Drop-down lists will be very helpful to avoid data errors when you share a Google Spreadsheet with others and they can also edit the document. It can also be used whenever you want someone to select options from a pre-defined list. In this post, let’s see how to create and use a Drop-Down list in Google Sheets.
How to Insert a Drop-Down List in Google Sheets
Google Sheets has multiple options to create drop-down lists. For example, you can easily convert a set of data into a drop-down list or you can create a new one by manually entering them as well. Let’s see how to do both one by one.
Drop-Down List Using List From a Range
Let’s say that you want to convert data in certain cells in a column to a drop-down list and share the Sheet with others so that they can easily select from a list.
Open the Google Sheet on your computer and select the cell on which you need to insert a drop-down list.
Then, click the Data menu from the top of the sheet. From the list of options shown, click Data Validation.
![select cell for drop down list creation](https://mashtips.com/wp-content/uploads/2022/02/select-cell-for-drop-down-list-creation-1.jpg)
In the Data validation window, you will see a lot of configuration options. Let’s see that one by one.
Cell range: This indicates a single cell or range of cells where you want to insert the drop-down list. In this example, we have selected a single-cell C1.
Criteria: If you click this drop-down box, you will see multiple options for data validation. Since we want to create a drop-down list from existing data, we need to select the option List from a range.
![drop down list creation with list in a range google sheets](https://mashtips.com/wp-content/uploads/2022/02/drop-down-list-creation-with-list-in-a-range-google-sheets.jpg)
Then, you have to select the cells that contain data for creating a drop-down list. While you start selecting cells with your mouse, you will see a small pop-up menu. Once you are done with the selection click OK to confirm.
![select data range google sheets](https://mashtips.com/wp-content/uploads/2022/02/select-data-range-google-sheets.jpg)
If you are not comfortable selecting cells with your mouse, you can manually enter the cell addresses (eg. A2:A8) in the box located next to List from a range.
![insert drop down list using list from range](https://mashtips.com/wp-content/uploads/2022/02/insert-drop-down-list-using-list-from-range.jpg)
Show drop-down list in cell: Make sure that this checkbox is selected. Otherwise, the drop-down list will not be visible.
On invalid data: This field will decide what will happen if the user tries to enter incorrect data instead of selecting from the list.
![drop down list configuration options](https://mashtips.com/wp-content/uploads/2022/02/drop-down-list-configuration-options.jpg)
Show warning – If this option is selected, the user can enter incorrect data and only a warning message will be shown.
![warning message invalid input drop down list](https://mashtips.com/wp-content/uploads/2022/02/warning-message-invalid-input-drop-down-list.jpg)
Reject input – The user cannot enter any data other than the values in the drop-down list. A warning message box pops up and prompts the user to enter the correct data.
![reject input message drop down list](https://mashtips.com/wp-content/uploads/2022/02/reject-input-message-drop-down-list.jpg)
Appearance: If you wish to create your own message with instructions on the data entry, then you can select the check box Show validation help text: and enter your message on the box provided.
![validation help text message drop down list](https://mashtips.com/wp-content/uploads/2022/02/validation-help-text-message-drop-down-list.jpg)
Once you are done configuring the above options, click Save.
Now, if you see the cell you had selected earlier (eg. C1), you will see a down arrow. If you click that, you can see the drop-down list.
![drop down list created using list range](https://mashtips.com/wp-content/uploads/2022/02/drop-down-list-created-using-list-range.jpg)
Related: How to Alphabetize in Google Sheets: Easily A-Z Sort Data
Drop-Down List Using List of Items
Instead of converting existing data to a drop-down list, you can create a list by manually typing them. Let’s see how to do that.
After selecting the cell, go to the Data Validation window. (As mentioned in the previous section.)
In the drop-down box for Criteria, select List of Items.
Then, enter the values for the drop-down list separated by commas in the provided box. The values can be text or numbers.
![drop down list using list of items](https://mashtips.com/wp-content/uploads/2022/02/drop-down-list-using-list-of-items.jpg)
Finally, click Save.
That’s it. The drop-down list has been created successfully.
Related: How to Quickly Highlight Duplicates in Google Sheets
How to Delete Drop-Down List in Google Sheets
Do you wish to remove a drop-down list from the Google Sheet? At any point in time, you can easily get rid of the drop-down list with a single click.
Open the Google Sheet and select all the cells for which you want to delete the drop-down list.
Then, click the Data menu and select Data Validation from the sub-menu shown.
In the Data Validation window, click Remove validation.
![delete drop down list google sheets](https://mashtips.com/wp-content/uploads/2022/02/delete-drop-down-list-google-sheets.jpg)
Now, the drop-down list will be removed from the selected cells.
How to Edit Drop-Down List in Google Sheets
It doesn’t matter whether you have created the drop-down list using a list from a range or a list of items. You can edit both lists.
For a drop-down list created using the list from a range, you need to edit the original data which you had selected for converting to a list. Then, the changes you make will get reflected automatically in the drop-down list.
If you had created the list manually using a list of items, then you need to revisit the Data Validation screen to make the changes.
Related: How to Print Selected Cells In Google Sheets
Copying Drop-Down lists in Google Sheets
By dragging the cell that contains the drop-down list, you can easily insert the drop-down list to other cells in the same row or column.
If dragging cells is not convenient for you, then right-click the cell that has the list and select Copy. Or you can use the CTRL+C keys on your keyboard.
Then, right-click on the cell where you need to paste the data and select Paste special. From the sub-menu, click Data validation only.
![copying and pasting drop-down lists](https://mashtips.com/wp-content/uploads/2022/02/copying-and-pasting-drop-down-lists.jpg)
Now, you can see the drop-down list in the cell you had selected.
Well, drop-down lists come in handy especially if you want to share sheets with others and expect them to choose only specific values.