order you want Excel to use.
- Click Add, then confirm the dialog with OK.
Import a list from worksheet cells
- Enter the values in a worksheet column or row in the exact order you want to use.
- Select the range.
- Open File > Options > Advanced > Edit Custom Lists.
- Check the range reference in the Custom Lists dialog. If needed, correct it, then click Import.
- Confirm the dialog with OK.
Microsoft’s Windows instructions cover Microsoft 365, Excel 2024, 2021, 2019, and 2016: Create or delete a custom list for sorting and filling data.
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Create a custom list in Excel for Mac
In Microsoft 365 for Mac and Excel 2021 or 2024 for Mac, open Excel > Preferences > Formulas and Lists > Custom Lists. Click Add, enter the items in the desired order, then add the list.
For the Mac sorting workflow and applicable versions, see Sort a list of data in Excel for Mac.
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Sort data using the custom order
Creating the list does not automatically apply it to existing data. Select the custom sequence in the Sort dialog’s Order control.
- Select a cell in the data you want to sort.
- Open Data > Sort.
- Choose the column whose values should follow the custom sequence.
- Under Order, choose Custom List, then select the list you created.
- Confirm the sort.
The custom order controls the selected sort column. If the rows also need ordering by another criterion, add another sort level in the Sort dialog. Microsoft’s Windows guidance is in Create or delete a custom list for sorting and filling data; Mac steps are covered in Sort a list of data in Excel for Mac.
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What custom lists can—and cannot—do
- Excel includes built-in weekday and month sequences; custom lists let you define an order for other values, such as High, Medium, Low.
- A custom list is a sequence of values for sorting and filling, not a formatting rule. Cell color, font color, and icons do not define its order. For sorting by those attributes, use Excel’s separate sort-by-format controls. See Sort data by color or icon.
- Custom lists can contain text or a mix of text and numbers. To make a numeric-only custom list, format the numbers as text first. See Microsoft’s custom-list instructions.
If you meant a dropdown list in a cell
A custom sort/fill list does not create a selectable menu for users entering data. For that, create a dropdown with Data Validation. Microsoft explains the separate feature in Create a drop-down list. Using an Excel table as the dropdown’s source can help the dropdown update when list entries change.
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