[Libs-Or] Tech-Talk: EXCEL - Create Custom Drop-Down Lists

Tue May 24 16:19:07 PDT 2022

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EXCEL / Google Sheets - Create Custom Drop-Down Lists
Intermediate

The other day I was helping a colleague update some administrative processes. She liked to use Excel to track her organization's income and expenses for the events they sponsored. However, it became apparent that there were some naming inconsistencies, so the totals weren't accurate.

For example, in one event she used the term "space rental" and for another, the same thing was called "room use." You can see why we needed to standardize the category names so she could compare apples to apples going forward.

When you're working with lists, you want all the related items for one topic to be the same. That means every item must have a consistent name.

That's where drop-down lists come in handy.

You can set up your spreadsheet so that the choices are pre-determined for you. We call these drop-down lists. You can use these going forward and everything will be consistent.

TIP: This can be done in both Excel and Google Sheets.

[create custom drop-down list]

Administrative Use

You can create spreadsheets that would be typically used internally like:

*     Invoices
*     Expense worksheets
*     Inventory lists
*     Mailing Lists

Customer / Patron / Member Use

Or there may be Excel forms you use for people external to your organization, such as:

*     Program sign-ups
*     Class registrations
*     Product order forms

You can use drop-down lists in Excel or Sheets for anything you put into a spreadsheet where you would like to have people make selections.

Create a Custom Drop-Down List in Excel

Step 1: Create Your List

To create your own custom list, in a nutshell, you are putting your choices in one worksheet... and then calling that list into the cells of another worksheet. You're essentially creating a menu.

IMPORTANT: Be sure that both worksheets are in the same workbook.

*     First, set up the end spreadsheet (the form where you want to put data). It is the place where you will insert the drop-down choices (created in a separate sheet). For instance in the example below, put in the title, the column heads, the total cost line...everything except the detailed list of expenses and dollar data.

[drop-down list]

[create your list]

*     Then, go to a new worksheet (a tab at the bottom) and type the list of item choices you want in your Expense list. These will become your drop-down menu in this first worksheet. Each group needs to be in one column, without any cells skipped. Make sure they are in the order you would like them to appear in the drop-down list.

*     Next, you need to "Name" your list. Start by highlighting the group of cells (including the header), and then in the Name Box in the upper left (to the left of the formula bar), type in the Name of this particular drop-down list and press Enter.

TIP: You can have multiple "lists" in one sheet, naming them individually.

Step 2: Adding Your List to the Spreadsheet

*     Go back to the worksheet where you want the list to appear and click in the first cell under the header.
*     On the Data Tab, in the Data Tools section, click on the Data Validation option.
*     In the Settings Tab, under Allow, select List.
*     In the Sources section box, type an equal sign (=) followed by the Name of the List you created previously (Don't click OK yet....there's more).

[data validation]

*     On the Input Message Tab, make sure the "Show input message when cell is selected" box is checked.
*     In the Title section, type in the Name that will show when someone clicks on the cell of your drop-down list.
*     Below this in the Input Message box, type in any instructions you would like displayed for the end-user. (Don't click OK yet...)

[input message]

*     Finally, if you want a message to appear if someone tries to type a new option in the cell instead of picking from the drop-down choices, go to the Error Alert Tab and in the Title section, type the message heading that will be displayed if they do this.
*     In the Error Message, add your specific instructions.
*     Click OK to leave the Validation window.

[error alert]

Next, take a look at your drop-down list to see if it displays correctly - but don't select anything from the list.

CAUTION: When you click the drop-down arrow, if the list choices are cut off, just click on the column divider line and drag to make it wider so your titles are fully visible.

To test your error message, try typing something wrong into the cell and see what happens.

If you want to make any changes, click the cell again for the drop-down list and to the Data tab and choose Data Validation option. Go to any of the tabs where you want to make changes. Be sure to click OK to save your new changes.

Step 3: Apply Your Custom Drop-Down List to Additional Cells

[drag corner down]

If everything looks good and you're ready to apply this to a whole range of cells, click the bottom right corner of the cell with the drop-down list and drag it down the column of your form for all cells you want to be included.

TIP: If you want to Hide the worksheet that contains all of your lists so users cannot make changes, right-click the sheet tab and select Hide. If you want to view the worksheet at a later time, just right-click on the sheet to the right or left of the hidden one and select Unhide.

Delete a Drop-Down List From Your Worksheet

*     Click on the cell with the list.
*     Go to the Data tab, and then in the Data Tools section, click Data Validation, then Data Validation again.
*     In the Settings tab, click the Clear All button in the bottom left, and then OK.
*     The inputted text will remain, but the drop-down list will no longer be a choice.

GOOGLE: Create a Custom Drop-Down List in Sheets

Google Sheets makes it even easier to create drop-down lists.

*     In your spreadsheet in Google Sheets, select the cell or range of cells where you would like to display the drop-down list.

[google sheets]

*     Go to Data, then from the drop-down list choose Data validation.

*     In the window, under Criteria, it's easier to select List of items. Then enter each choice, separated by commas (do not add spaces). If the list of categories is already in your spreadsheet you can use the List from a range option.

*     The default setting is set to show a downward arrow in the cell with the drop-down list. To turn this off, un-check the Show dropdown list in cell box. We have left this option turned on to give the user a cue that there is a drop-down choice available.

*     Under On invalid data, check the option to Reject input if you only want the ability for people to choose from the list. Select Show warning if otherwise.

*     Click Save.

[create a drop-down list]

GOOGLE: To Make Changes or Delete Your Sheet Drop-Down List

*     Open the Sheet and select the cell or cells you'd like to modify.
*     Go to Data and select Data validation.
*     To change items in your list, edit them in Criteria.
*     Or, to delete a list, click the Remove validation button.
*     Click Save.

TIP: If you change the contents of the range you've selected, the changes will be made in the list automatically.

[https://files.constantcontact.com/ee1208b4001/41d9a61c-7e5a-4de3-b0a4-4021dd05cea3.png]

Communications: Grammar
Is it recur or reoccur?

I was startled the other day hearing someone use the word reoccur when it should have been recur. It shouldn't have surprised me because most folks tend to get these two different concepts confused and use reoccur exclusively.

I've always been taught that reoccur was incorrect; that the appropriate word was recur. So when I heard the wrong word my internal "grammar detector" went off.

Well, color me surprised when researching this to share with you: they both are correct and refer to an event that happens more than once, but they have different meanings!

According to ThoughtCo.com...

*     Recur indicates an event that happens regularly and repeatedly and is therefore predictable. Sunrise recurs because it happens reliably every morning. A recurring meeting is one that happens on the same day every week or month. A phone bill is recurring because you receive a charge every month. And by the way, the word recurring (and it's correct use) is the more common one.

*     Reoccur is a verb that describes an event that repeats at least one time, but not necessarily more. If the reoccurring event does repeat more than once, the repetitions may be unpredictable. Natural disasters or physical trauma reoccur. While medical symptoms for chronic diseases may recur, efforts can be made to ensure that damage to a joint does not reoccur.

Examples:

*     After the financial crisis in 2008, banks created new systems so that the crisis would not reoccur. Reoccur is used in this instance because it refers to an event that has happened in the past and could potentially happen again, but is not guaranteed or predictable.

*     The actor was happy to learn that he would have a recurring role in the show's first season. Recur is used here to mean that the actor will appear regularly on the show, and people will be able to anticipate seeing him on screen. In contrast, a reoccurring role could be one where an actor shows up throughout the series more than one time, but not at expected intervals.

[https://files.constantcontact.com/ee1208b4001/da1c6ee9-ba35-4af5-9c80-8e1b5781189e.png]

Leadership
Meeting Roles: Presenter

OK, you're in a meeting (one of many) and you'd like the time to be productive. What can you do?

You have topics identified, with someone responsible for presenting the content for each ... the Presenter(s)!

So how do you maximize your time together?

You can make sure that the four roles, the four areas of meeting responsibility, are covered so that you: 1. get the topics covered that you need, 2. stay focused, 3. respect planned time limits, and 4. record the key decisions so that you can tell others easily and have them documented.

To do that you want individuals to volunteer, or be selected, to cover these meeting roles:

1.  Presenter - Speaks to the group about the topic content.
2.  Facilitator - Ensures the discussion is on target, following the plan.
3.  Timekeeper - Keeps the group adhering to the time parameters they've set.
4.  Scribe/Note Taker - Documents the key decisions.

What if you only have two people in the meeting? Consider this pairing:

*     Facilitator, Timekeeper, Scribe - keeps the meeting on track.
*     Presenter - leads the content discussion.

No matter how you "cover" the responsibilities, paying attention to focus, time, and decisions will ensure productive use of your meeting time.

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