A drop-down list embedded within Google Sheets can significantly streamline the process of data entry by providing users with predefined options to choose from, thus ensuring uniformity of data.
To illustrate this point, consider a scenario where a user must select a country, say, the United States. Without a drop-down list, the user could potentially input the data in a variety of forms: “US”, “USA”, “United States”, or “The United States of America”. Offering a drop-down list not only simplifies data entry for the user but also promotes consistency across entries.
This tutorial will guide you on:
1. Creating a Drop-Down List in Google Sheets.
2. Duplicating Drop-Down Lists.
3. Deleting Drop-Down Lists from Specific Cells.
4. Adding a Google Sheets Drop-Down List.
There are two methods to create a drop-down list in Google Sheets:
1. Utilizing a range of cells to formulate the drop-down list.
2. Manually inserting the items of the drop-down list.
Building a Drop-Down List in Google Sheets Using a Cell Range
Let’s say you have a list of countries in cells A1:A6 and aim to generate a drop-down list in cells B1:B4.
Here’s your step-by-step guide to generating a drop-down menu in Google Sheets:
1. Highlight the cell (or cells, if the drop-down list is needed in multiple cells) where you wish to establish the drop-down list.
2. Navigate to Data > Validation.
3. In the pop-up for Data Validation, amend the following parameters:
– Cell Range: Sheet1!B1:B4
– Criteria: List from a range (Sheet1!A1:A6)
– On Invalid data: Show warning
– Appearance: Tick the ‘Show dropdown list in cell’ box.
4. Optionally, you can add a custom message in the “Show validation help text” field for instances when users attempt to input an incompatible drop-down option in Google Sheets.
5. Lastly, click on Save.
This action will establish a drop-down list in the cells B1:B4 of Google Sheets, showcasing the items in the range A1:A6.
When working with the cells where the drop-down list is located in Google Sheets, you can either select an option from the drop-down or manually type it. If your input does not correspond with the specified items, the cell will be highlighted, signified by a red triangle in the cell’s upper right corner.
Additionally, Google Sheets allows you to deactivate data entry in cells where the input does not align with the specified items. To enable this feature, go to the data validation settings (as mentioned above) and under ‘On invalid data’, choose the ‘Reject input’ option.
Now, if you input data that doesn’t match the specified items, an ‘Invalid Note’ will appear in the Google Sheets cell drop-down.
How to Manually Edit a Drop-Down List in Google Sheets
If you need to create a drop-down list with static options (such as Yes/No, High/Medium/Low, Agree/Disagree), you can manually enter these options in data validation.
Follow these steps to alter drop-down lists in Google Sheets:
1. Select the cell (or cells, if the drop-down list is needed in multiple cells) where you aim to create the drop-down list.
2. Go to Data > Validation.
3. In the Data Validation pop-up box, implement the following changes:
– Cell Range: Sheet1!B1:B4
– Criteria: List of items (manually input the items separated by a comma in the field to the right)
– On Invalid data: Show warning
– Appearance: Check the ‘Display in-cell button to show the list option’
4. Click on Save.
This process will generate a drop-down list in the chosen cells that showcases the defined items.
Copying a Google Sheets Drop-Down List
If you’ve already created a drop-down list in one or more cells and need to replicate it quickly, Google Sheets offers a simple copy-paste method.
Here are the steps:
1. Select the cell that contains the drop-down list you want to copy.
2. Press CTRL+C to copy it.
3. Select the cell (or range of cells) where you want to paste the drop-down list.
4. Press CTRL+V to paste it.
Once you’ve completed these steps, you will have successfully copied your drop-down list from one location to another. It’s that simple!
<img class=”aligncenter size-full wp-image-504 entered exited” src=”data:;base64,” alt=”Drop Down List in Google Sheets – copy paste” width=”141″ height=”159″ data-lazy-srcset=”https://cdn.productivityspot.com/wp-content/uploads/2016/02/Drop-Down-List-in-Google-Sheets-copy-paste.png?strip=all&lossy=1&ssl=1 141w, https://cdn.productivityspot.com/wp-content/uploads/2016/02/Drop-Down-List-in-Google-Sheets-copy-paste-133×150.png?strip=all&lossy=1&ssl=1 133w, https://cdn.productivityspot.com/wp-content/uploads/2016/02/Drop-Down-List-in-Google-Sheets-copy-paste-71×80.png?strip=all&lossy=1&ssl=1 71w, https://cdn.productivityspot.com/wp-content/uploads/2016/02/Drop-Down-List-in-Google-Sheets-copy-paste-89×100.png?strip=all&lossy=1&ssl=1 89w” data-lazy-sizes=”(max-width: 141px) 100vw, 141px” data-lazy-src=”https://cdn.productivityspot.com/wp-content/uploads/2016/02/Drop-Down-List-in-Google-Sheets-copy-paste.png?strip=all&lossy=1&resize=141%2C159&ssl=1″ />
How to Remove Google Sheet Drop Down List
It’s just as easy to remove a drop-down list from your Google Sheets. To remove a drop-down list:
1. Select the cell or cells that have the drop-down list you wish to remove.
2. Navigate to the ‘Data’ menu and choose ‘Data Validation’.
3. In the pop-up box that appears, click ‘Remove Validation’.
4. Press ‘Save’ to finalize your changes.
After performing these steps, your cells will be cleared of the previous drop-down list.
<img class=”aligncenter size-full wp-image-506 entered exited” src=”data:;base64,” alt=”Drop Down List in Google Sheets – remove” width=”141″ height=”159″ data-lazy-srcset=”https://cdn.productivityspot.com/wp-content/uploads/2016/02/Drop-Down-List-in-Google-Sheets-remove.png?strip=all&lossy=1&ssl=1 141w, https://cdn.productivityspot.com/wp-content/uploads/2016/02/Drop-Down-List-in-Google-Sheets-remove-133×150.png?strip=all&lossy=1&ssl=1 133w, https://cdn.productivityspot.com/wp-content/uploads/2016/02/Drop-Down-List-in-Google-Sheets-remove-71×80.png?strip=all&lossy=1&ssl=1 71w, https://cdn.productivityspot.com/wp-content/uploads/2016/02/Drop-Down-List-in-Google-Sheets-remove-89×100.png?strip=all&lossy=1&ssl=1 89w” data-lazy-sizes=”(max-width: 141px) 100vw, 141px” data-lazy-src=”https://cdn.productivityspot.com/wp-content/uploads/2016/02/Drop-Down-List-in-Google-Sheets-remove.png?strip=all&lossy=1&resize=141%2C159&ssl=1″ />
Summary
Drop-down lists in Google Sheets offer a streamlined way to enter data. They not only make your sheets more efficient but also ensure that data is entered consistently. This tutorial walked you through the steps to create, edit, copy, and remove drop-down lists in Google Sheets. I hope you found it helpful. Keep exploring to learn more about how Google Sheets can help you manage and organize your data more effectively.