[Libs-Or] Tech-Talk: EXCEL - Check it off! How to Use Checkboxes in Excel

Wed Jan 21 09:58:48 PST 2026

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Webinars for You

NOTE: Webinars begin at 3 pm ET / 2 pm CT / 1 pm MT / 12 Noon PT and are one hour long.

January 28: [COMMUNICATION] OurStoryBridge: Connecting the Past and Present! Why Attend? You want to capture people’s stories in your community, knowing that online, brief oral histories are the way to do it in the 21st century.

February 11: [GOOGLE FORMS & AI] Let AI Reveal the Story Behind Your Google Form Responses. Why Attend? You gather data with forms and want immediate analysis of trends and summaries.

February 25: [WEB TOOLS] Discover 10 Free Web Tools We Use Continually. Why Attend? You enjoy knowing the perfect tool for things you do regularly so that you’re productive and creative.

March 11: [WEB AUTHORING] Webpage Accessibility That Actually Works for Libraries, WCAG 2.1 Explained. Why Attend? You want to know how to make your website compliant with accessibility standards.

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EXCEL - How to Use Checkboxes in Spreadsheets

Intermediate

[A laptop on a wooden desk displays a large checkmark inside a checkbox and a cursor arrow on the screen, suggesting task completion or selection.]

You’ve probably used checklists on paper. To-do lists, supply lists…and checking things off feels good, right? Now, you can get the same sense digitally in Excel…using checkboxes!

Checkboxes in Excel let you click once to mark something as done. They’re perfect for tracking tasks and giving visual cues. And there's more! You can even use formulas with checkboxes and conditional formatting. We'll show you how!

Why Use Checkboxes?

Checkboxes aren’t just for looks…they help your spreadsheet work for you. They can:

·     Track task completion
·     Take attendance or count responses
·     Mark approvals or reviews
·     Create interactive spreadsheets
·     Reduce data entry errors

Instead of typing “yes” or “done,” you just click.

Adding Checkboxes in Excel 365 (And Web 365)

Inserting a checkbox in Excel is the same for the desktop application and Web 365 version.

[A green checkmark inside a square box above the word "Checkbox" on a white background, representing a selected or checked checkbox option.]

To create a clickable box directly in the cell:

1.  Select the cell where you want the checkbox to go.
2.  Select Insert and Checkbox.

This creates one checkbox in a cell. If you want to add multiple checkboxes, you don’t need to repeat the process, just:

1.  Click on the cell with the checkbox.
2.  Drag the fill handle down or across. This will copy the checkbox with it ... perfect for long lists.

NOTE: The "fill handle" is the plus (+) sign you get when you hover over the lower right corner of a cell.

Adding Checkboxes in Google Sheets

[A checked checkbox icon followed by the word "Checkbox" in black text on a white background with a black border.]

Adding a checkbox to a Google Sheet is very similar to Excel:

1.  Click in the cell where you want the box.
2.  Go to Insert in the menu bar.
3.  Choose Checkbox.

You can also quickly copy the checkboxes in Google Sheets by selecting the cell with the checkbox and clicking and dragging the blue circle in the lower right corner of the cell.

Using Checkboxes in Formulas

Your spreadsheets will really shine when checkboxes are paired with formulas!

When you click a checkbox, it looks like a simple action of adding or removing a checkmark. But behind the scenes, something else is happening.

Checkboxes have a value of either TRUE (checked) or FALSE (unchecked). You don’t see these words in the cell, but your spreadsheet does. That’s what makes checkboxes so powerful.

For instance (with both Excel and Sheets) ...

Say you want to see how many tasks you’ve completed on your list. Instead of manually counting how many boxes are checked off, you can have Excel do it.

Identify which cells have checkboxes. My example range is A2:A8.

In an empty cell, type =COUNTIF(A2:A8, TRUE)

Hit enter for your formula to calculate.

This formula is saying that if the checkboxes in cells A2 through A8 are TRUE (checked), then count them.

[A spreadsheet checklist titled "End of the Night Checklist" shows tasks with checkboxes. Three tasks are checked. A formula in cell G3 counts jobs completed, displaying "3".]

Conditional Formatting

Checkboxes don’t just track progress. They can also change how your checklist looks. With Conditional Formatting, you can set rules that automatically update your spreadsheet when a checkbox is checked or unchecked. For example, completed items can change color, show a strikethrough, or stand out visually. This makes it easier to see what’s done at a glance…without changing anything manually.

To set up Conditional Formatting in Excel:

1.  Select your task list. You want to select both the checkboxes and your tasks if you want the whole thing to change.
2.  On the Home menu, select Conditional Formatting and New Rule.
3.  In the dialogue box, click Use a formula to determine which cells to format.
4.  Type your formula in the box labeled Format values where this formula is true. For example, since A2 is the first cell that has a checkbox use this formula: =$A2=TRUE
5.  Click the Format box to choose the style you want when a checkbox is selected.
6.  Click Ok and your new formatting rule will update.

[Screenshot of Excel's "New Formatting Rule" dialog box. "Use a formula to determine which cells to format" is selected, with the formula =$A2=TRUE and a green fill preview. The Format button is highlighted.]

[Conditional formatting settings window in Excel showing the range A2:B8 and a rule to format cells where =$A2=TRUE. Several format style options, including red, yellow, and green highlights, are displayed below.]

For Web 365, it is a little different:

1.Follow steps 1 and 2 above.

2.In the menu that shows up on the right, select the fx icon.

3.Input a formula into the box.

4.Choose your Format Style or create your own by pressing the plus sign (+).

5.When you click Done, it will update your checklist.

Conditional Formatting in Google Sheets

For Sheets, Conditional Formatting works similarly, but the formula is slightly different:

[Google Sheets conditional formatting menu showing a custom formula "=A2=TRUE" applied to the range A2:B8, with the default green fill style selected and Cancel and Done buttons at the bottom.]

1.Highlight the cells you want to format.

2.In the menu, select Format and then Conditional Formatting.

3.To create the custom rule, choose Custom formula is from the dropdown box called Format cells if…

4.In the Value or formula box, type in your formula. For example =A2=TRUE

5.Choose your Formatting Style. The list will automatically update with changes.

6.Click Done to stop editing your rule.

UPCOMING SPECIAL WEBINAR - Jan 28

Why Librarians Should Know About OurStoryBridge

OurStoryBridge is a free, nationwide storytelling program that helps libraries become living hubs of local history, connection, and civic pride. Through short, easy-to-record audio stories paired with photos, libraries empower patrons of all ages to preserve memories that might otherwise be lost…while strengthening intergenerational bonds and community engagement.

Founded by Jery Y. Huntley, an avid Tech-Talk reader and longtime webinar attendee, the program grew rapidly thanks to practical tech skills she learned through Tech-Talk (so she says) …making the process more efficient, accessible, and scalable for libraries of all sizes.

Jery first introduced OurStoryBridge to Tech-Talk followers four-and-a-half years ago through libraries…and the response was immediate. Now she’s back to share how this proven, no-cost program can help more libraries spark connection, preserve history, and deepen their community impact.

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Communications: 12 Power Words #6

“So that” … followed by a Benefit

I held a VIP training weekend for small business owners who wanted to build their companies. One of the “games” we played was called “So that”.

Here’s how it worked. Any time someone made a statement about what they were trying to do … one or more of us in the group would say, “so that” … and leave it hanging out there for the individual to fill in.

The purpose was to get everyone in the habit of not just saying stuff (which we all do, most of the time), but to finish the thought with a benefit. Why? Because it is more effective. More compelling. More persuasive.

[Four women sit around a dark wooden table outdoors, engaged in discussion. One woman uses a laptop while the others write in notebooks. Lush greenery surrounds the patio area.]

Examples without the “so that” add-on:

·     It would be better if we had more frequent story hours.
·     I’d like to start a mentor program here.
·     You need to show up to meetings on time.

See how more powerful these statements can be:

·     It would be better if we had more frequent story hours so that the parents get in the habit of bringing their kids.
·     I’d like to start a mentor program here so that new staff can thrive.
·     You need to show up to meetings on time so that I don’t have to fire you. (Just kidding on the benefit here, but I thought you’d like a smile.)

As a result of playing the “so that” game, everyone became highly conscious of the statements and situations that could benefit from a “so that…”. We all heard this phrase said so many times over the weekend, it gently embedded the technique in our brains … so that we could be better communicators!

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