Want to know, How to Make Categories in Google Sheets? Then you are at right place. In this comprehensive tutorial, we will guide you through the process of creating and utilizing categories in Google Sheets.
When navigating the intricate landscape of Google Sheets, you might often find yourself in need of an effective system to categorize your data for streamlined filtering, vivid color-coding, or simply to maintain a well-organized spreadsheet. And, categories can be your savior. They can help you denote the status of orders, classify leads, manage inventory items, and even label purchases with precise locations for calculating sales tax.
Creating Your Category List
Before you can dive into the world of categorization, you must first create a list of categories tailored to your specific needs. Here’s how you can do it:
Step 1: Choose a Strategic Location
Begin by selecting an appropriate location within your spreadsheet where the category list won’t interfere with your primary data. Let’s say, for this example, we create a dedicated tab named “My Categories.”
Step 2: Populate the Category List
Now, start entering your category items in “My Categories” tab. Don’t fret if you don’t have the complete list ready; you can easily modify it later as needed.
Step 3: Note the Category Range
It’s crucial to keep track of where your categories are stored. In our example, they reside in column A of the “My Categories” sheet, denoted as “My Categories!A:A” Remember, you’ll need this information in the following section.
Implementing Category Dropdowns
With your category list in place, it’s time to enhance your data by adding in-cell dropdowns for effortless categorization. Follow these steps:
Step 1: Choose the Target Sheet and Column
Return to the sheet where you intend to incorporate the categories and designate a column specifically for this purpose. Here, in this example we have created “Main” tab for it. Add a clear header to label the column for better clarity.
Step 2: Select Data Cells and Access Data Validation
Highlight the data cells within the chosen column (excluding the header). For Example, here in screenshot we are in cell A2 where we want the category to appear. Navigate to the “Data” menu and select “Data Validation.”
Step 3: Add Rule
Here, you need to add rules, and for that you need to know the category range from “My Categories” tab, which we mentioned earlier to remember and it was “My Categories!A:A”
Step 4: Define Criteria and Range
In the ensuing dialog box, ensure you’ve chosen “Dropdown (from a range)” as the criteria. Then, input the range reference obtained from the previous section into the text field. Remember to include the equals sign before the range reference, mirroring how you would reference a cell within a spreadsheet.
Step 5: Save Your Settings
Click the “Done” button, and you’ll notice small dropdown arrows magically appear within the selected cells. You can now click on these cells, triggering a dropdown menu containing your categories for easy selection.
Step 6: Dynamic Updates
Keep in mind that any modifications made to the list of categories will automatically reflect the next time you access the dropdown list. However, it’s important to note that values selected from the list won’t update if the corresponding category in the source list is modified.
Conclusion
By mastering these techniques, you’ve now unlocked the power of categorization in Google Sheets. Whether you’re managing extensive datasets or simply striving for better organization, these skills will prove invaluable in your spreadsheet endeavors. Harness the potential of categories, and watch your data management efficiency soar to new heights.
Here is the link to sample worksheet we used for better understanding.
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