Using WPS Spreadsheet’s Data Validation feature to create drop down menus is a powerful way to improve data accuracy and streamline data entry in your spreadsheets.
Instead of allowing users to type any value freely, you can restrict input to a predefined list of options, which minimizes typos, ensures consistency, and makes your data easier to analyze later.
Ideal for customer feedback forms, product catalogs, employee records, and other data collections where accuracy is non-negotiable.
First, choose the specific range of cells intended to host the dropdown menu.
Once selected, navigate to the Data tab on the ribbon at the top of the screen and click on the Data Validation option.
You’ll now see the Data Validation window, where you can configure what inputs are permitted.
Within the Settings section, find the Allow dropdown and select “List” as the validation type.
This instructs WPS Spreadsheet to generate a selectable list instead of free-text input.
Afterward, define where the list items will come from.
You may manually enter options in the Source field, using commas to separate each item, like Apple, Banana, Orange.
or link to a pre-defined range of cells where your list is stored.
For wps下载 example, if your options are listed in cells A1 through A5 on another sheet, you can enter Sheet2!A1:A5 as the source.
This approach is recommended since updating the source range automatically refreshes the dropdown, eliminating the need to re-enter settings.
You can toggle the Ignore blank option: check it to allow blank cells, or leave it unchecked to force users to pick an item.
Alternatively, visit the Input Message tab to show a prompt when the cell is activated, instructing users on the expected input.
For instance, you might write Select a fruit from the list.
It leads to better interaction and fewer incorrect submissions.
In the Error Alert tab, you can customize what happens if someone tries to enter a value that is not in your list.
By default, WPS Spreadsheet will show a stop alert, but you can change the style to Warning or Information and write a custom message like The value you entered is not valid. Please select from the drop down list.
After clicking OK, a tiny dropdown arrow will appear beside each selected cell.
Clicking this arrow reveals the list of options, and users can select one with a single click.
This accelerates input while guaranteeing consistent, error-free data collection.
Keep in mind that any edits to the source range will dynamically refresh the dropdown, provided the cell reference stays intact.
Thanks to its dynamic behavior, you can easily modify supplier lists, location codes, or status options without redoing the validation setup.
You can also duplicate validation rules to multiple cells using regular copy and paste operations.
If you copy a cell with a validated list to another cell, the same validation rules are applied, saving time when setting up multiple similar fields.
Be cautious when pasting values from external sources into cells with data validation.
If the pasted value is not in the allowed list, WPS Spreadsheet will block the entry and display your custom error message.
To avoid this, make sure the data you are importing matches the predefined options or temporarily disable validation if needed.
To sum up, using Data Validation to create dropdowns is a vital practice for professionals working with standardized data.
This tool boosts reliability, cuts down on manual errors, and significantly improves the user-friendliness of your worksheets.
No matter the scale—whether you’re building a one-time form or a multi-sheet database—dropdown validation is a thoughtful, efficient method that elevates data integrity and operational performance