Insert a Checkbox in Excel

Checkboxes in Excel enhance interactivity for task tracking, checklists, or data management.

1. Prerequisites for Using Checkboxes in Excel

Before inserting a checkbox in Excel, we 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: Go to Options

On the ribbon, click File > Options.

Step 2: Customize the Ribbon

In the Excel Options window, select Customize Ribbon.

Step 3: Add Developer Tab

• Check the box next to Developer in the list of Main Tabs.
• Click OK to save changes.

2. Insert a Checkbox in Excel

we can make a list of tasks or other things for which we want to create a checkbox. Learn Inserting checkboxes in Excel:

Step 1: Select Developer Tab

On the navigation menu bar click on the Developer option.

Step 2: Click on Drop-Down Arrow

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

Step 3: Select Check Box Option

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

Step 4: Select the Cell

Now, choose the cell in which we want to add the checkbox, and the checkbox will get inserted in the cell as shown in the below figure.

The keyboard shortcut to add a checkbox in Excel is Alt + N, X.

Note: we 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 we fulfill our need.

Step 5: Preview the Inserted Check box

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

Step 6: Edit the Label

• Right-click the checkbox and select Edit Text.
• Type our desired label (e.g., “Task Complete”).

Step 2: Resize or Move the Checkbox

Drag the corners to resize or click and drag to move it to another location.

3. Insert a Checkboxes in Excel without Developer Tab

Checkboxes can be inserted without Developer Tab also, Follow the below steps to add checkboxes in Excel without using the developer tab:

Step 1: Open the Excel Worksheet

Launch Excel and open the worksheet where we want to insert checkboxes.

Step 2: Go to the Insert Tab

Navigate to the Insert tab on the Ribbon.

Step 3: Insert a Symbol

• Click on Symbol in the Insert group.
• The Symbol dialog box will appear.

Step 4: Select a Checkbox Symbol

In the Symbol dialog box, set the font to Wingdings (or another symbol font like Segoe UI Symbol).

Scroll through the symbols to find:

• An empty checkbox (☐).
• A checked checkbox (☑).

Select the desired checkbox symbol and click Insert.

Repeat this process for each cell where we want a checkbox.

Step 5: Format the Checkbox

Resize the Checkbox:

Adjust the font size of the cell to resize the checkbox as needed.

Align the Symbols:

Use the Align Center or Align Right/Left options in the Home tab to position the checkbox symbols neatly within the cells.

This method provides a simple and visually effective way to add checkboxes without using form controls or VBA.

4. Link a Checkbox to a Cell

To track the status of a checkbox (checked or unchecked), we need to link it to a specific cell. Follow the below steps to Link a Checkbox to a cell:

Step 1: Right Click on Check Box

Right-click on the checkbox and Among the array of options, select "Format Control".

Step 2: 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 our 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 our configuration by clicking the "OK" button.

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

5. Usage of Checkbox in Excel

To create a to-do list in Excel with checkboxes:

• As soon as we 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 percent(%) 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. we will have to manually link each checkbox one by one.

Step 4: Enter the Formula

In the cell, enter the following formula:"=IF(D2,"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) ".

6. Fix the Position of a Checkbox in Excel

To fix the position of a checkbox in Excel:

Step 1: Right-click on the checkbox.

• Right-click on the checkbox to bring up the context menu.
• Ensure the checkbox is selected (we'll see a border around it).

Step 2: Select "Format Control."

In the context menu, select Format Control.

Step 3: Adjust the Object Properties:

In the Format Control dialog box, navigate to the Properties tab.

Step 4: Select our Preferences

we will see three options:

• Move and size with cells (default).
• Move but don't size with cells.
• Don't move or size with cells.

Choose either "Move and size with cells" or "Don't move or size with cells."

Step 5: Click "OK."

Click OK to apply the changes.