Create numbers drop down using data from a worksheet

I'm aware this question has been asked previously over a number of years in conversations.


This is the one feature of Numbers which is available in Excel, and is tremendously powerful, but does not seem to be available in Numbers. Does anyone at Apple here know if this is ever going to be addressed?


In Excel, the ability to define a series of cells as a variable, and then use that as a look up for entries in a drop down list, is possible. The numbers equivalent requires manual entries of text in the 'in-cell drop down'.


This makes it immensely time consuming and clunky to use cells with drop downs as data entry, if they need to be dynamically populated or amended (e.g. a series of categories subject to change, in something like a timesheet, as one use case example)


If this is coming on the development plan, that'd be very helpful to know. It's the missing feature that means, in practice, I'm unable to move away from Excel.


Any thoughts on how to effectively work-around, or whether the Numbers development plan has this coming would be very helpful.


Thanks

MacBook Pro 16″, macOS 13.6

Posted on May 3, 2024 4:05 PM

Reply

Similar questions

5 replies

May 3, 2024 8:15 PM in response to JP24

We're your fellow users here, and have no knowledge of Apple's plans for developing Numbers.


In Numbers, as you probably already know, you can populate a Pop-Up Menu (Numbers doesn't have "drop-downs") by selecting a range of cells with the values you want and formating it as Pop-Up Menu. Each of the cells with then have the Pop-up. You can copy-paste the cells wherever you need them in your document.


But I agree that being able to populate a menu from a range of cells, the way you can in Excel and Google Sheets, would be more efficient for the user.


You could consider giving feedback to Apple via Numbers > Provide Numbers Feedback in the menu.


SG

May 4, 2024 12:59 AM in response to JP24

Hi JP24,


Numbers was never designed as a clone of Excel. Numbers has Pop-Up Menus, not "Drop Downs". Pop-Up Menus can be edited by selecting them all and adding or deleting menu items.

Magically, all selected Pop-Ups will accept or delete those edits and yet retain their previous settings.


The Numbers approach is to use several small tables, each with a purpose. That makes it easy to select and edit a range of Pop-Ups in one swoop.


However, if you are following the Excel approach of a sheet with a huge "ocean" of cells with small "Islands" of data here and there, I can't help.


Take a look at the examples in Numbers > File > New > Template Chooser to see the way that Numbers documents can streamline your work.


Regards,

Ian.

May 3, 2024 11:05 PM in response to SGIII

Thanks @SG


Yeah, I wasn't sure if someone from Apple monitored these discussion groups. I tried doing the cut and paste into cell drop downs, but it's just too clunky and inflexible without being able to do a dynamic lookup. It's actually pushed me back to using Excel, which is a real shame.


I have already provided Apple feedback (at least a year ago). The silence back on any view of what's in the development plan or future list is deafening.


I guess this was my annual appeal, shouting into the void for some hope again! :)


Thanks for taking the time to reply. Good to know I'm not alone and other people find the feature in Excel and Google Sheets useful.

May 4, 2024 3:57 AM in response to Yellowbox

Thanks for the response Ian.


To clarify, I'm not trying to replicate Excel with a huge sheet of cells and I liked the Numbers approach of small tables organised by purpose.


The issue I was focusing on is the time and effort taken to manually amend a pop-up cell list and add/delete items in the cell, then replicate that cell when using it for data entry.


The ability to look up a table of cells with values and populate dynamically, rather than having to cut/paste into the preferences would be of great value.


I guess it's the introduction of dynamic fomulae reference lookups that can be defined in a setup table is the underlying feature.


I'll take a look at the examples you've suggested. I had managed to do much of that, but the additional manual edit/copy/paste for populating a selection cell whenever data changes, versus being able to add additional data to a named range and having it picked up in a lookup to a selection cell was just too time consuming to use in Numbers.

This thread has been closed by the system or the community team. You may vote for any posts you find helpful, or search the Community for additional answers.

Create numbers drop down using data from a worksheet

Welcome to Apple Support Community
A forum where Apple customers help each other with their products. Get started with your Apple Account.