To edit a drop-down list in Word, turn on the Developer tab, click Design Mode, select the drop-down, then click Properties. In the Drop-Down List Properties box, use Add, Modify, Remove and Move Up/Down to change the choices, then click OK. For an older legacy form drop-down, double-click it to open its options instead.
Quick Answer
Developer > select the drop-down > Properties > Add/Modify/Remove items > OK.
Steps to Edit the List
- If you don’t see the Developer tab, go to File > Options > Customize Ribbon and tick Developer.
- On Developer, click Design Mode (optional, but it makes selecting easier).
- Click the drop-down list control.
- Click Properties.
- Select an entry and click Modify to rename it, Remove to delete it, or Add for a new one. Reorder with Move Up and Move Down.
- Click OK and turn off Design Mode.
Drop-Down Options
| Setting | What it does |
|---|---|
| Title | Label shown on the control |
| Display Name / Value | What users see / the stored value |
| Content control cannot be deleted | Stops users removing the control |
| Contents cannot be edited | Locks the current choice |
| Combo Box instead | Lets users type their own entry |
Edit a Legacy Form Drop-Down
Older forms use legacy form fields, which look like a grey-shaded box rather than a modern content control. To change one:
- If the form is protected, go to Review, Restrict Editing and click Stop Protection (enter the password if one was set by you).
- Double-click the drop-down field to open Drop-Down Form Field Options.
- Type a new item in Drop-down item and click Add, or select an item and click Remove. Use the arrows to reorder.
- Click OK.
- Turn protection back on in Restrict Editing with Filling in forms selected, so users can pick from the list.
Drop-Down List vs. Combo Box
Word has two similar content controls. A drop-down list only allows the choices you define. A combo box shows the same list but also lets people type their own answer. If users are entering values you didn’t intend, select the control, check its type in Properties, and replace a combo box with a drop-down list if you need fixed answers.
Stop Others Changing Your List
In the control’s Properties, tick Content control cannot be deleted so the drop-down can’t be removed by accident. For a whole form, use Review, Restrict Editing, choose Filling in forms under Editing restrictions, and click Yes, Start Enforcing Protection. People can still choose items but can’t edit the list. For more form building, see adding fillable fields in Word.
Troubleshooting
- Properties is greyed out: The document may be protected. Go to Developer > Restrict Editing > Stop Protection.
- Can’t delete the “Choose an item.” entry: It’s placeholder text. Edit it in Design Mode.
- Need multiple selections: See multi-select drop-down lists in Word.
- Working in Excel instead: See removing a drop-down list in Excel.
Related: Add radio buttons in Word.
Frequently Asked Questions
Can I edit the list in Word for the web?
Editing content control properties generally needs the desktop app.
How do I delete the whole drop-down?
Select it and press Delete, or right-click and choose Remove Content Control.
Why does Word show two kinds of drop-downs?
Content control drop-downs are current; legacy form fields come from older documents and are edited by double-clicking.
Summary
- Show the Developer tab.
- Select the drop-down and click Properties.
- Add, modify, remove or reorder entries.
- Click OK.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.