Dropdown List in Google Sheets

Did you know that you could add a dropdown list of options to a cell (or cells, plural) in Google Sheets?  This is nice for creating something like a “multiple-choice option,” but is also nice when you want to force your collaborators (or yourself!) to select from a specific list of choices.

It can be especially useful if you have formulas acting on that cell.  For example, if you were keeping track of a budget and wanted different things (i.e., adding versus subtracting) to happen if a row was marked as a deposit, purchase or interest.

Here’s an animated GIF about how to do it followed, as usual, by a list of the steps.

Sheets Dropdown Animation

Step 1: Click on the cell or cells that you plan to add the dropdown list to
Step 2: Right-click & select Data Validation
Step 3: In the dropdown by Criteria, select List of Items
Step 4: Type your options into the box, separating them with commas (I tend to alphabetize them)
Step 5: Click Save.

Tab-Level Edit Rights in Google Sheets

In Episode 50 of the Google Teacher Tribe Podcast, Bailee Sandsmark, a 6th-grade middle school PE teacher, asked a Google Sheets question that got my gears turning.  All that gear turning inspired a new #EduGIF from me.  First, let’s look at her question:

I’d like to send out a Sheets template to all 250 of my students for them to individually track their fitness testing data, but then I would like to have an efficient way for them to share that info with me so that I can see all of my students’ data in one sheet. Having to access 250 different sheets makes my head spin…

While Matt & Kasey had a handful of good ideas of their own, I had another one that I wanted to share.  It came from a thought that Matt shared: it’d be nice to give each student a tab in one spreadsheet, but then each student could edit the others’ tabs.  That’s where “tab-level permissions” comes into play.  If you click on the tabs at the bottom of your Google Sheet, there’s a Protect Sheet option.  It’s also accessible from under Tools.  As you’ll see in the Animated GIF below, you can use this to give tab-level edit rights to specific students.

Before we get the GIF, a few notes:

  • If each tab will be identical, you can duplicate the tabs.
  • If you’d like to create a tab for each of your students, you can use Alice Keeler’s Template Tab add-on.
  • You can also use this to give or limit edit access for just specific cells – I do this sometimes to make sure no one messes up formulas that I have running.
  • In Bailee’s, situation, she’ll still have the issue that each student can see their classmate’s information (even though they can’t edit it).  To prevent this, you could give them code names or numbers.
  • The tabs that we’re referring to are technically called sheets, but I think that’s super confusing that the individual parts of Google Sheets are Sheets.  What!?

And finally, the GIF:

Tab-Level Edit Rights in Google Sheets Animation

Paint Roller Tool in Google Sheets

I’m a big fan of the Paint Roller (Paint Format) tool in the gSuite platform.  I’ve posted before about using it in Google Docs, as well as in Google Slides.  I probably use it most often, though, in Google Sheets.  I love a nice, organized Google Sheet and this tool helps a lot with that.  My favorite part about it is that it even applies to number formatting (i.e., decimal places, date format, currency, etc.).  Check it out in the animated GIF below!

Paint Format in Google Sheets Animation