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Here's how to create a drop-down list in Google Sheets



If you work with others in a common Google Sheets file, sometimes people can get into unexpected data or something that violates a formula. One way to make sure everyone enters the data you want is to provide them in a dropdown list.

Create a drop-down list

A dropdown list is a great way to make sure that Data Folder included in your form, application or spreadsheet is exactly what you expect. It also provides a much faster way for people to enter data because they choose from a pre-configured list you specify.

The first thing you need to do is open your Google Sheets file and select the cell)

RELATED: 5 Google Sheet Features You Should Know

Next, open the "Data" menu and select the command " Data Validation ".

From the Criteria list box, select either "List from an area" or "List of items".

  • List from an Area: A list of values ​​selected from other cells in the same or another sheet. For example, if you want to use the values ​​in cells B1-B9 on sheet 2, type Sheet2! B1: B9 to get the information in them displayed in the drop-down menu, or by selecting any of the cells from your sheet directly.
  • List of Articles: A list of predefined data items. These can be either text or numbers, and you write each value yourself, separates them with commas (and no spaces). This option does not allow you to insert data directly from other cells.

Here we use the "List of Items" option and provide multiple numeric choices.

Once you have entered the information you want appears in a drop-down menu, make sure you have the "Show drop-down list in cell" option enabled or else the values ​​will not appear in the selected cells.

You can also choose what happens when someone tries to enter a value that is not on the list. The "View alert" option allows them to enter the invalid data, but selects it in the sheet (we are looking at how little is done). The "Reject input" option prevents them from typing anything that is not on your list.

Finally, you can enable the option "Show validation help text" to give individuals a certain indication of what they can choose in the cells.

Continue and click "Save" when done.

How to use your new drop-down list

When you select the option, enter the instructions you want. You can do it, anyone using the sheet can click on the drop-down menu in these cells and select a value from the list.

If you selected the option "Show validation help text" when someone selects one of the validated cells.

If someone specifies a value that does not match anything on the list and you have the option "View alert" enabled, the invalid entries are marked in

Right mouse over it shows why it is marked.

If you select "Reject input" instead, people will get a warning like this when they try to enter something that is not on your list.

If you need to delete or change Some of the items in your dropdown list return to Data> Data Validation to edit some items from the lists you have created. Removing the list completely is as easy as clicking the "Delete validation" button at the bottom.


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