Automatically update pop-up menus in spreadsheet cells

Hello.


I have a project-pricing spreadsheet for garden construction.


I use a reference table to update attributes of materials for example paving slabs, which includes things like supplier cost, unit size, jointing material etc.


I create a pop up menu using the reference table including all the types of paving listed, then copy that cell into the main pricing spreadsheet so I can easily select the paving type, which then references all the different attributes such as price, jointing material, unit sizes etc and updates the costs accordingly.

When a new material is specified I add it into the reference table, make a new pop up menu including the new material, then copy and paste into the main sheet


The issue is I'm costing large projects with many different areas per project, so when I add a new material I'm having to copy and paste into various project elements that may use the product, eg patio 1, patio 2 etc etc.


What I'd like to know, is it possible to have a cell reference another cell and be in the format of a drop down menu?

Basically so all applicable cells are automatically updated to the new pop up menu but then I'm still able to select an option from that menu?


TIA


Mac mini, macOS 15.6

Posted on Dec 4, 2025 1:36 AM

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Posted on Dec 4, 2025 11:01 AM

> is it possible to have a cell reference another cell and be in the format of a drop down menu?


Numbers (at least, the current version 14.4) does not support dynamic pop-up menus like this.


Cells can have pop-up menus assigned, but only from a pre-populated list, and not from a dynamic list. In other words, you can't tell it to create a pop-up menu of options based on the values in a range on another table, and any changes to that range would not be reflected back in the pop-up menu.


Excel can use a range as the values for the popup menu, but Numbers can not.

4 replies
Question marked as Top-ranking reply

Dec 4, 2025 11:01 AM in response to RobertWMEXT

> is it possible to have a cell reference another cell and be in the format of a drop down menu?


Numbers (at least, the current version 14.4) does not support dynamic pop-up menus like this.


Cells can have pop-up menus assigned, but only from a pre-populated list, and not from a dynamic list. In other words, you can't tell it to create a pop-up menu of options based on the values in a range on another table, and any changes to that range would not be reflected back in the pop-up menu.


Excel can use a range as the values for the popup menu, but Numbers can not.

Dec 4, 2025 5:30 AM in response to RobertWMEXT

Yes — this is possible, and you don’t need to recreate or paste dropdowns each time.

The feature you want is dynamic, automatically updating pop-up menus in Numbers, using a single data source range for all dropdowns.

You can set this up so that:

  • All dropdown cells point to one master list.
  • When you add a new material (paver, timber, gravel, etc.) to your reference table,
  • Every dropdown in the project sheet updates automatically — no copying, no pasting.


Automatically update pop-up menus in spreadsheet cells

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