Using WPS Spreadsheet’s Data Validation For Drop‑Down Menus

Implementing data validation for drop-down menus in WPS Spreadsheet significantly boosts data integrity and speeds up form completion.



By confining input to a controlled list, you prevent spelling mistakes, guarantee standardized entries, and simplify future reporting and sorting tasks.



This feature is especially useful in forms, surveys, inventory logs, and any worksheet where standardized entries are critical.



Start by highlighting the target cell or group of cells that should display the drop-down list.



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.



Go to the Settings tab, find the Allow field, and pick List from the list of permitted types.



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 you can reference a range of cells that already contains your list.



For instance, if your list resides in cells A1 to A5 on Sheet2, use Sheet2!A1:A5 as the source reference.



Referencing a range is more practical—it lets you modify the list anytime by editing the source cells, without reconfiguring validation.



After setting the source, you can optionally check the box labeled Ignore blank to allow users to leave the cell empty, or uncheck it to require that a selection be made.



Alternatively, visit the Input Message tab to show a prompt when the cell is activated, instructing users on the expected input.



For example, type: "Please choose one fruit from the dropdown".



It leads to better interaction and fewer incorrect submissions.



You can adjust the behavior in the Error Alert section when an unauthorized value is input.



While the system defaults to a Stop alert, you’re free to modify the type to Warning or Information and personalize the message—for example: "Invalid entry. Choose only from the list below.".



After clicking OK, a tiny dropdown arrow will appear beside each selected cell.



When users click the arrow, the full list appears, allowing them to pick an option instantly.



It reduces time spent typing and guarantees standardized, trustworthy results.



It is important to note that if you later modify the source range, the drop down list will automatically update to reflect those changes, as long as the range reference remains valid.



Thanks to its dynamic behavior, you can easily modify supplier lists, location codes, or status options without redoing the validation setup.



Additionally, wps官网 data validation with drop down menus can be copied to other cells using standard copy and paste functions.



When you paste a validated cell elsewhere, the dropdown settings transfer automatically, streamlining setup for uniform fields.



Avoid pasting unverified data into cells protected by validation.



If the pasted content doesn’t match any option, WPS Spreadsheet will reject it and trigger your predefined error alert.



Prevent conflicts by ensuring imported values conform to your list—or suspend validation temporarily while pasting.



In conclusion, WPS Spreadsheet’s Data Validation tool for drop down menus is an essential feature for anyone managing structured data.



It ensures precision, minimizes input mistakes, and makes your sheets more intuitive and efficient.



Whether you are creating a simple survey or a complex inventory system, implementing drop down lists through data validation is a smart, professional practice that pays dividends in data quality and efficiency