How to Create a Drop-Down List in Word

Updated 4 min read Video

Quick answer

To create a drop-down list in Word, show the Developer tab (File > Options > Customize Ribbon > Developer), click where you want the list and select Drop-Down List Content Control. Then select Properties, click Add for each choice, and click OK. Readers pick one option from the list.

Watch the video walkthrough

Drop-down lists keep form answers consistent: a status, a department, a yes/no choice. In Word they are content controls on the Developer tab, the same family as clickable checkboxes in Word.

Showing the Developer tab

Use this when you don’t see a Developer tab on the ribbon. It is hidden by default.

  1. On Windows, go to File > Options > Customize Ribbon.
  2. Under Main Tabs, check Developer and select OK.
  3. On a Mac, go to Word > Preferences > Ribbon & Toolbar, check Developer under Main Tabs, and select Save.

Result: The Developer tab stays on the ribbon until you clear the box. See Microsoft’s steps to show the Developer tab.

Inserting a drop-down list content control

Use this when you’re building a form or template in Word for Windows.

  1. Click where you want the list.
  2. On the Developer tab, in the Controls group, select Drop-Down List Content Control. Hover over the icons to find it.

Result: A box with the placeholder Choose an item. appears. It has no choices yet.

Tip: Want people to pick from the list or type their own answer? Insert a Combo Box Content Control instead. You add items the same way.

Adding, editing and reordering items

Use this right after inserting the control, or whenever the choices change.

  1. Select the drop-down control, then select Developer > Properties.
  2. Optionally give it a Title, which shows on the control’s tab.
  3. Under Drop-Down List Properties, select Add.
  4. Type the choice in Display Name. Word copies it to Value. Select OK.
  5. Repeat for each choice.
  6. To change the list, select an item and use Modify, Remove, Move Up or Move Down.
  7. Select OK to close Content Control Properties.

Result: Clicking the control now opens your list, and the chosen item replaces the placeholder. Microsoft covers the same steps in its guide to creating a fillable form in Word.

Warning: Don’t check Contents cannot be edited in Properties. It stops people from choosing an item at all.

Locking the drop-down list in a form

Use this when you send the form to others and want them to fill in only the controls.

  1. In Properties, check Content control cannot be deleted so the list stays in place.
  2. Go to Developer > Restrict Editing.
  3. Under Editing restrictions, check Allow only this type of editing in the document and choose Filling in forms.
  4. Select Yes, Start Enforcing Protection and add an optional password.

Result: Readers can pick from the drop-down and fill other controls, but can’t change the rest of the document.

Creating a drop-down list in Word for Mac

Use this when you’re on a Mac. Word for Mac uses a legacy Combo Box form field.

  1. Click where you want the list and select Developer > Combo Box.
  2. Select the field, then Options.
  3. Type a choice in Drop-down item and press + or Enter to add it. Repeat for each choice.
  4. Reorder items with the up and down arrows. Select one and press - to remove it.
  5. Keep Drop-down enabled checked and select OK.
  6. Select Developer > Protect Form so the list can be used.

Result: In the protected form, clicking the field opens your list. Select Protect Form again to go back to editing.

Comparing the methods

MethodBest forWorks on
Drop-Down List Content ControlFixed choices in modern formsWindows
Combo Box Content ControlChoices plus a typed answerWindows
Legacy Combo Box form fieldDrop-downs in Word for MacMac

Platform differences

  • Windows: Developer > Drop-Down List Content Control, with items set in Properties.
  • Mac: Developer > Combo Box, with items set in Options. The form must be protected before the list works.
  • Word for the web: you can’t create fillable forms. Build the list in the desktop app.

Troubleshooting

  • Clicking the control does nothing: turn off Design Mode on the Developer tab, and clear Contents cannot be edited.
  • The Mac drop-down won’t open: select Developer > Protect Form. Legacy fields only work in a protected form.
  • The box around the control shows when printing: it doesn’t. Content-control boxes are hidden on paper.
  • You need a PDF: saving as PDF keeps the chosen item as plain text, not a working list. See how to convert Word to PDF.
  • You can’t edit anything after protecting the form: select Developer > Restrict Editing > Stop Protection. See how to unlock selection in Word for other causes.
  • The form also needs a signature line: see how to insert a signature in Word.

For more ways to add controls and objects, browse the Microsoft Word guides.

Frequently asked questions

What is the difference between a drop-down list and a combo box in Word?

A drop-down list only lets people pick one of your choices. A combo box also lets them type their own entry.

Why can't I select an option in my Word drop-down list?

Contents cannot be edited is probably checked in the control's Properties. Clear it, and make sure Design Mode is off on the Developer tab.

Can I create a drop-down list in Word for the web?

No. Creating fillable forms isn't available in Word for the web. Build the list in the Word desktop app.

How do I change the 'Choose an item' text?

Turn on Developer > Design Mode, select the placeholder text, type your own prompt, then turn Design Mode off.

How do I delete a drop-down list in Word?

Right-click the control and select Remove Content Control. If that isn't available, clear Content control cannot be deleted in Properties first.

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