How to Insert Check box in Excel

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As a spreadsheet, Microsoft Excel is used simply for data analysis. Most people take this extraordinary tool as an addition to the tools used for computational tasks. Thus, we can use it for multiple purposes and you can even make charts and lists. Furthermore, you can add checkboxes in the sheet for your to-do lists together with dynamic charts and dashboards.

Excel has been used for managing data since its launch. When you need to insert check box in Excel, it definitely needs another level of expertise. The presentation layout and the structure of your sheet entirely depend on the management of data you have. Inserting a check box in the sheet lets you link with other cells for the same thing.

Before inserting a check box in Excel, you need the existence of a Developer tool in the ribbon.

Activate Developer Tab in Excel

If you cannot find a Developer tab on the ribbon, you need to activate it first. For this, you have to follow the steps given below:

  1. Right-click on the tabs given on the ribbon and choose to Customize the Ribbon. An Excel dialog box will pop up.
  1. From the dialog box, choose to Customize the Ribbon on the right side. Check the Developer option from the Main Tabs selection and click OK.
  1. Now, you can see the Developer tab on the ribbon.

How to Insert Check box in Excel

Below you will find all the steps to follow to insert check box in Excel:

  1. Open the Developer Tab and choose the Controls option.
  2. Now, go to the Insert and Form Controls option and select Check Box. Developer Tab > Controls > Insert > Form Controls > Check Box
  1. Click on the sheet and you will see a checkbox appear on the screen.
  2. Now, you have to connect the check box to a cell in Excel. For this, right-click on the checkbox and choose Format Control.
  1. From the Format Control dialog box, you will see the Control tab that needs some changes:
  • Value: you need to confirm that the check box is checked already.
  • Cell Link: $A$1 You can manually insert this or choose the cell to get the reference.
  1. Click OK.

Now, you can see the check box is connected to cell A1 and if you check the checkbox, you will see TRUE in cell A1 and if it is not checked, you will see FALSE.

How to Insert Multiple Checkboxes in Excel

Now, you have gone through all the steps used for inserting a checkbox. At times, you may have to insert more than one checkbox in the sheet as per your data. Obviously, you cannot add hundreds of checkboxes one by one. There will be a convenient way that can help you save time. Let’s have a look at the options you can apply:

  1. Firstly, you have to insert one checkbox manually. Use the Developer tab and insert the checkbox in the sheet.
  1. Now, arrange the checkbox position.
  1. Format the checkbox as per your need. In the example given below, you will see the check box as blank.  
  1. After that click on the checkbox and choose the “Format Control” option given in the context menu.

From the “Format Control” menu, go to the “Properties” option and confirm that the option “Move but don’t size cells” is activated. If you don’t see this option, click on it and press the 

  1.  OK button.
  1. At last, drag the fill handle to all the arrows below when you see the check box is set properly.
  1. All done! You can see the checkboxes present against all the rows.  

Have a look at the screenshot given above; you will see checkboxes available for all the rows. However, still, you are not able to use this list and the reason is that we don’t put settings on the cell connected for all the checkboxes. For this, you have to apply all the other kinds of settings.

Examples for Checkboxes Used in Excel

We have explained some examples that clearly show how you can use checkboxes in Excel. You can make the list more interactive and handsome looking with some more effort. Before that, you have to learn how you can connect a checkbox to a cell. Don’t worry, this task is not that tricky, but try not to consider it irrelevant because this is the main gist of using checkboxes.

How to Link a Checkbox to a Cell

As you already know that getting, the checkbox status needs you to link the check box with a cell, that’s why you have to follow these steps:

  1. Right-click on the check box and click the Format Control option.
  1. From the Format Control dialog box, toggle to the Control tab. Choose the Cell Link option and press on a blank cell from the sheet on which you can link the check box. Or else, you can even do this function manually.
  1. Do it again for the rest of the checkboxes.
  1. At last, click each of the linked checkboxes and check TRUE or FALSE for clear and selected checkboxes.

Now, you understand that the link cells are not worthy enough, that’s why you need to wait a bit more for the desired settings.

How to Control Checkbox Size and Position

Dragging on the checkbox handlebars lets you resize the object frame. Well, unfortunately, this function will not be done itself. In Excel, you cannot resize the box in the worksheet because it has some issues.

For this, you have to right-click on the checkboxes and click the Format Control option given in the context menu. Choose Don’t move or size with cells from the Format Control menu.  

How to Delete a Checkbox

When you want to delete a single checkbox, press the CTRL key and choose the checkbox. Now, press the Delete key from the keyboard.

If you need to delete more than one checkbox, choose all of them and press the Delete key from the keyboard. Follow the steps below:

  • Open the Home tab and go to the Editing group.
  • Click on the Find & Select dropdown menu.
  • Select Go To Special option.
  • Choose the Objects radio button.
  • Click OK.    

That way you can select all the checkboxes from a working sheet. Now, press the Delete key to everything vanished.

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