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In DingTalk Spreadsheet, use the Dropdown List feature to replace free-text input with a unified set of choices. This restricts cell input to specified values, ensuring data accuracy, improving input efficiency, and making the data easier to read for viewers.

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Workflow

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Create a Dropdown List

Select the data range you want to standardize, then click Menu —> Insert —> Dropdown List on the top navigation bar, or click … More —> Dropdown List on the right side of the toolbar above. This opens the Dropdown List dialog, where you can configure the Dropdown List and its content.

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Configure the Dropdown List

  1. In the Dropdown List dialog, three option slots are displayed by default. Enter the content you want to use as options, then save to apply the configured menu options to the selected range.
  2. Editing actions supported by the Dropdown List:
    1. Change the fill style: Choose your preferred fill style and color scheme.
    2. Reorder options: Hold the three-bar handle on the left side of an option and drag to reorder.
    3. Change the fill color: Customize the Option color for each option.

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Convert existing data into Dropdown List options

If your spreadsheet already contains some data and you want to convert it into a Dropdown List so it can be quickly reused for new records, do the following:
  1. Select the range containing the existing data, then click Insert — Dropdown List.
  2. The existing data is deduplicated and automatically becomes Dropdown List options.
  3. Delete or modify any non-standard data.
  4. After saving, the data in the selected range is converted into a Dropdown List. Any previously entered non-standard data is flagged with a prompt, and you can click to select the standardized format.

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Remove a Dropdown List

  1. Clear the selected option: Select the target range or cell and press the Delete or Backspace key to clear the current content, then make a new selection.
  2. Remove an inserted Dropdown List: Select the range containing the Dropdown List, right-click — Configure Dropdown List, then click Delete validation in the Dropdown List dialog. Alternatively, click … More —> Dropdown List on the right side of the toolbar above, then select Remove list in the lower-left corner of the dialog. This action does not clear the original values you have already entered into the cells.

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Other notes

  • When adding option content in the dialog, press Tab or Enter to quickly move to the next row for editing.
  • To reorder the Dropdown List content, click and drag the handle on the right side of the content box.
  • To delete a single item from the Dropdown List, click the delete icon on the right side of the content box.

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Use case

As a store manager, I need to track product sales volume and revenue for my store, so I created a “Mooncake Sales List” for store associates to fill out together. However, when filling in the “Category” and “Region” fields, I noticed that everyone used different formats, which made the results inconsistent and difficult to analyze. In this case, you can use the Insert —> Dropdown List feature to standardize the data.
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