Insert checkbox in Excel sounds like a trivial thing but it opens up a host of new possibilities of your worksheets that will keep you on track with your goals, schedule, assignments etc. Checkboxes and other controls like drop downs, look quite impressive in Excel and can be quite helpful while designing forms in MS Excel. These controlling options prevent users from entering some unwanted data in your forms and hence they are preferred to traditional text boxes.
In this tutorial, we will guide you how to insert a checkbox in Excel and utilizes the check box results in formulas to create an interactive checklist, to-do list, report or graph.
Like other form controls, the check box control resides on the Developer tab, which doesn’t appear on the Excel ribbon by default. So you need to turn it on first. follow the given steps to insert checkbox in Excel.
How To Insert Checkbox In Excel
1. Show the Developer tab on the Ribbon
In order to add the Developer tab to the Excel ribbon, do the following steps:
- Right click on the ribbon and then tap to the Customize the Ribbon option… Or, click File > Options > Customize Ribbon.
- Under the Customize The Ribbon option, select main tabs, check the Developer Box and click OK.
Now with the developer tab in place, you will get access to a host of interactive controls, including Check Box.
2. Organize the Data
To create excel checklist or to–do list, the very first step you need to do is to make a list of tasks or other items for which the check boxes will be inserted.
Suppose, you have created the following checklist for you party planning:
3. Add a check box
After doing all preparations now you are getting the main part add checkboxes to your party planning Excel list.
To insert checkbox in Excel, follow these steps:
- On the Developer tab, in the control group, click Insert and select check box under form controls.
- Tap on the cell where you want to insert the first checkbox. The checkbox control will visible near that place, though not exactly positioned in the cell.
- Properly position the check box, take your mouse pointer over it and as soon as the cursor changes to a four-pointed arrow drag the checkbox where you want it.
- Remove the text “Check Box 1“, right click the checkbox, select the text and delete it.
Doing this will help you to insert checkbox in Excel. Now your first Excel checkbox is ready and only you need to copy it to other cells.
4. Copy the Checkbox to other Cells
After Excel insert a checkbox, make a selection of the cell with the check box by using the arrow keys on your keyboard and position the cursor over the lower right corner of the cell. When the mouse pointer changes to a thick black cross, pull it down to the last cell up to which you want to copy the checkbox.
Now to all the items in the checklist, you can see check boxes are added.
As you can see Excel checklist is almost ready. Now you ask why almost? Although the check boxes are inserted and you can’t check or uncheck them as Excel is not able to respond to these changes because no cell is linked to any of the check boxes yet.
So, know how to capture the user selecting or clearing the check boxes and how to use that information in the formulas.
How to link a checkbox to a cell
In order to capture the checkbox state (checked or unchecked), you need to associate the check box with a certain cell. To make this possible, follow these steps:
- Right click the checkboxes, and then click Format Control.
- In the Format Control dialog box, switch to the Control/Tab, click in the cell link box and sheet an empty cell on the sheet to which you want to link to a checkbox or type the cell reference manually:
- Repeat the same process for other check boxes.
To easily identify the linked cells, make a selection in the adjacent columns that do not contain any other data. In this way, you will be able to safely hide the linked cells later so they won’t clutter your worksheet.
- Finally, click on each of the linked checkboxes. In the linked cells, TRUE appears for selected checkboxes and FALSE for cleared check boxes.
At this point, the link cells probably don’t make much sense, but please bear with me
Deleting a Checkbox
You can delete a check box by using these two ways.
- Select a checkbox and press delete. This one is the fast method to do that.
- And if you have more than one checkboxes in your worksheet:
- Select all the checkboxes by holding control key.
- And press deletes to delete them all.
- Use selection pane to delete them.
- Go to home tab→ Editing → Find & Select → Selection Pane.
- In selection pane, you will get the list of all the checkboxes you have used in your worksheet.
- You can select each of them one by one or you can select more than one by one using control key. Once you select them, press delete.
Hope after reading the article, you know how to insert a checkbox in Excel and create an interactive checklist, to-do list and report easily. So make use of it.
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