Create Drop-Down Lists with Google Sheets Data Validation

Create Drop-Down Lists with Google Sheets Data Validation

You can make data entry in Google Sheets more efficient and accurate with drop-down lists. They help prevent typos, ensure consistency, and make your spreadsheets easier to use - especially when you're collecting input from others.

Drop-downs are helpful for:

• Collecting consistent responses (like "yes", "No", "Maybe")
• Standardizing project status updates (like "Not Started", "In Progress", "Complete")
• Limiting entries to specific categories (like names or items)

How to set up a drop-down list

1. Select the cell or range where you want the drop-down list
2. Go to Data > Data validation
3. Click +Add rule
4. Under Criteria, choose Dropdown
5. Add Options, customize color, and click to add another item as needed
6. Click Done

Tip: Use a range for your drop-down items

Instead of typing your list manually, you can use a range of cells as your list source. That way you can update your drop-down list by simply editing those cells.

1. Create your list of choices in a separate column
2. Select your target cells
3. Go to Data > Data validation and choose List from a range
4. Highlight the list you created and click Done

This makes maintenance much easier, especially if your list grows or changes over time.

Drop-down lists in Google Sheets are a great way to keep your data clean and easy to work with.

Article by Karen Matthes, Extension Learning Technologies, klm@umn.edu