Google Sheets makes it easy to add and remove items from existing drop-down menus in your spreadsheets. You can also change your drop-down menus and even remove them completely if you wish. Here’s how to do that.
Spreadsheets allow you to selectively make changes to your drop-down lists. This way, you can select a drop-down list and change it, while leaving all other drop-down lists unchanged.
RELATED: Create a drop-down list in Google Sheets
Add or remove items from the drop-down menus in Google Sheets
To customize the drop-down lists in your spreadsheets, first launch a web browser on your computer and open Google Sheets. Then open the spreadsheet with your drop-down lists.
On your spreadsheet screen, select the cells with dropdown items that you want to customize.
With your drop-down menus selected, in the Google Sheets menu bar, click Data > Data Validation.
In this window, the menu defines “Criteria” the kind of items your drop-down menus have. Use the box next to this menu to add or remove items.
You can add a new list item by typing a comma and then entering your item name. Or you can remove an item by clearing it from the list. Feel free to change other options in this window.
When you’re done, click “Save” at the bottom of the “Data Validation” window.
Your spreadsheet will now show the updated items in your drop-down lists.
You are probably wondering what happens to the cells where you selected a list item that is no longer available. In those cells, Sheets displays a warning message that the entered item is invalid. You want to select a new valid item from the drop-down list in these cells.
To remove a drop-down list from a cell, select that cell and choose Data > Data Validation from the menu bar. Then in the “Data Validation” window, click on “Remove validation”†
Your drop-down list is now removed, but the values you selected earlier are still there for you to use.
And that’s how you edit your dropdowns in Google Sheets to both add new items and remove existing items. Very useful!
You can also edit existing drop-down menus in Microsoft Excel.
RELATED: Editing a drop-down list in Microsoft Excel