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How to Create and Use Drop-Down List in LibreOffice Calc Step-By-Step Guide

November 3, 2023 7.5K views

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Empower your spreadsheet skills with our step-by-step guide on creating and harnessing drop-down lists in LibreOffice Calc. Whether you're a beginner or a spreadsheet aficionado, this guide will equip you with the tools to supercharge your data management. Join us on this journey to elevate your Calc proficiency and productivity!

Part 1: What is drop-down list in LibreOffice Calc?

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A drop-down list in LibreOffice Calc is a list of options that appears when you click on a cell. You can select an option from the list, and it will be entered into the cell.

Drop-down lists are used to make data entry easier and more accurate. For example, you could use a drop-down list to enter the names of customers, products, or countries. This would prevent you from having to type the information in manually, which could reduce the risk of errors.

Drop-down lists can also be used to validate data. For example, you could use a drop-down list to enter the status of an order. This would ensure that the status is always valid and that it is entered in a consistent format.

To create a drop-down list in LibreOffice Calc, follow these steps:

Step 1: Select the cell where you want to create the drop-down list.

Step 2: Click on the Data menu and select Validity.

Step 3: In the Validity dialog box, select the Criteria tab.

Select Criteria

Step 4: In the Allow drop-down list, select List.

Select list

Step 5: In the Entries field, enter the list of options that you want to appear in the drop-down list.

Drop down the value

Step 6: Click on OK to create the drop-down list.

Drop-down list

Once you have created a drop-down list, you can select an option from the list by clicking on the cell and then clicking on the down arrow that appears.

Drop-down lists are a useful tool for making data entry easier and more accurate in LibreOffice Calc.

Part 2: Steps to create a drop-down list in LibreOffice Calc (2 Methods)

Here is a more detailed and improved step-by-step tutorial on how to create a drop-down list in LibreOffice Calc using two methods:

Method 1: Using the "List" option.

Step 1: Select the cell where you want to create the drop-down list.

Step 2: Click on the Data menu and select Validity.

Select Data menu

Step 3: In the Validity dialog box, select the Criteria tab.

Choose Validity

Step 4: In the Allow drop-down list, select List.

Step 5: In the Entries field, enter the list of options that you want to appear in the drop-down list. Separate the options with commas.

Step 6: Click on OK to create the drop-down list.

Example:

To create a drop-down list of product names:

Step 1: Select cell A1.

Step 2: Click on the Data menu and select Validity.

Step 3: In the Validity dialog box, select the Criteria tab.

Step 4: In the Allow drop-down list, select List.

Step 5: In the Entries field, enter the following list of product names, separated by commas:

Step 6: Apple,Banana,Orange

Step 7: Click on OK to create the drop-down list.

Method 2: Using the "Cell range" option.

Step 1: Select the cell where you want to create the drop-down list.

Step 2: Click on the Data menu and select Validity.

Select Validity on Data menu

Step 3: In the Validity dialog box, select the Criteria tab.

select Criteria tab

Step 4: In the Allow drop-down list, select Cell range.

Step 5: In the Source field, enter the range of cells that contains the list of options for the drop-down list.

Step 6: Click on OK to create the drop-down list.

Example:

To create a drop-down list of product names using a range of cells:

Step 1: Select cell B1.

Step 2: Click on the Data menu and select Validity.

Step 3: In the Validity dialog box, select the Criteria tab.

Step 4: In the Allow drop-down list, select Cell range.

Step 5: In the Source field, enter the following range of cells, which contains the list of product names:

Step 6: A2:A10

Step 7: Click on OK to create the drop-down list.

Once you have created a drop-down list, you can select an option from the list by clicking on the cell and then clicking on the down arrow that appears.

Here are some additional tips for creating and using drop-down lists in LibreOffice Calc:

  • You can create a drop-down list that allows multiple selections. To do this, select the Allow multiple entries checkbox in the Validity dialog box.

  • You can protect a drop-down list from being edited by other users. To do this, select the Protected checkbox in the Validity dialog box.

  • You can use a drop-down list to create a data validation rule. For example, you could create a rule that prevents users from entering values that are not in the drop-down list. To do this, select the Data validation checkbox in the Validity dialog box.

  • You can use a drop-down list to create a dynamic data entry form. For example, you could create a form that allows users to select a product from a drop-down list and then have the form automatically fill in other information about the product, such as the price and description. To do this, you can use the Data validation and Form features in LibreOffice Calc.

Part 3: Best Excellent Alternative to LibreOffice Calc - WPS Spreadsheet

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WPS Spreadsheet is a lightweight and highly compatible alternative to LibreOffice Calc, suitable for professionals and students. It supports various file formats, offers free templates, and allows cross-platform editing. With a stable and secure environment, it simplifies document management.

Advantages:

  • Compatibility: Supports Microsoft Excel, Google Sheets, and more.

  • Free Templates: Simplifies document creation.

  • Lightweight: Performs smoothly on various devices.

  • Online Document Support: Facilitates collaboration.

  • Safe and Stable: Ensures data security.

Steps to Download:

Step 1: Visit https://www.wps.com/office/spreadsheet/

Download WPS Spreadsheet

Step 2: Choose your platform (Windows, Mac, Android, or iOS).

Step 3: Download and install.

Step 4: Launch WPS Spreadsheet for a powerful spreadsheet experience.

WPS Spreadsheet is a great alternative to LibreOffice Calc. It is a feature-rich, affordable, and easy-to-use spreadsheet application that is suitable for users of all levels.

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  • Use Word, Excel, and PPT for FREE, No Ads.

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  • Microsoft-like interface. Easy to learn. 100% Compatibility.

  • Boost your productivity with WPS's abundant free Word, Excel, PPT, and CV templates.

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FAQS:

1. How many items can I include in a drop-down list?   

There is no limit to the number of items you can include in a drop-down list, but it is important to keep in mind that the performance of your spreadsheet may decrease if you have a very large drop-down list.

If you need to include a large number of items in a drop-down list, you may want to consider using a data validation rule instead. A data validation rule allows you to specify a list of valid values for a cell. If a user tries to enter a value that is not on the list, they will receive an error message.

2. Is LibreOffice Calc compatible with Microsoft Excel files?

Yes, LibreOffice Calc is compatible with Microsoft Excel files. LibreOffice Calc can open, edit, and save files in Microsoft Excel formats, including .xls and .xlsx. This compatibility allows users to work with Excel files seamlessly using LibreOffice Calc, making it a suitable alternative for those who need to collaborate with Excel users or switch between different spreadsheet applications without compatibility issues.

Summary

Master drop-down lists in LibreOffice Calc for efficient data entry. Explore WPS Spreadsheet, a lightweight alternative. No strict limit on list items, and Calc is fully compatible with Excel for seamless collaboration.



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