How to Create a Drop Down List in Google Sheets

How to Create a Drop Down List in Google Sheets

Working with other people in Google Sheets is great – until one or two co-workers keep adding the wrong data. Correcting other people’s mistakes can be exhausting, but there’s a quick and easy solution to make sure things stay consistent.

By adding drop-down lists with multiple-choice answers, you can make data entry a breeze for you and your team. So how do you add these useful options to your document? Keep reading to learn more.

Here are the steps to add a drop-down menu to your sheet:

  1. Highlight the cell, row, or column where you want your drop-down menu to appear.
  2. Go to Data in the top menu.
  3. Click on Data Validationand a sidebar will open.
  4. Under Criteriamake sure you have Drip selected.
  5. Fill in your options in the text fields below, using the function Add another element to create additional slots.
  6. You can assign a color to each option using the drop-down list to the left of the text field if you wish.
  7. hit Ended.

Once you add the drop-down list, Sheets bookmarks your work. So you don’t need to highlight everything again to edit it. Just go back to the data validation menu and select the rule you want to edit.

Data validation rules menu in a spreadsheet

There are many uses for drop-down menus in Google Sheets, including:

  • Added budget categories to an expense tracker in Sheets.
  • Ensure month names remain consistent when working with goals and calendars.
  • List media types for an editorial calendar.
  • Keep tabs on project status, ownership, and priorities in a Google Sheets collaboration board.
  • Add relevant project tags to a task board.
  • Track workflow status in a Google Sheets content calendar.
  • Classification of prospects in a Google Sheets CRM.

Essentially, you can use drop-down menus anywhere a repeating response list applies. Just be sure to practice a “less is more” approach. If you include too many options, you might get the impression that things are inconsistent again.

For example, if you are creating a drop-down list of statuses, options such as to do, I am working on itand complete are excellent starting points. But if you add too many similar and unnecessary options, the projects overview will not be as fast.

Keep your data consistent with Google Sheets

Google Sheets is an effective collaboration tool. By adding a drop-down menu to your document, you ensure that your data stays consistent and takes things to the next level for you and your team.