Create drop-down options from subset of data that you can update

Hi Ed,

Numbers does not support 'dynamic' lists for pop-up menus.

I can see a variation on your current procedure which might reduce the multiple entries issue:

Copy/Paste the menu cell into the new line.

Edit the menu and set it to the new name.

Copy the new menu cell, then Paste it into the other tables where you will need it.

Return to the table with the original edited menu and carry on.

Variation:

Create a new single cell table in which to store and edit the current pop-up menu list.

Edit the menu in that cell each time a new name is needed.

Copy that cell, and paste into each location where the new name is to be placed.

Alternate:

Numbers does support an auto-suggestion feature.

This feature uses entries in other cells in the same column as a source of possible entries for 'this cell', and offers a list of the entries that fit with the partial entry you type. You can continue typing, or choose one of the suggestions by clicking it.

Downside is that the feature is restricted to entries in 'this column', so it's not immediately transferable to another column on another table.

For consideration:

As your first entry appears to be on a 'master list' of clients, you might consider assigning each client a 'client number' or alpha-numeric 'client code,' then using the 'master list as a lookup table from which to retrieve the client information you need on each of the other tables, using one of the lookup functions—most likely VLOOKUP or the combination of MATCH and INDEX.

Regards,

Barry

I don't think there is a one-step process where you can add a name on "sheet 2" and then be able to choose it from any pop up in "sheet 1 column B" (data validation in Excel allows this, though). One idea would be to add the name to sheet 2, create a new pop up menu from the entire list of names, then paste that new pop up into the next available row(s) of "sheet 1 column B". The existing pop ups in "sheet 1 column B" will still have whatever older pop ups they already had but you can move forward with the new one in the new rows.

Procedure

1. Add the new name(s) to bottom of the client list on "sheet 2", below the existing names.
2. Select all the names on the list
3. Change the cell format for all to "pop up menu". This will change all of those cells to pop ups and they will all include every entry, including your most recent one(s).
4. Copy one of these pop ups (probably the blank one, as described below) and paste it to "sheet 1 column B".

If you want to change the order of the client list, like alphabetize it so it is alphabetized in the pop up menu:

1. Sort (or drag rows around into the order you want)
2. Select all the names just like you did before
3. Change the format to Automatic
4. Change format to pop up menu. Your new popup will now be in the new sort order.
5. Copy/paste one to "sheet 1 column B"

Note: You may want to have the first "name" of your client list on "sheet 2" be blank so that you can have blank entries in "sheet 1 column B".

Note 2: If you have any typos/changes in the client names and wish to edit them, you have to change those cells to Automatic, make the changes, select all names, change all to pop up.