inserting a check box in excel

How to Insert a Checkbox in Excel? Easy Step-by-Step Guide (2023)

Excel is a potent programme that gives the user with numerous interactive possibilities. Checkboxes are one such feature in Excel. A checkbox is an interactive element that enables users to choose or deselect an option.

How to Get the Developer Tab in the Excel Ribbon?

The first step in inserting the checkbox is to reveal the developer tab, which is normally buried on the Excel ribbon. To add the developer tab to Excel’s ribbon, perform the steps below:

  1. Right-click anywhere on the ribbon and select Customize the Ribbon.
  2. Under Customize the Ribbon, check the Developer box and click OK.

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How to Insert a Checkbox in Excel?

The first step in establishing an Excel checklist is to compile a list of the chores or other things for which checkboxes will be put.

For this example, we’ve created the following grocery list.


To insert a checkbox in Excel, execute the following steps:

  • Step 1: Go to Developer Tab —> Controls —> Insert —> Form Controls —> Check Box.
  • Step 2: Click in the cell where you want to insert the first checkbox (F4 in our example).
  • Step 3: Position the checkbox by dragging it. To remove the text “Check Box 1”, right-click the check box, select Edit Text in the context menu, and then delete the text.

Your first checkbox is ready.


Copy the Checkbox to other Cells

Drag the checkbox cells to all the below cells to copy them.


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

  1. Right-click on the checkbox and select Format Control.
  2. In the Format Control dialog box, make the following changes, and click OK.
  • Value: Checked. This makes sure that the checkbox is checked by default when you open the workbook.
  • Cell Link: $H$4. This is the cell linked to the checkbox. You can also enter it manually or select the cell to get the reference.

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


Creating an Interactive To-Do-List in Excel

Below is the example of a To-Do-List that uses the checkboxes to mark the task complete.

A couple of things will happen in the example.

  • 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 these steps to make this interactive To-Do-List:

  1. List all the activities from G5:G9.
  2. Insert the checkboxes from H5:H9.
  3. Link the checkboxes to cell J5:J9. You will have to manually link each checkbox one by one.
  4. In the cell I5, enter the following formula: =IF(J5,” Done”,” To Be Done”) and drag for all the cells below.
  5. In the cell H11, enter the following formula: =COUNTA(G5:G9) to count the total number of tasks.
  6. In the cell H12, enter the following formula: =COUNTIF($J$5:$J$9, TRUE).

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Link a Checkbox to a Cell

To record the status (checked or unchecked) of a checkbox, you must connect it to a specific cell. To accomplish this, follow these steps:

The Next Step

You have learned how to add a checkbox to an Excel spreadsheet in this post. With the help of the checkboxes, you have also developed an interactive To-Do List.

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Parvesh Rana

Parvesh is the Content Editor for Bulletin XP. Here at Bulletin XP, she covers news about trending topics in the television and entertainment industries. Moreover, Parvesh likes to dance and listen to music. She also finds time in her hectic schedule to relax and spend time with loved ones.

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