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How to Insert Checkbox in Excel in 5 Easy Steps

Excel has many powerful tools that allow users to create dynamic, interactive, and user-friendly worksheets – A... read more

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John Michaloudis
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Overview

How to Insert Checkbox in Excel in 5 Easy Steps | MyExcelOnline How to Insert Checkbox in Excel in 5 Easy Steps | MyExcelOnline

Excel has many powerful tools that allow users to create dynamic, interactive, and user-friendly worksheets – A checkbox is one such tool.

A Checkbox in Excel is a form control that can be used to select or deselect an option by simply clicking on it. When you select a checkbox, a small x mark appears indicating that the option has been selected. If the box is empty, the option is not selected.

It can be used for creating checklists, form inputs, interactive charts, reports, dashboards, and much more.

In this article, you will be covering the following Checkbox in Excel topics in detail –

Let’s look at each of these topics one by one!

Make sure to download this Excel Workbook and follow along:

download excel workbookExcel-Checkbox.xlsx

 

Activate a Developer Tab

The only way to create a checkbox is by using the Developer tab option. If it is not visible on your ribbon, follow the steps below to add it –

STEP 1: Right-click anywhere on your Ribbon and select Customize the Ribbon.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 2: Make sure the Customize Ribbon is selected. Then select the Developer option under Main Tabs.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 3: Click OK.

How to Insert Checkbox in Excel in 5 Easy Steps

The Developer tab will now show up on the ribbon.

How to Insert Checkbox in Excel in 5 Easy Steps

 

Insert a Checkbox in Excel

Once you have the Developer tab visible on your ribbon, you can follow the steps below to insert a Checkbox in Excel –

STEP 1: Click on Developer Tab.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 2: Under the Controls, Click on Insert.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 3: Click on the Checkbox icon under Form Controls (small box with a blue tick).

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 4: Click anywhere on the sheet, and the checkbox will be inserted there.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 5: Right-click and select Edit Text. You can edit or remove text as needed.

How to Insert Checkbox in Excel in 5 Easy Steps

The checkbox is now ready!

How to Insert Checkbox in Excel in 5 Easy Steps

 

Insert Multiple Checkboxes in Excel

Now that you have added a checkbox to cell B2 – How do you insert them for the remaining cells?

How to Insert Checkbox in Excel in 5 Easy Steps

If you try to add the checkboxes one by one using the method shown above it will be a time-consuming process. There are 2 ways in which you can quickly add multiple checkboxes to your Excel worksheet.

Let’s look at them.

Method 1 – Copy Paste

You can simply copy the checkbox added in cell B2 and paste them into the required range.

  • Select the cell containing the checkbox
    How to Insert Checkbox in Excel in 5 Easy Steps
  • Press Ctrl  + C to copy it.
    How to Insert Checkbox in Excel in 5 Easy Steps
  • Select the cells where you want to paste and then press Ctrl + V.
    How to Insert Checkbox in Excel in 5 Easy Steps

You can also highlight all the cells and use the keyboard shortcut Ctrl + D to achieve the same result!

 

Method 2 – Drag and Fill

In this method, you can select the cell containing the checkbox and then move your cursor to the bottom right corner of the cell. The arrow will convert into a thin black cross icon.

Now, simply drag and fill the checkboxes to the cells below.

How to Insert Checkbox in Excel in 5 Easy Steps

 

 Link Checkbox to a Cell

You can link the value of the checkbox to a cell address in your worksheet. When you select the checkbox, the value in the linked cell will display TRUE otherwise it will display FALSE.

You can use this value in the cell to perform various actions like conditional formatting, creating interactive charts or reports, hiding or unhiding rows/columns, etc. Let’s see how you can link a checkbox to a cell:

STEP 1: Right-click on the checkbox and select Format Control.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 2: In the Format Object window, go to Control Tab.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 3: Under the Cell link, select the cell where you want the value to be displayed. Here, it is cell C2.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 4: Click OK.

How to Insert Checkbox in Excel in 5 Easy Steps

You can see that since the checkbox is not selected, the value in cell C2 is showing FALSE.

How to Insert Checkbox in Excel in 5 Easy Steps

Once you select the checkbox, the value will change to TRUE.

How to Insert Checkbox in Excel in 5 Easy Steps

 

Example of Using Checkbox in Excel

In this example, you have a list of topics that needs to be covered by a student. You need to use the checkboxes in Excel to track the progress and provide a summary for the same.

You also have to strikethrough the topics that have been completed and add a green color fill to them. This can be achieved using the Conditional Formatting option in Excel.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 1: Go to Developer Tab > Insert > Checkbox.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 2: Click on cell B2 to insert the checkbox in that cell.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 3: Right-click and select Edit Text. Clear the text.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 4: Drag and fill the checkboxes in range B3:B11.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 5: Right-click on the checkbox and select Format Control.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 6: Select cell C2 in the cell link option.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 7: Do this for all the checkboxes.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 8: In cell B13, insert the COUNTA formula to get the total number of topics covered.

=COUNTA(A2:A11)

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 9: In cell B14, insert the COUNTIF function to get the total number of TRUE in range C2:C11. These cells will display TRUE only when the checkbox is selected indicating that the topic has been covered.

=COUNTIF(C2:C11,”TRUE”)

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 10: In cell B15, to get the percentage of topics covered simply divide B14 by B13.

=B14/B13

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 11: To add conditional formatting, select the cell range where you want the formatting to be shown. Here, it is cell A2:A11.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 12: Go to Home > Condition Formatting > New Rule.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 13: In the New Formatting Rule dialog box, select Use a formula to determine which cells to format.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 14: Type the formula stated below –

=$C2=TRUE

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 15: Click on the Format button.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 16: Under the Fill tab, select the light green color.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 17: Under the Font tab, select Strikethrough.

How to Insert Checkbox in Excel in 5 Easy Steps

STEP 18: Double-check the result under Preview and then click OK.

How to Insert Checkbox in Excel in 5 Easy Steps

And Voila, you will see that the desired result has been achieved. The topics that have been marked as completed in the checkbox are strikethrough and highlighted in green as well.

How to Insert Checkbox in Excel in 5 Easy Steps

 

Delete Checkbox in Excel

Deleting a single checkbox is a straightforward task but deleting multiple checkboxes in your worksheet can become tedious. You can follow any of the following methods below to delete multiple checkboxes at once:

Method 1: Use the Ctrl key

  • Press and hold the Ctrl key on your keyboard and select all checkboxes.
    How to Insert Checkbox in Excel in 5 Easy Steps
  • Press the Delete button on your keyboard.

All the selected checkboxes will be deleted.

How to Insert Checkbox in Excel in 5 Easy Steps

Method 2: Use the Selection Pane

  • Go to Home > Find & Select.
    How to Insert Checkbox in Excel in 5 Easy Steps
  • In the dropdown, click on Selection Pane.
    How to Insert Checkbox in Excel in 5 Easy Steps
  • In the Selection Pane, select the checkboxes you want to delete.
    How to Insert Checkbox in Excel in 5 Easy Steps
  • Press the Delete button on your keyboard.

All the selected checkboxes will be deleted.

How to Insert Checkbox in Excel in 5 Easy Steps

 

Method 3: Use the Go To Special option

  • Press Ctrl + G to open the Go To dialog box. Select Special.
    How to Insert Checkbox in Excel in 5 Easy Steps
  • In the Go to Special dialog box, select Objects. Click OK.
    How to Insert Checkbox in Excel in 5 Easy Steps
  • All the checkboxes will be selected.
    How to Insert Checkbox in Excel in 5 Easy Steps
  • Press Delete.

All the selected checkboxes will be deleted.

How to Insert Checkbox in Excel in 5 Easy Steps

The only limitation of this method is that all objects in the active worksheet including shapes, charts, dropdowns, etc. will be deleted.

 

Conclusion

A Checkbox is a very useful feature in Excel that allows users to select or deselect an option. It is helpful as it prevents users from manually entering data hence reducing the scope of error. It can be used for creating forms, checklists, interactive charts, reports, etc.

In this article, we have covered how to insert single or multiple checkboxes in Excel, link the value to a cell, and delete them as well.

For more tips and tricks to master Excel, check our Excel online classes below!

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How to Insert Checkbox in Excel in 5 Easy Steps | MyExcelOnline How to Insert Checkbox in Excel in 5 Easy Steps | MyExcelOnline
Founder & Chief Inspirational Officer at

John Michaloudis is a former accountant and finance analyst at General Electric, a Microsoft MVP since 2020, an Amazon #1 bestselling author of 4 Microsoft Excel books and teacher of Microsoft Excel & Office over at his flagship MyExcelOnline Academy Online Course.

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