In this article we will explore through a guide how to add a drop-down list in Google Sheets. One of the significant features of Google Sheets is that it allows you to add dropdown lists within the cells. A dropdown list is a formatting option that provides predefined options for the users. Thus it can control the inputs and eradicate the risk of wrong inputting actions. So, it helps you to easily enter the inputs without any flaws and too much time wasting in your spreadsheet. So, the dropdowns simplify the process of data entry. The process is simple and user-friendly.
Hence it becomes useful in Google Sheets too. In this article, you will learn how to add a drop-down list in Google Sheets efficiently.
Benefits of adding dropdown in Sheets
- By adding the dropdown, you can avoid errors from manual typing. You can insert customized data from this dropdown. So, it is a more reliable and accurate technique to insert the words or numbers in your Google Sheet.
- As the dropdowns prevent your data from improper entry (typos, wrong numbers), they become useful when you share the spreadsheet among a group or multiple users.
- Your team members can enter project status through the dropdown menu. So, as an IT manager, you can easily track the progress status of your team members.
How to create a dropdown list in your Google Sheets?
- Open a spreadsheet from Google Sheets.
- Select one or multiple cells to create your dropdown list.
- Then enter @ sign within the cell. A menu will open after entering the sign. Click Dropdowns from the Components section of that menu
- Next, click Insert > Dropdown.
- Click Data > Data Validation > + Add rule.
- Then, right-click on the cell, and after that, click Dropdown.
- Go to the Data validation rules panel. You can select any one option here. Either you can choose Dropdown from a range or Dropdown. If you choose the first option, you need to choose the cells to add to the list. For the Dropdown option, enter the value of the dropdown. If you want to add additional dropdowns, then click Add another item.
8. Again you can use Advanced options to enter items not on the list. So, select Show a warning from If the data is invalid section.
9. Finally, click Done.
How to change or delete the dropdown list?
- Open a spreadsheet from Google Sheets.
- Select the cell/cells for your editing.
- Then click Data > Data validation.
- Click dropdown. After that, click the Edit button.
- Then you can change the dropdown list in these ways –
- You can change the option listed. For this, you need to edit the items from Criteria.
- You can delete a list by clicking Remove Rule.
6. Also, you can change the display style from the Advanced options. Then select a Display Style –
- Chip: This is the default drop-down option. The drop down appears as a button with a down arrow. You need to click the button to open the dropdown.
- Arrow: This dropdown includes a down arrow at the right side of the cell. You need to click the arrow to open the dropdown list.
- Plain text: This dropdown doesn’t use any indicator. Double-click on the cell or type the letter/numbers to open the dropdown list.
7.Finally, click Done.
How to fill color for a dropdown list?
- Select the cell that contains the dropdown.
- Go to the Format toolbar and click Conditional formatting.
- Then the Conditional format rules dialog box will open. Select the Is not empty option.
- Choose a color in the Formatting style field.
- Click Done.
Strategies for editing the drop-down lists in Google Sheets
- You can use the help text to make the usage of the dropdown more comfortable for the users. It’s a type of message that appears by clicking on the cells containing the dropdown. It notifies the users about the editing actions. You can insert the help text from the Data Validation dialog box. Then you can check the Show help text from the Appearance field.
- Editing your dropdowns with the color-coding becomes another useful option. It easily highlights and sorts your data in the spreadsheet. Hence the users respond quickly and take action on the specific cells.
- Adding a dropdown in your Google Sheet also allows the addition of external input – their data in the dropdown list. But Google Sheets shows a warning and command to add items from the dropdown list. So, you can restrict the users from doing this by using the Reject input option. Again, you can copy and paste an existing dropdown list to add it to other cells. Highlight the dropdown list you want to duplicate and copy it with the List of items criteria. Then paste your dropdown within a different cell. In this way, you can paste it multiple times within other cells.
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