What you will build

Build a three-column data-entry table and add a controlled Status dropdown so new records use consistent values.

Learning objectives

Open the practice workbook

HANDS-ON PRACTICE

Practice in your own copy

Make your own Google Sheets copy with the same data, formulas, formatting, filter and frozen header. The original remains unchanged.

Make a Google Sheets copy (access required) ↗View original

Sign in to Google. If the original is not publicly shared, download the full workbook and import it into Google Sheets, or paste the example data into your own sheet.

The _result workbook shows the full Name, Email, and Status sample with readable values before adding validation.

Hands-on practice

Step 1: Select C2:C3, the two Status data cells. Leave C1 out so the Status header is not included in the validation rule.

Cells C2:C3 in the Status column are selected while the Status header in C1 remains outside the selection.

Step 2: Open Data > Data validation. Keep C2:C3 selected so the rule applies only to the Status values.

The Data menu is open with the pointer on Data validation while C2:C3 is selected.

Step 3: In the Data validation rules sidebar, click Add rule. Confirm Apply to range is Example!C2:C3, set Criteria to Dropdown, keep the options New and Reviewed, then click Done.

The Data validation rules sidebar is open with the pointer on Add rule and C2:C3 selected.
The dropdown rule editor shows Example!C2:C3 with the New and Reviewed options, and the pointer is on Done.

Step 4: Open the dropdown in a Status cell and confirm that the available choices are New and Reviewed.

Cell C2 has its dropdown open, showing New and Reviewed, with the pointer on Reviewed.

Checkpoint

NameEmailStatus
Lan[email protected]New
Minh[email protected]Reviewed

A correct result keeps the original two records unchanged and applies the same New/Reviewed Status dropdown to C2:C3.

Common mistakes and fixes

A correct setup leaves Name and Email as manual-entry fields and controls only the Status cells with the two approved values.

Independent practice

Add one temporary row below the sample, enter a name and email, choose its Status from the dropdown, verify the value is accepted, then delete the temporary row to restore the sample.

Key takeaways

  • ✓Select only C2:C3 for the Status validation rule.
  • ✓Open Data > Data validation, then click Add rule.
  • ✓Use Dropdown criteria with the two options New and Reviewed.
  • ✓Confirm the rule applies to Example!C2:C3 before clicking Done.
  • ✓Open a Status dropdown to verify both choices, and keep the source sample unchanged.
QUICK CHECK

Check your understanding

Answer four questions about the practice sheet.

1. Which range should receive the Status dropdown?
2. Which menu path opens the validation controls?
3. Which two values should the Status dropdown contain?
4. What should you fix if the Status header is included in the rule?

Next lesson

Continue in recommended learning order with Understand spreadsheet calculation errors.