Data Validation Using DropDown List – LibreOffice Calc

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This tutorial would show how to use a basic range based data validation in LibreOffice Calc using a drop down list.

While accepting data in a Calc sheet, it is possible to provide the user a choice of items in a form of a drop-down list. Users can select the desired value from the drop-down instead of custom text. This eliminates the possibility of error, duplicate in the data entry/collection process.

Let’s look at how this can be done using an example.

Data Validation using Dropdown

Say, we want users to select their favorite fruits in cell B1 from a list of fruits which is F1:F4.

Data Validation from List - Source
Data Validation from List – Source

Select cell B1 and from the menu select Data -> Validity.

In the Validity window, Criteria tab, select “Cell Range” against Allow field.

Check Show selection list and un-check allow empty cells.

In the source field, click the small Shrink button at the right and select the F1:F4 range.

Validity Settings
Validity Settings
Select Range as Source
Select Range as Source

Press Ok.

Results

In cell B1, you can see a small down-arrow button. Click the button and the drop-down would show the list of values from the source range.

Now, you can select a value from the drop-down list.

Data Validation - List
Data Validation – List

If the user wants to type a different value in cell B1, the data validation would give an error by default saying it is an invalid value.


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arindam

Creator of libreofficehelp.com. The aim is to help as many people with easy-to-understand tutorials and no BS. Follow us using social channels or send us an email.

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Mark

I want to use a dynamic list in the pick list that changes as data is added to the list but I need to eliminate duplicates in the list. ow do I dynamically remove the entries in the drop down list. Is there a formula that will achieve this?

steve88sdgs

Make an vb script that removes the old value an insert the new values in the cell each time.

Albireo1

Want to be able to specify a default value in the cell that is validated (eg if different VAT rates are available 0% 6% 12% 25% – the 25% as default value)

TripeHound

In LO 6.1.5, if I used ALT-DownArrow in a constrained cell to show the drop-down list, I could then use the arrow keys to navigate to the desired value and press ENTER to select it. I’ve just upgraded to 6.3.5 and now as soon as I use an arrow key to change the current value it is auto-selected. Do you know if this was an intended change in behaviour, or a bug? If intended, is there a way of reverting to the previous behaviour, as the new behaviour is really annoying.

TripeHound

I’m using Windows 10, and yes, it is a bug… I found https://bugs.documentfoundation.org/show_bug.cgi?id=130325 after posting the above. I couldn’t find an obviously-available pre-built 6.3.6, but I found 6.4.2 and that fixed the problem.

Pawel

Hi Arindam,
Useful howto, Thanks!
Is there an option/possibility to make this multiple choice selection?
I have defined a column with all possible values which can be used but I’d like to be able to choose one, none or many of those being in the range. Is there any switch allowing for that?
Or different way to achieve that?
TIA

linuxiano

Hi, can I get a formatted values from the source?

I mean, if I have as origin cells: ‘$10,500; $20,300; $30,100’
when I click on the arrow to choose the values, I get these values:
10500; 20300; 30100

bob

Try formatting the cell it displays in to currency. That might do it.
I’m far from an expert with this stuff but I believe that should work.

charles ward

Hi, I need to connect a dropdown list item to a specific column. So, when I select “income” in a dropdown list, I want that selection to jump to my “income” column ready to input my businesses income for that day. Also, if I select “cost of goods” in that dropdown list, I want it to jump to my expenditure column, is this possible? Thank you kindly.

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