Tip #20 - Three things you probably didn't know you can do with picklists

Hello Zoho Sheet users!

We’re back with another quick tip to help you make your spreadsheets smarter. Picklists are a great tool to maintain consistency in your spreadsheet. Manually entering data is time-consuming and often leaves typos and irregular formatting. With a picklist, you can give a fixed set of options to select from, which helps keep your data clean and structured. Here are some advanced Picklist options that will make data entry super easy while maintaining data quality.

Here’s a sample use case for better understanding:

1. Multi-select in your picklist

Let’s say you are collecting personal information during a hiring process, and you also want to know the languages each candidate speaks. Instead of using multiple columns or stuffing everything into one, simply use a multi-select. This allows you to select multiple languages in one cell without any errors. Here's how you can do it:

Step 1: Select the range of cells you want to insert the picklist to.

Step 2: Insert a picklist using Insert > Picklist > Create Picklist.

Step 3: In the Picklist setup panel, switch to Multiselect.

Step 4: Enter your dropdown options and click Create.

Your multi-select Picklist is ready to use, as you can select multiple options in one.

The COUNT() function lets you count how many times each item has been entered, even if multiple entries are listed in the same cell.

 

2. Format your picklist

Want your dropdown to communicate urgency visually? Color-code your picklist options using red, yellow, and green. This works with both single- and multi-select picklists.

 

3. Turn existing data into drop-down options 

Want a set of data in your spreadsheet to serve as your picklist source? Simply link your data directly—no need to retype it.

Here's how you can do it:

Step 1: In the Type section of your Picklist setup panel, select Cell Range 

Step 2: Select the range of cells that contain your dropdown options

Step 3: Choose whether you want your data arranged Vertically or Horizontally

Step 4: Click Create

Now, your Picklist will always stay in sync with your source—great for frequently updated spreadsheets.

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