Create a dropdown list in Google Table

Create a dropdown list in Google Table

Option 1: Website

There are at least two main ways to implement a dropdown list within a document on the official website of Google Tables, each of which differs in terms of appearance and available settings. At the same time, the two presented solutions can be combined with each other as needed, for example, by hiding entire rows of lists and other elements.

Google Tables official website

Method 1: Configuring data validation

You can add a dropdown list for a specific cell in a table using the function "Check data" functionThis will allow each user to select a specific value from the set value. It is important to note here that by default the cell must be empty or contain one of the required values, otherwise an error indicating incorrect data will be displayed.

    1. Open a pre-prepared document on the website of the service in question and select the cell you want to convert to a drop-down list, including combined rows and columns with a specific format. Then expand the menu "Data". in the top bar and select "Configure data validation"..You can also right-click on the desired cell, hover over it "Show other actions in cell" and similarly select "Configure data validation". Regardless of the option, a popup with additional parameters should appear.
    2. Inside the block. "Cell Range" you can make sure the list is created in the right place, and make changes if necessary. The easiest way to edit the data is to use the function "Select data range" on the right side of the text box.
    3. To add new values, expand the category dropdown "Rules" and select one of the first two items, either “Value out of range”. o "Value of a List". Each option differs only in how you fill it in, while there will be no difference in interaction. If you have selected "Value out of range"In the adjacent text box, specify the cell range from which the information will be copied as individual items. If the data in the selected cells is deleted or edited, it will affect the contents of the dropdown list accordingly.

      Alternative "Value of a List" can be considered somewhat more convenient, as items are listed separated by commas in the adjacent text box with no visible restrictions. Of course, this is more relevant for a table that is not planned to be edited in the future.

    4. When you are done editing, you can check or uncheck "Show dropdown list in cell"to show or hide the arrow to the right of the column. Then use the button "Save". to apply the changes and complete the job.

If everything has been done correctly, the list can be opened with the mentioned and marked arrow or by double-clicking on the block. The value selected from here will be automatically saved to a copy of the table for the specific user.

Method 2: Hide Multiple Rows

Another way to create a dropdown list is to hide multiple rows, unfortunately without any additional configuration. This solution will be relevant if you only want to hide a specific group, including the ones that contain data from the first section of the instructions.

    1. To create an entire dropdown list by hiding specific rows, you must first create a group. To do this, select the desired entire rows in the left column similar to the screenshot, right-click in the same area, expand "Show other actions in the row." and select "Group rows"..After selecting the desired objects, an identical action can be performed with the element "Group". in the category "Group". on the menu "Watch". in the top bar of the editor or use the special shortcut key "ALT+SHIFT+right arrow". This may be more convenient than the first solution, since capturing and hiding lines is done automatically.
    2. This results in another column on the left side of the screen with the option to show or hide a specific group of items by clicking "+" o "-". The first line of the list is always below or above the first line.

If you don't like the position of the hide or show button, you can change it with the corresponding function by pressing the PCM on that icon. The same goes for deleting a group, which won't harm the content in any way, and rendering all grouped rows at once within a document.

Option 2: Mobile app

Just like on the website, the official Google Spreadsheets mobile client can be used to create dropdown lists in two ways, depending on the result requirements. However, this option is currently only available in the Android application, while the iOS version is somewhat more limited in terms of functions, so on an iPhone you will have to use the service mentioned above.

Download Google Spreadsheets from Google Play Market

Method 1: Configuring data validation

To accomplish the task, open the desired Google table and prepare a template with free cells or a value that will then be included in the dropdown list. We won't go into detail about the format, as this topic deserves its own instructions.

    1. Once you've mastered creating or opening a document in the services application, select one or more cells to create a list and expand the main menu in the upper right corner by clicking the button with three vertical dots. Here, in turn, select a category "Data validation". and the first thing to do is edit the content inside the block "Cell Range".
    2. The default values ​​specified refer to the sheet number within the document and to the cells that have numeric and alphabetic coordinates. To avoid problems with this, it's easier to touch the cell beforehand, as mentioned above, and then the required values ​​will be set automatically.
    3. The values ​​themselves can be edited in "Criteria".selecting "List Value". o "Value out of range". Depending on the option, the process of adding elements is very different. If you have installed "list value"press the button to add new elements in the lower field "+"Enter the desired character set and use the checkmark icon to save. Do the same with all the other elements and, when finished, press the button on the top bar "Save"..When selecting “Values ​​out of range” it is necessary to specify absolute references to other cells of the document in the text box, the syntax of which is given as an example in the block "Advice" and on our screenshot. This is not the only solution, more complicated formulas can be used, which we will not consider in this manual.
    4. Whichever option is chosen, the result will be a table that can be opened with a single tap on the arrow in the right cell area or with a double tap. You can also show or hide the arrow using the option Option “Show dropdown in cell” in the data validation settings.

You can also edit or delete items in the same section "Data validation" using the corresponding buttons. It is also important to note that in the case of “Values ​​out of range” Data in a list can automatically disappear or change if corresponding edits have been made to one or more linked cells.

Method 2: Hide Multiple Rows

To create a list by grouping and hiding rows, you will, again, have to use the official android app of the service, while on iOS the necessary options are not available.

    1. In the left column, select the first row you want, stretch the frame over multiple rows using the blue rectangle, and tap one of the numbers until a popup menu appears.
    2. Within the marked block, press the button with three vertical dots and select from the menu presented "Group". specifying the exact range of rows. If done correctly, a new button will appear in the left column to manage the group.
    3. List items can be hidden with the button "-", while a new display is made by pressing "+". Alternatively, you can press the button for a few seconds and move the icon to the top or bottom as needed.

You can delete a group, but keep the list data, by reselecting it, opening the menu with a long press and selecting the option "Ungroup". Also note, as seen in our examples, that a group can include the entire lists from the previous section of the instructions.

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