How to Insert a Dropdown List in WPS on Windows

Use Insert Dropdown List in WPS on Windows with 4 how-to topics; all 4 are available without membership and 0 are membership-related.

How-to Index

How-to Guide

1. Apply an Existing Dropdown List

Entry path: Insert → Dropdown List → choose a preset template

1. Select the cell where you want to add a dropdown list.
2. Click the Insert tab, then click Dropdown List.
3. In the panel, review the Apply an Existing Dropdown List area.
4. Choose a preset template such as Yes/No, Not Started/In Progress/Completed, or A/B/C.
5. Click the template to apply it to the selected cell.

Success Criteria

• The selected cell shows a dropdown arrow or selectable entry point.
• The cell can use the values from the chosen template.
• Existing cell content is not cleared automatically when the template is applied.

Tips While Using

• Preset templates work well for fixed-option scenarios. If the options do not fit your needs, create a custom dropdown list instead.
• Confirm that you selected the correct cell or range before applying the template.

2. Create a Custom Dropdown List

Entry path: Insert → Dropdown List → Custom Dropdown List

1. Select the cell where you want to add a dropdown list.
2. Click the Insert tab, then click Dropdown List.
3. At the bottom of the panel, click Custom Dropdown List.
4. In the dialog box, enter each option one by one.
5. Click + Add Option to add more items.
6. Drag the handle beside an option to reorder it, or click the trash icon to remove it.
7. To allow more than one value in a cell, turn on Multi-select.
8. To assign different colors to options, turn on Color.
9. To update other matching dropdown lists at the same time, turn on Apply to other same dropdown lists.
10. Click OK to finish.

Success Criteria

• The cell contains a dropdown list with your custom options.
• Option order, deletion results, and multi-select settings work as configured.
• If synchronized updating is enabled, matching dropdown lists can update together.

Tips While Using

• Keep option names short and clear for easier entry and later analysis.
• Multi-select works better for tag-style records, while single-select works better for status fields.

3. Open More Settings for a Custom Dropdown List

Entry path: Insert → Dropdown List → Custom Dropdown List → More Settings

1. Open the Custom Dropdown List dialog box.
2. Click More Settings in the upper-right corner.
3. In the Settings panel, choose how the option source should be defined.
4. To type the source manually, separate items with commas.
5. To use a referenced range, select the target cell range.
6. Turn on Ignore blank if needed.
7. In the Invalid Input Alert area, choose how the sheet should respond when entered content does not meet the rule.
8. Enter the prompt title and message.
9. Click OK to save the settings.

Success Criteria

• The dropdown list is generated from the selected source method.
• Invalid entries trigger the configured prompt behavior.
• The title and message are saved and can appear during data entry.

Tips While Using

• A referenced range works well when one list source needs to be maintained in one place.
• In prompt text, state the allowed value range or format clearly.

4. Clear a Dropdown List

Entry path: Insert → Dropdown List → Clear Dropdown List

1. Select the cell where you want to remove the dropdown list.
2. Click the Insert tab, then click Dropdown List.
3. At the bottom of the panel, click Clear Dropdown List.
4. Confirm that the dropdown rule has been removed from the selected cell.

Success Criteria

• The cell no longer provides dropdown selection.
• Existing cell content remains in place.
• You can create a new dropdown rule for the cell later if needed.

Tips While Using

• This action removes the dropdown rule, not the existing cell value.
• If you want to redesign the options, clear the rule first and then create a new one.