The Tool Desk
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Choose how to add the dropdown
In a spreadsheet on a computer, select the cell or cells where the list should appear. Then use whichever route is most convenient:
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- Insert > Dropdown
- Data > Data validation > Add rule
- Right-click the selected cell and choose Dropdown
- Type @ and select Dropdowns
Each route opens the dropdown rule settings. The Insert, Data validation, and right-click routes are documented in Google’s in-cell dropdown instructions; the @ menu route is listed in Google’s smart chips help.
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Enter the choices or use a cell range
Under Criteria, choose the kind of list you want:
Dropdown: maintain choices in the rule
Choose Dropdown to enter options directly in the validation rule. Add an item for each choice. This is a practical fit for a short list whose choices you intend to maintain in the rule itself.
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Dropdown from a range: maintain choices in cells
Choose Dropdown from a range and select the cells that contain the options. This is useful when the choices already exist in the sheet or you want to maintain them in cells. Google says changes to the selected source range update the dropdown list automatically. Make sure the selected range includes the intended options.
These criteria offer different ways to maintain the list; Google does not publish a performance comparison between them.
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Control whether people can enter other values
By default, a value that does not match a listed choice is rejected. If users should be able to enter an unlisted value, open Advanced options and set If the data is invalid to Show a warning. The value can then be entered with a warning instead of being blocked.
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In Advanced options, choose how the dropdown appears: Chip, Arrow, or Plain text. To enable multiple selections, choose the chip display style and turn on multiple selection. Google notes that multiple selections are currently unavailable on mobile, even when enabled.
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Click Done to apply the rule. If you selected several cells at the start, the rule applies to that selected range.
Create a dropdown from values already in cells
If the destination cells already contain values you want to use as dropdown choices, select those cells, right-click, and choose Dropdown. Review the resulting options and their order before applying the rule more broadly.
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Edit or remove a dropdown
- Select the cell or cells with the dropdown.
- Open Data > Data validation, or use the dropdown’s Edit control.
- Change the criteria, choice values, source range, or other settings.
- To remove the dropdown rule, select Remove rule in the validation panel.
Fix common dropdown problems
Google Sheets rejects an entry
Open the rule’s Advanced options and check If the data is invalid. Change it to Show a warning if off-list entries should be allowed.
A deleted source value still appears in the rule
For a range-based dropdown with colored values, Google warns that deleting a value from the source range can leave that value and its color in the criteria as uneditable. Change the source range or change another item’s color to remove it from the criteria.
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