Open In App

How to Insert a Checkbox in MS Excel : Step by Step Guide

Improve
Improve
Like Article
Like
Save
Share
Report

Every day in business or any other field lots of information is there that is required to be stored for future use. For anyone, it is very difficult to remember that information for a long time. Earlier data and information were stored in the form of a register, file, or paperwork but finding it may be difficult for us. It takes a lot of time. To resolve this issue Microsoft brings a software called MS Excel.  

Microsoft Excel is software that allows users to store or analyze data in a proper systematic manner. It uses spreadsheets to organize numbers and data with formulas and functions. MS Excel has a collection of columns and rows that form a table. Generally, alphabetical letters are assigned to columns, and numbers are usually assigned to rows. The point where a column and a row meet is called a cell. Generally, it is used to keep records, and data in various fields of business.  

checkbox1

An excel sheet

What is Check Box in Excel

A Checkbox in Excel is a form control element that you can insert into a worksheet to create an interactive checkbox. It’s typically used to provide users with a way to make a binary choice by clicking on the checkbox. When it’s unchecked, it’s appears empty. Microsoft Excel has a special feature to insert Checkboxes in your MS Excel document. Checkboxes are the buttons or tick boxes that allow you to select one or multiple options available for a given data. Checkboxes are the type of form controls used for making data entry easy. 

It can be used in many scenarios such as creating to-do lists, tracking tasks, or creating interactive forms.

Checked-Chekbox

Checked CheckBox

Unchecked-Check-Box

Unchecked Check Box

How to Get the Developer Tab in the Excel Ribbon

Before inserting a checkbox in Excel, You will first have to insert the turn on the developer tab on the Excel Ribbon, which is by default hidden. Follow the below steps to turn on the Developer tab:

Step 1: Select Customize the Ribbon and Tick Mark on Developer Tab

Right-click anywhere on the ribbon and select customize the Ribbon option under the Excel Options. Now put a tick mark on Developer tab and click ok.

Turn-on-the-Developer-Tab

Turn on Developer Tab

How to Insert a Checkbox in Excel

You can make a list of tasks or other things for which you want to create a checkbox:

Step 1: Select Developer Tab

On the navigation menu bar click on the developer option.

Select-the-Developer-Tab

Select the Developer Tab

Step 2: Click on Drop-Down Arrow

Now click on the drop-down arrow button of the insert option.

Click-on-Drop-Down

Click on Drop-Down Arrow

Step 3: Select Check Box Option

Next select the checkbox option from the Form Controls menu as shown in the figure:

Select-Checkbox-Option

Select Check Box Option

Step 4: Select the Cell

Now, choose the cell in which you want to add the checkbox, and the checkbox will get inserted in the cell as shown in the figure:

Select-the-Cell

Select the cell

Note: You should know that we can add only one checkbox at a time. For adding more checkboxes, copy the existing checkbox and paste it to the other cell and continue till you fulfill your need.

Step 6: Preview the Inserted Check box

Finally, a check box is inserted in the Excel Sheet where you want.

Check-Box-Inserted

Check Box Inserted

Link a Checkbox to a Cell

In Excel, checkboxes serve as valuable tools to capture and track the status of specific elements. To harness their power, it’s crucial to establish a link between checkboxes and cells. This association enables you to seamlessly monitor whether a checkbox is checked or unchecked. Follow these structured steps to create this essential connection and enhance your data management:

To capture the status (checked or unchecked) of a checkbox, you need to link the checkbox to a particular cell. Follow the below steps to do this:

Step 1: Right Click on CheckBox

Right-click on the checkbox and select Format Control.

Step 2: Select Format Control

Among the array of options, select “Format Control”. This action opens the Format Control dialog box, a pivotal interface for configuring checkbox behavior.

Step 3: Select Value Section

Within the Format Control dialog box, navigate to the “Value” section. Set the value to “Checked”. This strategic choice ensures that the checkbox assumes a “Checked” state as its default configuration upon workbook access.

Step 4: Select Cell Link

Direct your attention to the “Cell Link” section within the dialog box. Input the designated cell reference ‘$C$7’, aligning the checkbox with this specific cell.

Step 5: Make Adjustments and click OK

With the necessary adjustments in place, solidify your configuration by clicking the “OK” button.

Select-ok

Make Adjustments and Select Ok

Now checkbox is linked to the cell. In the linked cells, TRUE appears for selected checkboxes and FALSE for cleared checkboxes.

Cell-Linked-to-checkbox

Cell Linked to Checkbox

Creating an Interactive To-Do-List in Excel

Imagine a To-Do-List that effortlessly transforms from tasks awaiting completion to triumphant accomplishments with just a simple -checkmark. Thsi interactive magic is made possible through Excel’s checkboxes.

  • As soon as you check-mark the list, the status will change to DONE from TO BE DONE.
  • The value of the cell linked to that checkbox changes from FALSE to TRUE.
  • It reflects the changes in the Task Completed and % of Task completed cell.

Follow the below steps to make this interactive To-Do-List:

Step 1: Enter the data

List all the activities.

Step 2: Insert Checkbox

Insert the Checkboxes.

Step 3: Link the Checkboxes

Link the checkboxes to cell. You will have to manually link each checkbox one by one.

Step 4: Enter the Formula

In the cell, enter the following formula:=IF(J5,”DONE”,”TO BE DONE”) and drag for all the cells below.

Now, Enter the following formula “=COUNTA(cell-range”) to count the total number of tasks.

Step 5: Enter COUNTIF Formula

In the cell, enter the following formula ‘=COUNTIF(cell_range, TRUE).

Insert Multiple Checkboxes in Excel

There are multiple ways to insert multiple checkboxes in the worksheet.

Inserting a Checkbox using the Developer Tab

In some of the cases you may need to insert multiple Checkboxes, Follow the below step to Insert the multiple checkboxes in Excel:

Go to Developer Tab ->Select Control -> Click on Insert -> Form Controls -> Checkbox.

Now click where ever you want to insert checkbox. You can repeat same process to insert multiple checkboxes in Excel.

Duplicating Checkboxes through Copy Pasting

To replicate an Existing checkbox, simply Select it-> Copy it-> paste it onto your desired location. Alternatively, you can use the keyboard shortcut (Control +D) for this action.

Note:

  • The Duplicate Checkboxes maintain a link to the same cell as the original checkbox. Consequently, you’ll have to manually adjust the cell link for each individual checkbox.
  • Although the caption names of the duplicated checkboxes remain consistent, it’s important to note that their backend names differ, as they function as distinct objects.

Expanding Checkbox Cells with Drag and Fill

When you possess a checkbox within an Excel cell and utilize the fill handle by dragging it downward, the result is the generation of additional checkbox duplicates.

Deleting the Checkbox in Excel

Removing the single Checkbox is a breeze – just click on it -> press the delete key.

To select a checkbox, hold down the Control Key and Simultaneously click the left mouse button.

Delete Multiple Checkboxes

Follow the below steps to delete multiple checkboxes:

Step 1: Click on Checkboxes

Hold the Control Key and Click on each checkbox you wish to delete.

Step 2: Select the Delete Key

Press the Delete Key

FAQs on Checkbox in Excel

What is Checkbox in Excel?

Checkboxes are the buttons or tick boxes that allow you to select one or multiple options available for a given data. Checkboxes are the type of form controls used for making data entry easy. 

How to insert a Checkbox in Excel?

To Insert a checkbox in Excel, Follow the below steps:

Step 1: Open your Excel worksheet.

Step 2: Turn on the Developer tab.

Step 3: Click on the “Insert” dropdown in the “Controls” Group.

Step 4: Choose the “Checkbox” Option under the “Form Controls” section.

Step 5: Click on the cell where you want to place the checkbox.

How to customize the appearance of a checkbox in Excel?

To customize the appearance of a checkbox in Excel. Right-click on the checkbox, “Format Control’, and navigate to the “Control’ tab in the Format Control dialog box. Here, you can modify properties such as font, size, color, and more.

How can I link checkbox to a cell in Excel?

To link a checkbox to a cell in Excel, follow the below steps:

Step 1: Right click on the Checkbox.

Step 2: Select “Format Control”, and navigate to the “COntrol” tab in the Format Control dialog box.

Now you can modify properties such as font, size, color and more.



Last Updated : 13 Dec, 2023
Like Article
Save Article
Previous
Next
Share your thoughts in the comments
Similar Reads